Learning Management System Course Retention Policy

Date: May 2018

Updated: January 2022

Purpose:

To define how long academic courses contained in the College’s Learning Management System (LMS), currently Moodle, will be retained.

Scope:

This policy covers courses contained in the Learning Management System(s) managed and maintained by Information Technology Services (ITS).

Policy Statement:

Guiding Principles

• To retain courses and content for a period of time which faculty and students find adequate and useful
• To optimize the performance of the LMS
• To ensure that the storage space is used efficiently and to minimize the financial impact of increasing disk storage

ITS will retain LMS courses for five (5) years after the academic year in which it was created. ITS reserves the right to archive content sooner than five years if maintaining the LMS poses a security risk. Academic year cycles begin in the June prior to the fall semester. After five years, ITS will automatically archive LMS courses, which will remain for three (3) years. Archived content is only retrievable upon request and may take 24-48 hours. After three years, ITS will delete LMS courses. ITS will notify the community annually prior to deletion.

 

Retaining copies of course content in the LMS, including but not limited to the syllabus, electronic gradebook, and electronic student work is the sole responsibility of the faculty or instructor. Faculty should always download student work or make copies of the gradebook prior to removal of material from the course. 

This policy will be updated by ITS with faculty input and acceptance by the provosts and deans.