EXECUTIVE OFFICES/STUDENT AID AND SCHOLARSHIPS
ACCOUNTING AND PURCHASING FILES, 1973-1981 (OBSOLETE)
This series contains NCR copies of Internal Transactions sent to Accounting Services1 NCR copies of invoices received from Printing Services, and NCR copies of Purchase Orders sent to Purchasing.
RETENTION: Destroy by shredding then landfill.
ADMINISTRATIVE OUT-OF-STATE LOANS FILES
This series contains correspondence, master forms, off-campus near-print informational material, procedural guidelines received from off campus, contracts received from off campus, and computer-generated file lists received from off campus.
RETENTION: Retain permanently in office.
ADMINISTRATIVE SECRETARY ADMINISTRATIVE FILES
This series contains photocopies of policy statements received from Office of the Chancellor and generated here, photocopies of procedural guidelines, Federal Regulation Update Notices received from off campus, LSU Catalogs, statistical worksheets, and Financial Aid Handbooks received from off-campus.
RETENTION: Retain in office while active, then destroy by landfill.
ADMINISTRATIVE SECRETARY WORKING FILES
This series includes but may not be limited to photocopies of the following: procedural guidelines received from Accounting Services, campus and off-campus correspondence, statistical reports received from campus, Equipment Inventories received from Property Control, contracts, leases, agreements, audit reports received from off campus, Purchase Orders received from Purchasing, requisitions, and invoices received from off campus.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
AGENCY MANUALS
This series contains manuals received from off campus.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
ARCHITECTURAL PLANS
This series contains blueline drawings received from Facility
Development.
RETENTION: Transfer to University Archives.
ASSOCIATE DIRECTOR ADMINISTRATIVE FILES
This series includes but may not be limited to campus and off-campus correspondence, photocopies of student applications, photocopies of requests sent to campus offices, sample scholarship letters, photocopies of statistical reports sent to Budget and Planning, and photocopies of statistical reports received from departments.
RETENTION: Student records: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then landfill. All other contents: Retain 5 years in office, then transfer to University Archives.
ASSOCIATE DIRECTOR ADMINISTRATIVE FILES
This series includes but may not be limited to campus and off-campus correspondence, photocopies of procedural guidelines, photocopies and originals of staff work schedules, photocopies of reports received from campus and off campus, photocopies of FISAP report sent to U.S. Department of Education, and photocopies of legislative audits received from off campus.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. FISAP report: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, 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, then destroy by landfill.
ASSOCIATE DIRECTOR PERSONNEL FILES
This series includes but may not be limited to campus and off-campus correspondence, photocopies of agreements received from off campus, photocopies of meeting minutes received from Louisiana Association of Student Financial Aid Administrators, photocopies of reports received from Budget and Planning and Board of Supervisors, exception letters received from Board of Supervisors, file notes, off-campus near-print informational material, photocopies of Student Aid and Scholarships procedural guidelines, and photocopies of yearly student budgets.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
ASSOCIATE DIRECTOR PERSONNEL FILES
This series includes but may not be limited to campus and off-campus correspondence and the following sent to Human Resource Management: photocopies of job descriptions, photocopies of job advertisements, NCR copies of Per-l Requests for Permission to Fill a Vacancy, NCR copies of Per-3 Personnel Status Changes, NCR copies of Per-40 Contracts for Unclassified Employees, and NCR copies of Per-2 personnel Appointments.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
ATHLETES ON ADDITIONAL FINANCIAL AID FILES, 1978-1983 (OBSOLETE)
This series contains NCR copies of correspondence, procedural
guidelines, computer-generated and original Batch Controls and
NCR copies of Southeastern Conference Official Individual
Eligibility Certificates sent off campus.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
ATHLETIC SCHOLARSHIP SQUAD LISTS
This series contains originals and photocopies of file lists received from Athletic Department.
RETENTION: Retain permanently in office.
ATHLETIC STUDENT AWARD LETTERS
This series contains photocopies of award letters received from Athletic Department.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
BUDGET FILES, 1986-1988 (OBSOLETE)
This series contains monthly ledger sheets received from Accounting Services, price lists, photocopies of check requests sent to Accounting Services, Batch Controls, NCR copies of Student Aid Reports received from U.S.Department of Education, and NCR copies of Treasurer Receipts received from Office of Bursar Operations.
RETENTION: Student Aid Reports: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then landfill. Monthly ledgers: Record (master) copy: Retain permanently in office.
Duplicates: Retain in office until superseded, then destroy by recycling. All other contents: Retain 3 years in office, then destroy by shredding then landfill.
BY-LAWS AND REGULATIONS OF BOARD OF SUPERVISORS, 1958
This series contains a near-print manual received from Board of
Supervisors.
RETENTION: Transfer to University Archives.
CHECK LISTS
This series contains photocopies of lists of student checks, sent to the Office of Bursar Operations.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
COUNSELING STATISTICS WORKSHEETS
This series contains statistical worksheets with student name, time, and counselor.
RETENTION: Retain in office until summarized, then destroy by shredding then recycling.
DIRECTOR ACCOUNTING FILES, 1963-1987 (OBSOLETE)
This series contains campus and off-campus correspondence, off-campus near-print informational material, procedural guidelines, photocopies of Requests for Budget Adjustment sent to Budget and Planning, photocopies of budget worksheets, photocopies of monthly financial statements received from off campus offices, monthly ledger sheets received from Accounting Services, photocopies of vouchers sent to Accounting Services, photocopies of student assistant timesheets sent to Payroll, computer-generated loan and grant registers received from Data Processing, worksheets, file lists, bank card statements received from off campus, photocopies of scholarship applications received from students, photocopies of check requests sent to Accounting Services, NCR copies and photocopies of award letters sent to Collections and Student Records and Registration, financial aid reports received from off campus, self study reports, file notes, and scholarship cards.
RETENTION: Student assistant timesheets: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Scholarship applications and scholarship cards: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill. Duplicates:
Retain in office while active, then destroy by shredding then landfill. Award letters, budget and accounting records, and loan and grant registers: Record (master) copy: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then landfill. All other contents: Retain 5 years in office, then transfer to University Archives.
