X. Student Conduct Records

Conduct records related to an individual student are confidential and will be maintained pursuant to the University’s policy regarding Family Educational Rights and Privacy Act (FERPA) records, including limited exceptions that permit disclosure without a student’s consent. Any portions of records related to a student organization that do not contain identifiable student information are generally not protected from disclosure.

  1. Student conduct records: Student conduct records shall contain documents and when appropriate recordings pertaining to proceedings carried out under the terms of the Code.
  2. Maintenance of records: Student conduct records will generally be maintained for a period of eight (8) years after the last incident, as per the UNC System Records Retention Schedule, except in cases of expulsion from the University which may be kept indefinitely.
  3. Confidentiality of records: Student conduct records, except as hereinafter provided, will be confidential to the extent possible in accordance with federal and state laws relating to disclosure.
  4. Academic transcript notation: A record of student conduct action shall be placed on a student’s academic transcript in the following cases:
      • All cases in which the outcome imposed is expulsion or suspension from the University (this includes but is not limited to cases in which a student is found responsible for an act of violence that meets the reporting requirements found in the Clery Act at 20 U.S.C. § 1092 (f)(1)(F)(i)(I)-(VIII) 11 (referred to below as Clery conduct)). A notation will be placed which states, “suspended [or expelled] after a finding of responsibility for a Code of Student Responsibility violation.” Further, if a Respondent withdraws (officially or unofficially) from the University while conduct charges are pending and fails to complete the student conduct process, a notation may be placed which states, “withdrew with conduct charges pending.”
      • An academic dishonesty determination.
      • When an outcome that is imposed is not completed by a student. In this instance, in addition to an academic transcript notation, an administrative “hold” will be placed on the student’s academic record. The transcript notation and the hold will be removed upon the completion of the outcome.
    • Five (5) years after the conclusion of the suspension, or in the case of an outcome imposed and not completed five (5) years from the date that the outcome was due, the Vice Chancellor for Student Affairs (or their designee), will consider written requests to remove the transcript notation. A transcript notation that a student “withdrew with conduct charges pending” may only be removed by completing the student conduct process. Transcript notations of expulsions and academic dishonesty are permanent and may be removed only by the Vice Chancellor for Student Affairs upon request. However, if at any time a finding of responsibility is vacated for any reason, the resulting transcript notation shall be removed.
    • UNC Asheville maintains a student disciplinary record and related supporting documentation for seven (7) years after graduation or withdrawal from the University. Former students may request that the University expunge disciplinary records before this period. The University’s expungement policy reflects the philosophy that students can and do learn from their interactions with the conduct processes and that self-reflection and self-knowledge can change individuals. Students may request the expungement of their records to the Associate Dean of Students, or their designee. They will review the information provided to determine if expungement is warranted based on the applicant’s contributions to the community, their academic record, and their continued lack of disciplinary records. The applicant will be notified of the outcome of their application in writing within ten (10) days. If an expungement is granted, the record will be maintained for the mandatory seven (7) years but not reported as a disciplinary violation.
      • If after a record is expunged and the student is found responsible for another violation of the Code then the expunged record will become active again. A letter will be sent to all institutions that requested records during the time the record was expunged indicating the change in status.