This schedule covers the records created and retained by most of LCC's faculty members. It includes course delivery records, assessment materials, syllabi, grade books and classroom rules, policies and procedures.
Records in the possession of faculty that are not listed on this general schedule will be covered by other general schedules or by retention schedules written for specific divisions or departments. All items listed on this schedule are considered mandatory creation and retention in accordance to the listed provisions.
About Retention
The retention periods in this retention schedule are mandatory minimum retention periods. Records should not be disposed of prior to reaching the end of their retention period. Once the retention period has elapsed records should not be held for more than one (1) year beyond their listed mandatory minimum retention period.
Certain records may be retained for longer periods of time if there is a legitimate business need or if the records are subject to a legal hold, pending legal action or are a part of an on-going review, audit or investigation. If the retention period expires before the issue is resolved, the records must be retained until resolution is reached.
The retention periods in this retention schedule apply to official records, meaning the version of the record held in the official office of record. Many records are duplicated during their lifespan with copies being sent through email and held, in full or in part, in various offices, but the official office of record is responsible for retaining the record according to the retention period in the retention schedule.
About Approval
General Schedule #1 for Faculty Records V2.2026 was approved by the State Administrative
Board on February 17, 2026. Employees can view the official document on LCC’s internal
O: drive by selecting the folder titled Records Retention Schedules.
Please note: To access these folders you must be logged into your LCC VPN.
Faculty Records:
GS1.01 – Course Delivery Records
These records are used by a faculty member, and in their possession, to develop and deliver courses at LCC. These records include, but are not limited to: assignments, class project guidelines, presentations, handouts, and discussions.
Retain until: Document is revised and superseded by a new version, or until the document is deemed obsolete.
Plus: 3 years
Then: DisposeGS1.02 – Assessment Materials
These records are used to test students’ knowledge. They include, but are not limited to: quizzes, tests, and examinations with answer sheets.
Note: This includes both unreturned assessment materials and those that could have been returned but students failed to pick them up.Retain until: End of term.
Plus: 1 term
Then: DisposeGS1.03 – Syllabi
A syllabus at LCC is a guide to a course that includes information about what will be expected of those taking the course. General requirements for LCC syllabus content include, but are not limited to, section course reference number, instructor name and contact information, delivery mode, learning outcomes, evaluation methods and weights, and a list of textbooks.
Note: All syllabi are housed in the College’s syllabus system, Concourse.
This includes:- Master Course Templates - These are the official course syllabus and are maintained for every course by the Divisional Office, according to the outcomes, practices, and procedures set by the Program and the Curriculum Committee within the College guidelines.
- Section Syllabi - These are completed by the primary instructor for each section, and align with the Master Course Template.
- Archived Syllabi - These are the Master Course Templates and Section Syllabi that are no longer in use.
Retain: Permanently
GS1.04 – Grade Books
Grade books are used to collect and record grades for individual students in each class for all graded activities including grades received on the documentation listed in both GS1.01 and GS1.02 above. Grade Books usually document student attendance and participation in a face-to-face class or online class, and the entries support calculations used to deliver final grades.
- Faculty copy of grade book
Retain until: End of term.
Plus: 1 term
Then: Dispose - Division electronic grade book
Retain until: End of award year in which student last attended.
Plus: 3 years
Then: Dispose
- Faculty copy of grade book
Contact Information
Linnea Knapp, Records Information Specialist
517-483-1676
RIM email: lcc-rim@lcc.edu
Campus location:
Technology and Learning Center (TLC)
Room 4101H