OFFICE OF PROVOST AND VICE-CHANCELLOR FOR ACADEMIC AFFAIRS

ACADEMIC AFFAIRS SUBJECT FILES

This series includes but may not be limited to photocopies and originals of meeting minutes received from committees on and off campus, campus and off-campus correspondence, photocopies of policy statements received from the Office of the Chancellor, photocopies of policy statement drafts received from the Office of the Chancellor and other campus offices, photocopies of procedural guidelines generated in Academic Affairs and received from departments, annual reports received from departments, five-year plans received from departments, travel and entertainment reports, statistical reports received from Office of Budget and Planning, photocopies of speeches, press releases, bulletins, studies and surveys generated in this office and received from campus offices, floor plans, photocopies of equipment maintenance reports, file notes, photocopies of contracts and legal opinions, bid records, photocopies of publication excerpts received from departments, photocopies of job applications, and audit leave reports received from University Auditor.

RETENTION: Retain permanently in office.

ACADEMIC AFFAIRS LEAVE FILES

This series contains leave slips and LSU-5 Attendance and Leave Records

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

ACADEMIC AFFAIRS MANUAL FILE

This series contains file notes and procedural guidelines.

RETENTION: Retain in office while active, then destroy by

recycling.

ADMINISTRATIVE DATABASES

This series contains databases that support administrative or housekeeping functions by containing information derived from hard copy records that are 1) authorized for destruction in the LSU Retention and Disposal Schedule and 2) maintained in organized files.

RETENTION: Retain in office until final disposition of charge, then destroy by shredding then landfill.

ADMINISTRATIVE SECRETARY WORKING FILES

This series includes but may not be limited to the following received from departments: policy statements, procedural guidelines, and manuals.

RETENTION: Original policy statements: Retain permanently in office. All other contents: Retain in office while active or until superseded, then destroy by landfill.

ADMINISTRATIVE VICE-CHANCELLOR ADMINISTRATIVE FILES

This series includes but may not be limited to file notes, campus and off-campus correspondence, meeting minutes, Academic Affairs procedural guidelines, photocopies of procedural guidelines received from Office of the Chancellor and Office of the President, reports, annual reports received from campus offices, and legal opinions received from University Attorney.

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

ASSOCIATIVE VICE-CHANCELLOR ADMINISTRATIVE FILES

This series contains originals and photocopies of the following:

campus and off-campus correspondence, reports, and surveys.

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

Archives.

BOARD OF REGENTS FILES

This series contains photocopies of five-year low-completer survey sent to Board of Regents, photocopies of degree program reviews received from Board of Regents, correspondence with Board of Regents, and photocopies of letters of intent received from departments.

RETENTION: Letters of intent: Retain in office 6 years after termination of contract, then destroy by shredding then landfill. All other contents: Retain 5 years in office, then transfer to University Archives.

BUDGET PREPARATION FILES

This series contains campus and off-campus correspondence, file notes, photocopies of surveys and statistical reports generated in this office and received from campus offices, Academic Affairs procedural guidelines, and computer-generated ledger sheets received from Budget and Planning.

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

BUDGET REVIEW FILES

This series includes but may not be limited to Operating Budgets for Fiscal Years received from Budget and Planning, campus correspondence, monthly financial statements received from Accounting Services, budget requests, budget amendments, and approved budgets received from Budget and Planning.

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. All other contents: Retain 3 years in office, then destroy by landfill.

BULLETINS FILE

This series contains drafts and campus correspondence.

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. Drafts: Retain 2 years in office, then destroy by landfill.

CAMPUS CORRESPONDENCE SENT

This series contains photocopies of campus correspondence sent.

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

Archives.

CLASS MANAGEMENT REPORT

This series contains statistical reports received from Office of

Budget and Planning.

RETENTION: Retain 1 year in office, then destroy by shredding

then landfill.

CLASS SIZE REPORTS (OBSOLETE)

This series contains computer-generated reports.

RETENTION: Destroy by landfill.

COLLEGE FILES

This series includes but may not be limited to campus and off-campus correspondence, photocopies of candidate schedules, photocopies of press releases received from Office of Public Relations, file notes, photocopies of contracts, photocopies of legal opinions received from University Attorney and from Equal Opportunity Programs, photocopies of job descriptions received from Human Resource Management, and the following received from departments: photocopies of meeting minutes, photocopies of statistical reports, bulletins, photocopies of grant reports, studies, surveys, photocopies of building specifications, photocopies of agreements, photocopied publication excerpts, photocopies of class rosters, and photocopies of grade sheets.

RETENTION: Retain permanently in office.

