Most District records are considered public and can be requested under the California Public Records Act. Requests must be made in writing to the Office of the Vice Chancellor of Administrative Services, who will assign the request and track the response. The District will reply within 10 days (or up to 24 days in unusual cases) with the records, a timeline, or an explanation if the records are exempt. Some records—like student files, personnel records, drafts, test materials, or documents tied to litigation—are confidential and cannot be released.

The college is required by law to keep official records—both paper and electronic—for set periods of time. Records are reviewed each year and classified as permanent, optional, or disposable, with disposable records kept at least three years before they can be destroyed securely (like shredding). Some records, especially those related to reports of childhood sexual assault and the District’s response, must be kept indefinitely. The Chancellor or designee oversees this process and reports annually to the Board of Trustees.

If you owe money to the college (like student fees, library fines, or unreturned materials), the Registrar may place a hold on your account. This hold can block you from registering for classes, receiving grades, transcripts, or diplomas until the debt is resolved. You’ll always be notified in writing and have the chance to correct errors if you believe the charge is wrong.

Woodland Community College keeps secure records of your enrollment and progress, and you may request to review them within 15 working days. The District protects your privacy, limits how sensitive information like citizenship or Social Security numbers is collected or shared, and gives you the right to opt out of releasing “directory information” (like your name or email) to outside organizations. Your records are only shared with your written consent, for financial aid, transfer, emergencies, or when required by law, and never for immigration enforcement without a court order. Students can also request updates to records for affirmed name and gender, and may receive two free transcripts; extra copies cost $5 each, with an optional $10 rush fee.

If you think something in your student record is wrong or unfair, you can ask the Dean of Student Services in writing to correct or remove it. If the Dean denies your request, you can appeal to the Vice President and then to the governing board, whose decision is final. Even if denied, you may add a written statement to your record explaining your side. The college also keeps a secure log of who accesses your records, which you may inspect.