RRDS Other Student Records

Records Retention & Disposition Schedule

Student Records, Other

Schedule Number: 166-450-0125 

Agency Sponsored Program Records

Schedule Number: 166-450-0125 (1)

Records document the participation of agency-sponsored students in college programs. Agencies might include, but are not limited to, Adult and Family Services (AFS) Division, Job Opportunities and Basic Skills (JOBS), Vocational Rehabilitation Division, Vocational Rehabilitation Division (VRD), Veterans' Administration, Jobs Training and Preparation Act (JTPA), Social Security and local agencies. Records may include but are not limited to:

Applications for service,
Case correspondence,
Employment development plans (EDP),
Fee expenditures' documents,
Participant case files, 
Progress files.
Retention: 5 years
Disposition: transfer to Records Center, destroy
Responsible unit: creating office or department

NOTE: Confidentiality of Records
~ Information may be exempt from public disclosure per ORS 192.502 (2). 
~ If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
~ SEE: Access & Confidentiality for more details.

Cooperative Work Experience Records

Schedule Number: 166-450-0125 (2)

Records document student participation in and college administration of cooperative work experience programs which provide credit for learning on the work site. Records include but are not limited to:

Registration records (which are entered into the student's academic record),
Training agreements and learning objectives contracts between the college, student and employe,
Work habit evaluation reports,
Related correspondence and documentation.

(a) 
Contracts and agreements (student records)
Retention: 6 years after expiration (b) 
Other records
Retention: 10 years

Disposition: transfer to Records Center, destroy
Responsible unit: Cooperative Education

NOTE: Confidentiality of Records
~ Information may be exempt from public disclosure per ORS 192.502 (2). 
~ If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
~ SEE: Access & Confidentiality for more details.

Occupational Skills Training Records

Schedule Number: 166-450-0125 (3)

Records document student participant in and college administration of programs designed to provide occupational skills training for persons recruited from governmental programs such as vocational rehabilitation, workers compensation, or veterans' programs. Records include but are not limited to:

Counseling case files and notes,
Progress in learning objectives report,
Student attendance and job performance reports,
Related correspondence and documentation.
Retention: 1 year
Disposition: destroy
Responsible unit: creating office or department

NOTE: Confidentiality of Records
~ Information may be exempt from public disclosure per ORS 192.502 (2). 
~ If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
~ SEE: Access & Confidentiality for more details.

Peer Assistant Program Records

Schedule Number: 166-450-0125 (4)

Records document the administration and activities of the peer assistant program. Peer assistants are trained college students who assist other student with the personal, academic, and social concerns; refer students to college counselors; provide information about college and community resources; assist with student orientation; make presentations; and assist the counseling and advising staff in a variety of ways. Records may include but are not limited to:

Activity contact logs,
Evaluation records,
Meeting agendas and minutes,
Program notebooks or files containing records about funding, recruitment, publicity, projects, and training,
Reports summarizing program activities and analyzing the assistance provided,
Student application and selection records including application forms, reference letters, transcripts, and interview records, training and work schedules,
Related correspondence and documentation.
Retention: 1 year
Disposition: destroy
Responsible unit: creating office or department

NOTE: Confidentiality of Records
~ Information may be exempt from public disclosure per ORS 192.502 (2). 
~ If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
~ SEE: Access & Confidentiality for more details.

Placement Service Records

Schedule Number: 166-450-0125 (5)

Records document student participation in the job placement services provided by the college for students and others in the community. Records may include but are not limited to:

Correspondence with employers,
Job history records,
Job postings,
List of employers and job listings,
Related documentation.
Retention: 1 year
Disposition: destroy
Responsible unit: Job Placement Office

SEE ALSO: Student Academic Records

NOTE: Confidentiality of Records
~ Information may be exempt from public disclosure per ORS 192.502 (2). 
~ If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
~ SEE: Access & Confidentiality for more details.

Services to Students with Disabilities Program Records

Schedule Number: 166-450-0125 (6)

Records document student participation in the Services to Students with Disabilities Program. The records may include but are not limited to:

Autobiographical essays,
Counseling interview notes,
Counseling referrals,
Diagnostic test result and correspondence,
Health professional evaluation reports,
High school transcripts and academic work-sheets,
Physicians' statements and letters of recommendation,
Recommendations for student applicants,
Records of services provided,
Special admissions applications checklists.
Retention: 1 year after date last attended
Disposition: destroy
Responsible unit: Disability Services

NOTE: Confidentiality of Records
~ Some records may be exempt from disclosure because of Americans with Disabilities Act.
~ Information may be exempt from public disclosure per ORS 192.502 (2). 
~ If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
~ SEE: Access & Confidentiality for more details.

