Reporting Student Disciplinary Record and Matters

Typically, the Office of the Dean of Students does not report on disciplinary matters that result in a reprimand with or without notifications or when a student has been placed On Notice. The College does not report matters referred to mediation or other restorative processes, unless the student fails to comply with either mediation or the outcome from the mediation. 

The Office of the Dean of Students will report disciplinary outcomes where the student is found responsible for violating Bowdoin College policy and the sanction includes a change of status, including but not limited to, disciplinary probation, disciplinary academic suspension, disciplinary suspension, or dismissal. 

Record Retention 

Record of disciplinary conduct matters are maintained for a period of six (6) years following the student’s permanent separation from the College (graduation, resignation, dismissal, matriculation at another institution, etc.) 

The College also maintains a record of outcomes from Conduct Review Board hearings, Administrative Conduct Hearings, and Dispositions without a Hearing. The College will also report if a student has resigned with disciplinary charges pending. These records are maintained for a period of ten (10) years following the student’s permanent separation from the College (graduation, resignation, dismissal, matriculation at another institution, etc.) 

For matters related to Title IX, the College maintains the record for a period of seven (7) years. 

If a student record is no longer on file, the Office of the Dean of Students will note that information is no longer accessible. 

For additional information on records retention, please see the Records Retention Schedule.  

Transcripts 

While disciplinary sanctions do not appear on a student’s transcript, the Office of the Dean of Students does maintain a record of and report certain disciplinary action upon inquiry from authorized third parties such as outside agencies, potential employers or educational institutions. 

Graduate Schools and Potential Employers 

Outside agencies, potential employers, schools to which a student applies to transfer, or graduate or professional programs may ask a student to self-disclose all or certain disciplinary matters from their undergraduate career. The questions asked about disciplinary history on applications for transfer, graduate school, employment, licensure, security clearance, among other types of applications, vary significantly. It is impossible to provide definitive guidance regarding whether to self-report minor or major infractions of College policy. Bowdoin recommends that students answer all such questions honestly even if the self-disclosed conduct would not be considered “reportable” by the College. 

Some agencies may ask a student to waive their rights to their entire file at Bowdoin, particularly in cases of federal background checks for security clearances. Please note that if a student should waive rights to their entire file, the agency will have access to any disciplinary information prior to the student’s graduation, even that not normally considered “reportable” under the guidelines above. 

Students and alumni are encouraged to contact the Office of the Dean of Students with questions.