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:
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:
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 seven (7) years past the graduation date of the student (or if they do not graduate, after seven years 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.