COMPUTER DRAFTS AND REPORTS

This series contains catalog drafts and database-generated reports.

RETENTION: Retain in office until computer file is updated, then destroy by recycling.

CONSENT DECREE FILES

This series includes but may not be limited to formal meeting minutes received from University Coordinating Council, campus and off-campus correspondence, reports received from Southern University, legal opinions, publication excerpts, and the following generated in Academic Affairs: brochures, policy statements and guidelines, procedural guidelines, reports, speeches, press releases, bulletins, and grant applications.

RETENTION: Retain 10 years in office, then transfer to University Archives.

COORDINATOR SUBJECT FILES

This series contains photocopies of campus correspondence, reports received from on and off campus, and photocopies of policy statements received from Office of the Chancellor.

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

COORDINATOR WORKING FILES

This series includes but may not be limited to file notes, computer use guidelines, campus and off-campus correspondence, curriculum lists received from campus offices, reports received from campus offices, and off campus near-print informational material.

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

COURSES FILES

This series includes but may not be limited to campus and off-campus correspondence and the following received from the Faculty Senate Courses and Curricula Committee: meeting schedules, meeting agendas, formal meeting minutes, campus and off-campus correspondence, annual reports, and survey questionnaires received from departments.

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

CURRICULA FILES

This series includes but may not be limited to Academic Affairs procedural guidelines, campus and off-campus correspondence, and the following received from the Faculty Senate Courses and Curricula Committee: meeting schedules, meeting agendas, formal meeting minutes, photocopies of campus and off-campus correspondence, and annual reports.

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

DEAD LEAVE RECORDS

This series contains leave requests and LSU-5 Attendance and Leave Records.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

DEGREE PROGRAMS DATABASE FILES

This series contains campus correspondence and curriculum database update forms received from Student Records and Registration.

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. All other contents: Retain 2 years in office, then destroy by landfill.

DEPARTMENT ENROLLMENT STATISTICS NOTEBOOKS

This series contains annual statistical report received from

Budget and Planning.

RETENTION: Retain in office while active, then destroy by

recycling.

ELECTRONIC SPREADSHEETS

This series contains spreadsheets that are recorded on electronic media such as hard disks or floppy diskettes: a) when used to produce hard copy that is maintained in organized files or b) when 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.

FACULTY DEVELOPMENT SURVEY REPORT, 1983 (OBSOLETE)

This series contains the 1983 SAS report, "Table of Ql by Q2--

Your Current Academic Rank at LSU."

RETENTION: Destroy by shredding then landfill.

FACULTY SENATE NOTEBOOKS

This series contains the following received from Faculty Senate

Office: photocopies of formal meeting minutes, photocopies of

formal agendas, and photocopies of resolutions.

RETENTION: Retain permanently in office.

FACULTY SENATE STANDING COMMITTEES FILES

This series contains the following received from Faculty Senate

Standing Committees: formal meeting minutes, agendas, campus

correspondence, and reports.

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

Archives.

FIVE YEAR PLANS, 1982 (OBSOLETE)

This series contains Five-Year Plans received from colleges and departments.

RETENTION: Transfer to University Archives.

FLOPPY-DISK PAPER FILE NOTEBOOK

This series contains computer-generated forms and letters.

RETENTION: Retain in office while active, then destroy by

recycling.

GRADUATE CATALOG FILES

This series contains drafts and campus correspondence.

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. Drafts: Retain in office while active, then destroy by landfill.

GRANT FILES

This series contains grant proposals, annual award letters received from off campus, campus and off-campus correspondence, procedural guidelines, press releases, file notes, school records received from off campus, and studies.

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. Grant records: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. Student records: Retain iii office 5 years after graduation term or term of last attendance, then destroy by shredding then recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.

INSTITUTE FILES

This series includes but may not be limited to photocopies of campus and off-campus correspondence and photocopies of policy guidelines received from Board of Regents.

RETENTION: Retain permanently in office.

LAW SCHOOL CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

Archives.

LOUISIANA EDUCATION QUALITY SUPPORT FUND ENHANCEMENT GRANT FILES

This series contains photocopies of meeting minutes and agendas received from the Board of Regents, campus and off-campus correspondence, photocopies of procedural guidelines received from the Board of Regents, and file notes.

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

LSU I SOUTHERN UNIVERSITY INTER-UNIVERSITY COORDINATING COUNCIL

NOTEBOOK, 1981-1983 (OBSOLETE)

This series contains correspondence and photocopies of formal meeting minutes.

RETENTION: Transfer to University Archives.

LSU BUDGET REPORTS, 1974-1988 (OBSOLETE)

This series contains computer-generated annual term and session

budgets received from campus offices.

