Technical Careers Division Retention Schedule

These records document the development of projects in the Technical Careers Division including, but not limited to, graduation; design and activity of a new product; and related correspondence.
Retention = Until system is no longer in use or project is complete + 2 years

These records are maintained for all advisory committees serving the various programs in the Technical Careers Division. They include, but are not limited to, committee membership lists, work requests, meeting minutes and agendas, notes, and correspondence.
Retention = Date created + 5 years

These records document the Technical Careers Division's financial activities.

1. Grant Records
   These records are maintained for various grants administered through the Technical Careers Division and include, but are not limited to, applications, time logs, monitoring documentation, student and program performance records, business and industry information, roles and responsibilities, employment information, marketing documentation, final reports, and related correspondence.
   Retention = Grant is closed out + 3 years
2. Travel Records
   These records are used to monitor and approve travel expenses. They included, but are not limited to, travel logs, pre-travel forms, and post-travel forms.
   NOTE: Official travel records are maintained by the Office of Financial Services.
   Retention = Date created + 3 years
3. Tuition & Fees Informational Records
   These records are informational tool and quick reference materials used for comparison, planning, documenting, and revising tuition, degree costs, course fees, and other costs of taking courses in the Technical Careers Division.
   Retention = Date created + 6 years
4. All Other Financial Records
   Retention = Date created + 7 years

These records are used to monitor, update, and track renewals for subscriptions, memberships, and licenses, and, in the case of licenses, to document the legal permission granted to LCC by the rights holder.
Retention = Until document is revised and superseded by a new version, or until the document is deemed obsolete.

These records are used to document and submit time used, keep track of faculty workload, monitor timekeeping beyond contracted hours, record time additions/modifications, approve payment for course development, and support Banner System data entry.

NOTE: Official timekeeping and pay records older than one year are retained in the Payroll Office.
Retention = Date created + 1 year

These records document human resources (HR) related transactions that occur during an instructor's or non-faculty employee's period of employment, including, but not limited to, those related to hiring, promotion, demotion, transfer, layoff, performance, training, professional development, discipline, and termination. These records include, but are not limited to, copies of job description, job application, reference checks, job offer, correspondence, resume, transcripts, certifications, licenses, HR action forms, disciplinary actions, performance reviews, peer reviews, and other professional development documentation or certificates.

NOTE: Official HR Employee Files are maintained by the Office of Human Resources.
Retention = No longer employed by the College + 1 year

These records document human resources (HR) related transactions that occur during a faculty member's period of employment.

1. Faculty Credentials Records
   These records track faculty qualifications including education, work experience, tested experience, and credentials.
   Retention = Until document is revised and superseded by a new version, or until the document is deemed obsolete
2. Faculty Performance Review (FPR) Records
   These records are used to manage, schedule, and track faculty performance reviews.
   NOTE: Complete performance reviews are maintained by the Office of Human Resources in the HR Faculty Performance Review system.
   Retention = Date created + 5 years
3. Change in Status Records
   These records are created and maintained to document the Faculty Change in Status process. These records include, but are not limited to, applications, Change in Status Review forms, Peer Review Committee evaluation forms, and related correspondence.
   NOTE: Human Resources retains the original application and final approval/denial letter.
   Retention = Decision to approve or deny has been made + 1 year
4. All Other Faculty HR Records
   This includes, but is not limited to, copies of job description, job application, reference checks, job offer, correspondence, resume, transcripts, certifications, licenses, training, HR action forms, disciplinary actions, performance reviews, peer reviews, faculty semester teaching agreements, professional activity plans, and other professional development documentation or certificates.
   NOTE: Official HR Employee Files are maintained by the Office of Human Resources.
   Retention = No longer employed by the College + 1 year

These records are related to program reviews and evaluations. They are created by programs, updated periodically, and often tied to accreditation requirements.

NOTE: Final copies of program review reports are retained in the Academic Affairs Office.
Retention = Date created + 10 years

These records document program activity in relation to accreditation.

1. Accreditation Tracking Records
   They include, but are not limited to, tracking logs and spreadsheets.
   Retention = Until document is revised and superseded by a new version, or until the document is deemed obsolete.
2. All Other Accreditation Records
   They include, but are not limited to, accreditation applications, accreditation standards documentation, advisory board materials, reports, accreditation proposals, assessment plans, curriculum guides, evaluation forms, and supporting documents.
   Retention = Accreditation received + 10 years

These are records related to safety training within the Technical Careers programs. Safety training includes, but is not limited to, Hazard Communication Right-To-Know regulations, Safety Data Sheets (SDS), and the handling of hazardous chemicals. These records include training tracking records and other division, department or program training related records.