DIRECTOR ADMINISTRATIVE FILES
This series includes but may not be not limited to campus and off-campus correspondence, off-campus near-print informational material, and photocopies of monthly statistical reports received from Admissions.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
DIRECTOR HANDBOOK AND MANUALS
This series contains handbooks and manuals received from LSU
Equal Employment Office and off campus.
RETENTION: Retain permanently in office.
DIRECTOR PERSONNEL FILES
This series includes but may not be limited to photocopies of performance evaluations sent to Human Resource Management, photocopies of job descriptions received from Human Resource Management, and campus correspondence.
RETENTION: Employee records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All other contents:
Retain 5 years in office, then destroy by shredding then landfill.
DIRECTOR SUBJECT FILES
This series includes but may not be limited to photocopies and originals of statistical reports sent to Office of the Associate Vice-Chancellor, Program Participation Agreements, photocopies of policy statements received from Office of the Chancellor, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, and annual reports received from Accounting Services.
RETENTION: Retain permanently in office.
DIRECTORIES
This series contains directories received from campus and off campus.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
FEE EXEMPTION PROGRAMS FILES
This series includes but may not be limited to eligibility reports received from Student Records and Registration, Office of Bursar Operations, and International Student Office.
RETENTION: Retain 10 years in office, then destroy by shredding then landfill.
FINANCIAL AID ATHLETICS FILES
This series contains guidelines received from National Collegiate
Athletic Association and Academic Affairs.
RETENTION: Retain permanently in office.
FISAP REPORT WORK PAPERS, 1984-1986 (OBSOLETE)
This series contains campus correspondence, photocopies of vouchers sent to Accounting Services, statistics cards, photocopies of Stop Payments sent to Accounting Services, photocopies of Check Requests sent to Accounting Services, computer-generated Federal Funds Restoration for Resigning Students, photocopies of treasurer receipts received from Office Bursar Operations, photocopies of Housing Deposits sent to Office of Bursar Operations, photocopies of obsolete forms, and worksheets.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions or while active, whichever is longer, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then landfill.
FISCAL OPERATIONS REPORTS
This series contains photocopies of annual reports sent to U.S. Department of Education.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
GENERAL LEDGERS
This series contains ledgers received from Budget and Planning.
RETENTION: Retain in office while active, then destroy by
shredding then landfill.
LEAVE SLIPS
This series contains leave requests.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
LSU CATALOGS
This series contains LSU catalogs.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
MONTHLY ACTIVITY LODGERS
This series contains computer-generated monthly activity ledgers received from Accounting Services.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
NASFAA TRAINING MANUAL
This series contains training manuals received from NASFAA.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
NATIONAL MERIT SCHOLARSHIP FILES
This series includes but may not be limited to off-campus correspondence and student lists received from off campus.
RETENTION: Retain 10 years in office, then destroy by shredding then landfill.
NEED ANALYSIS REPORT FILES, 1985-1989 (OBSOLETE)
This series contains campus correspondence and student Financial Aid Forms.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
OFFICE CAMPUS CORRESPONDENCE
This series contains campus correspondence.
RETENTION: Retain 5 years in office, then transfer to University
Archives.
PELL GRANT BIMONTHLY REPORTS
This series contains bimonthly reports sent to and then received from the U.S. Department of Education.
RETENTION: Record (master) copy: Retain in office 5 years after award year has ended, or until resolution of any federal audit questions, then destroy by shredding then landfill. Duplicates:
Retain in office while active, then destroy by shredding then landfill.
PERSONNEL FILES
This series contains letters of reference, resumes, campus correspondence, photocopies and originals of LSU-5 Attendance and Leave Records and the following sent to Human Resource Management: photocopies of employee performance evaluations, NCR copies or photocopies of LSU-l Personnel Actions, photocopies of Per-l Requests for Permission to Fill a vacancy, photocopies of Per-2 Personnel Appointments, photocopies of Per-3 Personnel Status Changes, NCR copies of Per-40 Contracts for Unclassified Employees, and annotated photocopies of Position Descriptions.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
PROCEDURES FILE
This series contains annotated samples of forms, file notes, file
lists, and annotated examples of loan applications.
RETENTION: Retain permanently in office.
REGISTER OF CONTRIBUTORS TO LSU LOAN FUND, ca. 1920 (OBSOLETE)
This series contains a register listing contributors.
RETENTION: Transfer to University Archives.
REGISTRATION REFUNDS COMPUTATION FILES
This series contains photocopies of campus correspondence, refund computation worksheets, and photocopies of fee bills.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
SAMPLE AND MASTER FORMS FILE
This series contains sample worksheets, master forms and forms received from off campus.
RETENTION: Master forms: Retain permanently in office. All other contents: Retain in office until superseded, then destroy by landfill.
SCHOLARSHIP FILES
This series contains annual reports, campus correspondence, photocopies of master forms, procedural guidelines, and photocopies and originals of file lists.
RETENTION: Retain permanently in office.
SCHOLARSHIP RECIPIENT REPORTS
This series contains annual LSU Scholarship Recipient Reports.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
STATE GUARANTEE AGENCY MANUAL
This series contains photocopies of manual of instructions
received from State Office of Student Aid.
RETENTION: Retain permanently in office.
STUDENT AID EXPENDITURE FILES
This series contains computer-generated lists received from Data Processing.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
STUDENT EMPLOYMENT AND SCHOLARSHIPS ANNUAL REPORT, 1939-1950 (OBSOLETE)
This series contains the annual report of the Office of Student Employment and Scholarships.
RETENTION: Transfer to University Archives.
STUDENT EMPLOYMENT LOAN SCHOLARSHIPS COMMITTEE MEETING MINUTES,
1938-1958 (OBSOLETE)
This series contains meeting minutes.
RETENTION: Transfer to University Archives.
STUDENT FINANCIAL RECORDS FILES
This series contains photocopies of Internal Revenue Service 1040s received from students, Needs Analysis Reports received from ACT and Department of Education, photocopies or originals of verification documents, photocopies of completed loan applications, and award letters.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
STUDENT LOAN FUND COMMITTEE MEETING MINUTES, 1957 (OBSOLETE)
This series contains meeting minutes.
