For Parents

Student disciplinary records are defined as educational records by the Family Educational Rights and Privacy Act (FERPA).  As educational records, disciplinary records are not subject to release without written authorization by the student.  However, under certain circumstances, FERPA and Ohio University's Students Records Policy (Policy 12.020) permit the University to release disciplinary records without written authorization by the student.  These circumstances include, without limitation, the following:

1. a parent or guardian may request access to a student's disciplinary records if the parent or guardian claims the student as a dependent according to the IRS tax code; 

2. victims of an alleged perpetrator of a crime of violence or non-forcible sex offense may access the final results of the disciplinary proceeding conducted by the University with respect to that alleged crime of offense regardless of whether or not the University concludes that a violation was committed; 

3. anyone may access the final results of a disciplinary proceeding in which a student is an alleged perpetrator of a crime of violence or non-forcible sex offense and, with respect to the allegation made against him or her, that student is found to have committed a violation of the Student Code of Conduct. 
   

For purposes of this section, "final results" means the name of the student who committed the violation, the violation committed, and any sanction imposed by the University against the student.  The university will not disclose the name of any other student, including a victim or witness, without the prior written consent of the other student.  Student disciplinary records are retained on file by University Judiciaries for seven years past the date of the last incident.

Parental/Guardian Notification of Alcohol and Other Drug Offenses

Background

In the Fall 1998, the law that prohibited colleges and universities from releasing disciplinary records of students 18 years of age or older without their consent was amended. As a result, public colleges and universities were given the option of informing parents/guardians of alcohol and other drug offenses committed by their students who are under 21 years of age. This change in the law prompted Ohio University to study the issue.

After study and discussion with students, faculty, and administrators on campus, Ohio University decided to pilot a parental/guardian notification program during the 1999-2000 academic year. Beginning Fall 1999, University Judiciaries notified parents/guardians of new, first-year students under the age of 21 who were found responsible for alcohol and other drug offenses of Ohio University's student code of conduct.

Pilot Program Results

University Judiciaries found that parental notification contributed to a 36% decline in alcohol and other drug offenses among first-year students during the fall and winter quarters of the 1999-00 academic year. This decline coupled with survey data collected by University Judiciaries motivated the University to continue notifying parents of first-year students' alcohol and other drug offenses. In 2000-01, the Parental Notification program for first-year students will be added to the variety of other campus-wide initiatives designed to combat the problem of alcohol and other drug abuse. The university is optimistic that partnering with parents in this way will enhance the impact of already existing University efforts designed to aide first-year students in their transition from high school to university life.

Goal

Offenses and Sanctions

Alcohol and other drug offenses on college and university campuses across the country range from relatively minor offenses, including underage possession/consumption of small quantities of alcohol and marijuana to more serious, major infractions, including alcohol or other drug intoxication and possession/sale of illicit drugs.

Consistent with Ohio University's commitment to address all levels of alcohol and other drug offenses, Ohio University's student code of conduct details both major offenses (known as Code A offenses) and minor offenses (known as Code B offenses) as well as a range of disciplinary sanctions for misconduct that include reprimand, probation, suspension, and expulsion.

Details of Notification

When students under the age of 21 (with fewer than 90 credit hours earned) are found responsible either for a Code B or Code A alcohol or other drug offense University Judiciaries will routinely notify students' parents/guardians in writing.
Written notification will detail the fact that the student has been found responsible for an alcohol or other drug offense and provide the specific disposition of the case.  The notice will not include specific details of the offense(s) for which the student is found responsible, or the circumstances surrounding the offense(s).  Parents/guardians interested in specific information concerning the outcome of their student's judicial case are encouraged to discuss the case with their student. If questions remain, parents/guardians are encouraged to contact University Judiciaries.

Where Will Notice Be Sent?

University Judiciaries will send written notice of students' substantiated alcohol and other drug offenses to parents/guardians at the permanent address provided to the Office of the Registrar. Because this address is provided to the Office of the Registrar by students, parents/guardians and students are encouraged to ensure that the permanent address on file is indeed the address to which parents want notices about alcohol and other drug offenses sent.

Note: University Judiciaries will not routinely notify parents/guardians when students are charged with allegations of misconduct. Parents/guardians interested in knowing when allegations of alcohol or other drug misconduct are brought against their students are encouraged to make arrangements with their students to have them disclose this information when they are notified in writing by the university of an allegation of misconduct.

Suggestions for Parents/Guardians Notified of Misconduct

Because parents/guardians play a critically important role in the lives of their college-aged students, parents/guardians can significantly influence their students' decisions concerning alcohol and other drugs. Listed below are some suggestions for parents/guardians notified of alcohol and other drug offenses

1. Discuss the details of the case involving your student, including specific offense(s), circumstances surrounding the offense, and disciplinary sanction imposed; consult the Ohio University's student code of conduct for the specific university definition of the offense(s) and sanction imposed in your student's case. The code of conduct in its entirety can be found on-line at Student Code of Conduct;

2. Discuss with your student your expectations for appropriate future conduct;

3. Reinforce the relationship between academic success and responsible conduct;

4. Assess whether professional assistance is warranted to address your student's potential alcohol or other drug abuse problem; and

5. Contact University Judiciaries with any remaining questions concerning your student's judicial case either by calling (740) 593-2629 or e-mailing judiciaries@ohio.edu.

Plans for the Future

University Judiciaries will continue to refine the parental/guardian notification program through periodic evaluation of the program.