Disciplinary Records, Retention and Reporting
The Office of Student Conduct maintains all student conduct files (paper and electronic formats) for matters involving student Code of Conduct violations. Files are maintained separately from academic transcripts but are considered educational records subject to the federal Family Educational Rights and Privacy Act (FERPA). The Office of Student Conduct may disclose information related to student conduct records to Elon University officials with legitimate educational interests without prior consent from students. The University also may be required to disclose Student Conduct files when required by lawful court order or subpoena, regardless of University policy on retention or reporting.
Students wishing to view their conduct files should contact the Office of Student Conduct at studentconduct@elon.edu to specify the information they are requesting to review. Federal law requires that the requested information be made available for review, although in accordance with FERPA, certain information related to other students may be redacted.
All student conduct files are maintained as required by law and/or university policy (generally a minimum retention of seven years from the date of the incident). The university records retention policy may be found at: https://www.elon.edu/u/registrar/transripts-and-records/records-retention/. Information and directions for Code of Conduct records requests may be found at: https://www.elon.edu/u/student-conduct/record-retention-policy/.
Disciplinary records for Code of Conduct violations resulting in the sanction of Permanent Separation will be maintained indefinitely. With written consent from the student or as otherwise provided by law, a disciplinary record is externally reportable as long as it is maintained by Elon University.
Disciplinary records for Code of Conduct violations resulting in the sanction of Disciplinary Suspension or Disciplinary Probation will be maintained for seven years. With written consent from the student or as otherwise provided by law, a disciplinary record is externally reportable as long as it is maintained by Elon University.
Disciplinary records for Code of Conduct violations resulting in the sanction of Official Warning or Academic Censure will be maintained for seven years. These records are not reported externally as part of a disciplinary record.
Charges of Code of Conduct violations or assigned sanctions that remain unresolved at the time a student leaves or withdraws from the University may be kept indefinitely and reported externally. Once resolved, these records are kept and maintained according to University policy.
Responses to a request for student disciplinary records may include a statement explaining the University’s policy regarding retention and reporting of disciplinary records.
Parent/Guardian Notification
Elon University appreciates the involvement of parents and guardians in the educational process. Due to federal privacy laws, Elon is prohibited from sharing information regarding student conduct cases and sanctions except for cases involving students under 21 who are found responsible for violating alcohol or other drug policies. Upon request, Elon will release information regarding responsible findings, sanctions, and rationale for any case in which there is a signed release from the student or documentation of tax dependent status.
In cases in which a student is less than 21 years of age at the time of the incident and there is a responsible finding for an alcohol or other drug violation the university will typically send a written notice to the home address on record for the parent/guardian of the student. This notice is intended to encourage and inform conversation with the student regarding choices, goals, and strategies for success at Elon University. The director of student conduct or designee will consider any requests for exceptions to the notification policy.