III. College Procedures and Resources

Bill Processing and Payment Options

A billing statement for each semester will be mailed about 25 days prior to the August 10th and January 10th semester due dates. For international students, a copy of the bill will be e-mailed to the student’s College of Wooster account.

Any merit scholarship awarded will automatically appear on the semester bill. Students anticipating need-based financial aid must submit all required financial aid documentation to the Financial Aid Office by June 25 in order to assure the aid will be credited on the fall semester bill. If Financial Aid appears to be missing from your bill, please contact the Financial Aid Office.

Students or their parents can make payment of their college bills to the Business Office by check, money order, credit card, cash, or  wire transfer. In addition, a monthly payment plan is available.

To make a payment by check, the check should be made payable to The College of Wooster and may be made in person in the Business Office or by mail to:

Business Office
The College of Wooster
1189 Beall Avenue
Wooster, OH 44691

The College of Wooster accepts credit cards, E-Check payments, and international wire transfer payments online. There is a 2.5% service fee applied to credit card payments. Anyone wishing to make a domestic wire transfer payment should contact the Business Office directly for our wire transfer instructions.

The Monthly Payment Plan (administered by Nelnet) allows families to pay fees for the entire academic year in ten interest-free monthly installments beginning June 1. Total academic year expenses should be estimated (and may be later revised) if uncertain at the time of application.

Applications for the 12-month annual payment plan must be made by April 10th. Applications for the 10-month annual plan, or 5-month fall plan must be made by June 10th. Applications for the 8-month plan must be made by August 10th.  Applications for the spring 5-month plan must be made by November 10th and application for the 4-month spring plan must be made by December 10th. For applications received by July 31, a $75 non-refundable application fee applies; the fee increases to $125 for applications received by Nelnet after July 31st. Application fees for a spring only plan is $55. If the above payment requirements are not satisfied by the payment due date, a 5% late payment fee, up to $300 maximum, may be assessed once per semester.

Financial Holds

Accounts that are not paid in full by the due date will be subject to the Business Office placing a financial hold on the account. The College has the option to take any, or all, of these actions in the event of a financial hold on an account:

  • Prevent release of transcripts
  • Withhold diploma upon graduation
  • Prevent registration for the next semester classes
  • Suspend college services and privileges (including access to dining halls)
  • Assign account to a collection agency
  • Report student as delinquent to a credit bureau

In addition, students who have not paid their account in full by the first day of classes may have their course registration cancelled, and a $200 re-registration fee may be assessed.

The college may involuntarily withdraw any student with an outstanding balance at the beginning of the semester.

Other important student account matters which often generate questions include the following:

  • An optional Tuition (Comprehensive Fee) Refund plan (see the Catalog) is available for insuring the full refund of fees in the event of a student’s qualifying medical withdrawal from the college. Students are automatically enrolled in this plan and must follow instructions provided on the Business Office website to opt-out.
  • An Enrollment and Security Deposit of $400 is required for all students. $200 of the deposit will be refunded, following payment of the outstanding student account balance, upon graduation or withdrawal from the college, with proper exit procedures completed with the Office of the Dean of Students. More information about billing and payment options can be viewed online.

Campus Care Team

The mission of the College of Wooster’s Care Team is to assist when a student experiences personal, emotional, academic, or medical concerns that may interfere with their overall well-being, their success as a student, or the safety of the college community.  The Care Team uses a proactive, collaborative, and objective approach to identify, assess, and intervene to support success while balancing community safety.  This team of multidisciplinary professionals collaborate with the individual of concern to facilitate appropriate and timely interventions. 

The purpose of the College of Wooster’s Care Team is to offer a well-rounded, holistic support system for individuals experiencing a broad range of concerns, to intervene in disruptive behaviors before they pose a threat to the individual and/or college community, and to assess risk and develop appropriate plans to mitigate that risk.  

Under certain circumstances involving the safety of the College community, the Campus Care Team may ask that the student undergo a comprehensive assessment to assist in evaluating the student’s ability to participate successfully in college life.

