What Records are Retained
The submission of an Incident Report Form may cause the creation of a student conduct file. If the respondent is found not responsible for the alleged charges, the student conduct file is sealed. If a student is found responsible for the charges, the file is retained for internal record-keeping purposes and for seven years after the student's graduation. If a student has additional incidents, the student conduct file may be used to provide insight in the student's behavior.
Who Can Access Records
Previous occurrences of student conduct action will be considered in subsequent hearings when sanctions are considered. Only University of the Pacific officials with a legitimate need to know and others permitted by law have access to judicial records. As authorized by the Higher Education Act and the Students' Right to Privacy Act, only in cases involving violent behavior can the accuser elect to receive information on the outcome of the student conduct review process.
Otherwise, if a student has a student conduct record, it cannot be released to anyone unless the student first signs a consent form. The only exception is authorized by amendments the Family Educational Rights and Privacy Act of 1974 (FERPA), as follows: if a student is under age 21, and if the student violates alcoholic beverage or illegal drug policies, and the violation leads to a sanction of deferred suspension, suspension, or dismissal, the student's parents will be notified in writing.
Students are encouraged to tell their parents about any incident that results in a student conduct sanction. This can avoid problems if an additional violation occurs and the university, as required by FERPA regulations, informs the parents.
Records on violations involving student organizations are not confidential and may be released by Student Activities or Office of Judicial Affairs.