Disciplinary Checks

Student conduct records maintained by the university may be shared internally and externally in accordance with the Family Educational Rights and Privacy Act (FERPA) and under the following parameters established by the university:

  1. Internal offices at USC may ask for and be given student conduct history as part of evaluating student eligibility for study abroad, leadership opportunities, awards, etc. A student’s conduct history for purposes of internal sharing includes all incidents in which a student was found responsible for a violation of policy, and includes cases resolved through the Medical Amnesty/Good Samaritan policy and Informal Resolution process. Conduct history is kept on file for seven years from the date of a student’s matriculation, except for outcomes of suspension, expulsion, dismissal from a program, and revocation of admission/degree, which are kept on file indefinitely.
  2. External parties (graduate/professional schools, background checks for federal/state employment, private employers, etc.) may be given student conduct history, typically with a signed release by a student. A student’s conduct history for purposes of external sharing includes only actions taken against students that result in suspension (temporary separation from USC), expulsion (permanent separation from USC), revocation of degree or revocation of admission, or dismissal from a program.
  3. External reporting for student athletes falls under additional NCAA requirements and may differ from that described above.

Frequently Asked Questions:

I have had a case with SJACS.  Will this incident appear on my transcript or academic record?
It depends.  Most violations are not displayed on your academic record, but are maintained in a separate disciplinary record.  Disciplinary files are maintained in the SJACS office for up to seven years.  At the end of the seven years this file is destroyed.  However, if you are suspended, expelled, or your admission or degree is revoked, a permanent notation will appear on your academic record, and your disciplinary file is maintained indefinitely in the SJACS office.  Please see the University Student Education Records Policy in SCampus (Part C, Section 6) for complete details.

I am planning to study abroad with an outside organization (e.g. Semester at Sea) that requires my disciplinary record checked.  What should I do?
Please email the form to sjacs@usc.edu. Make sure to sign the waiver release and we will send the completed form to the organization, unless otherwise requested.

I am planning on studying abroad with USC and I have had a case with SJACS.  Will my department check my disciplinary record?
Internal offices at USC may ask for, and be given, student conduct history as part of evaluating student eligibility for study abroad, leadership opportunities, awards, etc. A student’s conduct history for purposes of internal sharing includes all incidents in which a student was found responsible for a violation of policy, and includes cases resolved through the Medical Amnesty/Good Samaritan policy and Informal Resolution process.  Release of these records is permitted without prior consent.

I am applying to Law School and need the Law Certification completed.  Where do I go to complete the form?  What if I only need a Dean’s Letter?
Law Certification and Bar Examiners forms are completed by the Office of the Vice President, Division of Student Affairs.  Please call (213) 740-2421 for assistance.

If a Dean’s Letter is needed, please email your request to sjacs@usc.edu stating the nature of the request and contact person, institution and mailing information where the letter needs to be sent.  Please include your contact information, including USC identification number, in your request.

I am applying to Medical / Dental School and need to have a form completed.  What should I do?
Please contact Pre-Health Advising, at (213) 740-4844 for assistance with completing form. Forms may also be emailed to Nathalie Zuletta at nzuletta@dornsife.usc.edu.

I am applying to an Armed Forces program outside the University and they are requesting a disciplinary form be completed.  What should I do?
You may email your request to sjacs@usc.edu. Make sure to sign the waiver so we may conduct the disciplinary check.   Please allow 2 weeks for processing and state if you would like the form to be sent directly or held for pick-up.

I am a USC staff member helping a student complete the Common Application for transfer from the University.  How can I check the student’s disciplinary record?
Please email written request to sjacs@usc.edu stating the nature of the request, the name and USC ID of the student.  Your request will be processed and you will receive an emailed response upon completion. To ensure a complete disciplinary check, please also check the student’s name with the Office for Equity, Equal Opportunity and Title IX (eeotix@usc.edu), as we do not have access to their records.

I am a USC staff member and need to check multiple disciplinary records for a University/Department study abroad or host program.  What should I do?
Please email written request to sjacs@usc.edu stating the nature of the request, list of names, including USC ID, and a general time-frame of request completion.  Based on the time of year and case load, requests involving 50 or more students may take up to 3 weeks to complete. To ensure a complete disciplinary check, please also check the student’s name with the Office for Equity, Equal Opportunity and Title IX (eeotix@usc.edu), as we do not have access to their records.

I am an Agent Representative and need to check disciplinary records for a prospective employee.  May I fax the Waiver Form to SJACS?
No, we will need to receive the signed release along with your agency identification via email to sjacs@usc.edu.