Student Conduct Record Requests

Colleges and universities can differ greatly in the student conduct issues that they consider “reportable” to outside agencies, potential employers, and graduate or professional programs. Thus, what the Student Conduct and Community Standards Office at the University of Massachusetts Amherst reports as part of a student’s conduct record may or may not be considered “reportable” under another institution’s policy.

The Student Conduct and Community Standards Office reports pending cases and action(s) taken against a student that results in a finding of “Responsible” for a University Policy violation and yields a sanction of Suspension Imposed/Deferred or Expulsion. A finding of responsibility is usually accompanied by educational sanctions which are also reported.

Student conduct records are maintained separate and apart from all other student records. Such records will be maintained for seven years after the date of the last incident which led to the initiation of action. In cases where the final disposition is Expulsion, the Student Conduct and Community Standards Office retains the student conduct records indefinitely.

When the Student Conduct and Community Standards Office reports that a student has or does not have a student conduct record it is under the parameters described above.

Students at the University of Massachusetts Amherst are encouraged to report any disciplinary action taken against them, whether reportable by the University or not. At times, therefore the Student Conduct and Community Standards Office will be unable to verify a student’s self-disclosed conduct or data which is of a personal nature.

Please do not hesitate to contact us via email at studentconduct@umass.edu with any question about our student conduct record reporting policies.

Effective 05.22.2024

Students who are applying to another school that uses the Common Application will need a “Transfer College Report” completed. The Transfer College Report includes academic as well as disciplinary and criminal information.

To submit a Transfer College Report Request, log into SPIRE and navigate to: Academics -> Forms & Academic Request Dropdown -> College Transfer - Common App
 

Alumni and Former Students:

If you don’t know your SPIRE ID or Password, use these instructions to retrieve your credentials. If you have any questions about obtaining the “SPIRE Logon Essentials” don’t hesitate to call IT Help Center at 413-545-9400 or email @email.

Students applying to transfer to another institution not utilizing the Common Application or applying to a post-graduate program will need to request a Dean Certification. A Dean Certification is an official notification to another institution verifying a student's conduct record per the University Reporting Policy.

To submit a Dean Certification request, log into SPIRE and navigate to: Academics -> Forms & Academic Request Dropdown -> Dean of Student Conduct Request -> Dean Certification

NOTE: Institutions may provide a form (although not required) that can be uploaded to the SPIRE "Dean Certification" request.
 

Alumni and Former Students:

If you don’t know your SPIRE ID or Password, use these instructions to retrieve your credentials. If you have any questions about obtaining the “SPIRE Logon Essentials” don’t hesitate to call IT Help Center at 413-545-9400 or email @email.

Students applying to transfer to another institution not utilizing the Common Application or applying to a post-graduate program will need to request a Dean Certification. A Dean Certification is an official notification to another institution verifying a student's conduct record per the University Reporting Policy.

To submit a Dean Certification request, log into SPIRE and navigate to: Academics -> Forms & Academic Request Dropdown -> Dean of Student Conduct Request -> Dean Certification

NOTE: Institutions may provide a form (although not required) that can be uploaded to the SPIRE "Dean Certification" request.
 

Alumni and Former Students:

If you don’t know your SPIRE ID or Password, use these instructions to retrieve your credentials. If you have any questions about obtaining the “SPIRE Logon Essentials” don’t hesitate to call IT Help Center at 413-545-9400 or email @email.

The conduct history summarizes the incident(s) in which a student was involved and includes information regarding the incident date, reported date, alleged violation(s), sustained violation(s), and sanction(s) as applicable.

To submit a Conduct History Request, log into SPIRE and navigate to: Academics -> Forms & Academic Request Dropdown -> Dean of Student Conduct Request -> Select "Conduct History" from the dropdown menu
 

Alumni and Former Students:

If you don’t know your SPIRE ID or Password, use these instructions to retrieve your credentials. If you have any questions about obtaining the “SPIRE Logon Essentials” don’t hesitate to call IT Help Center at 413-545-9400 or email @email.

Incident Report

The Incident Report is the document(s) submitted to the Student Conduct and Community Standards Office that provides information regarding alleged violation(s) of the University's Code of Student Conduct. Identifiable information pertaining to other students will be concealed to protect their privacy. The Student Conduct and Community Standards Office does not provide copies of police reports. To request a copy of a police report associated with an incident, please contact the respective police department.

To submit an Incident Report Request, log into SPIRE and navigate to: Academics -> Forms & Academic Request Dropdown -> Dean of Student Conduct Request -> Select "Conduct Case Records Request"
 

Conduct File

The Conduct File is all documents associated with a resolved conduct case(s). Identifiable information pertaining to other students will be concealed to protect their privacy. If applicable, any audio or video associated with the case cannot be released, however, students may schedule a time to review any audio or video file by contacting the Student Conduct and Community Standards Office.

To submit a Conduct File Request, log into SPIRE and navigate to: Academics -> Forms & Academic Request Dropdown -> Dean of Student Conduct Request -> Select "Conduct Case Records Request"
 

Hearing Records

The Hearing Records are documents associated with a case that were reviewed as well as produced by the Hearing Board, excluding the Hearing Board Members' notes. Documents can include but are not limited to the incident report, statements submitted by the charged student, complainant, witness(es), as well as text messages and pictures. All hearings are audio recorded. The Student Conduct and Community Standards does not provide a copy of any audio recordings, however, you may contact the office to schedule a time to review the audio.

To submit a Hearing Records Request, log into SPIRE and navigate to: Academics -> Forms & Academic Request Dropdown -> Dean of Student Conduct Request -> Select "Conduct Case Records Request"
 

Alumni and Former Students:

If you don’t know your SPIRE ID or Password, use these instructions to retrieve your credentials. If you have any questions about obtaining the “SPIRE Logon Essentials” don’t hesitate to call IT Help Center at 413-545-9400 or email @email.

Any external agency seeking to obtain information regarding a student’s conduct record must use the Third Party Record Request Form. The completed form along with a signed authorization for release of information form must be submitted to the Student Conduct and Community Standards Office. Forms can be submitted in person, faxed, mailed or emailed to conductrecords@umass.edu.

Many property management companies require students to fill out the Landlord Reference Request form as part of their application process. When submitted by a student, the form authorizes the Student Conduct and Community Standards Office to provide information to the property management company regarding the student’s eligibility to live in University housing. Students must use the Landlord Reference Request Form to authorize the release of information. Forms can be submitted in person, faxed, mailed or emailed to conductrecords@umass.edu.