The goals of the Campus Care Team are:

  1. To assist individuals in meeting their academic/professional/personal goals to become leaders and thrive
  2. To demonstrate empathy, respect for individuals and their multiple identities, and use professional best practices in support of community well-being and safety 
  3. To communicate effectively across campus departments/divisions/groups/teams to promote the health and safety of all members of campus
  4. To be proactive in identifying, assessing, and responding to problematic behaviors and potential risk to the campus community
  5. To be a resource for students, faculty, and staff

College Records and Confidentiality

The files and records maintained by all offices of The College of Wooster, whether on paper or stored electronically, contain information that is the property of the College. Because this material is not only crucial to the effectiveness of the offices, but is also sensitive or confidential as well, all those who work with it are expected to observe the highest standard of discretion and confidentiality, protecting both the College’s interest in its records and the privacy of those to whom the information relates.

The following guidelines are intended to illustrate the expected level of care and confidentiality. They should be interpreted not as a detailed code of conduct, but as a minimum statement of expectations for dealing with these materials. Rules and regulations are no substitute for attentiveness, common sense, and high ethical standards.

The following guidelines apply to all faculty, staff, and student employees with working access to records and files of the college:

  • Each set of college files and records will be the responsibility of the department head or head of the office principally maintaining the records
  • Access to the college’s files and records for inspection or daily work is restricted to current staff members of the college who have a demonstrated “need to know” and who have the permission of the head of the department whose records are to be used
  • Excerpted information from the college’s records, other than that already identified to appear in the public domain, is to be disclosed only to current staff members of the College, or to volunteers, and only in cases where the individual’s duties as an employee or volunteer require disclosure of the information. In all cases, disclosure must be approved by the department head. Questions regarding public information should be referred to the Chief Communications and Marketing Officer
  • No disclosure of security details related to the computer systems, including but not limited to username/password combinations, application programs, and data files is to be made to anyone other than an employee of the college. Such knowledge is to be used by those staff members only for the performance of their duties. Alteration of existing computer records or creation of new ones is to be done only after the verification of the accuracy and appropriateness of the changes. Information in records should never knowingly be falsified. The college’s “Acceptable Use Policy” for computing resources is available online

Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act of 1974, as amended (FERPA), affords students certain rights with respect to their education records. Education records are records that are maintained by or for the college, and which contain information directly related to the student, except for certain described generally as follows: records that are in the sole possession of an individual, such as a faculty member; student employment records; health/treatment records; and alumni records. Student rights under FERPA include:

  • The right to inspect and review the student’s education records. Students requesting access to records should submit to the Registrar, Vice President for Student Affairs and Dean of Students, or other appropriate college official a written request that identifies the records they wish to inspect. Within 45 days of the receipt of such written request, the college will make arrangements for access to the requested records and notify the student of the time and the place where the records may be inspected. A fee may be charged for copies
  • The right to request the amendment of the student’s education records that the student believes to be inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA. Such requests should be submitted in writing to the college official responsible for the record, clearly identifying the part of the record for which the change is requested and specifying why the record should be changed. If the college official responsible for the record decides not to amend the record as requested by the student, the official will notify the student of the decision and advise the student of their right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing
  • The right to provide written consent before the college discloses personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. Such exceptions include, but are not limited to:
    • ex parte orders requiring the release of information to the Attorney General of the United States or their designee in connection with the investigation or prosecution of terrorism crimes
    • other lawfully issued court orders, subpoenas, or authorized requests by government agencies
    • disclosure in connection with health or safety emergencies in situations that present imminent danger to a student, other students, or other member of the campus community
    • the release of directory information as described below
    • disclosures to the U. S. Citizenship and Immigration Services as required by law
    • disclosures of the result of disciplinary proceedings involving violations of college policies concerning crimes of violence and nonforcible sex offenses
    • disclosures concerning registered sex offenders
    • upon request, disclosures to officials of another school in which a student seeks or intends to enroll
    • disclosure in connection with financial aid for which the student has applied
    • disclosure to the parent(s) of a “dependent” student as defined by the Internal Revenue Code
    • disclosures to school officials with legitimate educational interests

In the context of these regulations, a school official with legitimate educational interests is a person employed by the college in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the college has contracts (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing their tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill their professional responsibilities for the college.

