Oregon State University

Student Records & Privacy Rights

Two students study beside a window on campus.


What is included in a student’s conduct record?

Student Conduct Code violations that result in a finding of responsibility on behalf of a student are documented in that student’s conduct record. According to OAR-166-475-0110(37), contents of records may include but are not limited to:

  • incident reports
  • evidence 
  • notifications of allegation
  • notifications of decision or outcome
  •  related documentation and correspondence

 

How long are conduct records retained?

According to OAR-166-475-0110(37), records of student conduct are retained for 5 years from the date of the initial incident for suspension, unresolved incidents of academic misconduct and all other student conduct files. After the 5-year period has expired, such records are destroyed.

Records of student conduct related to expulsion or degree revocation transcript are retained for 75 years from the date of the initial incident. After the 75-year period has expired, such records are destroyed.


 

What information is shared with parties outside of the University?

Records of student conduct are protected by the Family Educational Rights and Privacy Act (FERPA) of 1974. This means that without written permission from a student, non-directory information (which includes student conduct records) cannot be shared with third parties. As described by the Department of Education, exceptions to FERPA include statutory exemptions listed below (U.S. Department of Education).

  • School officials with legitimate educational interest;
  • Other schools to which a student is transferring;
  • Specified officials for audit or evaluation purposes;
  •  Appropriate parties in connection with financial aid to a student;
  • Organizations conducting certain studies for or on behalf of the school;
  •  Accrediting organizations;
  • To comply with a judicial order or lawfully issued subpoena;
  • Appropriate officials in cases of health and safety emergencies; and
  • State and local authorities, within a juvenile justice system, pursuant to specific State law.

 

How can I request a copy of my conduct record?

FERPA provides students the right to inspect and review their education records within 45 days of the day the University receives a request for access. To request an opportunity to inspect your own student conduct records, please contact the Office of Student Conduct and Community Standards at 541-737-3656 or sccs@oregonstate.edu to arrange an appointment for review.


 

Additional information

Full text of FERPA regulations can be found online from the U.S. Government Printing Office.

For more information on Oregon State University’s policies regarding FERPA and the protection of student information, please review OSU’s FERPA information page or the Notice to Students Regarding Privacy of Records in the OSU course catalog.

Contact Info

Copyright ©  2014 Oregon State University
Disclaimer
Student Conduct and Community Standards
B-058 Kerr Administration
Building
Oregon State University
Corvallis, OR  97331
(541) 737-3656
SCCS@oregonstate.edu