General Schedule (GS) #2 for Student Records

These documents are part of the admissions file for applicants who enroll and are considered students and for applicants who do not subsequently enroll, including if they were denied admission.
Includes, but not limited to:

• admission letters
• placement test scores/reports
• entrance exam reports/test scores (ACT/SAT, GRE, TOEFL)
• credit by examination (AP, CLEP, PEP)
• applications for admission or re-admission
• medical records (i.e. immunizations)
• letters of recommendation
• military documents
• residency classification forms
• incoming transcripts (from high school or other colleges)
• release from high school/dual enrollment forms
• international student documents
• waivers of right of access – admissions (documents that waive right of access to admission letters of recommendation)

Retain until: End of application Term
Plus: 3 years
Then: Dispose

These are academic and administrative documents relevant to the academic history of students. They are used to track student progress, or lack thereof, towards completion of a course, program or degree. These documents include, but are not limited to:

• registration and enrollment records
• grades
• LCC academic transcripts
• graduation records

1. Outgoing Transcript Requests (from students)
   Retain until: Request fulfilled
   Plus: 1 year
   Then: Dispose
2. Name change authorizations, Data change logs, and Electronic enrollment data (retained in a central system)
   Retain until: End of term submitted
   Plus: 10 years
   Then: Dispose
3. Student demographic information (retained in a central electronic system)
   Retain until: End of term submitted
   Plus: 50 years
   Then: Dispose
4. LCC academic transcripts,
   Grade change forms,
   Grade appeal/complaint/disputes - outcome,
   Grade submission sheets/data,
   Graduation lists,
   Electronic grade data (in a central system),
   Degree statistics, Enrollment statistics,
   Class lists and Course repeat form/approval
   RETAIN: Permanently
5. All Other Student Academic Records
   Includes, but not limited to:
   • correspondence (with students)
   • leave of absence
   • major changes
   • petitions (academic)
   • residency verification records
   • VA certification records
   • application for degree or other credential
   • degree audit records
   • grade appeal/complaint/dispute - supporting documentation
   • personal data information forms (change of address, race/ethnicity questionnaires, other demographic information)
   • class schedules (student schedule for each term)
   • approvals (credit/no credit, audit or pass/no pass)
   • enrollment changes (record of add/drop/withdraw from class)
   • withdrawal/cancellation of enrollment records
   • registration/enrollment records (initial and current)
   • course substitutions/waivers (overrides)
   Retain until: End of term submitted
   Plus: 8 years
   Then: Dispose

The Family Educational Rights and Privacy Act (FERPA) Compliance records are those related to students’ ability to consent to the disclosure of their records, request non-disclosure of their information and their right under FERPA to request amendment to their records. This record series also includes the documentation of, request for and access to educational records.

1. Requests for formal hearings and Written consent for records disclosure
   Retain until: Death of student OR 75 years from date created, whichever occurs first
   Then: Dispose
2. Requests for nondisclosure of directory information and Waivers for rights of access
   Retain until: Terminated by the student OR Upon death of student OR 100 years from date created, whichever occurs first
   Then: Dispose
3. Requests for and disclosure of personally identifiable information
   Retain until: Requested records are disposed of
   Then: Dispose

These documents are those that the college must maintain to show that Student Financial Aid (SFA) funds are handled correctly, disbursed in the correct amount to eligible students, and made available to authorized parties in the course of audits, program reviews or investigations.

1. Perkins original promissory note & original repayment schedule
   Retain until = Date loan is satisfied
   Plus: 3 years
   Then: Dispose
2. Perkins repayment records (including cancellation and deferment records)
   Retain until = Date loan assigned, cancelled or repaid
   Plus: 3 years
   Then: Dispose
3. Direct Loans and FFEL borrower records (related to borrower’s eligibility and participation)
   Retain until = End of award year in which student last attended
   Plus: 3 years
   Then: Dispose
4. Direct Loans and FFEL all other records, reports or forms
   Retain until = End of award year in which the report was submitted
   Plus: 3 years
   Then: Dispose
5. Fiscal Operations Reports & Application to Participate (FISAP) and supporting records, and SFA Program eligibility records
   Includes, but not limited to:
   • Program Participation Agreement (PPA)
   • PPA Approval letter
   • Eligibility and Certification Approval Report (ECAR)
   • Accrediting and licensing agency reviews, approvals, and reports
   • State agency reports
   • Audit and Program Review reports
   Retain until: End of award year in which the report was submitted
   Plus: 3 years
   Then: Dispose
6. Pell and TEACH grants, Campus-Based Aid Program records, and all other Student Financial Aid records and reports
   Includes, but not limited to:
   • Perkins loan
   • SEOG
   • Federal work study
   • SFA Program Records
   • SFA Fiscal Records
   • SFA Recipient Records
   • State Aid Program records (with the exception of the Michigan Reconnect Short-Term Training Program)
   Retain until: End of award year for which aid was awarded
   Plus: 3 years
   Then: Dispose
7. Michigan Reconnect Short-Term Training Program Records
   Includes copy of high school diploma (or equivalent) and state ID or driver’s license (or approved alternative documentation).
   Retain until: End of 2031
   Then: Dispose

These are documents created for minor students, i.e. those students under the age of 18, for academic non-credit courses and programs and for non-academic programs. They are supplemental to the student academic record file for minor students. They include, but are not limited to:

• registration and enrollment records
• parent contact forms
• recommendation forms
• child care records
• any agreements, permission slips and release documents signed by the minors’ parent or legal guardian.

