Administrative Procedure: Required Disclosures for Participation in Certain UW System Services and Programs

Related Policy: UW System Administrative Policy 136

A. Purpose:

UW System Administrative Policy 136 requires UW System students seeking to live in university housing, or seeking to participate in study abroad programs to answer the following questions:

1. Have you ever been convicted of a felony? This includes pleading no-contest or guilty to a felony.
2. Have you ever been expelled, dismissed, or suspended from a post-secondary institution for a non-academic reason?

UW-Platteville is required to collect and review student disclosures to evaluate whether the student may participate in the applicable program.

Part B of this document provides program definitions, Part C outlines the manner in which student disclosures are collected (by program), and Part D outlines the procedures to be used review and evaluate student disclosures.

B. Program Definitions

• Study abroad: A university organized and administered trip for curricular purposes that occurs outside of the United States. Trips conducted by 3rd party operators are not included in this definition.
• University housing: A residential facility that is operated or managed by a UW System institution, or any residential facility for which the university assigns housing.

Note: The residence halls at branch campuses are not owned or managed by the UW System and therefore the data collection outlined in SYS 136 is not required from students who reside in residence halls located at branch campuses.

C. Collection of Student Disclosures

University Housing

The residence hall application includes the questions required by this policy. All student responses will be reviewed by the Director of Residence Life, or designee. All affirmative disclosures will be reviewed by the 136 Committee following the procedures outlined within this document.

Study Abroad

Students requesting to participate in a Study Abroad program shall complete the “Required Felony Disclosure Questionnaire within StudioAbroad. All responses will be reviewed by the Associate Provost, or designee. All affirmative disclosures will be reviewed by the 136 Committee following the procedures outlined below.

D. Procedures for Review and Evaluation of Affirmative Student Disclosures

1. Students applying to a study abroad program, or to reside in university housing are required to disclose, prior to confirming their intent to participate in a study abroad program or submitting their application for university housing, whether they have ever been convicted of a felony or expelled, dismissed, or suspended from a post secondary institution for a non-academic reason.
2. In the event a Student answers “yes” to one of the questions above or discloses such information after submitting an initial disclosure:
   1. A committee shall be formed consisting of the following parties or their designees, and monthly meetings will be scheduled for purpose of review of “yes” responses. 
      1. The Dean of Students 
      2. The Director of Residence Life
      3. The Associate Provost 
      4. The Chief of Police 
   2. The Committee may: 
      1. Request input and/or representation from the program to which the student is applying; and 
      2. Request additional information from the student or any other party with applicable information, provided that all applicable laws and policies regarding confidentiality are observed.
   3. The Committee shall determine, by majority vote, whether to grant or deny the student’s request to participate (or continue participating) in the program or to grant such request subject to certain specified conditions. In making such determination, the committee shall consider whether the disclosure is relevant to the program and whether the student’s participation (or continued participation) in the program would pose an unreasonable risk to property or to the safety or welfare of specific individuals or the general public. 
   4. The committee’s decision shall be transmitted to the student along with a notice regarding the student’s right to appeal the decision to the Vice Chancellor for Administration & Finance (or their designee), provided such appeal is made within 10 business days of the issuance of the committee’s decision. 
   5. In the event the student files a timely appeal, the Vice Chancellor for Administration & Finance (or their designee) shall issue a final decision in the matter. This decision shall not be appealable.
       
3. In the event a student is prohibited from participating in a program due to disclosures made under the policy, the university will seek to reimburse the student for any amounts the student has already paid toward the program, minus actual expenses already incurred by the student. It is expected that the student will provide accurate and honest information throughout the process for reimbursement to be considered.
    
4. Factors to consider in review of “yes” answers: 
   1. The disclosure made is relevant to the activities or services being sought; and 
   2. the student's participation in the requested service or program would pose an unreasonable risk to property or to the safety or welfare of specific individuals or the general public; or 
   3. the student was honest (or not) in disclosure and surrounding dynamics of their situation. 
      
      Other considerations include: 
      1. when the conviction, suspension or dismissal occurred 
      2. what the circumstances were surrounding the event 
      3. whether there is a single disclosure or a series of disclosures 
      4. to the extent which it is available, a summary of the event from police, court, or disciplinary records 

HISTORY

December 9, 2019 procedure was formalized based on input from Kate Demerse, Linda Mulroy-Bowden, and Donna Anderson in 2018 during a series of meetings. Documentation managed by Denise LaBudda.

SCHEDULED REVIEW

Process to be reviewed by Dean of Students and Associate Provost