Policy of Discipline Records Retention
Student disciplinary records are part of a student's formal educational record and are maintained in the Office of Student Conduct (at University Park) or by the Student Conduct Designee at the student’s campus. Student disciplinary records are kept for seven (7) years post-graduation and are reported externally for three (3) years post-graduation.
In the two semesters before a student’s graduation or any time thereafter, a student may request that his/her disciplinary record not be externally disclosed. If approved, the disciplinary record would no longer be externally disclosed but would continue to be maintained. This decision shall be at the sole discretion of the Senior Director of the Office of Student Conduct at University Park (or his/her designee at another Penn State campus) and shall include the entire record (i.e., no partial deletions are allowed).
Individuals who may be interested in applying for external non-disclosure have typically received a university administrative sanction of probation-level or higher. Students who received a conduct warning do not need to apply for external non-disclosure since only probation-level violations or higher will be reported out on discipline checks; warnings are not reported externally.
External non-disclosure will only be considered for students who have received lower-level sanctions (typically Probation-level). In addition, students whose violations were determined to have threatened or endangered the health or safety of any person or to have caused significant property damage will not be considered for external non-disclosure. Other criteria that will be taken into account: (a) nature and severity of the violation(s), (b) the impact or potential impact of the behavior on the community, and (c) nature of prior incidents (if any) or repeated patterns of behavior.
Process for Determination
A request for non-disclosure may be submitted anytime past date of graduation or in the two semesters before graduation provided that at least four months has elapsed since the last disciplinary incident for which a student was found responsible. It is the University’s role to determine when external non-disclosure is warranted. There is no appeal process. Any previous decision granting external non-disclosure is revoked should another violation occur.
To request external non-reporting, please submit ALL of the required materials at the same time. Requests that are incomplete will not be processed. The following materials are required to process your request:
1a) An electronic copy of your eLion screen or transcript showing you have filed your intent to graduate this semester OR a signed email from your academic advisor indicating your intent and ability to graduate in either the current or the next semester.
Save a copy of your transcript or the signed letter from an advisor on your computer. Next, click "browse" and locate the file on your computer to upload it into our system.