RETENTION: Destroy by landfill.

LSU GENERAL CATALOG PREPARATION FILES, 1981-1983 (OBSOLETE)

This series contains campus correspondence, log sheets, faculty

lists, and course descriptions.

RETENTION: Destroy by shredding then landfill.

LSU GENERAL CATALOGS

This series contains LSU General Catalogs.

RETENTION: Retain permanently in office.

LSU LEAVE TRACKING SYSTEM LIST FILE

This series contains a computer-generated list received from

Human Resource Management.

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

then landfill.

NEW FACULTY AND ADMINISTRATORS REPORT

This series contains a list received from Instructional Support and Development.

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

OFFICE OPERATING BUDGET FILES

This series contains monthly ledger sheets received from

Accounting Services and photocopies of the following sent to

Accounting Services: invoices, requisitions, internal

transactions, Travel Expense Vouchers, and receipts.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by shredding then landfill.

ONLINE DATABASE UPDATE FILES

This series contains file notes, Academic Affairs procedural guidelines, and campus and off-campus correspondence.

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

POLICY STATEMENTS

This series contains photocopies of policy statements received from Office of the Chancellor.

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

PROCEDURAL GUIDELINES

This series contains photocopies of procedural guidelines

received from Office of the President.

RETENTION: Retain permanently in office.

PROFESSIONAL ACCREDITATION FILES

This series contains accreditation data-gathering forms received

from departments, accreditation data reports sent annually to the

Board of Regents, file notes, file lists, correspondence with the

Board of Regents, and procedural guidelines received from the

Board of Regents.

RETENTION: Retain permanently in office.

PROFESSIONAL SCHOOL BULLETINS

This series contains LSU professional school bulletins.

RETENTION: Retain permanently in office.

QUESTIONNAIRES

This series contains photocopies of questionnaire forms received

from off campus.

RETENTION: Retain permanently in office.

REQUEST TO DROP/ADD COURSES FILES

This series contains NCR copies of Requests to Drop/Add Courses from Class Schedule received from offices of deans.

RETENTION: Record (master) copy: Retain 3 years in office, then destroy by landfill. Duplicates: Retain 1 year in office, then destroy by landfill.

RESEARCH ASSOCIATE READY REFERENCE FILES

This series contains LSU catalogs, LSU bylaws, and revised policy statements.

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

RESEARCH ASSOCIATE WORKING FILES

This series contains annotated photocopies of excerpts from manuals, photocopies of title code lists received from Personnel Office, and photocopies of policy statements received from Office of the Chancellor.

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

SALARY REPORTS, 1985-1989 (OBSOLETE)

This series contains computer-generated summaries, tables, and lists received from campus offices, including but not limited to the following: final raise lists, vacant positions lists, raise summaries lists, and salary increase lists.

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

SALARY RUN FOR ACTIVE PERSONNEL REPORT

This series contains a computer-generated salary report received quarterly from Human Resource Management.

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

SCHOLARSHIPS FILES

This series contains ledger sheets received from Accounting

Office, scholarship authorization letters, and correspondence.

RETENTION: Retain in office until summarized, then destroy by

shredding then landfill.

SEARCH FILES

This series contains campus and off-campus correspondence, meeting schedules and agendas received from campus offices, and photocopies of faculty job applications.

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. All other contents: Retain 1 year in office, then destroy by shredding then landfill.

SELF-STUDY FILES, 1982-1983 (OBSOLETE)

This series contains campus and off-campus correspondence, survey forms received from campus offices, and photocopies of report sent to Southern Association of Colleges and Schools.

RETENTION: Transfer to University Archives.

SOUTHERN ASSOCIATION OF COLLEGES AND SCHOOLS ASSESSMENT FILES

This series contains surveys, plans, reports generated in this office and in cooperation with Budget and Planning, photocopies of reports received from off campus, guidelines received from off campus, a ten-year self-study report sent off campus, and campus and off-campus correspondence.

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

SPECIAL TOPICS FILE

This series contains Special Titles for Special Topics forms.

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

STAFF AND STUDENT FILES

This series contains photocopies of staff evaluations sent to Human Resource Management, photocopies of leave records, NCR copies of grade sheets, unofficial transcripts, and campus and off-campus correspondence.

RETENTION: Staff files: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Student files: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then recycling.

STUDENT ASSISTANT FILES

This series contains photocopies of student timesheets sent to Payroll, NCR copies of personnel action forms received from Human Resource Management, and work schedules.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

STUDENT CONCERNS FILES

This series contains campus and off-campus correspondence, photocopies of student papers, photocopies of examinations, NCR copies of grade sheets, and unofficial transcripts.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then recycling.

