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. With the exception of Items GS1.5 and GS1.6, all other items are considered mandatory creation and retention in accordance to the provisions listed on this schedule.
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.
About Approval
General Schedule #1 for Faculty Records was approved by the State Administrative Board
on August 12, 2014. 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 Lansing Community College. These records may include, but are not limited to the following: assignments, class project guidelines, presentations (may be Power Point) and handouts, discussions, etc.
Retention = While in use + 3 years.GS1.02 – Assessment Materials
These records are used to test students’ knowledge and will include the following: quizzes, tests, and examinations with answer sheets. This will include both unreturned assessments/portfolios and those that could have been returned but students failed to pick them up.
Retention = Until the end of the semester following the semester in which the course was taught.GS1.03 – Syllabi
General syllabus requirements include: section course reference number, instructor name and contact information, methods of instructional delivery, learning outcomes, methods of evaluation, list of textbooks, etc.
- Master Course (Concourse) - A current Master syllabus is maintained for every course within the College’s syllabus
system by the Divisional Office, according to the outcomes, practices, and policies
set by the Program Curriculum Committee within the college guidelines.
Retention = While being used by a particular course/faculty member + 3 years. - Faculty member copy (Section syllabus) - A syllabus for each section aligning with the Master is completed by the primary
instructor.
Retention = While being used by a particular course/faculty member. - Archived Syllabi - Master Course and Section Syllabi are archived in the College's syllabus system
every semester.
Retention = Permanent.
- Master Course (Concourse) - A current Master syllabus is maintained for every course within the College’s syllabus
system by the Divisional Office, according to the outcomes, practices, and policies
set by the Program Curriculum Committee within the college guidelines.
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 GS1.1 and GS1.2 above. These entries support calculations used to deliver final grades. Grade Books usually document student attendance/participation in a face-to-face class or online class. Instructors must submit in a legible electronic format their grade records including their grade weighting formula to department offices no later than five (5) business days after the date grades are due for the course in Banner. See Academic Policy.
- Faculty copy of grade book
Retention = Until end of the next semester. - Division electronic grade book
Retention = 3 years after end of award year in which the student last attended the school, if a loan borrower or 3 years after end of award year in which documents were submitted, if non-loan student.
Note Legal Citation: 34CFR668.24 and 685.309(c)
- Faculty copy of grade book
GS1.05 – Classroom Rules/Policies/Procedures
Retention = Until Superseded.
GS1.06 – General Correspondence
This correspondence file may include emails, and other forms of correspondence between faculty and students, including documentation of advising students and other academic-related conversations.
Retention = Creation + 2 years
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