ACADEMIC CENTER FOR ATHLETES

ACADEMIC STATUS SHEETS

This series contains sheets with the following information:

number of semesters here1 major, name, Social Security number, telephone number, grade point average, class schedule, academic coach, tutor times, and hours.

RETENTION: Retain 3 years in office, then destroy by shredding then recycling.

BASKETBALL FILES

This series contains campus and off-campus correspondence, computer-generated reports, file lists, reports received from academic coaches, NCR copies of receipts received from Office of Bursar Operations, survey forms, file notes, computer-generated Degree Audits received from offices of deans, and photocopies of transcripts received from Admissions.

RETENTION: Record (master) copy: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then recycling. Duplicates: Retain in office while active, then destroy by shredding then recycling.

COORDINATOR ADMINISTRATIVE FILES

This series contains all or some of the following: original copies and photocopies of annual reports sent to the Athletic Department, campus and off-campus correspondence, photocopies of meeting minutes, news clippings, job applications received from off campus, Position Descriptions, photocopies of employee performance evaluations sent to the Athletic Department and Academic Affairs, photocopies of policy statements received from the Athletic Department, photocopies of procedural guidelines received from the Athletic Department, issues of LSU Today, spreadsheets, file lists, rules lists received from the South Eastern Conference and the National Collegiate Athletic Association, and the following sent to the Athletic Department:

photocopies of news releases, original copies and photocopies of bids, photocopies of invoices, photocopies of Purchase Orders, photocopies of receiving reports, photocopies of requisitions, photocopies of Travel Expense Vouchers, and NCR copies of LSU-5 Attendance and Leave Records.

RETENTION: Staff personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Correspondence:

Record (master) copy: Retain 5 years in office, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then landfill. Bids: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. All other contents:

Retain 3 years in office, then destroy by shredding then landfill.

COORDINATOR FILE NOTES

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

COORDINATOR MANUALS AND HANDBOOKS

This series contains coordinator manuals and handbooks received from on and off campus.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

COORDINATOR MONTHLY REPORTS

This series contains photocopies of monthly reports sent to the

Office of the Director.

RETENTION: Retain 3 years in office, then destroy by recycling.

COORDINATOR STUDENT FILES

This series contains photocopies of annual reports sent to the Athletic Department, photocopies of campus correspondence sent to the Athletic Department, off-campus correspondence, news clippings, policy statements received from the Athletic Department, procedural guidelines received from the Athletic Department, notification of scholarship and aid awards received from Student Aid and Scholarships and from off campus, screen printouts of current schedules, screen printouts from course preregistration, photocopies of progress reports received from professors, and photocopies of student evaluations sent to Athletic Department.

COUNSELOR BOOK CATALOGS

This series contains catalogs received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

COUNSELOR COUNSELING GUIDELINES NOTEBOOK

This series contains photocopies of campus correspondence, photocopies of policy statements received from campus, file notes, and photocopies of sample forms.

RETENTION: Retain in office while active, then destroy by recycling.

COUNSELOR GENERAL INFORMATION FILES

This series contains photocopies of reports sent to the Athletic Department, off-campus near-print informational material, news clippings, policy statements received from campus offices, and procedural guidelines received from campus offices.

RETENTION: Reports: Record (master) copy: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then recycling. Duplicates: Retain in office while active, then destroy by shredding then recycling.

All other contents: Retain in office while active or until superseded, then destroy by landfill.

COUNSELOR MANUALS, HANDBOOKS, AND CATALOGS

This series contains manuals, handbooks, and catalogs received from on and off campus.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

COUNSELOR REPORTS

This series contains photocopies of counselor reports sent to coaches.

COUNSELOR RETENTION INFORMATION FILES

This series contains newspaper clippings or publications excerpts.

RETENTION: Retain in office while active, then destroy by recycling.

COUNSELOR STUDENT FILES

This series contains campus and off-campus correspondence, near-print informational material received from the Athletic Department, news clippings, original copies and photocopies of policy statements generated here and sent to and received from campus, original copies and photocopies of procedural guidelines generated here and sent to and received from campus, photocopies of contracts received from the Athletic Department, NCR copies of course approval forms received from offices of the deans, computer-generated course approval reports, Degree Audits received from offices of deans and generated here, and photocopies of award nomination letters sent off campus.

COUNSELOR (CURRENT ACADEMIC YEAR] TEAM INFORMATION NOTEBOOK

This series contains athletic scholarship lists received from Athletic Department, SEC Eligibility Squad Lists received from the Athletic Department, file lists, lists received from Student Records and Registration, and team travel schedules received from Athletic Department.

RETENTION: Retain 3 years in office, then destroy by shredding then recycling.

COUNSELOR WORKING FILES

This series contains all or some of the following: campus and off-campus near-print informational material, procedural guidelines, file lists, news clippings, student evaluations and reports sent to the Athletic Department, originals or photocopies of campus correspondence, and computer use guidelines received from Administrative Information Systems.

RETENTION: Correspondence: Record (master) copy: Retain 5 years in office, then destroy by shredding then landfill.

Duplicates: Retain in office while active, then destroy by shredding then landfill. Student evaluations and reports:

Record (master) copy: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then recycling. Duplicates: Retain in office while active, then destroy by shredding then recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.

COURSE CATALOGS

This series contains course catalogs received from Student

Records and Registration.

RETENTION: Retain in office until superseded, then destroy by landfill.

COURSE SYLLABI FILES

This series contains photocopies of administered tests and photocopies of course syllabi.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

DATA PROCESSING REQUESTS

This series contains photocopies of Data Processing Requests F4650619 sent to Data Processing.

RETENTION: Retain 3 years in office, then destroy by landfill.

