New transcript laws

Virginia's law, effective July 1, 2015 (renumbered in the Virginia Code, October 1, 2016)

New York's law, effective October 5, 2015

Texas' law, effective June 10, 2019

Beloit College, Beloit, WI (this information last updated 2020)

We include on the official transcript any dismissal and for those dismissed for violation of the academic honesty policy, we add the following note as well:

DISMISSAL FOR VIOLATION OF THE COLLEGE’S ACADEMIC HONESTY POLICY

College of William and Mary, Williamsburg, VA (this information last updated 2015)

...transcript notations we agreed to use to officially denote any academic status changes, disciplinary actions taken or pending, or enrollment actions as a result of pending cases. These changes also reflect the recently-passed legislation regarding required notations for cases involving sexual violence . . .

-- Resigned under suspicion of an honor code violation; ineligible to return.
-- Resigned under suspicion of a serious violation of the Code of Conduct; ineligible to return.
-- Resigned under suspicion of a violation of the Sexual Misconduct policy; ineligible to return.
-- Permanently dismissed due to disciplinary reasons effective DATE (OF HEARING); ineligible to return.
-- Permanently dismissed due to a violation of the Sexual Misconduct Policy effective DATE (OF HEARING); ineligible to return.
-- Indefinite Disciplinary Suspension effective (DATE OF HEARING)
-- Indefinite Disciplinary Suspension for a violation of the Sexual Misconduct Policy effective (DATE OF HEARING)
-- Disciplinary Suspension effective (DATE OF HEARING)
-- Disciplinary Suspension for a violation of the Sexual Misconduct Policy effective (DATE OF HEARING)
-- Withdrew with disciplinary case pending effective DATE.
-- Withdrew with honor code case pending effective DATE.
-- Withdrew while under investigation for a violation of the Sexual Misconduct Policy.
-- Academic Suspension effective XXXXX.
-- Reinstated to good standing effective XXXXX.
-- Student Conduct Case Pending.
-- Honor Code Case Pending.

Elmira College, Elmira, NY (this information last updated 2015)

Transcript Notation for Violent Offenses - Transcript Notation Process.

As required by the Read Bill effective October 5, 2015 all colleges and universities in New York are required to denote conduct outcomes on academic transcripts of students found in violation of any policy violation that is deemed a violent offense as defined by CLERY reportable crimes. Transcript notations are applied at the conclusion of the conduct proceedings and appeals processes. The following are examples of language that may appear on an academic transcript:

• "Expelled after a finding of responsibility for a code of conduct violation"
• "Suspended after a finding of responsibility for a code of conduct violation"
• "Withdrew with conduct charges pending"

Transcript notations for a student suspended or who choose to withdraw pending conduct investigation will remain on a transcript for a minimum of one year. After one year's time, a student may request to have the transcript notation removed by filing an appeal with the Dean of Student Life or Vice President of Enrollment Management. If an appeal is not filed, the notation will be removed after seven years.

Transcript Notation Appeals Process
To file an appeal to have the transcript notation removed from an academic transcript a student must submit in writing to the Dean of Student Life or Vice President of Enrollment Management the following:
• A statement describing the incident and what was learned over your time away from the institution.
• Documentation of successful completion of an in/out patient program or therapy to address the conduct.
• Students who withdrew from the College prior to resolution of the conduct process will need to fulfill the sanctions found in absentia before being permitted to appeal.
• Transcript notations for students expelled are permanent and cannot be appealed.

Appeals will be read and a decision will be provided in writing within thirty days of submission.

Withdrawal Prior to Conduct Case Adjudication
A student who withdraws from the institution prior to an outcome of a pending conduct case should understand that the investigation will continue without their participation. A student can still be found responsible in their absence. Withdrawal from the institution will not protect a student from possible criminal or civil action(s).

Manhattanville College, Purchase, NY (this information last updated 2015)

Transcript Notation Policy (Transcript webpage mentions the new policy and directs students to view the full language in our Student Handbook, page 77)

Per New York State Legislation Article 129-B, Manhattanville College will record the outcome of certain disciplinary actions on a student's transcript in the form of a transcript comment. This includes but is not restricted to crimes of violence, sexual misconduct, hazing, and conduct which lead to the death or serious physical injury to another person. In disciplinary cases involving withdrawal prior to a disciplinary hearing, Interim Suspension, Suspension, or Expulsion, the student's academic transcript shall be noted as follows:

Withdrawal: Student receives W, WA or WF grade according to established guidelines. Transcript comment reads: "Readmission subject to Dean of Students approval." Comment is removed, if a student is readmitted, once pending resolution of the alleged violation is resolved. Interim Suspension: Student receives W, WA or WF grade according to established guidelines. Transcript comment reads: "Disciplinarily interim suspended on (date)."

Disciplinary Suspension: Student receives W, WA or WF grade according to established guidelines. Transcript comment reads: "Disciplinarily suspended until (date)." Comment is removed when the term of suspension expires.

