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Terms & Conditions

By completing this form, you will provide responses to questions related to the residence hall environment. This information is used by the Office of Residence Life to support a positive living experience with your assigned roommate(s) and neighboring residents. As part of this process, you will be required to review and accept the terms and conditions of the Housing and Food Service Contract.

You are required to carefully review the information presented below. This agreement constitutes a legally binding contract. Upon acceptance of the terms and submission of this form, you acknowledge and agree to be bound by the obligations set forth herein. Failure to comply with the terms of the contract may result in consequences as outlined in institutional policies. It is your responsibility to ensure that you fully understand and willingly accept these commitments prior to submission.

Residency Requirement | Hood College

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Residency Status Changes and Contract Release

Students who have electronically signed (submitted) a Housing and Food Service Contract are expected to fulfill the terms of the agreement for its full duration. A student may not unilaterally change their residency status (e.g., to commuter status) during the contract period.

Any request for a change in residency status must be formally communicated to the Director of Housing & Residence Life. Requests made without prior written communication and review are not valid and do not release a student from their contractual obligations.

Students requesting consideration under these circumstances must submit a written request via email to the Director of Housing & Residence Life, including detailed supporting documentation. The Director will review all materials and render a decision. All decisions are final and will be communicated to the student in writing.

Important Contractual Information

• Release from the housing contract is uncommon and is granted at the sole discretion of the institution.


• Students approved for contract cancellation are required to pay a $500 housing contract cancellation fee.


• No refund will be issued for housing or dining charges after the first day of classes for the applicable semester.

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Student Information

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Emergency Contact Information

For personal emergencies, the College needs updated contact information for two individuals.

Parental / Guardian Notification Policy

Policy Statement¹
Consistent with the Family Educational Rights and Privacy Act (FERPA), including the health and safety emergency provisions set forth in 34 C.F.R. §§ 99.31(a)(10) and 99.36, Hood College may notify a parent or guardian when the College determines, in its professional judgment, that a student’s behavior presents an articulable and significant threat to the health, safety, or welfare of the student or others. This authority applies regardless of a student’s age or dependency status when emergency or high-risk circumstances are present.

Emergency and High-Risk Situations
Medical transport (Off-Campus) or hospitalization
Serious risk of harm to self or others
Significant mental health concerns leading to assessment or hospitalization
Prolonged or unexplained absence from campus
When circumstances permit, the student will be given the opportunity to notify their parent or guardian directly or to provide consent for a third party to do so.

Arrest and Law Enforcement Involvement
If a student is arrested on College property and detained by law enforcement, the Dean of Students or designee may notify a parent or guardian. The College does not post bail or intervene in the legal process.

If a student receives a citation and is not detained, the College generally will not notify a parent or guardian.

If a student is arrested off campus, parental notification decisions will be made on a case-by-case basis if the College becomes aware of the arrest.

Death of a Student²
In the event of a student’s death, notification of the student’s parent(s) or guardian(s) will be coordinated by the College President or designee in consultation with the in the Emergency Operation Plan.

Professional Judgment²
All notification decisions are made on a case-by-case basis using professional judgment and consideration of the nature, severity, and urgency of the situation as indicated in the Emergency Operation Plan.

¹ Policy informed by publicly available FERPA and parental notification materials from Goucher College; Loyola University Maryland; and McDaniel College
² 2Policy informed by Hood College Emergency Operation Plan

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Important Medical Information

Information disclosed here is used only by Residence Life for room assignment purposes. It is not placed in a centralized record. If others at Hood should know this information, students must also communicate it separately.

All new residential students must complete college medical forms (Required Medical Forms | Hood College). Maryland law requires residential students to have the meningococcal vaccine or sign a waiver; students may not move in without forms submitted.

Housing Accommodation Info

If you require a housing accommodation, you MUST submit a request through the Office of Accessibility Services.
(Office of Accessibility Services - Accommodations)

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Personal Preferences

First-Year Students:
All first‑year students will be assigned a roommate or roommates. The Office of Residence Life will use the information provided on this form to make roommate assignments. If you do not list a preferred roommate or (for incoming student‑athletes) an athletics sport affiliation, you will be administratively assigned a roommate by Residence Life.

