The Office of Student Conduct and Community Standards aims to make students aware of and able to reasonably navigate the conduct process. Here you will find additional information relating to the conduct process, campus resources, relevant policies and procedures, and related information.
- Student Conduct Code and Procedures
- Acceptable Use of Computing Resources Policy
- Annual Campus Security and Fire Safety Report
- Frequently Asked Questions
- Maxient Correspondence
- Records Retention Schedule
- Report a Crime to UOPD
- Residence Hall Contract
- Title IX Coordinator
- UO Affirmation of Community Standards
- UO Policy Library
When transferring schools or applying to graduate or professional programs, a student may be required to provide documentation as to whether the student violated any university policies or has been subject to any student conduct actions or proceedings. This request is often referred to as a “letter of clearance” or a “Dean’s certification.” This information may also be requested when applying for admission or employment with bar associations, government agencies, or independent agencies. Most of these institutions will provide you with a form for you to fill out and the Office of Student Conduct and Community Standards to complete. Our office will fill out the form, or attach our own memo when applicable.
Student conduct records may be requested in person, by mail (c/o SCCS), or by email to firstname.lastname@example.org. Complete this process each time you want your records released. University policy does not provide for blanket releases.
If ordering in person, you may stop by the office in Oregon Hall, Suite 185, and fill out our records request form. You will need to show photo identification. Please bring any accompanying forms from the institutions for which you are requesting the records. If the request is required to be submitted by our office and by mail, you will need to provide an envelope with postage.
If ordering by mail or email, please include a letter from you which includes:
- Your full name while attending the University of Oregon
- University ID number and date of birth
- Phone number and email address
- Name(s) and contact information of the institution(s) requesting the information
- Indicate if the records should be emailed, mailed, faxed, or held for in-person pickup.
- Your letter must also include the statement: "I authorize the Office of Student Conduct and Community Standards at the University of Oregon to release the information necessary to complete this records request.”
The letter MUST be signed and dated (electronic signature is permitted). Any requests without the above statement accompanied by your signature will not be processed and completed. If the request is not emailed from your @uoregon.edu address, you will also need to provide a copy of your photo identification.
Record checks are subject to update should your conduct status change with the Office of Student Conduct and Community Standards. An updated record may be resubmitted to the provided institution/program names.
It will take approximately three to five business days to complete the request. This timeline does not include time of delivery or processing by the recipient.
If you have any questions about this process, you may call 541-346-1140 during business hours or send an email to email@example.com.
Individual Student Conduct Records and Release Information
What are student conduct records?
Student conduct records include documentation of violations of the UO Student Conduct Code. Records may include but are not limited to incident reports, evidence, related documentation, and official correspondence.
How long are student conduct records retained?
In accordance with the University of Oregon Records Retention Schedule, student conduct records are retained for a minimum of seven (7) years after graduation, final date of enrollment, date of final resolution, or completion of sanctions, whichever is later. All Academic Misconduct records and records for student conduct matters which result in suspension, expulsion, or degree revocation will be retained indefinitely. Additionally,
- Records relating to a transcript notation will be maintained for at least the length of the sanctioned notation.
- In the event of a subpoena, audit, legal hold, public records or similar state or federal information request, records will be retained as long as required.
Records for pending cases will be maintained indefinitely; once resolved, they are retained as outlined above.
What are non-reportable records?
As permitted by the Student Conduct Code, the Director may designate student conduct records as “non-reportable.” Generally, first time cases which result in a conduct warning, will be automatically designated as “non-reportable.” A respondent student may also request records be considered “non-reportable” via petition to the Director. The Director’s decision is discretionary and may not be appealed. Regardless of whether a record is considered “non-reportable,” it will be maintained as outlined above. For more information see the Student Conduct Non-Reportable Petition Process in the section below.
When are student conduct records released or reported to an external third party?
Typically, student conduct records will not be released to an external third party unless the student consents, or in certain circumstances when permitted or required by University policy or law. The University will not disclose “non-reportable” records or pending conduct matters to an external third party unless required by law, such as in response to a subpoena or court order.
A student may request to review a copy of their own student conduct record by following the process listed in the section above.
As permitted by the Student Conduct Code, the Director of Student Conduct and Community Standards (“the Director”) may designate student conduct records as “non-reportable.” Generally, first time cases which result in a conduct warning, will be automatically designated as “non-reportable.” A respondent student may also request records be considered “non-reportable” via petition to the Director. As such, the Director of Student Conduct and Community Standards (“the Director”) has adopted the following process for petitions to void disciplinary files.
What is a non-reportable conduct record?
A non-reportable conduct record means that, while the University will continue to maintain the record in accordance with the University of Oregon Records Retention Schedule, the University will not disclose “non-reportable” records to an external third party unless required by law, such as in response to a subpoena or court order.
Should a student be found “in violation” for subsequent student conduct code violations after a petition is approved, the record may be reinstated as a reportable student conduct record.
Student conduct matters that fall under these categories will generally not be considered under this process:
- Matters which resulted in suspension or expulsion
- Findings of Discriminatory Misconduct
- Repeated violations of a similar nature
- Student organization violations, including fraternity- and sorority-based incidents
Students can submit a petition no sooner than one year from the date of the final decision letter.
How petitions are reviewed
Typically, the Director, or designee, will decide whether to grant the petition within 30 business days. This timeline may be extended for school breaks, administrator availability, or other good cause.
In review of the petition, the Director or designee will consider: the nature of the original violation; the student’s level of reflection and growth from the original violation to the present; subsequent conduct matters; and any other relevant factors determined at the sole discretion of the Director, or designee. The Director, or designee, may request an in-person or virtual meeting with the student prior to rendering a decision.
The Director’s decision is discretionary and may not be appealed for any reason.
Submitting a Petition
To begin the process, an interested student should send an email to firstname.lastname@example.org to request the petition form.