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Transcript Notations

Effective August 27, 2018, notations will be made on a student’s transcript for academic or conduct reasons, as described below.  

1. Minor Academic or Conduct Violations:

For instances where a student has been placed on probation or warning for minor academic of conduct violations, no notation will appear on the transcript.

2. Involuntary Separation:

In instances where a student involuntarily separates from the University, a transcript notation will be used to denote the interruption or cessation in a student’s studies. 

a. Suspension:

For instances where a student has been suspended due to academic or conduct issues the following notation will appear on the transcript for the duration of the suspension and will be removed once the suspension has expired:

“Suspended, Eligible to Return (term year)“

Suspension – is defined as a temporary separation from the University due to an academic or conduct reason, for a specific period, with the option of a possible future return. Examples include academic warnings due to a failure to meet minimum GPA requirements, academic dishonesty or serious conduct issues.

b. Dismissal:

For instances where a student has been permanently dismissed or expelled due to academic or conduct issues, the following notation will appear on the transcript indefinitely:

“Dismissed, Ineligible to Return”

Dismissal – is defined as a permanent separation from the institution due to an academic or conduct reason. Examples include final failure to meet minimum GPA requirements, severe academic dishonesty or serious conduct issues.

3. Conduct Letter

In instances where a student requests that a transcript be sent to another institution and the student has been suspended or dismissed from the University due to conduct violations, a conduct letter from the Dean of Students Office will accompany the transcript. The conduct letter will include the student’s name; student identification number; transcript notation of either suspended (with date eligible to return) or dismissed; nature of conduct violation; (academic or conduct) for which the student was found responsible; and referral to the Dean of Students Office or other University department for additional information. A “Registrar Hold” will be placed on the release of the transcript to prevent the transcript being sent without the conduct letter.

4. Pending Academic or Conduct Issues

For serious pending academic or conduct matters involving a student prior to a finding of responsibility and determination of a sanction, a “Hold” will be placed on the release of a transcript until a determination as to responsibility is made and any sanction is imposed.

This policy was developed following national best practices and consistent with written guidance from the American Association of Collegiate Registrars and Admissions Officers (AACRAO). It was approved by UCEP following a review by Faculty Council and a 30-day public comment period.