Procedure Details
Procedure Title: Military-Connected Student File Retention
Procedure #: VA.001
Revision #: 001
Unit Responsible: Center for Veteran and Family Support
Individual Responsible: Director, Center for Veteran and Family Support
Effective Date: 01/08/2024
Initial Approval Date: 08/02/2024
Last Review/Update Date: 08/02/2024
Next Review Date: 08/01/2027
*Does this procedure support a Board Policy? Yes
If yes, identify: 4.070 – Ethics and Standards of Conduct for Employees
Board policies can be found at: LCC Board of Trustees Policy Page
*Does this procedure support HLC criteria? Yes
If yes, identify: 2A
HLC Criteria can be found at: HLC Accreditation Criteria
*Does this procedure support a State or Federal Regulation? Yes
If yes, identify: Title 38 - United States Code; Veterans Benefits
*Note: Standard Operating Procedures should be in furtherance of some LCC policy and/or accreditation criteria, even if the relationship is not direct. Assistance in determining this information can be obtained from the Academic Procedure Advisory Committee (APAC) and/or the Accreditation Liaison Officer.
Military-Connected Student File Retention, BP 4.070
1. Purpose
To ensure compliance with Title 38 U.S.C., specifically referencing the maintenance of U.S. Department of Veterans Affairs (VA) student records.
2. Scope
Applies to any qualifying veteran and qualifying dependents of veterans (children/spouses) utilizing or having utilized VA Education Benefits while attending Lansing Community College (LCC).
3. Prerequisites
The VA has established requirements to ensure that Institutions of Higher Learning (IHLs) remain compliant with federal policy.
To remain compliant and approved to receive VA Educational Benefit funding, IHLs must maintain records of VA students for at least 3 years following the student’s last date of attendance. These records must include:
-
VA documents submitted and records, such as academic progress report, program pursuit, etc.
-
The school’s transcript, grade reports, drop slips, registration slips (for those courses dropped during drop/add), tuition and fee charges, transcripts from previous schools with evaluations of same, student’s school application, records of disciplinary action, program outline, a curriculum guide or graduation evaluation form, and any other pertinent forms.
IHLs must ensure that records are kept in a safe place, that the privacy of VA students is protected, and that all records are made available for inspection.
4. Responsibilities
Director of the Center for Veteran and Family Support (CVFS) or designee – Maintain VA student files.
5. Procedure
The Director of CVFS and/or designee will create and maintain an electronic file for each student. Documents will be updated at different times during the student’s enrollment at LCC. These times include but are not limited to:
-
initial student enrollment,
-
subsequent course registration periods each semester,
-
initial VA certification periods,
-
secondary VA certification periods,
-
VA certification amendment periods, etc.
Once a file is created, neither the file nor the contents will be deleted. Student files will be maintained for an infinite period of time, foregoing the 3-year minimum requirement set by the VA.
The Director of CVFS or designee will ensure that all records are made available when requested by the VA and/or the Michigan State Approving Agency (SAA).
6. Reference
LCC VA Student Files – Section 9 - Students Records Guidelines, & Procedures
“For LCC students who utilize VA Education Benefits, Lansing Community College will maintain records pertaining to student enrollments and VA certifications for a period of at least three (3) years, per State Approving Agency and Dept. of Veteran Affairs policy. Questions pertaining to LCC student VA Education Benefit records should be directed to the LCC Center for Veteran and Family Support.”
7. Definitions
VA Education Benefit – Any form of VA GI Bill®
VA Student – Any student who has enrolled at LCC for any semester beginning with the fall 2015 semester who has utilized a VA Education Benefit