University Conduct Checks for Students

Policy Number

Policy Purpose

The purpose of this policy is to provide guidance on the university Conduct Checks for Students Policy.  Conduct checks are a collaborative approach that balances access to specific university programs or services and broader safety considerations.  The conduct check aims to report prior conduct records that may potentially jeopardize the safety and security of the university community and its members. Per request by another UW-Whitewater department, program, or outside agency, the Dean of Students Office is authorized to share student conduct records with the requesting party. 

Responsible UW-Whitewater Office

Division of Student Affairs; Dean of Students

Policy and Procedures

Procedure for internal UW-Whitewater Conduct Checks:

• The University program or service will inform a student of the purpose of the conduct check.
• A formal release of information or disclosure must be signed by the student when submitting a conduct check to the Dean of Students by any office, service, or program.
• The requesting department will review all disclosures to decide the student's participation eligibility. 
• If a student is denied access or participation in a service or educational program due to a conduct check, they must be notified of the decision in writing and informed of their appeal options.
  • A student should contact the service or program for the appropriate staff person to submit an appeal.
  • Offices, programs, or departments requesting conduct checks must establish an appeals process.
    • An Appeal by a student should be in writing and submitted to the appropriate office or department within 10 calendar days of a decision.
    • The office or department will review and provide a final decision in writing within 10 days of receipt of the decision.

Procedure for Third Party/Outside Agency Conduct Checks:

• A formal release of information is required when submitting information to outside agencies.
• The outside agency will provide any necessary forms or means of documentation.
• Any appeal will be with the outside agency.

If the Dean of Students Office is made aware of potential conduct violations that have not been reported and may not fall under UW System Policy 136 or the conduct check process, the Dean of Students Office will use its discretion in sharing those violations with internal departments or programs.

Related Policies

UW System Administrative Policy 136: Required Disclosure for Participation in Certain UW System Services and Programs

Student Grievance Procedure

Policy History

First approval:               April 27, 2023

Scheduled Review

Scheduled Review:        June 2027