1. Training Tracking Records
   Retention = Until document is revised and superseded by a new version, or until the document is deemed obsolete
2. All Other Division, Department, or Program Training Related Records
   These include, but are not limited to, spreadsheets, sign-in sheets, copies of certificates, rosters, Outreach Training Program Report, and related correspondence.
   Date created + 5 years

NOTE: Learning Management System (LMS) training records are maintained within the LMS system.

These records are administrative and evaluation documents obtained, created, and maintained to comply with the Michigan Occupational Safety and Health Administration (MIOSHA) Hazard Communication Standard for areas in the Technical Careers Division that expose or have the potential to expose members of the LCC Community to hazardous chemicals.

1. Chemical Inventory
   Retention = Until document is revised and superseded by a new version, or until the document is deemed obsolete
2. Hazardous Communication Program Evaluation
   Retention = Date created + 2 years
3. Safety Data Sheets (SDS)
   Retention = Until document is revised and superseded by a new version, or until last use of the chemical + 30 years

These are inventory and maintenance records related to the various equipment owned and/or used by programs in the Technical Careers Division. These records may include, but are not limited to, inventories, spreadsheets, lists, manuals, warranties, testing certificates, inspections, maintenance reports, repair orders, repair records, and related correspondence.
Retention = Until equipment is disposed of OR Document is revised and superseded by a new version, or until the document is deemed obsolete

These are records related to program supplies and resources in the Technical Careers Division.

1. Supply Lists and Inventory Records
   Retention = Until document is revised and superseded by a new version, or until the document is deemed obsolete
2. Orders and Requests Records
   Retention = Date created + 2 years

These are records used for marketing the programs in the Technical Careers Division. They include, but are not limited to, photographs, videos, brochures, flyers, logos, and webpage information.
NOTE: The Marketing Department retains the final version of all marketing and media materials they create for the Technical Careers Division.
Retention = Date created + 5 years, then transfer final version to the LCC Archives and dispose of remaining supporting documents

These records are used in tracking permission to use or access division resources or spaces and authorization to approve exceptions to a student's academic path. They include, but are not limited to, key inventory and assignment logs, and the authorized approvers for substitutions and waivers for Associate Degree and Certificates report.
Retention = Until document is revised and superseded by a new version, or until the document is deemed obsolete

These records include documents that protect the College against any liabilities for injuries and/or damages that may occur while students participate in College activities.

1. Auto Program Work Orders
   Retention = Date created + 3 years
2. All Other Release of Liability Records
   Retention = Date created + 1 year

These records are used to obtain division approval to take students on a field trip or meet off campus.
Retention = Date created + 1 year

These vouchers allow students to take various certification tests, including, but not limited to, CompTIA A+, Network+, and Cisco, at testing centers. They are distributed to students in certain Computer Information Technology (CIT) courses as a part of their course fees.
Retention = End of term utilized + 1 year

These are academic and administrative documents relevant to the academic history of students participating in apprenticeships, internships or work-based learning programs. They are used to track student progress, or lack thereof, towards completion of an apprenticeship, internship or work-based learning program. They are supplemental to the student academic records found in General Schedule #2 for Student Academic Records, but if there is any overlap the retention found in this series is the official retention.

1. Agreements
   These records document agreements for a student to participate in a program internship or other work-based learning option.
   Retention = Agreement is no longer in effect + 3 years
2. Tracking Records
   These records are used to document and track program-wide or course-wide information that includes, but is not limited to, issuance of certification documents. These documents may include, but are not limited to, the AWS (American Welding Society) certification book.
   Retention = Until document is revised and superseded by a new version, or until the document is deemed obsolete.
3. All Other Apprenticeship and Work-Based Learning Student Records
   Retention = Until graduation or withdrawn from program + 8 years

These records document an approved agreement between LCC and the Federal Aviation Administration (FAA).
They are retained in accordance with the requirements of Code of Federal Regulations -- TITLE 14-Aeronautics and Space -- CHAPTER I-Federal Aviation Administration, Department of Transportation -- SUBCHAPTER H-Schools and Other Certified Agencies -- PART 147-Aviation Maintenance Technician Schools.
Retention = Until school certificate is surrendered, suspended, or revoked.

These are academic and administrative documents relevant to the academic history of students in the Aviation Technology programs. They are maintained in compliance with FAA (Federal Aviation Administration) regulations and are used to track student progress, or lack thereof, towards completion of a course, program, or degree. They are supplemental to the student academic records found in General Schedule #2 for Student Academic Records, but if there is any overlap the retention found in this series is the official retention.

