Student Services Manual (SSM)

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Effective: 9/2/2008

Revised:   

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SSM 104–06: Student Conduct Record Retention Policy

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Purpose

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To provide for the maintenance and purging of student conduct (disciplinary) records

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Sources

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Arizona Board of Regents Policy Manual: “Student Code of Conduct and Student Disciplinary Procedures,” - 5-301–308, 5-401–404
Educational Outreach and Student Services

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Policy

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Student conduct files for students who have been expelled shall be retained permanently.

Student conduct files for students who have been suspended shall be retained five years from the date the last sanction is completed.

All other student conduct files shall be maintained for three years from the date that the last imposed sanction has been completed, unless otherwise provided in this policy. If any additional allegations of a violation of the Student Code of Conduct are filed against a student or student organization within these three years, the entire file shall be retained for a new three-year retention period.

In keeping with The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, statistical information and required supporting documentation will be maintained both electronically and in hard copy for seven years from the date of the annual report in which the information was used.

Student conduct records may be retained for a longer period, or permanently, if so specified in the sanctions applied. Records pertaining to ongoing or pending audits, lawsuits (or even reasonably anticipated lawsuits), or public disclosure proceedings will not be destroyed, damaged, or altered until the issue is resolved.


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