REFERENCE IS: The University of Dayton Student Handbook

DESCRIPTION OF PROPOSAL

Introduction

The President’s Council has asked that the Academic Senate consider a policy, which they support, to adopt “Level 3 Suspensions for disciplinary reasons will be noted on the students’ permanent academic transcript.”

Administration’s Position

While the university is primarily a learning community, it also considers instilling proper moral behavior in the students as a serious responsibility; it is a part of the total educational process. The University of Dayton is a private institution that expects that students will abide by certain values that it has established. If a student seriously violates those values, it is proper that a suitable penalty be dispensed. Furthermore, it is appropriate to alert other institutions, to which our students may be transferring, as to serious disciplinary violations. To that end, Level 3 Suspensions should be placed on the student’s academic transcript. There will be no explanation as to the nature of the violation.

Suspensions

In the Student Handbook, the University Standards of Behavior list disciplinary regulations related to alcohol, abuse of individuals or property, disorderly conduct, drugs, fire safety, etc. It also states sanctions for violations associated with the above items. One of those sanctions is suspension from the university. Level 3 Suspension is defined as “Complete separation from all university activities, events, services, facilities and grounds for a specific period and/or until a specific condition is met.”

A Level 1 Suspension is given for serious disciplinary violations, but separation is withheld (the violator is placed on a probationary status). Level 2 Suspension results in separation from all activities except those of an academic nature.

It should be noted that a violation of any university disciplinary or academic regulation by a student during the term of a Level 1 or Level 2 Suspension results in an immediate and automatic enforcement of a Level 3 Suspension.

Consultation

The following individuals were interviewed by the SAPC.

1. Dr. Bill Schuerman, Dean of Students

2. Mr. Tom Westendorf, Registrar

3. Ms Lisa Sandner, Legal Affairs

4. Ms Ricki Huff, Assistant Dean, College of Arts and Sciences

5. Ms Mary Sue Hufnagle, Assistant Dean of Discipline & Judiciaries

6. Mr. Rob Durkle, Admission Director

7. Mr. Myron Achbach, previous Admission Director

The following “facts” were ascertained.

1. The Family Policy Compliance Office of FERPA (Family Education Rights and Privacy Act) states “that an educational agency or institution may include information in a student’s education records concerning disciplinary action taken against the student for conduct that posed a significant risk to the safety or wellbeing of that student, other students, or other members of the school community.”

2. A 1999 survey of universities found that 48.5% made disciplinary notations on the academic transcript.

3. In 1999 a national panel of university administrators recommended that disciplinary actions be placed on academic transcripts, but removed after a specified period.

4. Legal Affairs at the University of Dayton stated that court cases have supported the decision of universities to record disciplinary actions on the academic record. The issue is not a legal problem for the university whether or not we adopt a suspension notation on the academic transcript.

5. A statement in the 1984 AACRAO Guide (American Association of Collegiate Registrars and Admission Officers) reads as follows “disciplinary actions should not be part of the academic record or transcript.” In its 1996 guidelines, AACRAO goes on to say that “academic and disciplinary records should be kept separate.” In 1992 ten national university and student associations endorsed statements similar to those avowed by AACRAO.

Opinions were gathered informally from the faculties of the College and Schools. While most faculty were against placing disciplinary notations on the academic transcript, a significant number thought it might be appropriate if the offense was serious and well defined.

SGA reported that they were very much against disciplinary notations on the academic transcript. Students are concerned about the inclusion of a Level 3 Suspension on the transcript without specific details as to why the suspension was implemented. They understand that there must be a record of disciplinary action, but do not understand why the record should be on the transcript. The purpose of the transcript is to provide insight into a student’s academic performance. A separate record of disciplinary action, permanently kept at the university, would seem more suitable. In addition, the university does not inquire about serious offenses, which parallel those of a Level 3 Suspension, regarding incoming students. Perhaps there should be a background check prior to allowing potential students into the university.

Deliberations

Discussions among the senators of the SAPC and their guests provided additional information and reasons why a disciplinary notation should be placed on the academic transcript.

1. An employer would want to know if s/he was hiring an alcoholic or drug pusher, etc.

2. The academic transcript may be the only opportunity for a school to be aware of this information.

3. Knowing that a suspension notation may be placed on the student’s academic record could act as a deterrent.

4. This is the second year that the suspension system has been in existence. Only one Level 3 Suspension was given last year; but there have been several given so far this year. Level 3 is only for the most serious of offenses.

5. The Admissions Office and the College have reviewed thousands of transcripts with only an extremely small number having a disciplinary notation. Those few were reviewed on a case-by-case basis by the Admissions Office, Legal Affairs, and the Dean of Students.

Arguments made against noting disciplinary violations on the academic transcript were as follows.

1. The academic transcript is for academic use only; it should not be used for other reasons.

2. If the university wants to place serious disciplinary violations on the academic transcript, it should also place exemplary leadership/service activities there.

3. The university’s policy of “three strikes and you are out” applies to underage drinking, if caught. This offense is well below such violations as arson, drug dealing, assault and sexual misconduct, yet the notation on the academic transcript would not differentiate.

4. If the violation were truly of a serious nature, there would be criminal records available, so the university does not need to note it on the transcript. This is not true in general because the university disciplinary system and the criminal justice system are not necessarily in concert.

5. There are no disciplinary notations placed on high school transcripts, and UD does nothing to determine potential problems of students who are accepted.

6. The main problem with this issue is that violations that require a Level 3 Suspension are not at all defined. It would seem to be an ad hoc decision.

Conclusion

1. At the present time the type or degree of disciplinary violations that warrant a Level 3 Suspension are not defined, and therefore Level 3 Suspension should not be noted on the academic transcript.

2. The university should consider placing questions on their admissions application that ask about criminal convictions and high school suspensions.

3. A committee should be formed to define what violations apply to the three levels of suspension.

4. Based on the present sentiment of the SAPC senators, and other faculty and students, it is not clear whether or not we would recommend placing any disciplinary notation on the academic transcript even if it were well-defined.

Committee to Define Suspension Levels Associated with Disciplinary Violations

The Academic Senate recommends that the President’s Council form a committee to review the nature of disciplinary violations that constitute each of the three levels of suspension. The committee should be diverse, informed, and represent all pertinent elements of the university. It should be made specifically clear what offenses qualify for the three levels of suspension, and how and when a suspension can be removed from the student’s record.