The Code of Student Conduct draws a distinction between minor and major cases of student misconduct. Minor cases of misconduct are those that have been adjudicated through a process other than the Disciplinary Resolution Process or have resulted in a penalty other than notice of more than one year, suspension or dismissal. Minor cases of misconduct are not considered “reportable” and would not be disclosed by Bates College to those seeking access to a student’s disciplinary file without that student’s written permission.

Outside agencies, potential employers, and graduate and professional programs may require applicants to permit their undergraduate institution to release the contents of student disciplinary records. In response to such requests, the College will disclose information concerning only those violations that are considered “reportable” under the Bates College Code of Student Conduct. For violations that are considered “reportable,” the College will report the nature of the violation (i.e., Academic Integrity, Actions Against Persons, Dangerous or Disorderly Conduct, etc.) and the sanction imposed.  This document will clarify what is considered “reportable” by Bates College and when the student may be required to self-disclose certain violations, even if the college may be unable to verify the conduct.

Major cases of misconduct are those that have been resolved through the Disciplinary Resolution Process  or resulted in one of the following penalties: notice of more than one year, suspension, or dismissal. Major cases of misconduct are considered “reportable” until a student graduates from Bates. If a student found responsible for major misconduct found responsible for major misconduct transfers or for some other reason does not graduate from Bates, the College will consider the violation “reportable” indefinitely. Students who left the College for reasons other than disciplinary dismissal and who received a Bachelor’s degree from another institution may request expungement. A former student seeking to have a suspension or notice notation expunged will be required to present evidence they received a Bachelor’s degree elsewhere. Students dismissed from Bates are not eligible to request expungement of their disciplinary record.  

Even where an outside agency, potential employer, or graduate / professional program does not request a student’s disciplinary file, they may learn about reportable violations if they request or require a copy of the student’s official transcript. Dismissals are noted on student transcripts permanently. Suspensions are also noted, but only during the period of the suspension. The College does not include information about other disciplinary sanctions, such as notice, on students’ transcripts. 

Outside agencies, potential employers and graduate and professional programs may ask a student to self-disclose all or certain disciplinary matters from their undergraduate career. Bates College encourages students to answer all such questions honestly even if the self-disclosed conduct would not be considered “reportable” from the college. Students should contact Student Affairs if there are questions regarding what conduct they are being asked to self-disclose.

Some agencies may ask a student to waive their rights to their entire file at Bates College, particularly in cases of federal background checks for security clearances. Please note that if a student should waive rights to their entire file, the agency will have access to all disciplinary files prior to the student’s graduation, including records relating to violations not considered “reportable” under the guidelines above. Note that even if formal disciplinary files are not accessible, Campus Safety may be required to disclose incident reports involving the student if a student grants access to their entire file.

For any questions related to student disciplinary records, please contact Student Affairs at studentaffairs@bates.edu or 207-786-6220.