6.3.10 Recordkeeping and Reporting

6.3.10 RECORDKEEPING AND REPORTING

6.3.10.1 RECORDKEEPING

6.3.10.1.1 IN CASE OF MINOR OFFENSE

When the Office of the University Registrar receives a copy of a letter of warning from an instructor to a student the Office of the University Registrar shall place the instructor's letter of warning in the student's record. If the student commits no offenses subsequently, then, after the student graduates, the Office of the University Registrar shall reveal the existence of the offense to parties outside the University only under the following circumstances:

1. When a court-ordered subpoena seeks a student's entire academic record (not just the transcript), or when it specifically seeks the record of a student's academic offenses.
2. When the student has authorized the release of their record to a third party, and that party requests either a student's entire academic record (not just the transcript) or specifically the record of a student's academic offenses.

6.3.10.1.2 IN CASE OF OTHER OFFENSES

The Office of the University Registrar shall record the following information in the student's permanent academic record after notification from the Academic Ombud or the UAB that a student is not appealing a finding of an offense or has lost an appeal of such a finding: (a) name of student; (b) student identification number; (c) student's college; (d) course name and number and section number, if applicable; (e) approximate date of offense; (f) brief description of offense; (g) penalty imposed; and (h) date of imposition of penalty.