RETENTION: Transfer to University Archives.
SUPPLEMENTAL EDUCATIONAL OPPORTUNITY GRANT AND STATE STUDENT
INCENTIVE GRANT AWARD LETTERS
This series contains NCR copies of award letters sent to Student Records and Registration.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
TAYLOR PLAN PROGRAM FILES
This series contains photocopies of lists of eligible students received from Board of Regents and photocopies of guidelines received from Board of Regents.
RETENTION: Lists: Retain in office while active, then destroy by shredding then landfill. Guidelines: Retain permanently in office.
TAYLOR PLAN SCHOLARSHIP APPLICATIONS FILES
This series contains transcripts received from Student Records and Registration, applications, correspondence, and Student Budget Data Screens.
RETENTION: Transcripts: 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 3 years in office, then destroy by shredding then landfill.
OFFICE OF THE DIRECTOR/STUDENT AID AND SCHOLARSHIPS
Draft Retention Schedule: Amendment
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.
EQUIPMENT INVENTORY FILES
This series contains procedural guidelines received from Property Control and photocopies of Equipment Inventories sent to Property Control.
RETENTION: Retain 1 year in office, then destroy by landfill.
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.
COLLECTIONS, STUDENT AID AND SCHOLARSHIPS
ACB DEPOSITS FILES
This series contains photocopies of deposit slips sent to Office
of Bursar Operations, file lists, worksheets, and computer-generated lists received from American Creditors Bureau.
RETENTION: Retain 3 years in office, then destroy by shredding then landfill.
ACCOUNT SUMMARY FILES
This series contains photocopies of the following sent to Accounting Services: summary vouchers, deposit receipts, check vouchers and check requests.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
ACCOUNTS TO BE WRITTEN OFF FILES
This series contains campus correspondence, file lists, loan posting cards, receipts received from Office of Bursar Operations, promissory notes, American Credit Bureau Cancellation Deletion notices received from off campus, and Student Loan Transmittals.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
ACCOUNTS TURNED OVER TO USDE FILES
This series contains computer-generated Billing Registers
received from U.S. Department of Education, photocopies of affidavits received from off campus, certified mail receipts, correspondence, C Form Financial Aid Reports received from ACT, award letters, scholarship applications, loan applications, and photocopies of income tax returns received from students.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
ACCUMULATED TRANSACTION DUMP
This series contains computer-generated reports received from Data Processing.
RETENTION: Retain in office while active, then destroy by
shredding then recycling.
ADDRESS CHANGE FILES
This series contains correspondence and file notes.
RETENTION: 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.
ASSISTANT DIRECTOR FOR AUTOMATION DAILY WORK FILES
This series contains correspondence, photocopies of Repayment
Schedules sent to borrower, processing forms, deposit sheets, and computer-generated lists received from Data Processing.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Record (master) copy: Retain in office 5 years from date of loan assignment, cancellation, or repayment, or until resolution of federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
ASSISTANT DIRECTOR FOR AUTOMATION PROCEDURES FILES
This series contains collection procedures manual and examples of completed forms.
RETENTION: Retain in office while active, then destroy by landfill
ASSISTANT DIRECTOR FOR COLLECTIONS WORKING FILES
This series contains National Direct Student Loan Annual Summary
worksheets, photocopies of computer-generated lists received from Data Processing, photocopies of deposit sheets sent to Accounting Services, correspondence, file notes, file lists, campus correspondence, procedural guidelines, and photocopies of Collections worksheets.
RETENTION: Campus and off-campus correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by shredding then landfill.
ASSISTANT DIRECTOR GENERAL FILES, 1969-1983 (OBSOLETE)
This series includes but may not be limited to computer-generated and annotated file lists, correspondence, survey reports, original copies and photocopies of worksheets, file lists, National Direct Student Loan repayment tables, original copies and photocopies of near-print informational material, job descriptions, campus correspondence, photocopies of federal reports sent off campus, key punch cards, and photocopies of forms or notices received from National Direct Student Loan.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
ATTORNEY GENERAL DEPOSITS FILES
This series contains monthly reports received from Office of the
Attorney General and ledger worksheets.
RETENTION: Retain 3 years in office, then destroy by landfill.
ATTORNEY LETTERS, 1979-1981 (OBSOLETE)
This series contains letters received from attorneys.
RETENTION: Record (master) copy: Retain in office 5 years from date of loan assignment, cancellation, or repayment, or until resolution of federal audit questions, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then landfill.
AUDITING NOTES FILE
This series contains annotated photocopies of computer-generated lists and annotated adding machine tape.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
AWARD LETTERS
This series contains annotated NCR copies of award letters received from Student Aid and Scholarships.
RETENTION: 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.
BORROWER NUMBER LISTING
This series contains photocopies of computer-generated lists received from Data Processing.
RETENTION: Retain in office while active, then destroy by shredding then recycling.
CAMPUS CORRESPONDENCE
This series contains campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then recycling.
CLERK CHIEF DAILY WORKING FILES
This series contains photocopies of Journal Vouchers sent to
Accounting Services, manuals, and procedural guidelines.
RETENTION: Retain in office while active, then destroy by
shredding then landfill.
CLERK DAILY WORK FILES
This series contains correspondence, and NCR copies of repayment schedules for National Direct Loan.
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, then destroy by shredding then landfill.
COLLECTIONS PROPOSALS
This series contains proposals received from off campus.
RETENTION: Retain 3 years in office, then destroy by landfill.
COMPUTER-GENERATED LISTS
This series contains the following computer-generated reports:
Interest Paid in Fiscal Year, Daily Batches, and Cumulative
Changes
RETENTION: Retain 3 years in office, then destroy by shredding
then recycling.
COMPUTER-GENERATED LISTS
This series contains the following computer-generated reports received from Data Processing: Student Loan Monthly Billing Register, List of Funds Advanced to Borrowers, Student Loan Trial Balance, and Student Loans Daily Batches.
