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University of Rochester

Rights and Policies

Rights Link to section

Family Educational Rights and Privacy Act Link to section

The University’s policy regarding confidentiality of files adheres to the stipulations of the Family Educational Rights and Privacy Act (FERPA) of 1974. See the University's Student Record Privacy Statement page for policy details.

Observance of Religious Holidays Link to section

As provided in New York Education Law Section 224-a, students who choose not to register for classes, attend classes or take exams on certain days because of their religious beliefs will be given an equivalent opportunity to register for classes or to make up the work requirements or exams they miss, without penalties or additional fees.

Students with Disabilities Link to section

The University of Rochester is committed to making its programs and services accessible to individuals with disabilities. Students are encouraged to contact the Office of Disability Resources prior to the beginning of classes. However, students are welcome to request disability services at any time. Students with disabilities can find detailed information on procedures to register with the Office of Disability Resources and guidance on submitting supporting documentation on their website. Direct inquiries by phone to (585) 276-5075 or email at disability@rochester.edu. Students at the Eastman School of Music should contact the Access Coordinator at (585) 274-1165 or visit the Office of Student Life located in Eastman Commons.

Policies Link to section

Classroom Assignment for Disabled Students Link to section

It is the policy of the University of Rochester to provide accessible classroom space for students and instructors with disabilities. This policy is administered by the Office of the Registrar, which maintains or has access to information about the accessibility of all River Campus classroom space to persons with disabilities.

The dean of students will give the registrar the names of all known incoming disabled students at the beginning of each academic year or semester. Disabled students may also identify themselves to the registrar at any time.

During class registration, the registrar will monitor the disabled students' class schedules to determine whether anticipated class locations are accessible to the students. If a disabled student registers for a class in an inaccessible room, the registrar will ensure that modifications are made to allow access to the class, which may involve making temporary or permanent modifications to create access to the assigned room or moving the class to an accessible location.

If an assigned room has unique features or houses special equipment necessary to the program, the University will either modify the room or relocate the class and move the equipment (or provide equivalent equipment in the new room).

If the registrar learns that the instructor for a class is disabled and needs accommodation, the room will be modified, or the class will be relocated to a room accessible to that person.

If a hearing-impaired student requires an Assistive Listening Device (ALD) as an accommodation in the classroom, one will be provided. A student may request such a device from a faculty member, the registrar, one of the University's disability resource coordinators, or by contacting Event and Classroom Management at (585) 275-9014, on 24 hours' notice.

Email Policy Link to section

Official communications from the College may be sent electronically using the student's University-assigned email address. The College expects that students will read such official College communications in a timely fashion. Students who choose to forward email from their University account to another email address remain responsible for receiving and reading official College communications.

For more information, please contact the registrar’s office at (585) 275-8131.

Grade Release Policy Link to section

The policy of the College is to release grade information to parents when permitted by law, unless the student objects and/or disclosure would not be in the student's best interest in the judgment of the College.

Federal law (FERPA) generally prohibits a school's disclosure of grades without the student's consent. However, schools may, but are not required to, disclose academic information to parents of students who can be claimed as dependents under federal tax laws.

The College will generally honor written (not emailed), signed requests by students to release their grades to parents or other persons specified. Signed, written (not emailed) grade requests by parents of undergraduates will also generally be honored; however, the College may deny a request if the student objects or if the dean decides that disclosure is not in the student's best interest, or if the student cannot be claimed as a dependent.

Immunization Requirement for All Entering Part-Time and Full-Time Matriculated Students Link to section

All matriculated students born after January 1, 1957* attending a college or university in New York State must provide the following information with verification from the student’s physician or an appropriate school official.

New York State Public Law #2165 mandates that students not in compliance with the requirements are to be withdrawn from school and required to leave campus. The immunization requirements should be completed before you arrive on campus.

Measles/Rubella Vaccination

Required proof of two vaccinations after January 1, 1968, and on or after first birthday. The full date (day, month, and year) and signature of a physician or school official must be provided for each vaccination.

In many cases, students have only received one measles vaccination and will need to receive the second one. (Note: There must be at least 30 days between shot #1 and shot #2.)

If the student had the illness, the date of illness and signature of the diagnosing physician are required. Students may also prove immunity by providing a copy of a laboratory report which demonstrates a protective (positive) antibody titer.

Mumps Vaccination

Required proof of vaccination after January 1, 1969, and on or after first birthday. If the student had the illness, the date of illness and signature of the diagnosing physician are required. Students may also prove immunity by providing a copy of a laboratory report which demonstrates a protective (positive) antibody titer.

Rubella Vaccination

Required proof of vaccination after January 1, 1969, and on or after first birthday. If no vaccination, students may prove immunity by providing a copy of a laboratory report which demonstrates a protective (positive) antibody titer.

*Students born before January 1, 1957, must complete the requirements for measles, mumps, and rubella. This may be done by self-report; that is, they should have the same shots but do not need a physician or school verification.

Completing Vaccine Requirements

We ask that you complete these requirements before you arrive on campus. If you are unable to do so, you can complete the requirements at the University Health Service (UHS) when you come to the University. There will be a charge for the office visit and for any vaccines or tests administered if you have this done at UHS. There will be a late fee if you do not complete the required tests and immunizations prior to the first day of classes.

Nondiscrimination Policy Statement Link to section

The University of Rochester values diversity and is committed to equal opportunity for persons regardless of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, or any other status protected by law. Further, the University complies with all applicable non-discrimination laws in the administration of its policies, admissions, employment, and access to and treatment in University programs and activities.

Part-Time Matriculated Undergraduates Tuition Refund Schedule Link to section

A student who changes their status from full time to part-time during the add/drop period (first four weeks of the semester) will receive an adjustment of tuition and other charges as  noted on the tuition refund schedule for part-time matriculated undergraduates. Students are not permitted to change their status from full time to part-time after the add/drop period has ended.

