Reporting Student Disciplinary Record and Matters
Written Warnings (formerly Reprimands), On-Notice, Educational Sanctions
The Office of the Dean of Students does not consider written warnings, on-notice, educational conversations, or other educational sanctions to be part of a student’s formal disciplinary record. These sanctions are not considered “reportable” to other educational institutions where a student seeks to enroll and/or potential employers.
Change of Status Sanctions: Disciplinary Probation, Suspension, Permanent Dismissal
Disciplinary probation, suspension, and permanent dismissal are considered a change of status at Bowdoin College. Therefore, these sanctions are considered part of a student’s formal disciplinary record and are considered “reportable” to other educational institutions where a student seeks to enroll and/or to potential employers. In response to authorized inquiries, pursuant to the Student Records policy, 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, suspension, or permanent dismissal.
Record Retention
Disciplinary conduct records 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.).
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, in response to an authorized inquiry, 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
Student disciplinary sanctions do not appear on a student’s transcript and are reported pursuant to this Policy.
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. While it is impossible to provide definitive guidance regarding how to respond to all such questions, Bowdoin recommends that students answer all such questions honestly in alignment with this policy. If a student is asked whether they have a disciplinary history at Bowdoin and have only disciplinary outcomes that, pursuant to this Policy, Bowdoin considers non-reportable, the student may accurately answer “no” to that question.
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 information in the student’s file, including any non-reportable sanctions.
Students and alumni are encouraged to contact the Office of the Dean of Students at odos@bowdoin.edu with questions.
Requests
Students and alumni wishing to make requests for release of their student disciplinary record information must complete this form. The typical turnaround time for these requests is two (2) to twelve (12) business days.