Disciplinary Expulsion: Student receives W, WA or WF grade according to established guidelines. Transcript comment reads: "Disciplinarily expelled on (date) for a code of conduct violation." This notation will not be removed from transcript.

After one year from the date of the student leaving the College for withdrawal pending disciplinary hearing, Interim Suspension, or Disciplinary Suspension, the student may appeal to the Vice President for Student Affairs to have the transcript comment removed. It is the student's responsibility to provide substantial evidence, which supports the appeal and provides documentation of their activities (work, education, etc.) since their exit from Manhattanville College.

Other disciplinary records maintained by the Dean of Students office are not reflected upon a student's academic transcript, but are maintained in the Dean of Students office in accordance with college policy.

Appeal's Process for Seeking Removal of Notation

Any decision of the Conduct Process may be appealed in writing within 48 hours to the Vice President for Student Affairs for cases heard by the Director of Residence Life or Dean of Students. Once an appeal is submitted the appeals officer will determine if a face to face meeting is warranted. An appellate decision for this purpose is defined as having the power to review the conduct findings of another conduct officer. Appellate decisions of the Director of Residence Life, Dean of Students, Vice President for Student Affairs are final, and will be rendered after receiving the appeal.

The appeal form must include the grounds for the appeal as well as the supporting facts and arguments. The following are grounds for an appeal:

1. The conduct process was not in accord with the rules and regulations governing the College's conduct process, and this deprivation materially affected the decision; and/or
2. The finding of the violation is contradicted by new evidence and would have resulted in a different
decision.

On appeal, sanctions can be increased or decreased. If an appeal is heard, the following actions may be taken:

1. Possible modification of the sanction, including increasing the penalty.
2. Ordering reconsideration by the original conduct officer or designee based on:

a. Alleged new evidence -- only if the new evidence is of such a nature as to be reasonably likely to change the outcome of the original investigation and was unavailable at the time of the original investigation.
b. Alleged defect in procedure -- only if the defect in the original investigation is sufficiently substantial to be reasonably likely to change the outcome.

3. Ordering dismissal of the case where false evidence was presented.

Resources

Manhattanville College supports this policy through educational prevention, counseling, and medical support services. Educational programs at Manhattanville College include, but are not limited to, guest speakers, awareness programs, individual counseling, various victim support services and other programs presented by various departments.

Here are on-campus and off-campus support services available for the complainant, respondent, and witnesses: ...

Nazareth College, Rochester, NY (this information last updated 2018)

Transcript Notations
New York's "Enough is Enough" law requires the College to make specific notations on the transcripts of respondents found responsible for the following prohibited conduct: sexual assault, dating violence, domestic violence, and stalking.

• Students suspended after a finding of responsibility will receive the following notation on their transcript: "suspended after a finding of responsibility for a code of conduct violation." Such notations will remain for at least one year after the conclusion of the suspension, at which point a suspended student can seek removal of the notation by appealing to the Vice President for Student Development. Students seeking removal of the notation should contact the Office of the Vice President for Student Development for appeal procedures.
• Students expelled after a finding of responsibility will receive the following notation on their transcript: "expelled after a finding of responsibility for a code of conduct violation." Such notation shall not be eligible for removal.
• Students who withdraw pending resolution of alleged violations of this Policy will receive the following notation on their transcript: "withdrew with conduct charges pending." Such notation shall not be eligible for removal unless the charges are later resolved.
• If the College vacates a finding of responsibility for any reason, any such transcript notation shall be removed.

Radford University, Radford VA (this information last updated 2015)

The notation will state one of the following, as appropriate:
1. Suspension for a period of time for violation of Radford University policy effective[begin date through end date].
2. Permanent Dismissal for violation of Radford University policy effective[begin date].
3. Withdrew while under investigation for violation of Radford University policy effective [begin date].CATALOG

Randolph College, Lynchburg VA (this information last updated 2015)

CATALOG CHANGE - NEW LANGUAGE ADDED TO TRANSCRIPTS TEXT
TRANSCRIPTS
As required by the Code of Virginia, the Registrar must include a notation on the transcript of any student who has been suspended for, has been permanently dismissed for, or withdraws from the institution while under investigation for an offense involving sexual violence. See Student Handbook for details.

NOTATIONS to be placed on transcripts:
1. Expelled as of <date> for violation of College's sexual misconduct policy.
2. Suspended as of <date> for violation of College's sexual misconduct policy.
3. Departed (withdrew) as of <date> while under investigation for a violation of the College's sexual misconduct policy.
4. Investigation pending as of <date> for a violation of the College's sexual misconduct policy.

NEW TRANSCRIPT HOLD
When a Notation (comment) is placed on a transcript that may need to be removed, a HOLD will be placed on the student's transcript so a contact is made with Dean of Students before any transcript is issued for the student. This will safeguard against sending out the transcript with a notation that should have been removed.
1. If expelled, comment permanent
2. If suspended, comment will need to be removed at some point
3. If under investigation, could be either way

PROCEDURES
The Dean of Students will notify the Registrar when a notation (comment) needs to be placed on a transcript and also when and if it should be removed.

