Resources for Students
Resources for Students
The Office of Student Accountability & Conflict Response aims to make students aware of and able to reasonably navigate our resolution processes. Here you will find additional information relating to our services and other related information.
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Virtual Office Hours Waiting Room
(Available business days between 1:00 pm-4:30 pm)
Maxient Correspondence
The Office of Student Accountability & Conflict Response will notify students about accountability processes by email through the Maxient system. Maxient is the most trusted provider for incident reporting and student conduct case management.
When our office sends an official notice, you will receive an email from “notifications[at]maxient.com.” The email will show the sender as a Penn State employee or office with their name followed by “(via Maxient).” It is important for you to know that this is an authentic email from the university. It is not spam or a phishing attempt.
In addition to a brief explanation, the body of the email will contain a link to your notification letter. You may be prompted to enter your Student ID number to ensure the privacy of letters sent through the system. Once logged in to the Maxient portal, you can access your letter, which will be a PDF document. Print or download and save the letter for your records as this link is only active for a limited time.
If you have difficulty accessing your letter in Maxient — or want to confirm the legitimacy of the email — contact us at 814-863-0342.
Records Retention
Reports will result in the creation of an education record in the name of the Respondent. These records, including any additional relevant documentation, will be maintained for a minimum of seven years in accordance with state and federal law. The University reserves the right to keep records for a longer period of time as deemed necessary. For example, pending cases may be retained indefinitely and cases that have an associated registration hold may be held for as long as the hold is in place. If applicable, an education record in the name of the Complainant and/or Impacted Person will be maintained for the same period of time. Upon the finding of a violation of this Code, the Respondent’s education record will also be considered a student conduct record and may be disclosed in accordance with written procedure.
Disclosure of Records
Penn State is committed to the privacy and security of our students. The University Policy on Confidentiality of Student Records (AD11) complies with the Family Educational Rights and Privacy Act of 1974 (FERPA).
Typically, student conduct records will not be released to an external third party unless the student consents, or in certain circumstances when permitted or required by University policy or law. Student conduct records may be disclosed for as long as they are maintained. The University will not disclose “non-reportable” records (see: External Non-Disclosure Request) or pending conduct matters to an external third party unless required by law, such as in response to a subpoena or court order, or when other lawful disclosure is appropriate.
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A student may request to review a copy of their own student conduct record or request their records be sent to a third-party, by following the process outlined here.
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Penn State departments with a legitimate reason for checking the conduct history of a student may do so by filling out this form.
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Background investigators may request records in person, via e-mail, or via fax (814-863-2463) and must include a signed release of information from the student.
External Non-Disclosure Request
As permitted by the Code, the Senior Director may designate student conduct records as non-reportable for external disclosure. First-time violations which result in a conduct warning will be automatically designated as “non-reportable.” A respondent may also request that the Senior Director designate certain records as “non-reportable."
Non-reportable for external disclosure means that, while the University will continue to maintain the record in accordance with standard practice, the University will not disclose those records to an external third party (e.g., transfer institution, future employer, graduate school, etc.) except as required by law (e.g., court order). Should a student be found “in violation” for subsequent student conduct code violation(s) after a request is approved, the “non-reportable” record may be reinstated as a student conduct record that may be disclosed to external third parties. The student would be notified of such a change.
Students can submit a request no sooner than one year from the date of the final decision letter. Student conduct matters that fall under these categories will generally not be considered for external non-disclosure.
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Matters which resulted in indefinite suspension or expulsion
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Findings of Discriminatory Misconduct
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Repeated violations of a similar nature
Typically, the Senior Director, or designee, will decide whether to grant the request within 30 business days.
While reviewing the request, the Senior Director or designee will consider: the nature of the original violation; the student’s level of reflection and growth from the original violation to the present; subsequent conduct matters; and any other relevant factors determined at the sole discretion of the Senior Director, or designee. The Senior Director, or designee, may request an in-person or virtual meeting with the student prior to rendering a decision.
The Senior Director’s decision is discretionary and may not be appealed for any reason.
Withdrawl during the Conduct Process
In most cases, the student conduct process will continue should the Respondent withdraw from the university prior to the final resolution. There are a few exceptions to this general rule, including those outlined below.
Student Conduct Withdrawal
When there is a concurrent or pending criminal investigation and/or judicial process, a Respondent may submit a request for a conduct withdrawal to the Senior Director.
- A Conduct Withdrawal withdraws the Respondent from the University and suspends the student conduct process pending resolution of the criminal process. This allows the Respondent to preserve their right to present information in the university proceeding without impinging upon their protection against self-incrimination in the criminal matter.
- Upon receiving a request, the Senior Director will evaluate whether offering a Student Conduct Withdrawal Agreement is appropriate, based on the circumstances of the case. If so, the Senior Director will provide the Respondent with a Student Conduct Withdrawal Agreement form for their signature.
- The agreement fully outlines the conditions and restrictions associated with such a withdrawal, including but not limited to a registration hold, prohibition from university premises, and transcript notation.
Delay after Medical Withdrawal
When a Respondent has withdrawn from the university for medical reasons and is unable to fully participate in the student conduct process due to their medical condition, they may submit a request for delay to the Senior Director.
- Such a delay suspends the student conduct process to allow the Respondent to focus on their mental and/or physical health before reengaging in the process.
- Upon receiving a request, the Senior Director will conduct an individualized risk assessment to determine whether offering a delay is appropriate. If so, the Senior Director will provide the Respondent with a Delay after Medical Withdrawal Agreement form for their signature.
- The agreement fully outlines the conditions and restrictions associated with such a withdrawal, including but not limited to a registration hold, prohibition from university premises, and transcript notation.