Record Retention, Sharing and Expunging: Rochester

(revised December 2021)

Record Retention

Records of students’ violations of the Student Conduct Code are maintained by the Student Conduct Team in Maxient. Maxient is a separate database system that is not connected to the students’ transcripted record, with limited access. 

The University of Minnesota Rochester (UMR) follows the system policy on records retention and student educational records. For more information on the management of University records and information, please review Administrative Policy: Managing University Records and Information.

Student Conduct records are retained for a minimum of seven years. Exceptions include, but are not limited to:

• suspensions, expulsions, and incomplete cases are maintained indefinitely, and
• cases resolved through formal hearings are kept for ten years.

Record Sharing

Release of conduct records may or may not require the student's authorization. For example, potential employers may request a student's conduct record prior to extending a job offer; in these cases, the student’s consent is needed. The University will disclose your record with your written consent or when permitted under Board of Regents Policy: Student Education Records. Please review this policy carefully for the circumstances under which your record can be released without your consent.

For students who are completing academic or career applications, we recommend you contact the Student Conduct Team to ensure you have complete and accurate information about the contents of your student conduct record so you can be truthful in your responses.

Disclosures vary widely due to the varied nature of the questions that third parties have the potential to ask. However, if a general request for information about a student conduct records is received, the initial disclosure will include the following information: date of incident, disciplinary offense and sanctions completed.

In all circumstances, students will be notified when their record is disclosed.

Record Expunging

UMR may allow for administrative expungement of minor infractions of the Student Conduct Code, if a student can demonstrate with documentation a meritorious reason for an early review of the student’s record. If an expungement is petitioned and granted, the student conduct record will be deleted. As a result, the record of the violation will not be disclosed to external third parties. 

The petition to expunge a record is a courtesy provided by UMR and is not a requirement of law. UMR has no obligation to expunge a student's conduct record.

Note: Academic Integrity records do not fall into this process. If you have an Academic Integrity violation that you wish to have turned into a non-reported incident, do NOT submit the form linked below. Instead, follow the Academic Integrity Restoration process.

Petition Requirements

In order to have your record expunged, you must complete all the requirements of your sanction(s), including completion of any associated probationary period.

If you have been involved in an additional incident, expungement will not be considered until that matter is resolved and any sanctions fulfilled.

If you wish to request multiple record expungements, a separate petition is needed for each individual incident. 

Petition Submission

All petitions must be submitted using the following online petition form, and must be submitted by the student requesting the expunging.

Petition Review

The petition will be decided by the Student Conduct Team with appeals being heard by the Chancellor. 

Factors that will be considered in the petition include the following:

• The nature of the violation(s) 
• The number of violations 
• Whether the student completed sanctions in a timely manner 
• The student’s conduct record as a whole
• The student’s responses to the petition’s questions and any supporting documentation

An expungement is unlikely to be granted:

• Sooner than 18 months from the date in which the incident occurred, or
• For violations of Student Conduct Code Section IV. Subd. 6: Harm to Person

Expungement will not be considered for:

• Violations of Student Conduct Code Section IV. Subd. 1: Scholastic Dishonesty,
• Violations of Student Conduct Code Section IV. Subd. 8: Sexual Misconduct,
• Cases which resulted in suspension or expulsion,
• Currently open cases, and
• Cases resolved through formal hearings. 

Please note that this process applies only to conduct records maintained by the Student Conduct Team. Records maintained by other departments, such as the Registrar or the police department, are not expunged through this procedure.

Under ordinary circumstances, the Student Conduct Team will review the request and inform the student of the decision within ten business days. A student may request in writing that the Chancellor review this decision, within five business days of their notice.