Student Conduct Records & Parent/Guardian Notification

Student Conduct Records

The Office of the Dean of Students maintains the educational records related to student conduct in accordance with the following:

  1. Records of lower-level student conduct action (e.g., written warning, conduct probation) are maintained during the student’s attendance at the University and removed seven (7) years from the date of the incident. This includes students who discontinue enrollment at Butler (e.g., transfers to another institution, drop out).
  2. Higher level student conduct action(a)  The record of a student who has been suspended or permanently dismissed from the University is maintained on a permanent basis in the Office of the Dean of Students.(b)  A student who is permanently dismissed from the University for conduct reasons will have the conduct noted on his/her transcript. A dismissal notation will never be removed from the transcript. The notation shall read “Dismissed Permanently from the University” The date of the dismissal will also be noted on the transcript.
  3. Student conduct records may be released to Butler officials or faculty members if such information is necessary in the discharge of their respective responsibilities.
  4. A student’s conduct record, however, will not be released to other sources outside the University unless there is written consent from the student, except as specified in the Family Educational Rights and Privacy Act or in accordance with the law. (See Privacy Rights of Students at Butler University.) If required to release record in compliance with student conduct order or subpoena, the University will reasonably attempt to notify the student before complying and in accordance with the law.
  5. Records subject to government reporting will be maintained as required by law.

Parent/Guardian Notification

The Dean of Students/designee has the authority to notify parents or guardians when students under the age of 21 are found to have committed violations of University policies related to the possession, use, or distribution of alcohol or drugs. The notification is permissive and at the discretion of the University.

The notification of parents is indicated when:(a) the violation involved harm or threat of harm to persons or property;(b) the violation involved an arrest in which the student was taken into custody;(c) the violation resulted in the student being suspended from the University and/or dismissed from residence halls;(d) the student has shown a pattern of violations—even if they are minor.

Two or more violations associated with alcohol use would be reasonable cause for notice;(e) the student who committed the violation became physically ill and/or required medical intervention because of consumption of alcohol and/or drugs; and/or(f) the violation involved the possession of drugs.

Nothing in these guidelines will prevent University officials from notifying parents or guardians of a health or safety emergency, or when a student, under the age of 21, is involved in a group activity off campus, in which the students’ organization is found to have violated University policy with respect to the use and/or consumption of alcohol or drugs. Whenever possible, students will be informed that parental notification is planned in advance of their parents receiving the notice. The notification of a parent/guardian is an administrative action and is not subject to appeal.

Other Notification: The Dean of Students/designee may disclose the name and a summary of the information regarding the final outcome of review if the student is found to have committed an act of violence.