Policy 5420E

TRANSCRIPT NOTATIONS

Western Wyoming Community College (the College) will utilize a transcript notation for students transferring to another institution who have been found responsible for a serious student conduct violation such as severe Title IX or violent behavior violations.  The finding regarding student conduct must have resulted in a long-term suspension (exceeding one academic year) or expulsion from the College as a sanction. 

The notation shall read “Expulsion/Dismissal/Suspension for Conduct – Disciplinary”

Adopted: April 8, 2021

Procedure 5420F

TRANSCRIPT NOTATIONS

Process for Determining Notation Placement

Process for determining transcript notations will be followed within two student conduct procedures; Code of Student Conduct (5420A) in instances of violence resulting in long-term suspension or expulsion or Title IX (5420E) resulting in long-term suspension or expulsion.  See aforementioned policies and procedures for investigative and disciplinary processes.

When a transcript notation has been decided upon by one of the disciplinary processes, Code of Student Conduct or Title IX, the following conditions will apply:

  • Transcript notation can only be used for long-term suspensions, exceeding one academic year, and for severe Title IX and violent behavior violations.
  • Transcript notation for expulsions can only be used for expulsions that were a result of severe Title IX or violent behavior violations.
  • The responsible coordinator will notify the Vice President for Student Services, or designee, to obtain final written approval for all sanctions which place a notation on a student transcript.
  • The Registrar will be given a copy of the Vice President’s, or designee’s, written approval to add the notation of “Expulsion/Dismissal/Suspension for Conduct – Disciplinary”. The Registrar will add the notation within ten (10) days of written notice.
  • Students will be notified of all sanctions, including the transcript notation, in writing as specified by the corresponding policy in which their violation falls. A copy of this policy and procedure must accompany the written notification.   

Process for Responding to Inquiries from Receiving Institutions 

The College will not respond to inquiries from other institutions without a signed Release of Information (ROI) from the transferring student. When the Institution receives a signed ROI regarding the transcript notation, the following process will be followed:

  • The ROI will be routed to the Dean of Students regarding violent conduct and/or the Title IX Coordinator, regarding Title IX violations.
  • The appropriate individual will respond in writing within ten (10) business days.
  • The information released will be limited to the following:
    • Specific Violation
    • Finding
    • All Sanctions Stemming from Finding
    • Date of Decision and/or Final Appeal if Applicable
  • The Vice President for Student Services, or designee, will be notified when an inquiry is made and be copied on the information released. 

Process for Researching Notations Received and Admitting Students 

The spirit and intent of Wyoming’s community colleges is to provide access to post-secondary educational opportunities with open access (Policy 7110A) and in that spirit, the College will not prohibit enrollment due to transcript notation, but will assess and determine conditions for admission and supportive services to assure safety and success.

When the institution receives an application for admission and a corresponding official transcript with a notation, the following process will be followed:

  • The student will be contacted by the Dean of Students or their designee and inform them of the transcript notation. A signed Release of Information (ROI) will be requested from the student.  With a signed ROI, the Dean or designee will contact the transferring institution for specific information regarding the transcript notation with attention to violence and/or Title IX violations. 
  • Upon receiving transcript notation information, the student will be asked to submit a statement addressing the transcript notation and any corrective actions the student has taken in the interim. The Dean of Students will take the student statement and in consultation with the College’s Behavioral Intervention Team (BIT), will assess risk, determine conditions for admissions, and identify supportive services to ensure safety and success.
  • If the student denies a request for a signed Release of Information (ROI), the student will be asked to submit a statement addressing the transcript notation and any corrective actions the student has taken in the interim. The Dean of Students will take the student statement and in consultation with the College Behavioral Intervention Team (BIT), will assess risk, determine conditions for admissions and identify supportive services to ensure safety and success.
  • The Vice President for Student Services, or designee, will be notified of the admittance of a student with a transcript notation.

*The College may deny or set conditions for admission, readmission, or continued enrollment for any individual who in the judgement of the College presents an unreasonable risk to the safety or welfare of the college and persons therein.  In making such judgement, the College may, among other things, consider the individual’s history and experience relative to 1) violence, 2) such behavior at other educational institutions, and 3) any measures the individual may have successfully implemented to eliminate such conduct or behavior.  A decision to utilize the authority conferred by this paragraph shall be communicated to the individual in writing.  The College maintains procedures by which such decisions are made, appealed, and a means through which reasonable accommodations for disability may be requested. 

Process for Removal of Notation 

The College will accept requests to remove any transcript notation, using the following process and conditions:

  • After the term of suspension has been met, the student can appeal in writing to the Dean of Students or Title IX Coordinator. The Dean and/or Coordinator will convene the Student Non-Academic Grievance or Title IX Hearing Panel to arrange an appeal hearing regarding removal of the transcript notation. See corresponding policies for appeal process.
  • After two years of expulsion, the student can appeal in writing to the Dean of Students or Title IX Coordinator. The Dean and/or Coordinator will convene the Student Non-Academic Grievance Committee or Title IX Hearing Panel to arrange an appeal hearing regarding removal of the transcript notation. See corresponding policies for appeal process.
  • All decisions by appellate bodies will move onto the Vice President for Student Services, or designee, for final approval. The Vice President’s, or designee’s, decision will be shared in writing with the student within ten (10) days of the final decision.
  • If notation removal is denied upon initial appeal, transcript notation can be appealed by the student every year.

Cross Reference: 5420E, 5430C

Adopted: April 8, 2021

 

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