Students have a right to file a complaint with the United States Department of Education concerning alleged failures by the college to comply with the requirements of FERPA by writing to:

Family Compliance Office, U.S. Department of Education
400 Maryland Avenue, Southwest
Washington, D.C. 20202-5920

Education records maintained by The College of Wooster include, but not are necessarily limited to, student personnel files, as defined below; transcripts; grade reports; credentials on file in the Career Services Offices; financial aid and treasurer’s records; health records; and disciplinary records. Pertinent information relevant to each of these categories is outlined in the sections below.

Student Directory Information

The college designates the following categories of student information as public or directory information. Such information may be disclosed at the college’s discretion for appropriate purposes:

  • Name
  • Local address
  • Home address
  • Home telephone number
  • Parent names and addresses
  • Leadership position
  • Campus box number
  • Participation in officially-recognized activities or sports
  • Class and status
  • Campus email address
  • Place of birth
  • Photographs
  • Birthday (but not the year of birth)
  • Weight and height of members of athletic teams
  • Dates of attendance at Wooster
  • Major field of study/I.S. title
  • Most recent previous educational agency or institution attended
  • Degree awarded
  • Awards received

Any student who desires that any or all such information not be designated as directory information must notify the Office of the Dean of Students within five working days of the start of each academic year. The Office of the Dean of Students will inform the appropriate administrative offices.

Identity Documents: Gender, Pronouns, Chosen Name

The College of Wooster recognizes that our employees and students may identify themselves with names other than their legal names and/or have gender identities and/or use pronouns different from their legal documents.

The college also acknowledges that an individual’s gender identity, pronouns, and/or chosen name should be used whenever possible in the course of a student’s education to ensure a supportive, inclusive living and learning environment that will facilitate a welcoming educational and personal experience for all at the college. The College of Wooster is committed to using the gender, pronouns, and chosen name of all members of the community in all materials to the extent that the college is not legally required to use that person’s legal name or legal sex.

The college also acknowledges that an individual may use different pronouns and/or names in different settings and contexts. Please note that The College of Wooster will default to a person’s chosen name if it is added to the system and will use this in a variety of non-legal contexts, including correspondence that may be shared with family members. We recognize that there are instances where individuals may prefer for that name not to be used. If an individual adds a chosen name into the system and does not want this to be shared in certain contexts, members of the College of Wooster are asked to do their best to not use that name in those settings. However, it is important to note that it is not possible to systematically specify different contexts in which to use names.

The college also acknowledges that an individual’s use of pronouns may change over time and in different contexts. In external correspondence, we encourage the community to use individual’s names as much as possible.

If a member of the community does not wish to change their official college records to reflect their identity, the college will endeavor to ensure the person’s name and pronouns will be respected in non-official capacities. It is expected that members of the Wooster community respect and refer to a person by the identity that they have shared with others. Non-official capacities include but are not limited to verbalizing in a class, group, or individual setting; writing on lists, attendance sheets, or other documents that are able to be altered; email communication to or about the person.

Privacy of Identity Records

The college will take all reasonable steps to protect the records of students, faculty, and staff, including gender identity, legal name, and legal sex, among other information.

Please note that it is not possible for a student to change to a chosen primary name in the college’s system and simultaneously be listed by their legal name in the directory. A change in gender, pronouns, or chosen name may impact official correspondence (e.g., letters sent to permanent address, commencement publications, rosters, etc).

For more information on where names and pronouns will be listed, please visit the ‘Pronoun and Chosen Name FAQ’ website.

Individuals are free to select their gender, pronouns, and/or chosen name provided  it is not for the purpose of misrepresentation (using inappropriate names or using the process to avoid a legal obligation). Enrolled students who wish to change their legal name and/or legal sex on college records may follow the process for changing a legal name and/or sex on official college records.

Process for Students

For information on how to update your information, visit the Office of the Dean of Students, contact DOS@wooster.edu, or visit the ‘How to Update Identity Records’ website.  

Social Security Numbers

The college treats social security numbers as confidential information to be used only for its internal purposes. Student social security numbers are only released to external agencies when required by law or with a student’s written permission.