If you and another incoming first‑year student mutually request each other on this form, Residence Life will assign you together when possible. Incoming first‑year student‑athletes who wish to be placed with a teammate may list their sport; while roommate requests are not guaranteed, they will be considered during the assignment process.

Continuing Undergraduate Students:
Upper‑level students have the opportunity to select a roommate during the Room Selection process. Residence Life reserves the right to fill vacancies in housing assignments by administratively assigning roommates as needed.

Graduate Students:
All graduate students live in rooms designated for single occupants only. Graduate students should not list a preferred roommate, as roommates are not applicable.

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Building Preferences

Building preferences do not guarantee placement in a specific space. Continuing students select their assignment through the Room Selection process, while incoming students are administratively assigned based on building availability.

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Room Assignments

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Meal Plan

All residential students are required to have a meal plan. The only exceptions are students who live in Rosemont Houses and students who have been approved for a meal plan accommodation or exemption through the Office of Accessibility Services (accessibilityservices@hood.edu) or Spiritual Life (omalley@hood.edu).

Students may only increase their meal plan after the first day of classes.

First‑time first‑year students are required to select the All Access 7 Meal Plan.

You can explore the meal plans offered by Dining Services at:
https://hood.mydininghub.com/en/meal-plans/meal-plans-101

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Financial Obligations

Students are encouraged to review the Tuition & Fees for the 2026–2027 academic year at:
https://www.hood.edu/offices-services/accounting-services/tuition-fees-2026-27

Hood College does not provide a refund of room fees if a student leaves housing for any reason on or after the first day of classes. This includes, but is not limited to, withdrawal, leave of absence, dismissal, change of residency status, or failure to maintain full‑time enrollment.

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Student Handbook & Policy Compliance

Students have a responsibility to adhere to all college policies and procedures including, but not limited to, those governing student conduct and compliance with the requests of college staff and officials.

Students are expected to independently access and review the College’s Student Handbook, available online at: Hood College Student Handbook

Any revisions or additions to housing‑related policies will be communicated to residents. Once communicated, such revisions and additions are incorporated into the terms of the Housing and Food Service Contract and are immediately applicable. All policies contained within the Student Handbook are presumed to be incorporated by reference into this Contract.

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Full Terms of Housing & Food Service Contract

For your review of the full terms of the Housing and Food Service Contract, please read below. After submitting your form, you will receive an email confirmation that includes (1) the full contract terms and (2) your submitted responses. Print and save that email for your records.

Full Contract Terms

Introduction
Hood College provides on‑campus residential housing for full‑time undergraduate students who elect or are required to live on campus. First‑year, sophomore, and junior students who are not residing with a parent or legal guardian within 30 miles of campus are required to live in College‑sponsored housing, in accordance with the College’s Residency Requirement.

Undergraduate students must be enrolled in a minimum of 12 academic credits, or the equivalency of 12 credits as approved through an academic accommodation granted by Accessibility Services, in order to be eligible to reside in on‑campus housing.

If an undergraduate student’s academic load drops below 12 credits at any point during the semester, the student must receive explicit permission from the Dean of Students to remain in residence. Failure to obtain such permission may result in removal from College‑sponsored housing.

Graduate students must remain enrolled in at least 3 academic credits each semester to maintain eligibility for on‑campus residency. Graduate students who fall below this enrollment threshold may lose their housing eligibility

Governance of the residence halls is shared by students and Residence Life staff under guidelines established by the Student Life Team. The College employs Resident Assistants (RAs) and professional staff to support students in personal issues, community building, conflict resolution, and the enforcement of College policies.

Students are required to attend community meetings and are responsible for the information conveyed there.

Hood College offers an integrated room and board plan to all residents. Continuing undergraduate students living in on campus housing must participate All Access 7 or the 14 Meal Plan. First-year students must take the All Access 7 meal plan. Graduate students may choose one of the on-campus plans or commuter plans. Students living in Rosemont Houses may choose one of the on-campus plans, commuter plans, or the waived meal plan option.

The agreement remains in effect for the academic year as long as the signer remains enrolled at Hood College, or until:

• removal is recommended through the judicial (student conduct) process and accepted by the Dean of Students or designee, or


• an administrative decision is made by the Dean of Students or designee.

