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Transcript Notations

Effective August 27, 2018, notations will be made on a student鈥檚 transcript for academic or conduct reasons, as described below. 聽

1.聽Minor Academic or Conduct Violations:

For instances where a student has been placed on probation or warning for minor academic of conduct violations, no notation will appear on the transcript.

2. Involuntary Separation:

In instances where a student involuntarily separates from the University, a transcript notation will be used to denote the interruption or cessation in a student鈥檚 studies.聽

a. Suspension:

For instances where a student has been聽suspended聽due to academic or conduct issues the following notation will appear on the transcript for the duration of the suspension and will be removed once the suspension has expired:

鈥淪uspended, Eligible to Return聽(term year)

Suspension聽鈥 is defined as a temporary separation from the University due to an academic or conduct reason, for a specific period, with the option of a possible future return. Examples include academic warnings due to a failure to meet minimum GPA requirements, academic dishonesty or serious conduct issues.

b. Dismissal:

For instances where a student has been聽permanently聽dismissed聽or expelled due to academic or conduct issues, the following notation will appear on the transcript聽indefinitely:

鈥淒ismissed, Ineligible to Return鈥

Dismissal聽鈥 is defined as a permanent separation from the institution due to an academic or conduct reason. Examples include final failure to meet minimum GPA requirements, severe academic dishonesty or serious conduct issues.

3. Conduct Letter

In instances where a student requests that a transcript be sent to another institution聽and聽the student has been suspended or dismissed from the University due to conduct violations, a conduct letter from the Dean of Students Office will accompany the transcript. The conduct letter will include the student鈥檚 name; student identification number; transcript notation of聽either suspended (with date eligible to return) or dismissed; nature of conduct violation; (academic or conduct) for which the student was found responsible; and referral to the Dean of Students Office or other University department for additional information.聽A聽鈥淩egistrar Hold鈥 will be placed on the release of the聽transcript to prevent the transcript being sent without the conduct letter.

4. Pending Academic or Conduct Issues

For serious pending academic or conduct matters involving a student prior to a finding of responsibility and determination of a sanction, a 鈥淗old鈥 will be placed on the release of a transcript until a determination as to responsibility is made and any sanction is imposed.

This policy was developed following national best practices and consistent with written guidance from the American Association of Collegiate Registrars and Admissions Officers (AACRAO). It was approved by UCEP following a review by Faculty Council and a 30-day public comment period.聽