RETENTION: Retain in office while active, then destroy by shredding then landfill-
CORRESPONDENCE
This series contains correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
DAILY DEPOSITS FILES
This series contains payment stubs, annotated adding machine tape, and Batch Control Sheets received from Data Processing.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
DEFERMENT AND CANCELLATION FILES
This series contains Requests for Partial Cancellation, Requests for Deferment of Payment, and correspondence.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
DELINQUENT ACCOUNTS REPORT
This series contains computer-generated lists received from Data
Processing.
RETENTION: Retain 3 years in office, then destroy by shredding
then landfill.
EMERGENCY LOAN FILES
This series contains the following received from Office of Bursar
Operations: NCR copies of Loans Received, computer-generated reports, and adding machine tapes.
RETENTION: Retain in office 5 years after award year has ended, or until final resolution, then destroy by shredding then landfill.
EMERGENCY LOAN LISTS
This series contains computer-generated lists received from
Office of Bursar Operations.
RETENTION: Retain 3 years in office, then destroy by shredding then landfill.
FEDERAL REPORTS
This series contains photocopies of federal reports sent to the U.S. Department of Education.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
FEE BILL REGISTER
This series contains computer-generated lists received from
Office of Bursar Operations.
RETENTION: Retain 3 years in office, then destroy by shredding
then landfill.
FISCAL YEAR END RUN CHECK OFF SHEETS
This series contains Fiscal Year End Run Check Of f Sheets.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
GENERAL LEDGERS
This series contains photocopies of general ledgers received from
Accounting Services.
RETENTION: Record (master) copy: Retain permanently in office. Duplicates: Retain in office until superseded, then destroy by recycling.
HEALTH PROFESSION STUDENT LOANS FILES
This series contains photocopies of general ledgers received from Accounting Services, photocopies of annual operating reports, statistical worksheets, and photocopies, NCR copies, and original copies of Federal Express and Certified mail receipts.
RETENTION: Retain in office while active, then destroy by landfill.
HPSL REPORTS
This series contains Health professional Student Loans statistical reports received from off campus.
RETENTION: Retain 3 years in office, then destroy by shredding then landfill.
INFORMATION FILES
This series contains campus correspondence and off-campus near-print informational material.
RETENTION: Campus correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents:
Retain in office while active or until superseded, then destroy by landfill.
IRS LISTS
This series contains computer-generated lists received from the Internal Revenue Service.
RETENTION: Retain in office until summarized, then destroy by shredding then recycling.
KEYPUNCH FORMS
This series contains keypunch forms sent to Data Processing.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
LATIN AMERICAN STUDENT LOAN FILES
This series contains Latin American Student Loan Fund forms and receipts received from Office of Bursar Operations.
RETENTION: Retain in office 5 years after award year has ended, or until final resolution, then destroy by shredding then landfill.
LATIN AMERICAN LOAN FILES 1979-1981 (OBSOLETE)
This series contains worksheets, daily posting sheets, and vouchers.
RETENTION: Retain in office 5 years after award year has ended, or until final resolution, then destroy by shredding then landfill.
LETTERS RECEIVED FROM DEPARTMENT OF EDUCATION
This series contains letters received from the U.S. Department of Education.
RETENTION: Record (master) copy: Retain in office 5 years after award year has ended, or until resolution of any federal audit questions, then destroy by shredding then landfill. Duplicates:
Retain in office while active, then destroy by shredding then landfill.
LISTS FOR FEDERAL REPORTS
This series contains computer-generated lists received from Data Processing.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
LISTS OF LOANS PAID OUT
This series contains computer-generated Lists of Loans Paid Out received from Data Processing.
RETENTION: Retain 3 years in office, then destroy by shredding then landfill.
LOAN COLLECTION PROCEDURES FILES
This series contains procedural guidelines.
RETENTION: Retain in office until superseded, then destroy by landfill.
LOAN INFORMATION FILES
This series contains off-campus near-print informational material, computer-generated Paid-in-Full reports, annotated promissory notes, letters received from U.S.Department of Justice, annotated computer-generated reports, correspondence, file notes, Discharge of Debtor reports received from bankruptcy court, file lists, photocopies of Charge Off Reports sent off campus, photocopies of Student Aid and Scholarship worksheets, Assignment Procedures received from U.S. Department of Education, and computer-generated lists received from U.S. Department of Education.
RETENTION: Perkins loan repayment records: Record (master) copy: Retain in office 5 years from date of loan assignment, cancellation, or repayment, or until resolution of federal audit questions, then destroy by shredding then landfill. Duplicates:
Retain in office while active, then destroy by shredding then landfill. All other contents: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill- Duplicates: Retain in office while active, then destroy by shredding then landfill.
MANUALS
This series contains near-print informational material received from off campus.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
MASTER FILES
This series contains loan applications, correspondence, photocopies of tax returns received from students, loan verifications received from off campus, photocopies of envelopes sent and returned, annotated computer-generated lists received from Data Processing, award letters, scholarship applications received from Student Aid and Scholarships, and Student Aid Reports received from Student Aid and Scholarships.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
MONTHLY SUMMARY REPORT
This series contains computer-generated lists received from Data Processing.
RETENTION: Retain in office until summarized, then destroy by shredding then recycling.
NDSL ASSIGNMENTS TO USDE FILES
This series contains photocopies of National Direct Student Loan program assignment forms, worksheets, photocopies of award letters, correspondence, financial aid applications, photocopies of Financial Need Analyses, NCR copies of financial aid transcript requests, and file lists.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
NDSL DIRECTORY OF LOW INCOME SCHOOLS
This series contains photocopies of lists received from National
Defense and Direct Student Loan Program.
RETENTION: Retain in office while active, then destroy by
recycling.
NDSL MASTER CONTROL POSTING CARD FILE, 1961-1974 (OBSOLETE)
This series contains National Direct Student Loan account posted
payment information cards.
RETENTION: Record (master) copy: Retain in office 5 years from date of loan assignment, cancellation, or repayment, or until resolution of any federal audit questions, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then landfill.
NDSL PAID-IN-FULL FILES
This series contains correspondence, photocopies of promissory notes, Student Aid Reports received from off campus, and repayment schedules.
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: Record (master) copy: Retain in office 5 years from date of loan assignment, cancellation, or repayment, or until resolution of federal audit questions, then destroy by shredding then landfill. Duplicates:
Retain in office while active, then destroy by shredding then landfill.
