An electronic file, as well as the hearing tape or transcript thereof, will be maintained by the conduct system on each case presented for five years from the date of the decision. The file will include all related documents and correspondence.
All information contained in these files shall be confidential, with the following exceptions:
- Members of the Office of Community Standards staff will have access to the files.
- Board members will have access to appropriate files through the chair.
- And the respondent in a case shall have access to their records if any, and to documents accepted into evidence.
- If an appeal is made, the entire case file will be made available to the Associate Dean of Student Success, Community Living or their designee.
The recording of a Hearing or Board case can be accessed (limited to listening to the audio recording of the Board’s hearing in a space designated by the Chair) by both the complainant and respondent to formulate an appeal.
Periodically, information concerning conduct files and disciplinary action may also need to be made available, as necessary, to other appropriate parties at Clark with a ‘need to know,’ including University Police, the Athletics Department, the Title IX Coordinator, University Counsel, the Division of Student Success, and the offices of the Dean of the College, Dean of Graduate Studies, International Students and Scholars, and Study Abroad. Legitimate requests for “good standing status” from Student Council and University Officials are honored by the Office of Community Standards.
In addition, students applying to professional schools, transfer institutions, governmental agencies, or the military should know that they routinely request such information concerning their applicants. As part of the application process to these programs, students often provide formal permission to release confidential information. It will be assumed that a request for a dean’s recommendation provides implied consent for releasing this information.