This webpage provides information about disciplinary record checks for current and former JMU students. Typically, student disciplinary records are disclosed or reported at the request of the current/former student (when it is their record). Student disciplinary records may be disclosed to a third-party (another person or entity) after the current/former student provides authorization to access their disciplinary record (see "Processing Time & Method of Disclosure" section below for more information). In the past, OSARP has received various third-party requests, including but not limited to:
- Institutions to which a current/former student is transferring
- Graduate schools
- Prospective employers
- Professional organizations (e.g., the BAR association)
- Background checks by the state/federal government, law enforcement, or for security clearances
Student disciplinary records are considered educational records and are protected by the Family Educational Rights and Privacy Act (FERPA). If prior authorization has not been provided by the current/former student for the release of their disciplinary record, OSARP must contact the student to receive their affirmative consent prior to any disclosure.
What to Include for Email Requests
Any individual requesting to check or verify the disciplinary record of a current/former student (including the current/former student themselves) should email the request to osarp@jmu.edu and include the following information:
- Your full name
- Your phone number
- Current/former student’s full name (or name at the time of their enrollment)
- Current/former student’s ID number (if accessible)
- Current/former student’s date of birth
- Nature of your request, including any specific details or needs for the request
- Attach any documentation related to your request, including the current/former student's authorization for release of their disciplinary record (PDF or Word format required; no pictures or images of documents will be accepted)
Email is the preferred manner for conducting a disciplinary record check; OSARP may not be able to accommodate record checks in person or over the phone. If you would like to schedule an appointment to conduct a disciplinary record check in person, please contact our office so the appropriate staff member can be available. If you schedule an in-person appointment, please send the current/former student’s authorization for the release of their disciplinary record to osarp@jmu.edu prior to the scheduled appointment.
Processing Time & Method of Disclosure
Please allow up to 5 (five) business days to process your request, understanding that additional time may be necessary. OSARP may need to contact you to request additional information or clarification.
While a current/former student may authorize the disclosure of an educational record to a third-party, including how that record should be shared (e.g., through email or phone), the most appropriate method and format for disclosure of the educational record is OSARP’s discretion, which may be different than the request. Example: if a disciplinary record request contains responsive material that includes the educational records of more than one individual, OSARP may need to redact the other individual’s personally identifiable information and will provide downloadable copies of the specific portions of the record directly related to the requesting individual only.
JMU Department Requests
JMU departments that obtain authorization to check student disciplinary records as part of an application, employment, or volunteer process should contact the Associate Director of Case Management through email for disciplinary record verification.
Frequently Asked Questions
Disciplinary records for individual students are created as outlined in the “General Handbook Information” portion of the Student Handbook.
Generally, a student disciplinary record is created for an individual student when:
- A student is found responsible for any policy violation(s) through the Individual Accountability Process, Individual Interim Suspension Process, Sexual Misconduct Accountability Process, or Title IX Sexual Harassment Adjudication Process.
- A student is assigned informal or formal outcomes by the Honor Council.
- A student is found responsible as a result of the University Policy 1324 process.
- A student has a pending case in any of the processes noted above where a decision on policy has not been rendered.
Additionally:
- Students who were found not responsible for policy violation(s), had policy violation(s) Held in Abeyance, had alleged policy violation(s) Dropped, and/or had alleged policy violation(s) Dropped-Amnesty are not considered to have a student disciplinary record for these circumstances.
- Organizational records for recognized student organizations and student groups are created as outlined in the “General Handbook Information” portion of the Student Handbook. The information on this webpage pertains to individual students, not recognized student organizations or student groups.
From the “Records – Students” portion of the Student Handbook:
- “Students must provide permission for OSARP to release retained records on pending cases in OSARP or Honor Council and outcomes of OSARP, Honor Council, and University Policy 1324 cases; OSARP will provide the information requested by the entity upon receiving permission from the student so it is important that the student review both the questions asked by the entity and any release statements they agree to when they provide permission for a release of their records.
- If the release statement provides permission to release a student’s disciplinary record, pending cases for OSARP and Honor Council cases will be included.
- If a student has given a release to OSARP and the disciplinary record request asks if the student is in good standing with the university, OSARP will answer "no" only in circumstances where a student is currently suspended from JMU, has been expelled from JMU, was issued a notice of trespass from JMU, has an academic transcript notation as outlined in the “Records – Students” section, or has a pending case whose notification stated there was a possibility of suspension, expulsion, or notice of trespass from JMU and/or removal from all university housing as an outcome for the case.
- In addition, a student disciplinary record and corresponding case files may be subject to disclosure through court orders or subpoenas.”
Generally, if a student has a disciplinary record with the university, the following information is typically shared:
- Date of incident
- How OSARP received the information
- Policy(ies) for which the student was found responsible and the date of that decision
- Assigned sanction(s) or case outcome(s) (and in some circumstances, whether the sanction(s) or case outcome(s) have been completed)
If a disciplinary record request contains responsive material that includes the educational records of more than one individual, OSARP may need to redact the other individual’s personally identifiable information and will provide downloadable copies of the specific portions of the record directly related to the requesting individual only.
From the “Records – Students” portion of the Student Handbook: “Except for certain circumstances in cases alleging Sexual Misconduct or Title IX Sexual Harassment, OSARP does not make notations on a student’s academic transcript of suspensions from JMU, expulsions from JMU, decisions, outcomes, or cases. Academic transcripts will reflect withdrawal from the university in accordance with the dates, deadlines, and procedures set by the Office of the Registrar for cases resulting in suspension or expulsion from JMU.”
For more information on Academic Transcript Notations for Sexual Misconduct Accountability Process or Title IX Sexual Harassment Adjudication Process cases, see the applicable section in the “Records – Students” portion of the Student Handbook.
Current/former students must provide written permission for OSARP to release their disciplinary record. This is typically provided by the current/former student directly to OSARP or to the third party who is requesting to check their disciplinary record.
Student disciplinary records are considered educational records and are protected by the Family Educational Rights and Privacy Act (FERPA). If prior authorization has not been provided by the current/former student for the release of their disciplinary record, OSARP must contact the current/former to receive their affirmative consent prior to any disclosure.
OSARP may disclose information contained in a student’s disciplinary record to all eligible persons as outlined in the exceptions listed in the Family Educational Rights and Privacy Act (FERPA). This disclosure for a current/former student would not include organizational records for a recognized student organization or student group, even if the current/former student was/is a member of a recognized student organization or student group with an organizational record.
The current/former student’s disciplinary record and corresponding Case Files may be subject to disclosure through court orders or subpoenas.
For more information, see the “Records – Students” portion of the Student Handbook.
See the applicable section in the “Records – Students” portion of the Student Handbook.
Disciplinary records and Case Files in OSARP are considered educational records under the Family Educational Rights and Privacy Act (FERPA) and are handled in accordance with any restrictions or rights students are granted regarding their disclosure or review.
To access or review their educational record, the current/former student must schedule an in-person meeting with OSARP to review the information within OSARP during normal office hours. Please contact our office to schedule this appointment.
