The judicial record is confidential and is only shared internally with University officials in instances when the student grants permission to release the record, or there is what FERPA defines “an educational need to know” basis for the request. The judicial record is maintained throughout the student’s enrollment and thereafter as indicated below. A student’s judicial record will only be released from the hard copy file to a person or party external to the University if the student has granted permission, where the disclosure of the record is permissible under the provisions of FERPA, or where the University is required to do so by law. The digital copy of the judicial record will only be released to an external person or party where the University is required to do so by law. Retention of Hard Copy of Judicial Records 1. The hard copy file of a student’s entire judicial history is kept for a minimum of one (1) academic year beyond the academic year in which the date of the last violation of the Student Conduct Code occurred. When a student commits a violation of academic integrity, the hard copy file is retained for the remainder of a student’s academic career. 2. The files of any student who has received one or more of the following sanctions will be maintained for three (3) academic years beyond the academic year in which the student’s tenure in his/her current degree program at the University has ended: A. Removal from University housing B. Disciplinary probation C. Deferred suspension D. Suspension 3. The judicial files of a student who has been expelled will be maintained for seven (7) years beyond the academic year in which the student’s tenure at the University has ended. The University reserves the right to change this policy at any time at its sole discretion.
Santa Clara UniverSity
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