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College Catalog: Student Records: Permanent Record

Each students’ permanent record, which meets the guidelines set by the American Association of Collegiate Registrars and Admissions Officers, includes:

  1. The credits transferred from other institutions, including the number of credit hours given (the number of hours may change if the student transfers from one curriculum to another)
  2. The semester in which the student is currently enrolled
  3. The student’s social security number or ID number
  4. The Academic Program and Plan
  5. The course number, the course title, the hours attempted, the hours completed, and grade for each course
  6. A grade point average for each semester attended
  7. The cumulative grade point average of the student
  8. Academic action taken against the student including academic probation, suspension, and dismissal
  9. Degrees, diplomas, certificates, honors

Disciplinary Transcript Notations

Students who have been suspended for, have been permanently dismissed for, or have withdrawn from a college while under investigation for an offense involving sexual violence under the college’s sexual misconduct policy will have a notation stating either “Suspended/Dismissed for a violation of, or withdrew while under investigation for a violation of PDCCC’s sexual misconduct policy” placed on their permanent records. Furthermore, in order to alert other institutions of higher education of a student who was dismissed for exhibiting threatening or dangerous behavior, or otherwise has committed an act of misconduct, PDCCC may place a statement on the transcript, which shall state “Misconduct Dismissal.” Prior to making any disciplinary notation on a transcript, PDCCC will notify the student in writing of such action and give the student the right to appeal.

Student Information System (SIS) Records Indicators

In addition to the above, PDCCC may place on a student’s SIS record an XTA service indicator when a student is dismissed for misconduct, exhibits threatening behavior, or is determined to be a potential threat. PDCCC shall use the XTA indicator only after a threat assessment team has made a determination that the student poses a threat to the campus community. Colleges also may place on a student’s SIS record an XIT service indicator when a student is under investigation for an act of sexual violence. If the student is found “not responsible” following an investigation, the indicator will be removed immediately. For each indicator, prior to placing a service indicator on a student’s SIS record, PDCCC shall notify the student that the college will place the service indicator on the student’s SIS record. PDCCC shall explain the reason for the service indicator and give the student the right to appeal.  If students who have been dismissed for misconduct or had a service indicator placed on a student’s SIS record, or both, request that transcripts of their records be sent to another college, a statement may be placed on transcripts stating “additional information available upon request from the designated college official.”

Amending Student Records

Under the provisions of the Family Educational Rights and Privacy Act (“FERPA”), students must have an opportunity to challenge the accuracy of the information that led to the application of the indicator to their record at the college placing the indicator. The challenge may only address the accuracy of the information, any misleading information, or a violation of the student’s privacy rights. The college shall decide whether to amend the record as requested within a reasonable time after the college receives the request. If the college decides not to amend the record as requested, it shall inform the student of its decision and of his or her right to a hearing. If the student prevails at the hearing, the record shall be corrected and the indicator should be removed, unless other facts support the continued use of the indicator. If the college prevails, the student has the right to place a statement in his or her record challenging the college’s actions. The college must maintain the statement with the contested part of the record for as long as the record is maintained and disclose the statement whenever it discloses the portion of the record to which the statement relates.