TELEPHONE MESSAGE BOOKS

This series contains NCR copies of telephone message slips.

RETENTION: Retain 1 year in office, then destroy by landfill.

TERMINATED OF EXPIRED LETTERS OF INTENT

This series contains photocopies of letters of intent.

RETENTION: Retain in office 6 years after termination of

contract, then destroy by shredding then landfill.

UNDERGRADUATE CATALOG FILES

This series contains drafts and campus correspondence.

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. Drafts: Retain in office while active, then destroy by landfill.

UNITED WAY AND US BONDS FILES

This series contains photocopies of the following: campus correspondence, weekly key person reports, checks, and pledge cards.

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

VICE-CHANCELLOR ADMINISTRATIVE FILES

This series includes but may not be limited to formal and informal meeting minutes, schedules, agendas, campus and off-campus correspondence, policy statements, procedural guidelines, reports, statistical worksheets, speeches, press releases, bulletins, grant applications, studies, surveys, building specifications, equipment inventories, file notes, contracts, leases, agreements, legal opinions, bid records, budget requests, audit reports, financial statements, requisitions, purchase orders, receipts, invoices, travel vouchers, class rosters, grade sheets, student papers, student examinations, and travel authorizations.

RETENTION: Student papers and examinations: Retain in office 1 year after term submitted, then destroy by shredding then landfill. All other contents: Retain 3 years in office1 then transfer to University Archives.

VICE-CHANCELLOR ADMINISTRATIVE FILES

This series contains photocopies of articles, statistical surveys, and the following generated here or received from Budget and Planning: spreadsheets and worksheets.

RETENTION: Retain permanently in office.

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 the 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.

OFFICE OF PROVOST AND VICE-CHANCELLOR FOR ACADEMIC AFFAIRS

Draft Retention Schedule: Amendment

It is our understanding that some of the records from the former

Office of the Dean, Academic Services were transferred to you.

The retentions for those records are as follows:

ACADEMIC SERVICES GENERAL FILES

This series contains campus and off-campus correspondence, photocopies of procedural guidelines received from campus offices, statistical reports generated here and received from campus offices, surveys generated here and received from campus offices, photocopies of budgets received from departments, computer-generated Equipment Inventories received from Telecommunications, leave records of directors received from departments, all photocopies of off-campus near-print informational material.

RETENTION: Leave records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Procedural guidelines, statistical reports, and surveys: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by recycling. All other contents: Retain 3 years in office, then destroy by recycling.

ASSISTANT TO THE DEAN WORKING FILES

This series contains photocopies of policy statements received from Office of the Chancellor, photocopies of Permanent Memoranda received from Office of the President, off-campus near-print informational material, correspondence, and photocopies and originals of procedural guidelines generated here and received from campus offices.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office until superseded, then destroy by landfill.

COUNCIL OF ASSISTANT AND ASSOCIATE DEANS FILES

This series contains photocopies of campus correspondence sent to council member - photocopies of reprints of journal articles, and photocopies of policy statements received from Office of the Chancellor.

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

DEAN ADMINISTRATIVE FILES

This series contains photocopies and originals of meeting minutes received from campus offices, campus and off-campus correspondence, policy statements, personnel action forms, file notes, official near-print informational material, photocopies of agenda received from campus offices, photocopies of studies sent to departments, photocopies of procedural guidelines received from campus offices, photocopies of reports sent to departments, and statistical summaries.

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

DOCUMENTS FILES

This series contains photocopies of meeting minutes received from

Board of Supervisors, photocopies of campus correspondence

received, photocopies of proposal drafts, catalogs received from

off campus, photocopies of reports, and photocopies of policy

statements received from Office of the Chancellor.

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

ENROLLMENT AND GRADUATION SUMMARIES

This series contains computer-generated Enrollment Summaries received from Budget and Planning and computer-generated

Graduation Summaries received from Budget and Planning.

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

GOVERNOR SPECIAL COMMISSION ON EDUCATION SERVICES FILES

This series contains photocopies of the following received from off campus: agendas, meeting minutes, meeting announcements, and reports.

RETENTION: Retain in office 3 years, then transfer to University Archives.

NEWSLETTERS

This series contains drafts of Academic Services newsletters.

RETENTION: Retain in office while active, then destroy by

recycling.

OPERATING BUDGETS FOR FISCAL YEARS

This series contains photocopies of Operating Budgets for Fiscal

Years received from Budget and Planning.

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

"THE NEWS" NEWSLETTERS

This series contains newsletters.

RETENTION: Retain in office while active, then transfer to

University Archives.