NDSL SUMMARY OF NOTES RECEIVABLE WORKSHEETS
This series contains National Direct Student Loan worksheets.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
PAID-IN-FULL LSU EMERGENCY LOANS FILES
This series contains LSU Student Loan Fund forms, receipts received from Office of Bursar Operations, Comprehensive Financial Aid Reports, off-campus near-print informational material, computer-generated Paid-in-Full reports, annotated promissory notes, letters received from U.S.Department of Justice, annotated computer-generated reports, correspondence, file notes, Discharge of Debtor reports received from bankruptcy court, file lists, Charge Off Reports sent off campus, photocopies of Student Aid and Scholarship worksheets, Assignment Procedures received from U.S. Department of Education, and computer-generated lists received from U.S. Department of Education.
RETENTION: Retain in office 5 years after award year has ended or until final resolution, then destroy by shredding then recycling.
PAYROLL INFORMATION FILES
This series contains photocopies of student timesheets sent to Accounting Services.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
PELL AND OTHER LOANS GENERAL FILES
This series includes but may not be limited to photocopies of vouchers, photocopies of check requests sent to Accounting Services, photocopies of bank statements, original copies and photocopies of worksheets, annotated file lists, file notes, photocopies of Reports of Defaulted Loans, certified mail receipts, application and fiscal operations reports, correspondence, computer-generated lists, NCR Treasurer Receipts, photocopies of checks sent to the Office of Bursar Operations, Equipment Resources Leasing Agreements, and procedural guidelines.
RETENTION: Record (master) copy: Retain in office 5 years after award year has ended, or until resolution of any federal audit questions, then destroy by shredding then landfill. Duplicates:
Retain in office while active, then destroy by shredding then landfill.
PENDING OR WRITTEN-OFF PROMISSORY NOTE FILES
This series contains promissory notes, correspondence, photocopies of death certificates, photocopies of disability medical statements, photocopies of Bankruptcy Discharge Reports, and repayment schedules.
RETENTION: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, or until final disposition of civil action, whichever is longer, then destroy by shredding then landfill.
PERKINS AND NDSL LOANS REPORTS FILES
This series contains photocopies of Application and Fiscal Operation Reports sent off campus, original copies and photocopies of general ledger sheets received from Accounting Services, photocopies of worksheets, and photocopies of vouchers sent to Accounting Services.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
PERSONNEL FILES
This series contains campus correspondence and Applications for Leave.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
POSTAL SERVICE BILLS FOR PERKINS LOANS
This series contains photocopies of postal charges for monthly
bills sent to LSU Campus Mail.
RETENTION: Retain 1 year in office, then destroy by landfill.
REGULATIONS ON STUDENT LOANS FUNDS FILES
This series contains campus and off-campus correspondence, meeting minutes, file lists, examples of applications received from off campus, and file notes.
RETENTION: Campus and off-campus 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 superseded, then destroy by landfill.
STATE AUDITOR LISTS, 1966-1972 (OBSOLETE)
This series contains photocopies of worksheets.
RETENTION: Destroy by shredding then landfill.
STATUS REPORTS
This series contains computer-generated status reports received from Office of the Attorney General.
RETENTION: Retain in office until summarized, then destroy by shredding then recycling.
STUDENT LOAN TRIAL BALANCE REPORTS
This series contains computer-generated lists received from Data
Processing.
RETENTION: Retain 3 years in office, then destroy by shredding
then landfill.
SUMMARY OF NOTES RECEIVABLE FILES
This series contains vouchers and check requests.
RETENTION: Retain 3 years in office, then destroy by shredding
then landfill.
SUPPLY ORDERING FILES
This series contains NCR copies of Requisition for Duplication sent to Copier Services, NCR copies of Internal Transactions sent to Accounting Services, and NCR copies of invoices sent to Accounting Services.
RETENTION: Retain 3 years in office, then destroy by landfill.
TEN-DAY LETTERS
This series contains photocopies of letters sent to borrowers requesting payment.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
LOANS AND GRANTS, STUDENT AID AND SCHOLARSHIPS
AGENCY HANDBOOKS
This series contains off-campus near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
APPLICANT ROSTER
This series contains computer-generated lists of applicants received from U.S.Department of Education.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
ASSISTANT DIRECTOR ADMINISTRATIVE FILES
This series contains photocopies of federal annual reports received from Office of the Director, photocopies of campus correspondence, off-campus near-print informational material, photocopies of policy statements received from Office of the Chancellor, photocopies of procedural guidelines, photocopies of audit worksheets received from State Guarantee Agency, and photocopies of Student Aid Budget worksheets received from Office of the Director.
RETENTION: Original campus correspondence: Retain ~ years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by shredding then landfill.
ASSISTANT DIRECTOR HANDBOOKS AND MANUALS
This series contains handbooks and manuals received from guarantee agencies and federal agencies.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
ASSISTANT DIRECTOR PELL GRANT REPORTS AND AWARD SUMMARIES
This series contains periodic reports received from federal agencies and photocopies of off-campus near-print informational material.
RETENTION: Record (master) copy: Retain in office 5 years after award year has ended, or until resolution of any federal audit questions, then destroy by shredding then landfill. Duplicates:
Retain in office while active, then destroy by shredding then landfill.
BORROWER LOAN LISTING FILES, 1988-1989 (OBSOLETE)
This series contains borrower loan listings received from off campus and school disbursement information reports received from off campus.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
CANCELED CHECK LISTINGS
This series contains a computer-generated check listing showing check cancellations sent to Accounting Services.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
CLERK CHIEF WORKING FILES
This series includes but may not be limited to campus correspondence and computer-generated monthly Pell and Supplemental Educational Opportunity Grant ledgers received from Accounting Services.
RETENTION: Campus correspondence Retain 5 years in office, then destroy by shredding then landfill. Grant ledgers: record (master) copy: retain in office 5 years after award year has ended, or until resolution of any federal audit questions, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then landfill.
CLERK WORKING FILES
This series includes but may not be limited to campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding then recycling.
