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About Virginia Western :: College Policies

I-34: Student Permanent Record

Policy Number: I-34
Last Reviewed: February 14, 2019
Responsible Dept.: Vice President of Academic and Student Affairs

A signed copy of this policy is available in the President's Office.

The Records Office maintains records for each student attending, or who has attended, the College. A record of the student’s grades and courses taken will be permanently maintained in electronic format. This permanent, electronic record meets the guidelines set up by the American Association of Collegiate Registrars and Admissions Officers and includes:

  • The credits transferred from other institutions, including the number of credit hours given (the number of hours may change if the student transfers from one curriculum to another)
  • The semester in which the student is currently enrolled
  • The student's social security number or ID number
  • The Academic Program and Plan
  • The course number, course title, the hours attempted, the hours completed, and the grade for each course. Course section shall be optional;
  • A grade point average for each semester attended;
  • The cumulative grade point average of the student; and
  • Academic action taken against the student including academic probation, suspension, and dismissal.
  • Degrees, diplomas, certificates, honors

A file will be maintained during the student's enrollment at the College, but will be destroyed after three years of non-attendance. This file may include:

  • High school transcripts;
  • Other college transcripts and evaluations;
  • Correspondence with the student;
  • Grade Change Forms;
  • Course Substitution and Credit for Prior Learning Forms.

Virginia Western administrators, faculty, and staff who need to see student records to assist in the student’s academic pursuits may have access to the aforementioned records. College personnel involved in institutional research may also be permitted to access records on a need-to-know basis. All others are required to have written permission from the student.

34.1 Right to Inspect and Review Records

In order to review an educational record, a student or parent of a dependent student must submit in writing a request to review such record to the Registrar. The request must identify the record(s) he or she wishes to review. If the request is from a parent, the parent must submit documentation indicating that the student is his or her dependent.

The Registrar will respond to the inquiry within a reasonable amount of time, but within the forty-five (45) day requirement prescribed by FERPA, informing of the date, time and place that the record(s) may be reviewed.

If the record is not housed within the Registrar’s Office, the staff will direct the student to the appropriate office in which the record is maintained.

Virginia Western is not required to supply copies of records unless there are specific, mitigating circumstances (i.e., great distance from the college) that prevent the student from reviewing the records.

34.2 Amendment of Records

If a student believes their education records contain information that is inaccurate, misleading, or in violation of the student’s rights to privacy, he or she may contact the Registrar to ask to amend the record. The Registrar or the unit that houses the record, will review the request and respond to the student.

If the student is dissatisfied with the College’s decision not to amend the record, the student may contact the Dean of Student Affairs in writing to request a hearing. The Dean of Student Affairs will arrange a hearing. The student should bring documentation supporting his/her request for amending the record(s).

Within ten (10) business days of the meeting, the Dean of Student Affairs will issue the decision of the request. If after the hearing the college does not amend the record, the student may place a statement in the record. This procedure does not replace the Student Grievance Procedure, whereby a student may grieve an administrative decision related to his/her record.

34.3 Disciplinary Transcript Notations

  1. Students who have been suspended for, have been permanently dismissed for, or have withdrawn from a college while under investigation for an offense involving sexual violence under the college’s sexual misconduct policy will have a notation stating either “Suspended/Dismissed for a violation of, or withdrew while under investigation for a violation of Virginia Western Community College’s sexual misconduct policy” place on the academic transcript.
  2. Furthermore, in order to alert other institutions of higher education of a student who was dismissed for exhibiting threatening or dangerous behavior, or otherwise has committed an act of misconduct, the college may place a statement on the transcript, which shall state, “Misconduct Dismissal.”
  3. Prior to making any disciplinary notation on a transcript, the student shall be notified in writing of such action. The notation on the transcript would be part of the student conduct process and the student has the right to an appeal. Disciplinary probation, disciplinary warning or academic misconduct offenses will not be place on the student’s transcript. Disciplinary and academic misconduct records are stored separately and are available for release with permission from the student.

34.4 Student Information System (SIS) Records Indicators

  1. Virginia Western may place on a student’s SIS record an XTA service indicator when a student is dismissed for misconduct, exhibits threatening behavior, or is determined to be a potential threat. The college will use the XTA indicator only after a threat assessment team has made a determination that the student poses a threat to the campus community.
  2. The college may also place on a student’s SIS record an XIT service indicator when a student is under investigation for an act of sexual violence. If the student is found “not responsible” following an investigation, the college shall remove the indicator immediately.
  3. Prior to placing a service indicator on a student’s SIS record, the college shall notify the student that the service indicator is being placed on the student’s SIS record. Virginia Western shall explain the reason for the service indicator and give the student the right to appeal. The appeal will be a part of the student conduct process.
  4. When students who have been dismissed for misconduct and/or had a service indicator placed on their SIS record request that transcripts of their records be sent to another college, a statement may be place on transcripts stating “additional information available upon request from the designated college official.”

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