Community Education & Workforce Development Division Retention Schedule

These records document the Community Education Workforce Development (CEWD) Division's financial activities.

1. Grant Records
   These records are maintained for various grants administered through the Community Education Workforce Development (CEWD) Division.
   
   Retain until: Grant is closed out
   Plus: 3 years
   Then: Dispose
2. Tuition & Pricing Information Records
   These records include Pricing Sheets, Costing Sheets, and other informational tools and quick reference materials used to determine final tuition costs for continuing education programs and to identify applicable selling prices.
   
   Retain until: Date created
   Plus: 5 years
   Then: Dispose
3. All Other Financial Records
   Retain until: Date created
   Plus: 7 years
   Then: Dispose

These records document contracts and agreements related to projects and teaching in the Community Education Workforce Development (CEWD) Division including, but not limited to, Faculty Assignment Agreements (FAA) and agreements for developing a course, revising a course, or teaching a class.

CEWD is generally not the office of record for the official legal document, but still needs to maintain these records to administer the terms.

1. Contract and Agreement Lists
   Retain until: Document is revised and superseded by a new version, or until the document is deemed obsolete
   Plus: 2 years
   Then: Dispose
2. Contracts and Agreements
   Retain until: Contract or Agreement expires
   Plus: 3 years
   Then: Dispose
3. All other Supporting Documentation
   Retain until: Date created
   Plus: 7 years
   Then: Dispose

These records are used to document and submit time used, determine pay rate for faculty, monitor timekeeping beyond contracted hours, record time additions/modifications, approve payment for special assignments outside the classroom, and support Banner System data entry.

NOTE: Official timekeeping and pay records older than one year are retained in the Payroll Office.

Retain until: Date created
Plus: 3 years
Then: Dispose

These are records used for reference and training employees. They include, but are not limited to, forms, scenarios, and other training documents.

Retain until: Document is revised and superseded by a new version, or until the document is deemed obsolete
Then: Dispose

These are records used for marketing the programs and services offered in the Community Education Workforce Development (CEWD) Division. They include, but are not limited to, photographs, videos, brochures, flyers, logos, webpage information, news articles, postcards, social media posts, surveys, presentation materials, hand-outs, spreadsheets, proofs, and supporting documentation.

NOTE: The Marketing Department retains the final version of all marketing and media materials they create for the CEWD Division.

1. Marketing Request Records
   Retain until: Date created
   Plus: 1 year
   Then: Dispose
2. All Other Marketing Materials
   Retain until: Document is revised and superseded by a new version, or until the document is deemed obsolete
   Then: Transfer final version to the LCC Archives and dispose of remaining supporting documents

These are inventory records related to the various equipment and materials owned and/or used by programs in the Community Education Workforce Development (CEWD) Division. These records may include, but are not limited to, inventories (key inventory, robotics equipment inventory list, iPads inventory, chemicals inventory), spreadsheets, sign in/out sheets, receiving/sending logs, checkout logs, and related correspondence.

1. Business & Community Institute Materials Checkout Log
   Retain until: Date created
   Plus: 5 years
   Then: Dispose
2. All Other Equipment & Materials Inventory Records
   Retain until: Document is revised and superseded by a new version, or until the document is deemed obsolete
   Then: Dispose

These are records related to the use, preparation, and administration of Community Education Workforce Development (CEWD) Division facilities. They include, but are not limited to, building signage, incident reports, furniture quotes, technology inventories, and facility communication logs.

1. Incident Reports
   Retain until: Date created
   Plus: 2 years
   Then: Dispose
2. All Other Facility Records
   Retain until: Document is revised and superseded by a new version, or until the document is deemed obsolete
   Then: Dispose

These records are schedules that organize and optimize the use of shared spaces in the Community Education Workforce Development (CEWD) Division. They include, but are not limited to, room schedules, event lists, appointment records, future need plans, and change communications.

Retain until: Date created
Plus: 1 year
Then: Dispose

These records document the development and maintenance of projects, programs, and initiatives in the Community Education Workforce Development (CEWD) Division including, but not limited to, budget documentation, meeting minutes, handouts, attendance sheets, invoices, flyers, and related supporting documents.

Retain until: Document is revised and superseded by a new version, or until the document is deemed obsolete
Plus: 3 years
Then: Dispose

These agreements are signed by students to acknowledge that they understand LCC's Acceptable Use Policy. They are generally collected from classes in which LCC technology and hardware is used by outside students.

Retain until: Date created
Plus: 1 year
Then: Dispose

These records track the completion, or non-completion, of the Motorcycle Safety Courses at LCC. They include, but are not limited to, the CARS spreadsheet, waivers, incident reports, attendance sheets, skills tests, written knowledge tests, surveys, and T-CLOCS.

Retain until: Date created
Plus: 7 years
Then: Dispose

These records are used to document that students were notified of a class's status: that it was going to run or that it was cancelled.

Retain until: Date of class
Plus: 2 years
Then: Dispose

NOTE: Different systems collect, disseminate, and delete data at different intervals, and are used for different purposes. As a result, the volume of data generated will vary, as will the capacity of the system to store the data. The Community Education Workforce Development (CEWD) Division has adopted written Systems & Data Retention Guidelines to define how long it will retain data for each system.

Retain until: No longer required according to the CEWD Division's Systems & Data Retention Guidelines (see note in description)