Student Personnel Files

Education records maintained by the college include student personnel files. Student personnel files are maintained in, and by, the Office of the Dean of Students as a record of a student’s progress toward acquiring an academic degree and as a while at The College of Wooster. Personnel files assist the college in advising students and, upon the student’s request, in the writing of references and recommendations. They also assist the college in its attempt to know its students and to respond appropriately to their needs. Student personnel files are governed by the following guidelines:

  • The student’s right of privacy will be fundamental to the practices employed in acquisition and dissemination of information contained in the student’s personnel file
  • Records will not be made or retained unless there is demonstrated need for them
  • Evaluation of students will be made only by persons who are qualified through professional training and experience. Personal evaluations contained in a student’s file will state when the evaluation was made and the name and position of the person who made the evaluation
  • Personnel files include transcripts, copies of academic actions, and correspondence; also references or other recommendations written in accordance with the college’s Record Retention policies. Personnel files do not include financial records of parents, medical records, professional counseling records, or any notes or materials kept in the possession of the writer and not accessible to others

Records Other Than Student Personnel Files


Transcript:  A student may see their own transcript in the Registrar’s Office at any time. The Registrar will not release a copy of a transcript to anyone other than the student without a specific written request from that student except for those college officials who have valid need for access such as Deans, faculty advisers, and the Committee on Academic Standards, or as otherwise required by law.

Grade Reports: Grade reports are released online at the end of each term to students and to academic advisers. The Family Educational Rights and Privacy Act (FERPA) provides for student control over release of confidential academic information, including grades. Requests for grade information from sources other than the student must comply with FERPA guidelines for disclosure and release of academic record information. In the event  a parent requests academic information, it must first be established that the student is a dependent as defined by IRS standards, or that the student has consented to the release.

Student waiver of FERPA rights and parental verification of dependency is documented by completing the FERPA Release Form posted on the web page of the Office of the Dean of Students. Prior to processing requests for grades by outside sources, including parents, the Registrar will verify authorized consent to receive confidential information and student consent to waive FERPA rights of protection.

Financial Aid and Business Office Records

A student may request a meeting with the Director of Financial Aid and/or the Accounts Receivable Manager to discuss their own records in these areas at any time.

Health Records

Health records are maintained in the Longbrake Student Wellness Center for all students enrolled at the college. Such records include the individual’s medical history and record of visits to the Center. These medical records are confidential and governed by the ethics of doctor-patient relationship. The same principles apply to any records kept by the professional counselors. By law, however, such records may be personally reviewed by a physician or other appropriate professional person of the student’s choice.

Student Conduct Records

Student Conduct records from the Conduct Hearing Officer and Campus Conduct Board are confidential and are released only under the following circumstances:

  • A student has the right of access to the records (except as to information relating to other students) of any case in which they have been involved as a respondent. This review may be arranged by contacting the Director of Student Rights and Responsibilities.
  • Hearing Officers or the Chair of a Panel have the right of access for the purpose of determining if the student has been involved in previous offenses. In the case of multiple offenses by the same student, their name, the previous offense, and the sanction may be shared with the Hearing Officer or members of the Panel. This information is presented if a student is found responsible in the case and prior to determining the sanction.
  • Faculty members, staff members, and administrators who have legitimate educational interests in the behavior of a student have the right of access. The members of the Deans’ staff and duly constituted faculty committees who have an educational need to know also may access the information.
  • The college reserves the right to notify parents and/or guardians of a student’s conduct in cases where there are violations of the Alcohol and Other Drug Policy, if there is a severe and/or concerning incident, the student’s status at the college is at risk (separation warning), placed on an interim suspension, or in cases where a student has been separated from the college due to conduct hearing proceedings.
  • Information concerning disciplinary action taken against a student for conduct that posed a significant risk to the safety or well-being of that student, other students, or other member of the college community may be disclosed to teachers and school officials, including teachers and school officials in other schools who have legitimate educational interests in the behavior of the student.
  • Upon release by student applying to continuing education programs (e.g., graduate school) or need for student leadership or employment position (e.g., resident assistant).

