Admission Clearance Process and Record Releases

Admission Clearance Process

In cases of suspension or expulsion: A copy of your complete discipline file from all institutions of higher education you have attended. These can generally be procured by contacting the Office of Student Conduct or the Dean of Students at the previous institution.
In cases of felony: A copy of the police affidavit, presentence investigation report and final adjudication for all criminal charges. These are most often public court records that the applicant can obtain from his/her attorney or the Clerk of the Court.
In cases of felony: Complete the Previous Felony Admission Clearance Form.
A detailed written explanation describing the nature and specifics of the situation, and a narrative about the your status in relation to the situation at issue. This is your opportunity to tell us what happened in your own words, and explain what the status of this situation is now (e.g. are you on probation or parole, is the suspension current or expired, etc.).
A written description of any treatment, education or work experience you have had since the situation at issue, and documentation of all treatment and education.
At least one letter of reference from a professional source who has had frequent contact with you in the past three to six months (e.g., professor, supervisor, etc.). References from family members and friends do not qualify.

The applicant is denied admission clearance and the application will not be considered further. The applicant may appeal this decision.
The applicant is granted outright admission clearance. The application will then be considered by Undergraduate Admission or the Graduate College for a final determination on the student's application, based on normal academic criteria.
The applicant is granted provisional clearance with conditions. The most common conditions of admission in these situations are conduct probation and a determination that the applicant not be permitted to reside in on-campus housing, though conditions are often specifically tailored to the applicant and the presenting situation. The application will then be considered by Undergraduate Admission or the Graduate College for a final determination on the student's application, based on normal academic criteria. If the student is admitted and chooses to enroll, they will be required to comply with all conditions specified.

Sign a release of information, which states that the student consents to the release of their conduct record to the requesting institution. These forms are available in the SS&C office. The institution to which you want the records sent may have provided you a form to sign for that purpose; SS&C will usually accept such signed authorization.
Submit the release of information and exact address to which you would like the certification sent to SS&C. You can bring the form in to the office during normal business hours, mail it to 328 Student Union, Stillwater, OK 74078, or submit by email to student.conduct@okstate.edu.

Case referrals will result in the development of a record in the name of the student.
If the student is involved in the conduct process and is found not responsible, the file will be marked no action, no record, and shall not constitute a disciplinary record.
If the student is found responsible for violations, with sanctions less than suspension or expulsion, will generally be maintained in Student Support and Conduct (SS&C) for seven years from the calendar year of record, after which they are destroyed.
Records of cases in which suspension or expulsion from the university occur are kept in the SS&C for ten and fifteen years, respectively.
All conduct 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.