Refunds of Student Charges for Change of Status Link to section

Policy Statement

This policy defines the institutional refunds of student charges (tuition, room, board, etc.) when students voluntarily or involuntarily withdraw, take a leave of absence, or go on inactive status. The policy aligns with the Federal Title IV financial aid refund regulations with respect to Federal Student Aid (FSA) programs authorized by the Title IV of the Higher Education Act of 1965, as amended (HEA).

Reason for the Policy

The University of Rochester is adopting this policy to ensure compliance with the FSA Program regulations regarding return of Title IV funds (R2T4) while at the same time aligning the Financial Aid Refund Policy with the institutional policy on reduction of charges.

Applicability of the Policy

This policy applies to all University of Rochester (UR) students except those enrolled at the Eastman Community Music School (ECMS), faculty, and staff who are responsible for processing student withdrawals/leave of absence, financial aid, and bursar charges. This policy applies to non-degree students and matriculated degree students and includes summer and academic year enrollment.

Policy Description
Withdraw/Leave of Absence/Inactive Status Prior to the First Day of Classes

Students who cancel admission, withdraw, or take a leave from the University, voluntarily or involuntarily, before the first day of classes will receive a full tuition and fee refund (100%). Such students are not included in University records as registered for the term. All disbursed Title IV aid, institutional aid, state, and other aid will be returned to the appropriate account by the Financial Aid Office. Note, however, that non-refundable application and enrollment fees will not be refunded.

Withdraw/Leave of Absence/Inactive Status on or After the First Day of Classes

An enrolled student who withdraws or voluntarily takes a leave from the University on or after the first day of classes and through the seventh day of the term (first week), will receive a full tuition and fee refund (100%). An enrolled student who becomes inactive on or after the eighth day of the term but before the time when they will have completed 60 percent of the period of enrollment (semester/quarter)1, will have their institutional charges and institutional aid adjusted based on a daily proration of attendance. Federal financial aid is adjusted as described below.

A student who withdraws or takes a leave of absence after the 60 percent point of the period of enrollment will receive no refund of institutional charges or financial aid for that term. (It is important to note, however, that this is likely to impact renewal eligibility for financial aid in the next period of enrollment. For more information, contact the Financial Aid Office at the appropriate school and/or see the Satisfactory Academic Progress Policy for details.)

Housing refunds and meal plan costs are prorated on a per diem basis. For board plan credits, Dining Services will credit the student’s meal plan/URos account to their student account upon notification of a change in status by the staff member responsible in each school. Other charges (such as library fines, health service charges, unpaid parking fines, UR Student Health Insurance, etc.) are not adjusted upon the student’s withdrawal. Courses in which the student was enrolled beyond the add/drop deadline appear on the student’s record and show the grade of “W” (withdrew).

The refund schedule for the UHS health fee is as follows:

  • 100% during the first two weeks of the semester or first week of the quarter, for students NOT insured with UR Student Health Insurance.
  • 0% during the remainder of the semester or quarter.
  • 0% for students covered by UR Student Health Insurance, regardless of time in semester. Students with University insurance are not eligible for health fee or insurance premium refunds. Health benefits continue until current coverage ends.

Students Receiving Title IV Federal Aid Link to section

Per federal regulations, a student earns their aid based on the period they remain enrolled. Unearned Title IV funds, other than federal work-study, must be returned to the appropriate federal agency. During the first 60 percent of the enrollment period, a student earns Title IV funds in direct proportion to the length of time s/he remains enrolled. A student who remains enrolled beyond the 60 percent point earns all the aid for the payment period.

For example, if a period of enrollment is 100 days and the student completes 25 days, then they have earned 25 percent of her aid. The remainder of the aid must be returned to the appropriate federal agency. Unearned aid must be returned to the specific programs, in order, up to the total net amount disbursed from each source. The order of return is as follows: Unsubsidized Direct Loan, Subsidized Direct Loan, Perkins Loan, Direct Graduate PLUS Loan, Direct Parent PLUS Loan, Pell Grant, FSEOG, Iraq & Afghanistan Service Grant.

Veteran Education Benefits Link to section

Veterans and military dependents are able to use their VA education benefits, including:

  • Post 9/11 GI Bill®
  • Montgomery Bill®
  • Survivors’ and Dependents’ Educational Assistance (DEA)
  • Veteran Readiness and Employment

Additionally, the University of Rochester is a proud participant of the Yellow Ribbon Program.

Eligible students must provide proof of education benefits (statement of benefits from va.gov, certificate of eligibility, or a screenshot from eBenefits). Students who wish to be considered for additional assistance should complete the Free Application for Federal Student Aid (FAFSA) and the CSS PROFILE.

In accordance with Title 38 US Code 3679 subsection (e), this school adopts the following additional provisions for any students using U.S. Department of Veterans Affairs (VA) Post 9/11 G.I. Bill® (Ch. 33) or Veteran Readiness and Employment (Ch. 31) benefits, while payment to the institution is pending from the VA. This school will not:

  • Prevent nor delay the student’s enrollment
  • Assess a late penalty fee to the student
  • Require the student to secure alternative or additional funding
  • Deny the student access to any resources available to other students who have satisfied their tuition and fee bills to the institution, including access to classes, libraries, or other institutional facilities

However, to qualify for this provision, such students may be required to:

  • Produce the certificate of eligibility by the first day of class
  • Provide written request to be certified
  • Provide additional information needed to properly certify the enrollment as described in other institutional policies

GI Bill® is a registered trademark of the U.S. Department of Veterans Affairs (VA). More information about education benefits offered by VA is available at the official U.S. government website at www.benefits.va.gov/gibill.