Definitions

• Residence hall / residential system / residence halls: Any facility where Hood College provides student housing, including traditional halls, leased/owned off campus facilities, language houses, and honors houses.


• Resident(s) / resident student(s) / student(s): Hood College students living in such housing.


• College: Hood College of Frederick, Maryland.


• Room: The term “room” refers to a student’s assigned living space within the College’s residential system, which may include, but is not limited to, a single, double, triple, quad, suite, apartment, or house‑style accommodation. The room assignment includes access to the living space and any furnishings provided by the College as part of the assigned accommodation.


• Board: The term “board” refers to participation in a College‑sponsored meal plan that provides access to dining services as specified by the selected plan, including any associated meals, meal swipes, dining access, or dining currency. Board does not include meals obtained outside the scope of the assigned meal plan.


• Agreement: This Housing & Food Service Contract and all incorporated documents.

Severability 
If any provision of this agreement is found invalid, illegal, or unenforceable, all remaining provisions shall continue in full effect as if the invalid portion had never been included.

Headings 
Section headings exist for convenience and do not control or alter the meaning of contract provisions.

General Conditions 
Student Rights and Responsibilities

1. Students have the right to expect their room to be in good repair and include standard furnishings (bed, mattress, desk, chair, dresser, and closet space, which may be shared).


2. While students may select rooms through the room selection process, the College reserves the right to assign or reassign residents at any time. First-year and sophomore students are required to have roommates.
• Summer assignments for new and unplaced returning students will be made by Residence Life.


• Students may request room or roommate changes only through the approved room change process.


• Moving or switching rooms without approval may result in fines ($25/day) and/or student conduct action.
3. Students’ opinions will be considered when possible in establishing residential procedures and in conduct proceedings.


4. Hosting guests/visitors is a privilege, not a contractual right; students must comply with the Guest & Visitor Policy and are responsible for guest behavior.


5. Students must adhere to all College policies and comply with requests of College staff and officials.

Room and Board Period 
The Agreement covers the academic year (fall and spring semesters), unless the student enters in January for the spring semester only. It does not provide housing/board during College closures (Thanksgiving Break, Winter Break, Spring Break).

The Agreement terminates automatically when a student leaves Hood College.

Students leaving residence due to a Hood College academic program may be released if arrangements are completed before registration day of the affected semester.

Students requesting mid-year release for other reasons must obtain permission from the Director of Residence Life or designee.

The College may dismiss a student from residence through conduct procedures or administrative decision if:

• behavior violates policy,


• the student is no longer attending classes, or


• the student is involuntarily withdrawn by Health/Counseling Services.

Meal Plan Options 
Students should review the meal plan options offered by Dining Services prior to selection. Detailed information regarding meal plans, dining locations, and policies is available at:
https://hood.mydininghub.com/en/meal-plans/meal-plans-101

Students are also expected to reference the Student Handbook for additional policies and expectations related to dining services, meal plan usage, and campus residency. The Student Handbook is available online at:
Hood College | Student Handbook

Approval of meal plan accommodations or exemptions may be granted only through the formal review processes of the Office of Accessibility Services or the Office of Spiritual Life.

Approval of meal plan accommodations or exemptions may be granted only through the formal review processes of the Office of Accessibility Services or the Office of Spiritual Life.

Meal plans are non‑transferable and may only be used by the student to whom the plan is assigned.

Room Fee Payment 
Room fees are billed each semester to reduce financial burden. Payment is due when tuition is due.

Room Fee Refunds 

• 100% refundable only if withdrawal occurs before the first day of classes (minus any cancellation fees).


• No refunds after classes begin.


• No refunds for reasons such as:
• accepting an internship,


• withdrawal for illness,


• academic or social dismissal.

Board Refunds
Pro-rata refunds are issued when a student:

• withdraws,


• transfers, or


• changes to commuter status.

Refunds are calculated weekly based on the selected meal plan.

Room refunds do not apply; this applies to board only.

Damages 
Residents have an opportunity, at the initial time of room occupancy, to list any damages or missing items in their respective rooms on a room condition form. When a student leaves the residence hall, members of the College staff will check the room to ensure that no additional damages have occurred. In addition, residents must clean the space and leave it in the same or better condition from move-in. If there are damages or fees, the charge will be assessed on the student’s account and must be paid in a timely manner.