SUNY Polytechnic Institute, Utica, NY (this information last updated 2019)

Transcript Notation
A respondent's transcript will be subject to conduct notation for all cases in which the sanction imposed is expulsion or suspension from SUNY Poly. This includes, but is not limited to, cases in which a respondent is found responsible for an act of violence that meets the reporting requirements found in the Clery Act at 20 U.S.C. § 1092 (f)(1)(F)(i)(I)-(VIII) Part 1. The notation will state that the respondent was " suspended after a finding of responsibility for a Code of Conduct violation" or "expelled after a finding of responsibility for a Code of Conduct violation ." The date the sanction was imposed will also be noted on the transcript.

An accused student who withdraws from SUNY Poly while an investigation is pending or after being charged with a Code violation will not be exempt from conduct action. If a student withdraws during a preliminary review or investigation, a hold may be placed on the student's account which will prohibit the student from registering for classes and/or being able to obtain an official transcript until the case is resolved.

If a respondent withdraws from SUNY Poly while conduct charges are pending and declines to complete the conduct process, SUNY Poly shall notate on the respondent's transcript "withdrew with conduct charges pending."

An appeal seeking removal of a transcript notation for a suspension should be submitted, in writing, to the Vice President of Student Affairs with written documentation showing rehabilitation or other good cause for transcript notation removal. The decision of the Vice President for Student Affairs on whether to remove the notation is final. If the appeal for the removal of the transcript notation is granted, the notation shall not be removed prior to one year after conclusion of the suspension. If a finding of responsibility is vacated for any reason, any such transcript notation shall be removed.

A transcript notation of expulsion is a permanent notation of the transcript and shall not be removed.

University of Richmond, Richmond, VA (this information last updated 2015)

Our transcripts will be notated as follows:

For Suspension, will annotate transcript: "Suspended as of [date]. Eligible to apply for readmission. Found in violation of University's Standards of Conduct Policy." The last line will be removed when the student's term of suspension is over, regardless of whether the student returns.

For Permanent Separation (our term for conduct expulsion): "Dismissed as of [date]. Found in violation of University's Standards of Conduct Policy."

For Withdrawal while case under investigation, will annotate transcript: "Withdrew as of [date] while under investigation for a violation of University's Standards of Conduct Policy. This withdrawal as noted does not constitute a finding or admission of responsibility on the part of the student." We will remove the notation if the student returns and investigation concludes with no charges or a finding of not responsible. If student is found responsible, they will likely be suspended or separated.

University at Albany, SUNY, Albany, NY (this information last updated 2015)

Transcript Notation Procedures in Sexual Misconduct Cases resulting in Suspension or Dismissal

In sexual misconduct cases where the outcome of a case is a disciplinary "suspension" or "dismissal", then, following exhaustion of any appeals as set forth in Community Rights & Responsibilities, Section 7.4 ("Student Conduct Appeals; Appeals of Cases of Sexual Misconduct"), a notation will be placed on the transcript of the student found responsible that states, "Suspended after a finding of responsibility for a code of conduct violation" or "Dismissed after a finding of responsibility for a code of conduct violation." If a respondent withdraws from the University while a sexual misconduct investigation or conduct proceeding is pending, a notation will be placed on the transcript stating, "Withdrew with conduct charges pending." Transcript notations indicating a suspension will be removed seven years after the conclusion of the suspension. Transcript notations indicating a dismissal or withdrawal with conduct charges pending will not be removed. If a finding of responsibility is for any reason vacated, any such transcript notation shall be removed.

Transcript Text for “Enough is Enough Legislation”

Transcript Text

Dismissed After a Finding of Responsibility for a Code of Conduct Violation: (violation date)

Suspended After a Finding of Responsibility for a Code of Conduct Violation: (violation date)

Withdrew with Conduct Charges Pending: (violation date)

 

Transcript Text for Other Conduct Violations           

Transcript Text

Dismissed – Disciplinary: (violation date)

Suspended – Disciplinary (violation date)

 

Washington and Lee University, Lexington, VA (this information last updated 2019)

Our policy is part of our full Sexual Harassment and Misconduct policy. We have added the Title IX officer as a signatory to our one-size-fits-all withdrawal-suspension-etc. form. The student affairs dean, academic dean, and Title IX officer will sign and send to me for processing. On the form (attached), the Title IX officer will indicate whether the transcript statement is needed. If so, I will be using a customized screen in Colleague to maintain one of the following three statements with dates, so we'll be able to maintain a history and the statement will only print between the effective dates.

Voluntarily Withdrew, [month day, year], while under investigation for a violation of W&L's set of standards. This withdrawal as noted does not constitute a finding or admission of responsibility on the part of the student.

Suspended (Non-academic), [month day, year], for a violation of W&L's set of standards.

Dismissed, [month day, year], for a violation of W&L's set of standards.

If the statement is removed, then only the category and date will remain on the transcript.