CORRECTION NOTICES, 1988-1989 (OBSOLETE)
This series contains photocopies of correction notices sent to students.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
COUNSELOR APPLICANT RESUMES (NOT HIRED)
This series contains resumes received from job applicants who were not hired.
RETENTION: Retain 1 year in office, then destroy by shredding then landfill.
COUNSELOR CAMPUS CORRESPONDENCE FILES
This series contains campus correspondence and campus near-print informational material.
RETENTION: Campus correspondence: Retain 5 years in office, then destroy by shredding then recycling. Near-print informational material: Retain in office while active or until superseded, then destroy by landfill.
COUNSELOR INTERVIEW GUIDELINES NOTEBOOK
This series contains off-campus near-print informational
material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
COUNSELOR WORKING FILES
This series contains newsletters received from off campus, LSU Today, procedural guidelines, campus and off-campus correspondence, photocopies and originals of statistical reports generated here and received from Telephone Office, manuals received from campus and off-campus, and catalogs received from campus and off-campus.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by shredding then landfill.
DEFERMENT REQUESTS, 1990 (OBSOLETE)
This series contains photocopies of deferment requests sent to Student Records and Registration.
RETENTION: Retain 3 years in office, then destroy by shredding then landfill
ENROLLMENT VERIFICATION REPORTS
This series contains photocopies of computer-generated lists sent to Student Records and Registration.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
FISAP REPORT
This series contains FISAP reports sent to the U.S.Department of Education.
RETENTION: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
GUARANTEE AGENCY INFORMATION FILES, 1987-1988 (OBSOLETE)
This series contains correspondence, photocopies of Disclosure Statement received from off-campus, photocopies of Notices of Guarantee received from off-campus, file lists, and NCR copies of School Disbursement Information reports received from off-campus. RETENTION; Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then landfill.
GUARANTEED STUDENT LOAN CHECK LOG
This series contains a log with check amount, receipt date, and student name.
RETENTION: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
GUARANTEED STUDENT LOAN NEED ANALYSIS REPORTS, TO 1985 (OBSOLETE)
This series contains need analysis reports on microfiche.
RETENTION: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
IDEAL SYSTEM MANUAL
This series contains photocopies of manuals received from
Louisiana Student Financial Assistance Commission.
RETENTION: Retain in office until superseded, then destroy by landfill.
LEDGERS
This series contains monthly ledgers received from Accounting
Services.
RETENTION: Record (master) copy: Retain permanently in office.
Duplicates: Retain in office until superseded, then destroy by
recycling.
LENDERS CARD FILE
This series contains cards with lender names and addresses.
RETENTION: Retain in office until superseded, then destroy by
landfill.
LISTING OF FIRST-TIME BORROWERS
This series contains computer-generated lists.
RETENTION: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
LOAN APPLICATIONS NOT NEEDED FILES
This series contains loan applications received from students.
RETENTION: Retain in office until award year has ended, then
destroy by shredding then landfill.
LOAN CHECK LISTINGS FILE, 1988-1989 (OBSOLETE)
This series contains campus correspondence sent.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
LOAN SIGNATURE CARDS
This series contains cards giving name, date, Social Security number, amount, name of bank, and type of loan.
RETENTION: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
LOAN STATUS REPORTS
This series contains status reports received from off campus.
RETENTION: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
LSU HANDBOOKS
This series contains LSU staff handbooks received from campus offices.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
NOTICE OF LOAN GUARANTEE AND DISCLOSURE STATEMENTS, 1988-1989 (OBSOLETE)
This series contains Notice of Loan Guarantee and Disclosure
Statements received from guaranteeing agency.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
PELL FILES
This series contains monthly ledger sheets received from Accounting Services, Student Payment Summaries received from the U.S. Department of Education, and photocopies of check requests sent to Accounting Services.
RETENTION: Record (master) copy: Retain in office 5 years after award year has ended, or until resolution of any federal audit questions, then destroy by shredding then landfill. Duplicates:
Retain in office while active, then destroy by shredding then landfill.
PELL GRANT TRANSACTION REGISTER
This series contains computer-generated monthly lists of Pell Grant check transactions received from Data Processing.
RETENTION: Record (master) copy: Retain in office 5 years after award year has ended, or until resolution of any federal audit questions, then destroy by shredding then landfill. Duplicates:
Retain in office while active, then destroy by shredding then landfill.
PELL GRANT TRANSACTIONS FILES
This series contains Student Aid Reports received from U.S.Department of Education, Payment Vouchers received from the U.S.Department of Education, record maintenance forms, and special requests forms.
RETENTION: Record (master) copy: Retain in office 5 years after award year has ended, or until resolution of any federal audit questions, then destroy by shredding then landfill. Duplicates:
Retain in office while active, then destroy by shredding then landfill.
PELL PAYMENT VOUCHERS RECEIVED (keys)
This series contains payment vouchers received from U.S.Department of Education.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
PELL PAYMENT VOUCHERS SENT
This series contains photocopies of payment vouchers sent to the
U.S. Department of Education.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
SCHOLARSHIP COUNSELOR WORKING FILES
This series includes but may not be limited to photocopies of procedural guidelines, photocopies of manuals, campus correspondence, and off-campus near-print informational material.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
STAFFORD LOAN DEFAULT NOTEBOOK
This series contains correspondence and computer-generated reports received from lenders.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
STUDENT AID REPORTS
This series contains student aid reports received from U.S.Department of Education.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
STUDENT EMPLOYMENT AND SERVICES TELEPHONE SERVICES FILES
This series contains NCR copies of Service Requests sent to
Telephone Office and photocopies of LSU Caller Identification forms.
RETENTION: Service Requests: Retain 3 years in office, then destroy by shredding then landfill. Caller Identification forms:
Retain in office while active, then destroy by shredding then recycling.
