Records Retention Policy
Both electronic and paper disciplinary records for students or organizations will be destroyed seven years from the date of the most recent incident within the disciplinary record. However, UAA retains disciplinary records indefinitely if 1) a student has been assigned major sanctions as a result of the student conduct process or 2) a disciplinary record has been the subject of litigation or a complaint against the University.
A student is in good disciplinary standing if the student is not currently on disciplinary probation. If UAA receives a request for information from a disciplinary record, the disclosure will be limited to incidents where a student was placed on disciplinary probation. The UAA Dean of Students Office will make reasonable efforts to notify the student in advance of a release of information from a student disciplinary record, unless a subpoena expressly restricts the Dean of Students Office from doing so or there is no disciplinary record for the student.
Any holds remaining in place on a student’s account for incomplete minor sanctions will be lifted seven years from the date of the last student disciplinary action. Holds will not be lifted from a student’s account if a student has been 1) expelled or 2) suspended from UAA and re-admission is contingent upon completing the sanctions.
Student conduct records are retained in the Dean of Students Office in paper format and/or online in electronic format in JAMS (the Judicial Affairs Management System). Shredding is the method of destruction for paper records. Deletion is the method of destruction for electronic files.
All student conduct records are maintained electronically and are backed up on a yearly basis. UAA also maintains original disciplinary records limited, but not exclusive, to the following types of cases:
- Academic misconduct
- Violence including harm to self or others
- Incidents involving a summary restriction
- Incidents where termination of a housing agreement is a possible outcome
- Incidents where a major sanction is a possible outcome