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Policies and Documents

  • Course Retention Policy

    Course Retention Policy

    Proposed by Library and Technology Services December 2017
    Approved by Provost of Academic Affairs


    Library and Technology Services’ (LTS) Instructional Design and Technology (IDT) team will institute and maintain a course retention plan for YCP’s learning management system, currently Moodle.

    This retention plan will:

    • Allow courses to remain available in Moodle for a two-year period, supporting the goals of the Starfish Success Network while balancing the need for good data storage policy and resource stewardship.
    • Hide courses from the student view after the end of the “incompletes” period (roughly 60 days after the end of the term) while allowing faculty to continue to access hidden courses.
    • Move courses to archived status after one year, making the courses quickly retrievable by IDT staff.
    • Move courses to storage at the end of a two-year cycle. Courses will remain retrievable by IDT staff, but will no longer be stored on production servers.
    • Purge (irrevocably delete) courses at the end of a four-year cycle. Courses purged will be removed from the storage area, causing no disruption to the production system.

    IDT will:

    • Publish a calendar of general dates showing exactly when courses will be purged, and publish repeated reminders for specific purge dates as they approach.
    • Publish instructions and offer training for instructors who wish to archive any course materials for their personal files.

     

     

  • Course Retention Calendar

     This sample calendar represents the start of the purge schedule. Dates given are general. Specific dates will be selected and communicated prior to any storage or purge period after checking the academic calendars, event calendars, etc. to minimize any potential disruption and maximize the time that instructors have to archive materials they wish to save.

    As a general rule, May and December storage and purges will take place after Commencement, and Summer terms will be purged with Fall terms.

    Semester

    Hidden
    (after incompletes period)

    Archived
    (1 year)

    Moved to storage
    (2 years)

    Purged
    (4 years)

    Spring 2016 and prior

    --

    --

    May 2018

    May 2020

    Summer 2016

    --

    --

    December 2018

    December 2020

    Fall 2016

    --

    December 2017

    December 2018

    December 2020

    Spring 2017

    --

    May 2018

    May 2019

    May 2021

    Summer 2017

    October 2017

    September 2018

    December 2019

    December 2021

    Fall 2017

    April 2018

    December 2018

    December 2019

    December 2021

    Spring 2018

    July 2018

    May 2019

    May 2020

    May 2022

    Summer 2018

    October 2018

    September 2019

    December 2020

    December 2022

    Fall 2018

    April 2019

    December 2019

    December 2020

    December 2022

    Spring 2019

    July 2019

    May 2020

    May 2021

    May 2023

    Summer 2019

    October 2019

    September 2020

    December 2021

    December 2023

  • Course Retention Recovery

    Please fill out the Course Recovery Form to make your request. IDT will restore the course briefly for you to copy any needed items, usually within 24-48 business hours after we receive your request.

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