Changing Residential Status 
Students who have electronically signed a housing contract may not later change to commuter status during the contract period. Exceptions exist only when:

1. Substantial financial hardship arose that was unknown at the time of signing, or


2. Exigent circumstances exist that are extreme and necessitate living off campus.

A student requesting release must submit detailed documentation to the Director of Residence Life and Student Conduct and receive formal approval.

Release from the contract is very rare. Students who are approved must pay a $500 contract cancellation fee.

Deadlines to request a change from commuter → residential status:

• October 31 for the upcoming spring semester


• June 1 for the upcoming fall semester
  Placement is contingent on space availability.

Miscellaneous 
While the College respects student privacy, it may enter or search residential spaces when necessary to:

• maintain a safe and wholesome environment


• protect College property


• protect the health and safety of the community

Such searches follow the procedures outlined in the “Search and Seizure” section of the Student Handbook.

The College may also reassign students, consolidate assignments, or designate areas for special use.

All Gender Rooms 
Returning/continuing students may select all-gender housing during room selection. An upper-class male and female may choose to live together in a shared room.

If a student moves out of an all-gender apartment or triple/quad:

• Remaining roommates have 72 hours to find a replacement.


• If not filled, the space becomes single-gender for administrative assignment.


• This may require remaining roommates to relocate so the space can be reassigned appropriately.

Study Abroad

• Students studying abroad in fall may not select fall housing, but may select spring housing by contacting Residence Life before October 31.


• Students studying abroad in spring may select fall housing.


• Roommates of students studying abroad should plan to receive a new roommate mid-year.

Emergency Contact Information
All resident students must provide accurate, updated emergency contact information. Updates are made in Self-Service.

Mobile Phone Information
All resident students must provide a mobile phone number (Self-Service → My Profile → Phone Numbers) and update it if it changes.

Residence Life will provide this number to RAs and roommates.
Hood College does not publish or release phone numbers externally.
Students without mobile phones must provide an alternative contact method.

Discrimination Disclaimer
Hood College does not discriminate based on sex, race, color, national origin, sexual orientation, marital status, pregnancy, disability, religion, age, or any other protected classification under federal, state, or local law.

The College complies with Title IX, Section 504, ADAAA, and other applicable laws.
For reasonable accommodations, students must contact the Disability Services Coordinator.

Liability
Hood College is not liable for loss or damage to personal property (fire, theft, etc.). Students should have homeowner’s or renter’s insurance.

Conflict Resolution Policy
The College recognizes conflict as a normal part of residential living. Housing is a privilege requiring willingness to resolve conflict constructively.

Steps Required:
(1) Roommate Negotiation

Roommates must first attempt to resolve issues directly.
Roommate Agreement completion is required.
Resources are available from Residence Life, Dean of the Chapel, and Counseling Services.

(2) Mediation

If negotiation fails, roommates must work with a Resident Assistant or professional staff mediator. 

(3) Administrative Intervention

If mediation fails or is refused, the Director of Residence Life or designee will determine next steps, which may include:

• assigning one or both students to new rooms


• approving a room/roommate change


• evaluating if exigent circumstances justify off-campus release


• requiring documentation for release requests


• applying the $500 cancellation fee if release is approved

Failure to participate in conflict resolution may result in losing privileges:

1. Loss of choice in room/roommate


2. Administrative assignment for the following year


3. Loss of eligibility for Hood-sponsored housing

Students must document steps taken to resolve the issue before room changes will be considered.

Termination by the College 
The College may terminate the contract if general conditions are violated.
As stated in “Room Fee Refunds,” termination does not result in any refund.

Any policy addition or revision, once communicated, becomes part of this Agreement.

Questions
For clarification, contact:

Office of Residence Life
Hood College, Frederick, MD 21701
(301) 696 3577
residencelife@hood.edu

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T-Shirt Size

Occasionally, the College may provide free shirts to community members. These shirts are usually adult unisex sizes. We use the information provided here to help us when ordering.

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Submission of Contract

Please review all your responses carefully here and the next page before submitting. Once submitted, your Housing and Food Service Contract is considered electronically signed and legally binding.