1. Copies of Certificates (FAA)
   Retention = Until student departs program + 25 years
2. All Other Aviation Technology Student Records
   These documents may include, but are not limited to, application, education development plan, copy of transcripts, bi-weekly attendance sheet, and LCC Student Grade Tracking Report.
   Retention = Until graduation or withdrawn from program + 7 years

These are academic and administrative documents relevant to the academic history of students in the Fire Science Academy. They are used to track student progress, or lack thereof, towards completion of a course or program. They are supplemental to the student academic records found in General Schedule #2 for Student Academic Records, but if there is any overlap the retention found in this series is the official retention.

1. Academy Class Records
   These records are maintained for each academy class. They are administrative records and may include, but are not limited to, personal contact information, course approvals, state-issued ID numbers, state approvals (classes), class materials room requests, absence/late forms, sign-in sheets, certification grades (copy), disciplinary/written warnings, incident reports, fit testing, Fire Academy personal information sheets, recruit sign-off, physical testing, State Test scores, copy of first aid cards, flash over forms (activity log) photographs, Fire Academy checklist, and inventory of equipment.
   NOTE: These records may contain collective student information. The individual student data is retained according to (B) below.
   Retention = Academy class graduation + 7 years
2. All Other Fire Academy Student Records
   These documents may include, but are not limited to, rules and regulations sign-off, waivers, flashover liability and safety forms, media release, notice of no employment guarantee, FERPA forms, Fire Academy application (with information sheet, waiver, physical, respirator medical evaluation questionnaire, medical insurance card, copy of driver's license, reading and writing scores, and educational development plans).
   NOTE: These records are retained in accordance with the requirements of the Michigan Firefighters Training Council (MFFTC).
   Retention = Until graduation or withdrawn from program + 50 years

These are academic and administrative documents relevant to the academic history of students participating in apprenticeships, internships or work-based learning programs. They are used to track student progress, or lack thereof, towards completion of an apprenticeship, internship or work-based learning program. They are supplemental to the student academic records found in General Schedule #2 for Student Academic Records, but if there is any overlap the retention found in this series is the official retention.

1. Tracking Records
   These records are used to document and track program-wide or course-wide information. They may include, but are not limited to, STW (School to Work) Class 8 working lists, and prospective lineworker spreadsheets.
   Retention = Until document is revised and superseded by a new version, or until the document is deemed obsolete
2. All Other Lineworker Student Records
   These documents may include, but are not limited to, Utility and Energy Systems Program Department Approval Application for Electrical/Utility Lineworker Certificate, proof of commercial driver's license, physical ability evaluation form, physician's health screening form, LPAT waiver of claim for injury release and hold harmless agreement, pole climb test, drug screening report, interview notes and ranking, scoring worksheet, resume, driving record, transcripts, and related correspondence.
   Retention = Until graduation or withdrawn from program + 3 years

These are academic and administrative documents relevant to the training record and academic history of recruits and students in the Police Academy. They are used to track student progress, or lack thereof, towards completion of a course or program. They are supplemental to the student academic records found in General Schedule #2 for Student Academic Records, but if there is any overlap the retention found in this series is the official retention.

1. Academy Photographs
   A photographic snapshot of each academy class retained for historical purposes.
   Retention = Date created + 2 years, then transfer to LCC Archives
2. Academy Class Record Books
   These records are maintained for each academy class. They are administrative records and may include, but are not limited to, an emergency contact listing, grades, administrative documentation, incident reports, room requests, copies of certificates, scenario assignments, photographs, equipment checklists, and academy schedules.
   NOTE: These records may contain collective student information. The individual student data is retained according to (C) below.
   Retention = Academy class graduation + 7 years
3. All Other Police Academy Student Records
   These documents may include, but are not limited to, correspondence, Mid-Michigan Police Academy application, background supplement disclosures, selective admissions form, employment standards, essential job functions, notice of no employment guarantee, uniform refund form, physical fitness commitment form, rules and regulations (including academic standards), birth certificate, driver license copy, driving record, medical insurance proof, prior college transcripts, fingerprints, letters of recommendation, MCOLES (Michigan Commission on Law Enforcement Standards) Physical Testing, Reading and Writing Test results, Personal History Questionnaire, oral board interview questionnaire, brief autobiography, medical history questionnaire (with doctor's statement), release of information, list of text books, oath of honor, laptop computer contract, standards compliance form, lien systems access, waiver of liability, media release, FERPA forms (student privacy), report of absence, observation report, emergency info contact form, injury form, and disciplinary reports.
   NOTE: These records are retained in accordance with the requirements of the Michigan Commission on Law Enforcement Standards (MCOLES) - Series #23182: Basic Law Enforcement Training Academy Applicant and Student Records.
   Retention = Until graduation or withdrawn from program + 50 years