Retention of Records

  • Student personnel files are retained by the Office of the Dean of Students for at least seven (7) years following graduation or withdrawal for any reason prior to.
  • Transcripts are retained in the Office of the Registrar for the life of the institution.
  • Financial aid records are retained by the Office of Financial Aid for at least five (5) years after the last transaction. Student financial records are retained in the Business Office in accordance with the Record Retention policy.
  • Health records are retained in the Longbrake Student Wellness Center for seven (7)years following graduation or withdrawal for any reason prior to graduation.
  • Disciplinary files are retained in paper format or the college’s conduct management system and will be accessible by appropriate staff and other sanctioned administrators, in compliance FERPA. Records will be maintained for at least seven (7) years following graduation or withdrawal for any reason prior to. Sexual misconduct files may be kept beyond the seven (7) year timeline.

Disabilities and Accommodations

The College of Wooster is committed to full compliance with the Americans with Disabilities Act of 1990 (ADA) and Section 504 of the Rehabilitation Act of 1973, which prohibit discrimination against qualified persons with disabilities, as well as other federal and state laws pertaining to individuals with disabilities.

Under the ADA and its amendments, a person has a disability if they have a physical or mental impairment that substantially limits a major life activity. The ADA also protects individuals who have a record of a substantially limiting impairment or who are regarded as disabled by the institution whether qualified or not. A substantial impairment is one that significantly limits or restricts a major life activity such as hearing, seeing, speaking, breathing, performing manual tasks, walking, caring for oneself, eating, sleeping, standing, lifting, bending, learning, reading, concentrating, thinking, communicating, or working. Major life activities also include the operation of major bodily functions such as functions of the immune system, normal cell growth, digestive, bowel, bladder, neurological, brain, respiratory, circulatory, endocrine, and reproductive functions.

The Presidents Civil Rights Designee has been designated as the ADA/504 Compliance Officer responsible for coordinating efforts to comply with these disability laws, including investigation of any complaint alleging noncompliance.

The Director of the Academic Resource Center has been designated as the ADA/504 Coordinator responsible for coordinating accommodations for students with a qualified disability on the college campus. For more information, please visit the Academic Resource Center website at https://inside.wooster.edu/arc/disability

Students with Disabilities

The College of Wooster is committed to providing qualified students with disabilities with reasonable accommodations and support needed to ensure equal access to the academic programs and all activities and services of The College of Wooster. All accommodations are made on a case-by-case basis. Students requesting academic, housing, and/or dietary accommodations should contact the Director of the Academic Resource Center. Requests, and supporting documentation provided by the student, will be reviewed and, in consultation with the student, appropriate accommodations to the student’s particular needs and academic programs will be determined.

Dining Services

By signing the Campus Dining Services Agreement a student accepts responsibility to abide by the policies of the Department of Campus Dining and to respect the authority of the person in charge of each food operation with regard to: dining hall entrance with valid College of Wooster ID Card, only; improper conduct including inappropriate language; carry-out food is permitted from Lowry Dining Hall by using 1 meal swipe for carry-out upon entering the dining hall, and by using the approved and provided carry-out containers; and, compliance with all public health ordinances such as dress standards as required by the Wayne County Health Department.

Purchase of a meal plan is required by all students living on campus.  Academic year meal plans end after final exams each semester.  Unused meal swipes and flex dollars do not roll over from one semester to another.  Meal options available between semesters will be announced prior to the end of each semester. The meal plan is valid in:

  • Lowry Center Dining Hall and Kittredge Dining Hall
  • MacLeod’s C-Store
  • Old Main Café
  • The Knowlton Café

Flex Dollars may be used at the above listed locations.

Anyone may purchase meal tickets using cash, Flex Dollars, or debit and credit cards at the entrance to each dining hall. Hours of operation and menu selections are posted at each dining location and on the Campus Dining webpage.

Longbrake Student Wellness Center

All students must complete The College of Wooster Student Health Information Form which includes, authorization for treatment, emergency procedures, and valid dates for 2 recommended MMR immunizations. It also authorizes employees of the Wellness Center to verify, as necessary, visits made to other departments on campus (e.g. Residence Life, faculty, Office of the Dean of Students).

All full-time students have access to primary care physician appointments, registered nurse’s assessments, counseling sessions, health education, general medications/supplies, and inpatient overnight care at the Wellness Center.

The Longbrake Student Wellness Center, by law, maintains the confidentiality of health records.  Students may choose to share detailed health information with parents, faculty, etc., through a signed release of information.