NOTE: Any documents created for minor students for academic credit courses should be retained according to record series GS2.03 – Student Academic Records.

Retain until: The minor child is no longer enrolled in the program
Plus: 1 year
Then: Dispose

These are documents related to the development and administration of curriculum at LCC. The records series includes, but is not limited to:

• course proposal records
• course or program development records
• course or program analysis and evaluation records
• textbook records
• program, course or curriculum general files
• historical course records, documentation and photographs.

1. Proposal, Development, Analysis and Evaluation Curriculum Records
   Retain until: Date created
   Plus: 7 years
   Then: Dispose
2. Program, Course and Curriculum Files and Textbook Records
   Retain until: Document is revised and superseded by a new version, or until the document is deemed obsolete
   Plus: 7 years
   Then: Dispose
3. Historical Course Records, Documentation and Photographs
   Retain until: Date Created
   Then: Transfer to LCC Archives

These are documents pertaining to the advising activities at LCC.

1. Sign-In Sheets, Appointment Logs and Phone or Walk-In Data
   Retain until: Date created
   Plus: 1 year
   Then: Dispose
2. Career Advising Records
   Retain until: Last date of contact
   Plus: 3 years
   Then: Dispose
3. All Other Advising Records
   Retain until: Last term of attendance
   Plus: 3 years
   Then: Dispose

These are documents related to the administration of tutoring services at LCC. They include, but are not limited to:

• scheduling records
• tutor records
• Supplemental Instruction (SI) records.

1. Tutor Request Forms, Walk-In Tutoring Logs and Group Session Tutoring Logs
   Retain until: Date created
   Plus: 5 years
   Then: Dispose
2. All Other Tutoring Records
   Retain until: End of the term
   Plus: 1 year
   Then: Dispose

These are documents related to the administration of on-campus and off-campus assessments at LCC.
They include, but are not limited to:

• course testing records
• placement testing records
• proctoring records.

NOTE: This series does not include placement test scores/reports.

1. Counts Log
   Retain until: Date created
   Plus: 10 years
   Then: Dispose
2. All Other Testing and Proctoring Records
   Retain until: Date created
   Plus: 1 year
   Then: Dispose

These are evaluations and surveys conducted and collected at LCC along with the data that is pulled from them.

Retain until: Date created
Plus: 5 years
Then: Dispose

These are documents pertaining to the administration of schedules of LCC faculty and staff.

Retain until: Date created
Plus: 2 years
Then: Dispose

These are documents that contain final schedules with information about times and locations of course sections, credit hours per course, and faculty assigned to courses and sections.

Retain until: Date Created
Plus: 5 years
Then: Transfer to LCC Archives

These are documents and data created for and supporting orientation sessions and campus tours on all of LCC’s campuses.

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

These are documents related to the administration of student organizations at LCC.

1. LCC Student Leadership Academy Student Records
   Retain until: Date created
   Plus: 7 years
   Then: Dispose
2. Registered Student Organization (RSO) Records
   Retain until: RSO no longer exists
   Plus: 7 years
   Then: Dispose
3. All Other Student Organizations Records
   Retain until: Date created
   Plus: 5 years
   Then: Dispose

These are documents created and maintained for student athletes including, but not limited to:

• eligibility
• academic standing
• administrative records.

1. Athlete Event Record Results, Team Academic Information and Team Rosters
   Retain until: End of Season
   Plus: 3 years
   Then: Transfer to LCC Archives
2. NJCAA Violation Records
   Retain until: Date created
   Plus: 20 years
   Then: Dispose
3. Student Athlete Information Packet
   Includes, but not limited to:
   • athlete eligibility records
   • athlete academic records
   • drug testing consent form
   • parent/student information form
   • authorization to permit use and disclosure of health information
   • NJCAA eligibility affidavit
   • physical examination form
   Retain until: Student is no longer a college athlete
   Plus: 3 years
   Then: Dispose

These are documents created and maintained in the course of interacting with and providing accessibility assistance to students at LCC. The majority of the records are under the purview of the Center for Student Access (CSA).
Includes, but not limited to:

• CSA student files
• Instructor memos
• CSA student database
• CSA accommodation Log
• Alternative text request forms
• Alternative text request spreadsheet
• Calculator permission slips

Retain until: Student is no longer receiving assistance from LCC
Plus: 5 years
Then: Dispose

These are documents related to counseling services provided to students at LCC. It includes, but is not limited to:

• counseling intake form
• case notes
• appointment information
• references from the Care Team.

Retain until: Date of last appointment
Plus: 7 years
Then: Dispose

These are documents related to complaints, grievances, appeals and other issues that are initiated by a student. This series does not include grade disputes or FERPA disputes.

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

These are documents related to compliance issues, misconduct, the Care Team (formerly the Behavior Intervention Team (BIT)), and other disciplinary action records that originate from a person or entity other than the student they pertain to.

1. A. Dismissal records, Written decisions of formal hearing panels and Statements on content of records regarding hearing panel decisions
   Retain until: Death of student OR 50 years from date created, whichever occurs first
   Then: Dispose
2. All Other Disciplinary Action Records
   Includes:
   • Academic warning
   • Academic suspension
   • Student compliance files
   • Judicial Board hearing files
   • Title IX Misconduct files
   • Care Team records
   Retain until: Student has completed all sanctions OR case is dismissed or closed
   Plus: 20 years
   Then: Dispose