STUDENT TRANSACTION DATA FILES
This series contains computer-generated Pell Grant registers received from Data Processing, Stafford signature cards, computer-generated lists of student loan recipients, Supplemental Educational Opportunity Grant registers received from Data Processing, photocopies of account listings for assistantships received from Data Processing, and computer-generated ledgers for fellowships, Perkins Loans, National Direct Student Loan, and Scholarships received from Data Processing.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
SUPPLEMENTAL EDUCATIONAL OPPORTUNITY GRANT AND PELL GRANT CHECK REGISTERS
This series contains computer-generated check register received from Accounting Services.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
SUPPLEMENTAL EDUCATIONAL OPPORTUNITY GRANT LEDGERS AND PAYMENT VOUCHERS
This series contains ledgers received from Accounting Services and payment vouchers.
RETENTION: Record (master) copy: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then landfill.
TRANSMISSION REPORTS
This series contains computer-generated transmission reports.
RETENTION: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
QUALITY CONTROL, PERSONNEL, AND AUTOMATION/STUDENT AID AND SCHOLARSHIPS
ASSISTANT DIRECTOR PERSONNEL FILES
This series contains Personnel Actions received from Human Resource Management, leave slips, file notes, campus correspondence, original copies and photocopies of position descriptions received from Human Resource Management, and file lists.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
ASSISTANT DIRECTOR PERSONNEL LOG
This series contains a log tracking personnel forms sent.
RETENTION: Retain 3 years in office, then destroy by shredding
then landfill.
ASSISTANT DIRECTOR PROCEDURES FILES
This series includes but may not be limited to procedural guidelines received from campus offices and generated here.
RETENTION: Retain in office until superseded, then destroy by landfill.
ASSISTANT DIRECTOR WORKING FILES
This series includes but may not be limited to computer-generated Leave Tracking reports received from Human Resource Management, campus correspondence, procedural guidelines, file notes, photocopies of policy statements received from Human Resource Management, photocopies of pay scales received from Human Resource Management, photocopies of invoices sent to Accounting Services, and off-campus near-print informational material.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
COLLEGE BOARD FINANCIAL AID REPORTS
This series contains Financial Aid Form Need Analysis Reports received from the College Board.
RETENTION: Retain 3 years in office, then destroy by shredding then landfill.
COMPREHENSIVE FINANCIAL AID REPORT FILES
This series contains Comprehensive Financial Aid Reports received from ACT, master award letters, PLUS Loan Authorizations, Income Tax Statements, computer-generated tax returns, correspondence, Student Aid Data Forms, Student Aid Reports received from ACT, campus correspondence, Loan Guarantee and Disclosure Statements received from off campus, photocopies of I-9s, Financial Aid Transcripts received from off campus, carbon copies of Promissory Notes for Stafford Loans, worksheets, and photocopies of driver's license.
RETENTION: Retain in office 5 years after graduation or term of last attendance, then destroy by shredding then recycling.
PERSONNEL ADMINISTRATIVE FILES
This series includes but may not be limited to photocopies of computer-generated timesheets sent to Payroll, Payroll Check Distribution reports received from Payroll, and leave slips.
RETENTION: Timesheets: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All other contents:
Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
USA FUND FINANCIAL AID REPORTS
This series contains Financial Aid Institutional Reports received from USA Fund.
RETENTION: Retain 3 years in office, then destroy by shredding then landfill.
STUDENT EMPLOYMENT AND SCHOLARSHIPS/STUDENT AID AND SCHOLARSHIPS
ASSISTANT DIRECTOR ADMINISTRATIVE FILES
This series includes but may not be limited to campus and off-campus correspondence, file notes, off-campus near-print informational material, and photocopies of policy statements.
RETENTION: Original campus and off-campus correspondence:
Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by landfill.
ASSISTANT DIRECTOR REPORTS AND NEAR-PRINT INFORMATION FILES
This series includes but may not be limited to computer-generated reports, Government Documents manuals, bulletins, directories, and brochures.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
BOARD OF SUPERVISORS SCHOLARSHIP RECOMMENDATIONS
This series contains completed recommendation forms received from the Board of Supervisors.
RETENTION: Record (master) copy: Retain in office 5 years after award year has ended, or until resolution of any federal audit questions then destroy by shredding then landfill. Duplicates:
Retain in office while active, then destroy by shredding then landfill.
CHANCELLOR STUDENT AID REPORTS, 1983-1987 (OBSOLETE)
This series contains computer-generated reports received from Data Processing.
RETENTION: Retain in office 5 years after award year has ended, then destroy by shredding then recycling.
CLERK WORKING FILES
This series contains procedural guidelines, campus correspondence, file lists, and photocopies of policy statements.
RETENTION: Retain in office while active, then destroy by landfill.
CLERK CHIEF WORKING FILES
This series includes but may not be limited to Campus correspondence, campus near-print informational material, and file notes.
RETENTION: Campus correspondence: Record (master) copy: Retain 5 years in office, 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, then destroy by shredding then recycling.
CSAP/LSAP MONTHLY REPORTS
This series contains monthly Student Aid and Scholarships
CSAP/LSAP reports.
RETENTION: Retain in office 5 years after award year has ended, then destroy by shredding then recycling.
CUMULATIVE ACT ROSTERS
This series contains computer-generated reports listing incoming freshmen's student identification numbers, ACT scores, and high school grades.
RETENTION: Retain in office while active, then destroy by shredding then recycling.
DEPARTMENTAL SCHOLARSHIP RECOMMENDATIONS
This series contains NCR copies of scholarship recommendations received from departments.
RETENTION: Record (master) copy: Retain in office 5 years after award year has ended, or until resolution of any federal audit questions or while active, whichever is longer, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then landfill.
FEE AND GRADE REPORTS, 1986-1989 (OBSOLETE)
This series contains the following computer-generated reports received from Data Processing: fee reports and grade reports.
RETENTION: Retain in office 5 years after award year has ended, then destroy by shredding then recycling.
FEE EXEMPTION FILES, 1980-1988 (OBSOLETE)
This series contains campus correspondence and NCR copies of Fee Exemptions sent to departments.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then recycling.
GENERAL CORRESPONDENCE FILES
This series contains correspondence and sample letters.
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 recycling. Sample letters: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by recycling.
HIGH SCHOOL LETTERS SENT
This series contains photocopies of letters sent to high school students.
RETENTION: Retain in office 5 years after award year has ended, then destroy by shredding then landfill.