DIRECTOR POLICIES AND PROCEDURES FILES

This series contains off-campus near-print informational material and the following received from on and off campus: policy statements and procedural guidelines.

RETENTION: Retain permanently in office.

ELECTRONIC SPREADSHEETS

This series contains spreadsheets that are recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form. RETENTION: a) When used to produce hard copy that is maintained in organized files: Delete when no longer needed to update or produce hard copy. b) When maintained only in electronic form:

Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule. If the electronic version replaces hard copy records with differing retention periods, and agency software does not readily permit selective deletion, delete after the longest retention period has expired.

FINAL GRADE SHEETS

This series contains carbon copies of Final Grade Sheets received from Student Records and Registration.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain 3 years in office, then destroy by shredding then landfill.

FOOTBALL FILES

This series contains campus and off-campus correspondence, computer-generated reports, file lists, reports received from academic coaches, NCR copies of receipts received from Office of the Treasurer, survey forms, file notes, computer-generated Degree Audits received from offices of deans, and photocopies of transcripts received from Admissions.

GENERAL FILES

This series contains photocopies of annual reports, campus and off-campus correspondence, photocopies of equipment inventories sent to Equipment Management, master forms, photocopies of meeting minutes, photocopies of policy statements received from campus offices, photocopies of procedural guidelines received from campus offices, Operating Budgets for Fiscal Years received from Budget and Planning, monthly ledger sheets received from the Athletic Department, and the following sent to the Athletic Department: photocopies of Requests for Budget Adjustments, photocopies of budget rep9rts, NCR copies of Athletic Department Purchase Requests, and Travel Expense Vouchers.

RETENTION: Master forms and monthly ledger sheets: Record (master) copy: Retain permanently in office. Duplicates:

Retain in office while active or until superseded, then destroy by landfill. Travel Expense Vouchers, purchase requests, and equipment inventories: Retain 3 years in office, then destroy by shredding then landfill. All other contents: Retain 5 years in office, then transfer to University Archives.

INFORMATION NOTEBOOKS

This series contains file lists and the following received from on and off campus: policy statements and procedural guidelines.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

INSTITUTIONAL RESEARCH REPORTS

This series contains computer-generated institutional research

reports received from Budget and Planning.

RETENTION: Retain 3 years in office, then destroy by recycling.

LSU CATALOGS

This series contains LSU catalogs.

RETENTION: Retain in office while active, then destroy by

landfill.

LSU NEAR-PRINT INFORMATIONAL MATERIAL

This series contains campus near-print informational material.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

MANUALS

This series contains photocopies of manuals received from off campus.

RETENTION: Retain in office while active, then destroy by recycling.

RECRUIT FILES

This series contains photocopies of campus and off-campus correspondence.

RETENTION: Retain 3 years in office, then destroy by shredding then landfill.

REGISTRATION FORMS

This series contains registration forms.

RETENTION: Retain in office 1 year after term submitted, then

destroy by shredding then landfill.

SCHEDULING CALENDARS

This series contains scheduling calendars.

RETENTION: Retain in office 1 year after end of calendar year, then destroy by recycling.

SPECIAL ASSISTANT TO THE DIRECTOR ADMINISTRATIVE FILES

This series contains campus correspondence and meeting minutes.

RETENTION: Retain 5 years in office, then transfer to University

Archives.

STUDENT PAYROLL FILES

This series contains photocopies of Payroll Check Distribution reports received from the Athletic Department, photocopies of student timesheets sent to the Athletic Department, and student assistant log sheets.

RETENTION: Retain 3 years in office, then destroy by shredding then recycling.

STUDENT RECORDS FILES

STUDY HALL INFORMATION FILES

This series contains campus and off-campus correspondence and

file lists.

Retention: Retain 3 years in office, then destroy by landfill.

TELEPHONE MESSAGE BOOKS

This series contains telephone message books.

RETENTJON: Retain 3 years in office, then destroy by shredding

then landfill.

RETENTION: Retain 3 years in office, then destroy by landfill.

TUTOR LOG

This series contains tutor log sheets with the following information: name, subjects, times available, telephone number, and hours.

RETENTION: Retain 3 years in office, then destroy by recycling.

TUTOR PAYROLL FILES

This series contains photocopies of the following sent to

Payroll: student timesheets, wage timesheets, and payroll lists.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

UNCLASSIFIED EMPLOYEE PERSONNEL FILES

This series contains campus and off-campus correspondence, photocopies of procedural guidelines generated here and received from Human Resource Management, photocopies of employee performance evaluations, job applicant resumes, NCR copies of LSU-l Personnel Actions sent to the Athletic Department, and photocopies of the following sent to the Athletic Department: I-9 Employee Processing Forms, PER-l Requests for Permission To Fill a Vacancy, PER-3 Personnel Status Changes, position descriptions, and student timesheets.

RETENTION: Student files: Record (master) copy: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

Duplicates: Retain in office while active, then destroy by shredding then recycling. Staff files: Record (master) copy:

Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Duplicates: Retain in office while active, then destroy by shredding then recycling.

VIDEOTAPES

This series contains videotapes documenting mock job interviews

with athletes.

RETENTION: Retain in office while active, then reuse.

WALK-IN FILES

This series contains schedules, transcripts received from off campus, and photocopies of Degree Audits received from offices of deans.

WORD PROCESSING FILES

This series contains documents such as letters, messages, campus correspondence, reports, handbooks, and manuals recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by that LSU Retention and Disposal Schedule.

RETENTION: a) When they are used to produce hard copy that is maintained in organized files: Delete when no longer needed to create a hard copy. b) When they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by the LSU Retention and Disposal Schedule: Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule.