a. Official Record Management
All student-conduct records will be managed in accordance with the Family Education Rights and Privacy Act (FERPA). Official student conduct records are maintained, as follows:
- Complete conduct records and appellate records of the Office of Residence Life, including all documentation and recordings (if applicable), will be maintained by the Office of Residence Life.
- Complete student conduct records and appellate records of the dean of students, including all documentation and recordings (if applicable), will be maintained by the dean of students.
- Copies of the meeting and appellate decisions (outcome letters or sanctions, if applicable) of the Office of Residence Life, will be maintained by the dean of students.
- For crimes of violence, including, but not limited to sexual violence, New York Tech will make a notation on the transcript of students found responsible after a conduct process that there was a sanction of suspension and/or expulsion after a finding of responsibility. For respondents in cases of sexual violence who withdraw from the institution while conduct charges are pending, and decline to complete the student conduct disciplinary process, New York Tech will make a notation on the transcript of such students that they withdrew with conduct charges pending. Appeals to seek the removal of transcript notations of suspensions (but not expulsions) may be submitted in writing to the dean of students no less than one year following the conclusion of the suspension period.
- If a finding of responsibility is vacated for any reason, any such transcript notation shall be removed.
b. Student Conduct Records Duration
- Student conduct files are kept for seven years after graduation, except that in cases involving suspension or expulsion, the files are kept indefinitely.
- After the seven-year period, the conduct record is removed from the student's files.
c. Student Conduct Records Request
Students may not obtain a copy of the information in their student conduct file unless required under federal or state law.