HIGH SCHOOL AND UNIVERSITY CODE TABLES
This series contains computer-generated reports listing code numbers for high schools and universities.
RETENTION: Retain in office until superseded, then destroy by recycling.
JOB PLACEMENT CARD FILE, 1986-1989 (OBSOLETE)
This series contains job placement cards with name, Social
Security number, and date.
RETENTION: Retain 3 years in office, then destroy by shredding
then landfill.
LMAA MUSIC SCHOLARSHIPS FILES
This series contains lists of awardees received from department, NCR copies of check requests sent to Accounting Services, and check receipts received from Accounting Services.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then recycling.
OTHER CAMPUSES SCHOLARSHIP NOTIFICATIONS
This series contains scholarship applications and letters sent to other LSU campuses.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
RESTRICTED EXPENDITURE LEDGERS, 1988-1989 (OBSOLETE)
This series contains photocopies of monthly ledger sheets received from Accounting Services.
RETENTION: Retain in office until superseded, then destroy by recycling.
ROTC HONOR SCHOLARSHIP FILES
This series includes but may not be limited to acceptance letters received from students, computer-generated reports listing awardees, photocopies of award letters sent to students, photocopies of letters sent, and NCR copies of check requests sent to Accounting Services.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then recycling.
SCHOLARSHIP ACCEPTANCE LETTERS RECEIVED
This series contains letters received from students.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
SCHOLARSHIP ACCOUNT LEDGERS
This series contains ledger sheets received from Accounting
Services.
RETENTION: Record (master) copy: Retain permanently in office.
Duplicates: Retain in office until superseded, then destroy by
recycling.
SCHOLARSHIP AWARD CORRESPONDENCE
This series contains correspondence.
RETENTION: Record (master) copy: Retain in office 5 years after award year has ended, or until resolution of any federal audit questions, then destroy by shredding then landfill. Duplicates:
Retain in office while active, then destroy by shredding then landfill.
SCHOLARSHIP BOOK
This series contains information sheets with scholarship name, award amount, and requirements.
RETENTION: Record (master) copy: Retain in office 5 years after award year has ended, or until resolution of any federal audit questions, then destroy by shredding then landfill. Duplicates:
Retain in office while active, then destroy by shredding then landfill.
SCHOLARSHIP DETERMINATION FILES
This series contains campus and off-campus correspondence, carbon copies of departmental scholarship recommendations received from departments, scholarship applications received from students, scholarship budget worksheets, and scholarship cash transactions received from off campus.
RETENTION: Retain in office 5 years after award year has ended, or until resolution of any federal audit questions, then destroy by shredding then landfill.
SCHOLARSHIP LEDGERS, 1986 (OBSOLETE)
This series contains student Aid and Scholarships ledgers.
RETENTION: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
SCHOLARSHIP REPORTS
This series contains computer-generated reports with student identification numbers, test scores, grade point averages, and schools attended.
RETENTION: Retain in office 5 years after award year has ended, then destroy by shredding then landfill.
SEARCH COMMITTEE FILES
This series includes but may not be limited to photocopies of correspondence, photocopies of resumes, and file notes.
RETENTION: Application materials of those not hired: Retain 1 year in office, then destroy by shredding then landfill. Application materials of those hired: 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. File notes: Retain in office while active, then destroy by recycling.
SPECIAL CHECKS REPORTS
This series contains computer-generated reports listing checks not received.
RETENTION: Retain in office until summarized for that award term, then destroy by shredding then recycling.
STATE AGENCY GRANTS AND LOANS FILES
This series includes but may not be limited to letters received
from state agencies, off-campus near-print informational material, computer-generated reports received from state agencies, and file notes.
RETENTION: Retain in office 5 years after award year has ended, then destroy by shredding then landfill.
STUDENT ASSISTANT PERSONNEL FILES
This series contains 1-9 Employment Eligibility Verifications, NCR copies of Per-17 turn-around documents, photocopies of Financial Aid Award Offers sent to students, Loyalty Oaths, International Student Office Employee Verification forms received from International Student Office, Student Employment Processing Forms received from Data Processing, NCR copies of Employment Certifications for Minors 16 and 17 received from off-campus, Enrollment Verifications, and photocopies of the following:
passports, birth certificates, and driver's licenses.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
STUDENT ASSISTANT TIME FILES
This series includes but may not be limited to class schedules
received from student, work schedules, sign in sheets, and photocopies of timesheets sent to Payroll.
RETENTION: Student timesheets: Retain in office until summarized, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by shredding then recycling.
STUDENT EMPLOYMENT ACCOUNTS REPORTS
This series contains computer-generated ledger sheets and computer-generated reports of account budgets and balances.
RETENTION: Retain in office 5 years after award year has ended or until final resolution of audit question, then destroy by shredding then landfill.
STUDENT EMPLOYMENT AWARDS FILES
This series contains photocopies of letters sent to students and computer-generated reports with the following information:
student identification number, department code, and amount of award.
RETENTION: Letters sent: Record (master) copy: Retain 5 years in office, then destroy by shredding then recycling. Duplicates:
Retain in office while active, then destroy by shredding then recycling. Reports: Retain in office while active, then destroy by shredding then recycling.
STUDENT EMPLOYMENT FILES, 1980-1989 (OBSOLETE)
This series contains computer-generated reports received from
Data Processing and annotated campus correspondence.
RETENTION: Retain in office 5 years after graduation term or
term of last attendance, then destroy by shredding then landfill.
STUDENT EMPLOYMENT MONTHLY REPORTS
This series contains computer-generated monthly reports with student identification number, funding balance, and account summary.
RETENTION: Retain in office until summarized for that award year, then destroy by shredding then recycling.
STUDENT FEE EXEMPTION FILES
This series contains carbon copies of student Fee Exemption
Allocation Cards sent to Office of Bursar Operations.
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.
WORK STUDY LEDGERS
This series contains Student Aid and Scholarships college work study ledgers.
RETENTION: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions, then destroy by shredding then landfill.
WORK STUDY REPORTS, 1960-1986 (OBSOLETE)
This series contains computer-generated college work study
reports.
RETENTION: Retain in office 5 years after submission of FISAP for relevant year, or until resolution of any federal audit questions.