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Discipline Record Certification

Many graduate and professional schools, employers, and study abroad programs require that students obtain certification from Oklahoma State University that the student is in good standing, is not under restriction or probation, or has never had any major violations of the Code of Conduct.  These are sometimes called "Dean's Certification," "Judicial Record" or "Record Release."  The requesting institution might suggest that you contact the Dean of Students, the office of Judicial Affairs, or another place.  Student Conduct Education and Administration processes all requests for discipline record certification.  In order for a student to obtain this certification from SCEA, she or he must:

  • Sign a release of information, which states that the student consents to the release of their disciplinary record to the requesting institution.  These forms are available in the SCEA office.  The institution to which you want the records sent may have provided you a form to sign for that purpose.  SCEA will usually accept such signed authorization.
  • Submit the release of information and exact address to which you would like the certification sent to SCEA during normal business hours.

If you have no discipline record, certification will be sent indicating that.  If you have been found responsible for violating the Code of Conduct, the certification will generally include: the date of incident, a brief summary of the behavior you engaged in, the sanctions issued, and the current status of those sanctions.

Requests are generally processed within two business days.

Student Conduct does not provide character references or answer questions about student's moral character as part of a discipline record certification.  If you would like to request a reference letter, directly contact the hearing officer that handled your case.  Requests that require enrollment verification information (e.g. dates of attendance, degree plan, major, etc.), GPA, or other academic information will be forwarded to the Registrar's Office for processing after the discipline record certification is completed by SCEA.


General Information about Discipline Records

Excerpted from the Student Code of Conduct, section VII:

1. Case referrals will result in the development of a disciplinary file in the name of the accused student.  If the student is found not responsible for the charges, the file will be marked no action, no record, and shall not constitute a disciplinary record.  Such files will be destroyed after one year.

2. The files of students found responsible for charges against them, with sanctions less than suspension or expulsion, will generally be maintained in the Office of Student Conduct Education and Administration for seven years from the calendar year of record, after which they are destroyed.

3. Records of cases in which suspension or expulsion from the University occur are kept for ten and fifteen years, respectively.

4. Confidentiality - All disciplinary records are confidential and may not be disclosed in whole or in part except as provided by law or by the written authorization of the student, under legal compulsion, or where the safety of other persons may be involved.   Disciplinary records are maintained separate from the student's academic record but are part of the student's educational record.