Other Administrative Actions

A. Interim Suspensions and Involuntary Withdrawals

The College maintains a Health Services and a Counseling Services Department to serve the medical and psychological needs of students. Students whose needs are beyond the resources of these services will be referred to off-campus facilities whenever possible. However, students who cannot adequately be helped by the available services and whose behavior renders them unable to function in the college without harming themselves, others, or disrupting the College community (see involuntary Withdrawal Policy and Interim Suspensions procedures), and/or if the students’ behavior is considered detrimental to themselves or others in the residence hall or classroom environment may result in being required to leave the College. When these situations arise, the vice president for student affairs (or designee) may immediately impose any of the following actions: suspend a student from attending all classes, impose a “no contact” condition between the complainant and accused, ban the student from the campus, relocate a student to another residence hall, and/or deny campus residency to the student. The College will subsequently provide the student with due process and an opportunity for a hearing when an interim suspension is invoked. Any future action will be based upon the information presented and reviewed in a hearing coordinated by the Office of Judicial Affairs.

Parental Notification Guidelines

Alfred State believes that a successful educational process is a partnership between individuals and the institution. This belief served as a basis for the adoption of the College’s Principles of Community and the Student Code of Conduct.

In recognition of these partnerships and of the following:

  • Whereas excessive, abusive, illegal, and/or repetitive use of alcohol and/or illegal substances is inconsistent with maintenance of the educational environment;
  • Whereas illegal use and/or possession of alcohol or illegal substances generally represents violations of law and campus regulation;
  • Whereas excessive, abusive, illegal, and/or repetitive use of alcohol and/or illegal substances threatens the wellbeing of individuals and property and tends to diminish students’ opportunities for personal growth, intellectual development, and academic success; and
  • Whereas students’ parents or guardians are respected for their roles as partners with the College in supporting the students’ personal and academic success;

The vice president for student affairs (or designee) will follow these guidelines in determining whether or not to notify parents or guardians when students under the age of 21 are found to have committed serious or repeated violations of College policies related to the possession, use, or distribution of alcohol or illegal substances.

The vice president for student affairs (or designee) will follow these guidelines in determining whether or not to notify parents or guardians:

  • The violation involves harm or threat of harm to persons or property;
  • The violation involves an arrest in which the student was taken into custody;
  • The violation results in or could result in the student’s being suspended from the College and/or removed from the residence hall;
  • The student has shown a pattern of violation – even if they are minor. Two or more violations associated with illegal substances and/or alcohol use would be reasonable cause for notice;
  • The student who commits the violation(s) became physically ill or/or required medical intervention as a result of consumption of alcohol or illegal substances.

Furthermore,

  • Nothing in these guidelines shall prevent College officials from notifying parents or guardians of health or safety emergencies regardless of the judicial status of the student.
  • Nothing in these guidelines should preclude the College from notifying parents or Guardians when students under the age of 21 are involved in a group activity off campus in which the students’ organization is found to have violated College policy with respect to the use and/or consumption of alcohol or illegal substances.
  • The vice president for student affairs may delegate the notification of parent/guardians to other College officials under the vice president’s supervision.
  • Whenever possible, students will be informed that parental notification is planned in advance of their parents/guardians receiving the notice.

C. Records

A record of all actions by Administrative Hearing Officers and the Student Conduct Committee are to be complied and transferred under confidential cover to the Office of Judicial Affairs. Disciplinary records will be retained in the Office of Judicial Affairs accordingly;

(a)Records of sanctions ranging from Disciplinary Warning to Disciplinary Probation will be kept for one year past the graduation date of the student (or if they do not graduate after one year of non-enrollment at the College).

(b) Records pertaining to suspension, expulsion, interim suspensions, and involuntary withdrawals shall be retained permanently by the College.

(c) If a student discontinues enrollment but has disciplinary charges un-adjudicated, a hold will be placed against the student preventing re-enrollment at the college and a record of the charges/allegations will be kept on file until the pending disciplinary matter has been resolved.

Student disciplinary records will be confidential except to “authorized College personnel” engaged in authorized functions regarding the examination of records. Records of disciplinary proceedings shall remain in the custody of the College. Records may be released to an outside agency only through a signed release from the student or a court subpoena. The College will process any request for release of a disciplinary record that is consistent with the records management policy noted above. For records under section (a) the College would respond that the student does not have a disciplinary record or history once the record is destroyed. If the student does not specify what part of the disciplinary record he/she wants released, the College can choose to provide a summary of the disciplinary record or the complete disciplinary record (charge letter, disciplinary decision, student’s appeal (if one). The College may also choose to redact portions of the record that provide personal identifiable information about other students or victims prior to release. In accordance with the Family Educational Rights and Privacy Act (FERPA) the College reserves the right to release a student’s information to parents(s) if that student is claimed as a dependent by said parent(s).

“Authorized College personnel” shall be deemed to include College officials with responsibilities governing student conduct, judicial hearing board members, judicial appeal officers, administrative personnel responsible for maintain student records, members of the College community authorized under the “need to know” clause of the Family Educational Rights and Privacy Act, and any other official authorized in writing by the vice president for student affairs. “Need to know” officials are defined as College officials whose work is directly affected by information contained in the disciplinary record. Students shall be notified in writing that their disciplinary records have been released to “need to know” parties. With the exception to the sanction of expulsion, suspension, and special falling grade (with violations of academic dishonesty) disciplinary sanctions do not appear on college transcripts. Students who are expelled, suspended, or separated from the college through involuntary withdrawal procedures will be prohibited from receiving clearance for readmission or reinstatement until the specific penalty or required remedial action has been carried out according to the student’s notice of disciplinary of administrative action.

College policies concerning other educational records can be found in respective departments charged with the responsibility of maintaining those records. Students should also be aware that certain records do not fall under the definition of “educational records” as prescribed by FERPA. However, other federal and state laws govern the level and degree of confidentiality pertaining to these “non-educational” student records. Non-educational records include employment records, records maintained by University Police, and records of physicians, psychiatrists, psychologists, and counselors acting in their professional capacity.