Student Advising and Counseling Records

Schedule Number: 166-450-0125 (7)

Records document college counseling and "non-academic" advising activities such as career planning and selection, personal counseling, and educational planning and monitoring. Records may include but are not limited to:

Advisor or counselor notes,
Personality and interest tests,
Records and test scores from outside agencies,
Test and assessment results,
Related documentation.
Retention: 5 years
Disposition: transfer to Records Center, destroy
Responsible unit: Counseling Department

SEE ALSO: Student Academic Advising Records

NOTE: Confidentiality of Records
~ Information may be exempt from public disclosure per ORS 192.502 (2). 
~ If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
~ SEE: Access & Confidentiality for more details.

Student Complaint Records

Schedule Number: 166-450-0125 (10)

Records document grievances or complaints brought forward by students against the institution concerning student conduct and violations of student rights and responsibilities. Records may include but are not limited to:

Appeals documentation,
Final summary statements,
Formal hearings notes (including audio tapes),
Informal discussion notes,
Notices of grievance,
Resolution of grievance,
Summary of interviews,
Written description of the complaint,
Related documentation and correspondence.
Retention: 10 years after resolution
Disposition: transfer to Records Center, destroy
Responsible unit: Instruction & Student Services

SEE ALSO:
Affirmative Action / Equal Opportunity Records
Bargaining Unit Records
Grievance Records

NOTE: Confidentiality of Records
~ Information may be exempt from public disclosure per ORS 192.502 (2). 
~ If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
~ SEE: Access & Confidentiality for more details.

Student Exchange Participant Records

Schedule Number: 166-450-0125 (8)

Records document student participation in a community college student exchange program. Records may include but are not limited to:

Applications for admission to the college as special students,
Letters of application,
Notices of admission to host institutions,
Personal data sheets,
Related documentation and correspondence.
Retention: 1 year
Disposition: destroy
Responsible unit: creating office or department

NOTE: Confidentiality of Records
~ Information may be exempt from public disclosure per ORS 192.502 (2). 
~ If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
~ SEE: Access & Confidentiality for more details.

Student Government Administrative Records

Schedule Number: 166-450-0125 (9)

Records document the history, development, and policies of campus student organizations, including student clubs, government, and newspaper. Records may include but are not limited to:

(a) 
Committee and task-force records,
Constitution and by-laws,
Correspondence,
Election records,
Minutes,
Officer rosters,
Photographs,
Scrapbooks,
Student senate bill and resolution files.
Retention: permanent
Disposition: transfer to Archives
Responsible unit: Student Activities / Associated Students of Lane Community College (b)
Budget and accounting records,
Student organization annual review forms,
Other records.

Retention: 3 years
Disposition: destroy
Responsible unit: Student Activities / Associated Students of Lane Community College

Student Handbooks

Schedule Number: 166-450-0125 (11)

Records document the requirements and policies for current of potential students. This series may contain information or policies on fields of study; faculty; academic requirements; the evaluation process; and research proposal process. 

Retention: permanent
Disposition: transfer to Archives
Responsible unit: creating office or department

Student Recruitment Records

Schedule Number: 166-450-0125 (12)

Records document the requirement and policies for current or potential students. This series may contain but is not limited to:

Copies of test scores and copies of academic transcripts,
Personal information forms and resumes,
Interview and conversation notes,
Personal information forms and resumes,
Photographs
Prospect lists,
Related documentation and correspondence.
Retention: current term
Disposition: destroy
Responsible unit: creating office or department

Student Rights and Responsibilities Document

Schedule Number: 166-450-0125 (13)

Records document the contract between the student and institution concerning student rights and responsibilities, rules of student conduct, freedoms, and due process. The document contains statements of code of behavior, student rights, conflict resolution, student discipline, and the appeal process. The statement is published in the student handbook and catalog.

Retention: 6 years after expiration
Disposition: destroy
Responsible unit: creating office or department

Transitions to Success Records

Schedule Number: 166-450-2000-0021(07)

Records document student participation in the Transitions to Success program of the Gender Equity Center (formerly the Women's Center). Records document services provided to student such as:

Financial assistance
Child Care
Other assistance
Retention: 10 years
Dispostion: transfer to Records Center, destroy
Responsible Unit: Gender Equity Center (formerly Women's Program)

Tutoring Records

Schedule Number: 166-450-0125 (14)

Records document tutoring services provided to students. Records include but are not limited to:

Memoranda,
Registration records,
Tutor class records,
Tutor (student hourly, work study, or staff) personnel records,
Tutor training records.
Retention: 1 year
Disposition: destroy
Responsible unit: creating office or department

NOTE: Confidentiality of Records
~ Information may be exempt from public disclosure per ORS 192.502 (2). 
~ If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
~ SEE: Access & Confidentiality for more details.