University at Parkersburg Board of Governors
PARTICIPATION OF STUDENTS WITH FELONY AND SEXUAL OFFENSE RECORDS
– This Rule regulates the participation of students with felony and sexual offense
convictions in extracurricular activities and provides faculty and staff with a
procedure for reviewing the appropriateness of student participation in
academic activities without violating student privacy.
– Family Educational Rights and Privacy Act; WV State Code §15-12-2(d); CCTCE Title
135, Series 23
Date – April 17, 2009
is the purpose of the Board of Governors to establish and regulate the Student
Code of Conduct.
Felons and Registered Sex Offenders are not barred from enrollment at West
Virginia University at Parkersburg.
on participation in extracurricular activities or class assignments must be
reasonable and directly related to areas of potential risk.This policy will exist to protect the campus
community and to comply with the West Virginia Code. Use of such information as
the policy may generate to harass a student convicted of a felony or a registered
sex offender will not be tolerated.
Section 3Self-Reporting of Felony Convictions
– All prospective students must complete a section on all applications that
asks if the prospective student has ever been convicted of a felony.
who answer in the affirmative will be required to submit a Letter of
Explanation to the Office of the Registrar prior to being accepted and prior to
being allowed to register for class.Upon receipt of the Letter of Explanation, if the student meets all
other admission requirements an acceptance decision will be made.
registered sex offenders are required to self report their status to the West
Virginia University at Parkersburg Police Department upon enrollment. If
designated as a registered sex offender after enrollment, the self-reporting
must occur within one working day of the designation. Failure to self-report
may result in disciplinary action up to and including expulsion.
Section 4Record Keeping
of Explanation will be kept under a double-lock protocol in two locations
consisting, at minimum, of a locked container within a locked office.
4.1.1.The Office of the Registrar will
keep the original Letters of Explanation in a separate filing location from all
academic and financial records.
4.1.2.The only Student Services
personnel that will have access to the Letters of Explanation will be the
Registrar and the Dean of Students, on a purposeful, need to know basis.
4.1.3.Certified copies of the Letters
of Explanation will be given to the campus police lead officer who will be the
only other institutional officer allowed direct access to the Letters of
Section 5Records Access
employee of West Virginia University at Parkersburg, other than the President, Dean
of Students, Registrar or campus police lead officer will be allowed to see the
Letters of Explanation files.
initial notification Letters of Explanation may not be accessed without a clear
and immediate need to know.
Section 6Activity Participant Vetting Process
staff or administrators may request to have their activity participant list
vetted by the Campus Police to screen for potential incompatibility between the
proposed activity (academic or extracurricular) and a felony conviction of one
of the proposed participants.
faculty, staff or administrators wish to use this process, a list of
participants will be given to the campus police lead officer at least one week
before the event.
campus police lead officer will, in a secure setting, review the list against
the Letters of Explanation files to determine if the nature of any felony
conviction precludes participation in an institutional activity.
requesting employee (faculty, staff or administrator) will be supplied with a
list of those students whose felony record is incompatible with the scheduled
6.4.1.Upon review of the Dean of
Students, students so identified will not be allowed to participate in the extracurricular
6.4.2.If the activity in question is a
required academic activity, students so identified should not be allowed to
participate and should be provided with an alternate means of assessment.
determination of incompatibility can be appealed to the Office of the President.
no circumstances will the nature of the felony conviction be made known to
anyone but the Dean of Students, Registrar or campus police lead officer.
Section 7Student Employees
employees of West Virginia University at Parkersburg should not be placed in
any position that would be incompatible with a specific felony conviction.
Supervisors or those with hiring authority may use the Activity Participant
Vetting Process (Section 6, see above) to determine eligibility.
Section 8Sex Offenders
person who is required to register as a sex offender in West Virginia shall
provide notice to the Campus police lead officer as required under WV State Code §15-12-2(d).
Sex Offenders are prohibited from working in or being upon the premises without
authority of any area of the college that is designated to provide service/care
to children. This prohibition includes, but is not limited to, pre-school or
child care facilities, high school or elementary school events, family style community
events or performance events that involve minors. Other locations and/or events
may be added at the discretion of WVU at Parkersburg Administration.
of registered sex offenders should not assign the student employee to an area
from which they are prohibited if other employees are available to complete the
assignment. If the assignment of the sex offender is essential, their immediate
supervisor must escort them for the entire time that they are working in the
Sex Offenders are prohibited from working in and participating in events
associated with the Children’s Room or campus productions or events that
include or are directed at minors. This includes off campus events funded or
produced by West Virginia University at Parkersburg.
must notify their instructor if an assignment or activity is given that they
cannot complete and an alternative assignment will be offered.
state registry database is made available to alert possible victims of potential
danger, not to punish or embarrass offenders. Use of such information to harass
a sex offender will not be tolerated.
hyper-text link to the sex offender registry of the West Virginia State Police
will be placed on the web site of the West Virginia University at Parkersburg