General Schedule (GS) #2 for Student Records

These documents are part of the admissions file for applicants who do not subsequently enroll, including if they were denied admission.
Retention = End of application term + 3 years.

Includes, but not limited to:

• 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
• Admission letters
• Military documents
• Residency classification forms
• Transcripts (high school or other colleges)
• International student documents
• Waivers of right of access – admissions (documents that waive right of access to admission letters of recommendation)

These documents are part of the admissions file for applicants who enroll and are considered students.
Retention = End of application term + 3 years.

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
• Release from high school/Dual Enrollment forms
• Residency classification forms
• Transcripts (high school or other colleges)
• International student documents
• Waivers of right of access – admissions (documents that waive right of access to admission letters of recommendation)

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, transcripts and graduation records.

1. Transcript Requests (from students)
   Retention = Request fulfilled + 1 year.
2. Name change authorizations, Data change logs and Electronic enrollment data (retained in a central system)
   Retention = End of term submitted + 10 years.
3. Student demographic information (retained in a central electronic system)
   Retention = End of term submitted + 50 years.
4. Transcripts, Grade change forms, Grade disputes administrative appeals 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
   Retention = Permanent.
5. All Other Student Academic Records
   Retention = End of term submitted + 8 years.
   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)

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
   Retention = 75 years from date created or Upon death of student, whichever occurs first.
2. Requests for Nondisclosure of Directory Information and Waivers for Rights of Access
   Retention = 100 years from date created or Until terminated by the student or Upon death of student, whichever occurs first.
3. Requests for and disclosure of personally identifiable information
   Retention = As long as requested records are retained.

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
   Retention = Date loan is satisfied + 3 years.
2. Perkins repayment records (including cancellation and deferment records)
   Retention = Date loan assigned, cancelled or repaid + 3 years.
3. Direct Loans and FFEL borrower records (related to borrower’s eligibility and participation)
   Retention = End of award year in which student last attended + 3 years.
4. Direct Loans and FFEL all other records, reports or forms
   Retention = End of award year in which the report was submitted + 3 years.
5. Fiscal Operations Reports & Application to Participate (FISAP) and supporting records, and SFA Program eligibility records
   Retention = End of award year in which the report was submitted + 3 years.
   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
6. Pell and TEACH grants, Campus-Based Aid Program records, and all other Student Financial Aid records and reports
   Retention = End of award year for which aid was awarded + 3 years.
   Includes, but not limited to:
   • Perkins loan
   • SEOG
   • Federal work study
   • SFA Program Records
   • SFA Fiscal Records
   • SFA Recipient Records

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, and any agreements, permission slips and release documents signed by the minors’ parent or legal guardian.
Retention = While the minor child is enrolled in the program + 1 year.

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

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; and historical course records, documentation and photographs.

1. Proposal, Development, Analysis and Evaluation Curriculum Records
   Retention = Creation + 5 years.
2. Program, Course and Curriculum Files and Textbook Records
   Retention = Until superseded or updated + 5 years.
3. Historical Course Records, Documentation and Photographs
   Retention = Permanent. 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
   Retention = Creation + 1 year.
2. Career Advising Records
   Retention = Last date of contacts + 3 years.
3. All Other Advising Records
   Retention = Last term of attendance + 3 years.

These are documents related to the administration of tutoring services at LCC. They include, but are not limited to scheduling records, tutor records and Supplemental Instruction (SI) records.

1. Tutor Request Forms, Walk-In Tutoring Logs and Group Session Tutoring Logs
   Retention = Creation + 5 years.
2. All Other Tutoring Records
   Retention = End of the term + 1 year.

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

1. Counts Log
   Retention = Creation + 10 years.
2. All Other Testing and Proctoring Records
   Retention = Creation + 1 year.

These are evaluations and surveys conducted and collected at LCC along with the data that is pulled from them.
Retention = Creation + 5 years.

These are documents pertaining to the administration of schedules of LCC faculty and staff.
Retention = Creation + 2 years.

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. These records can be transferred to the LCC Archives 5 years after creation.
Retention = Permanent. Transfer to LCC Archives 5 years after creation.

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
   Retention = Until superseded or updated.
2. All Other Orientation and Campus Tour Records
   Retention = Creation + 2 years.

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

1. LCC Student Leadership Academy Student Records
   Retention = Creation + 7 years.
2. Registered Student Organization (RSO) Records
   Retention = While RSO exists + 7 years.
3. All Other Student Organizations Records
   Retention = Creation + 5 years.

These are documents created and maintained for student athletes including, but not limited to, eligibility, academic standing and administrative records.

1. Athlete Event Record Results, Team Academic Information and Team Rosters
   Retention = Permanent. Transfer to LCC Archives 3 years after end of season.
2. NJCAA Violation Records
   Retention = Creation + 20 years.
3. Student Athlete Information Packet
   Retention = While a college athlete + 3 years.
   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

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).
Retention = While student is receiving assistance from LCC + 5 years.

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

These are documents related to counseling services provided to students at LCC. It includes, but is not limited to, the counseling intake form, case notes, appointment information and references from the Behavior Intervention Team (BIT).
Retention = Date of last appointment + 7 years.

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.
Retention = Until closed + 7 years.

These are documents related to compliance issues, misconduct, 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. Dismissal records, Written decisions of formal hearing panels and Statements on content of records regarding hearing panel decisions
   Retention = 50 years from date created or Upon death of student, whichever occurs first.
2. All Other Disciplinary Action Records
   Retention = Until student has completed all sanctions or the case is dismissed or closed + 20 years.
   Includes:
   • Academic warning
   • Academic suspension
   • Student Compliance Files
   • Judicial Board Hearing Files
   • Title IX Misconduct Files
   • Behavior Intervention Team (BIT) Records