SUBJECT: Discipline And Grievance Files

POLICY #: STUD 300

AUTHORIZED BY: Assistant Dean for Student Affairs 9/17/99

APPROVED BY: Dean of the University 3/10/2000

 

I. GENERAL

The Office of Records & Registration will officially maintain the files for cases presented before the Discipline and Grievance Committee. These files are considered to be a part of the student's official university record and are protected by the Family Equal Rights and Protection Act (FERPA).

To minimize the risk of improper disclosure, academic and disciplinary records are maintained separately. Final transcripts or academic records contain only information about academic status.

Information from disciplinary files is not available to any unauthorized person on campus, or to any person off campus, without the express consent of the student involved except under legal compulsion or for security clearance. Information from the files will only be shared with the chair of the Discipline and Grievance Committee unless the student or Coordinator of Records and Registration has granted permission. Permission will be granted only after consultation with the chair of the Discipline and Grievance Committee.

In other matters, USC Sumter will follow the same general guidelines as outlined in ARetention of Student Discipline Records", Carolina Community: Student Handbook and Policy Guide. These guidelines have been adopted for USC Sumter and are as follows.

II. TYPE OF RECORD

Records subject to this policy include, but are not restricted to the following:

III. DISPOSITION INSTRUCTIONS

  1. Maintenance of Records

    The student records of cases which have been resolved with a sanction of less than suspension or expulsion will be maintained in the Office of Records and Registration for a period of 5 years from the date of the last offense or until the student named has received the degree he or she was pursuing at the time of the last offense. When a disposition date has been reached, records in all formats are to be destroyed.

    (NOTE: Statistical data may be retained but all information that would identify an individual must be removed.)

    Records for which the discipline sanction was suspension or expulsion will be permanently maintained in the Office of Records and Registration.

  2. Screening and disposition or records

    Upon resolution of a case, a disposition date will be assigned and placed in a prominent place on each case file by the person responsible for maintaining the case files.

    Records will be screened annually by the Office of Records and Registration.

    Screened records will be separated into three categories, according to the guidelines established above.

    No personally identifiable record(s) will be kept after that record has been designated for destruction. Demographic and other such statistical data may be maintained as long as it cannot be tied to an individual(s).

  3. Destruction of Records

    All paper records will be destroyed by shredding or other similar certain means.

    The Office of Records and Registration or a designated representative will accomplish destruction of records.

    Computer files will be modified in a manner that will allow the retention of a statistical database. But all information that would identify an individual must be removed from the files.

    Non-paper artifacts will be disposed of in a manner that will insure the artifact cannot be traced to any individual or any discipline case.