Section XIII. Student Disciplinary Files and Records

A. Disciplinary File

An incident file is created in the name of each student or student organization alleged to have violated the Code and follows the student or organization through any conference or hearing.

B. Disciplinary Records

A student is considered to have a disciplinary record when any of the following occurs: (1) a hearing panel or conduct officer finds the student responsible for violating one or more of the policies set forth in Section VI of the Code and any appeal taken by the student results in an affirmation of the hearing panel's or conduct officer's decision; or (2) the student is the subject of a hearing pursuant to Section 2901.01 (A) (9) (a) of the Ohio Revised Code and is found guilty of the charges that gave rise to the hearing.

C. Family Educational Rights and Privacy Act

The following information is published as a public service for the Wright State University community. Federal regulations require annual notice to students on this subject.

Wright State University has for many years regulated access to student records. The Family Educational Rights and Privacy Act of 1974 (FERPA) as amended sets forth requirements designed to limit the disclosure of student educational records. The law governs access to records maintained by educational institutions and the release of information from those records.

This information includes the regulations designed to explain the rights of students with respect to records maintained by the university. This information also outlines the university's procedures to comply with the requirements of FERPA. Copies of FERPA, the federal regulations adopted pursuant to it, and this notice are available for review in the Office of the Registrar.

Review the full University records policy

D. Records Retention and Storage

The existence of all student disciplinary records and the contents of such records are kept and maintained by the director or designee in accordance with the federal Family Educational Rights and Privacy Act, all state of Ohio laws, and Wright State University's records retention policy.

The director or designee shall retain all files at least through the end of the fiscal year in which the incident occurred. The disciplinary records of students or organizations who have had a notation placed on their transcript due to academic dishonesty, have been removed from an academic college, suspended, dismissed, de-registered, found guilty in a court of law of the charges giving rise to a Section 2901.01 (A) (9) (a) hearing, or who have failed to successfully complete all of their disciplinary sanctions, shall be retained indefinitely. At the close of each academic year, the director or designee will review all student disciplinary records for the purpose of eliminating those records that document disciplinary action taken against a student or student organization. Records may be eliminated if at least three of the criteria listed below are met:

1. The student has not been registered for classes at the University at any time during the prior seven academic years or, if a student organization is the subject of disciplinary record, seven full academic years have passed since the organization fully satisfied the terms or conditions of all sanctions imposed upon it.
2. The student or student organization has no outstanding financial or conduct obligations to the university (e.g., personal growth workshop, educational sanction).
3. The student or student organization has not been suspended, de-registered, or found guilty of the charges giving rise to an ORC Section 2901.01 (A) (9) (a) hearing.
4. The student has graduated and it has been seven years from the date of the incident.

E. Record Elimination

A student or alumna/alumnus may request that the Dean of Students or designee eliminate an incident or incidents from his/her/their disciplinary record and file kept within the Office of Community Standards and Student Conduct. This request must be in writing and may not be submitted earlier than two years from the time of the original incident(s). The decision to eliminate a record will be based on the violation(s), the individual's disciplinary history, and evidence of appropriate behavior since the violation occurred. Permanent expulsion may not be eliminated from a student's record.