DEPARTMENT OF ENGLISH

ACADEMIC AFFAIRS POLICY STATEMENTS AND PROCEDURAL GUIDELINES

This series contains photocopies of the following received from Academic Affairs: policy statements and procedural guidelines.

RETENTION: Retain in office until superseded, then destroy by recycling.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: Delete information in the database when no longer needed.

ADMINISTRATIVE SPECIALIST INFORMATION FILES

This series contains photocopies of campus correspondence, photocopies of Position Descriptions received from Human Resource Management, photocopies of grant applications sent to Office of Research, and Technology Transfer forms received from Office of Research -

RETENTION: Grant applications: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by shredding then recycling.

ADMINISTRATIVE SPECIALIST WORKING FILES

This series contains campus correspondence, contracts,

photocopies of Travel Expense Vouchers sent to Office of the

Dean, NCR copies of voucher log sheets sent to Office of the

Dean, and NCR copies of PER-i Requests for Permission to Fill a

Vacancy sent to Office of the Dean.

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

ANNUAL REPORTS FILES

This series contains photocopies of the following sent to Office of the Dean: annual reports, budget reports, budget forms, and job resumes.

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

ASSISTANTSHIPS AND FELLOWSHIPS BUDGET FILES

This series contains photocopies of budget worksheets and photocopies of PER-17 turn-around documents sent to Office of the Dean.

RETENTION: PER-17s: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Worksheets: Retain 1 year in office, then destroy by recycling.

BOARD OF REGENTS FILES

This series contains photocopies of annual reports sent to Office of the Dean, procedural guidelines received from campus offices,

reports on Board of Regents scholarships sent to Office of the Dean, and reports on M.A., M.F.A., and Ph.D. programs received from Admissions.

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

BOARD OF REGENTS TRIENNIAL REPORTS

This series contains reports received from Board of Regents.

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

BUDGET FILES

This series includes but may not be limited to NCR copies of Internal Transactions sent to Accounting Services, file notes, photocopies of invoices, photocopies of receipts, NCR copies of requisitions sent to Purchasing, and the following sent to Office of the Dean: NCR copies of Travel Expense Vouchers, photocopies of Requests for Budget Adjustment, NCR copies of PER-l Request for Permission to Fill a Vacancy, NCR copies of PER-3 Personnel Status Change, and Position Descriptions.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.

CAMPUS CORRESPONDENCE

This series contains photocopies of campus correspondence.

RETENTION: Retain 5 years in office, then destroy by shredding

then recycling.

CLASS LISTS

This series contains computer-generated Class Lists received from

Student Records and Registration.

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

destroy by shredding then landfill.

CLERK CHIEF INFORMATION FILES

This series contains photocopies of correspondence, photocopies of student information requests received from Admissions and from the Office of the Dean, enrollment statistics worksheets, registration booklets received from Student Records and Registration, and campus and off-campus near-print informational material.

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

CLERK CHIEF WORKING FILES

This series contains photocopies of campus and off-campus correspondence, sample forms, minutes of meetings, campus near-print informational material, policy statements received from Graduate School, procedural guidelines received from the Graduate School, contracts, photocopies of textbook orders sent to LSU Union Bookstore, photocopies of Requests for Budget Adjustments sent to Office of the Dean, budget reports, budget worksheets, computer-generated Operating Budget for Fiscal Year, and photocopies of maintenance and repair reports sent to Copier Management.

RETENTION: Textbook orders, budget records, and maintenance and repair reports: Retain 3 years in office, then destroy by

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

COMMENCEMENT FILES

This series contains lists of graduates received from the

Graduate School.

RETENTION: Retain in office while active, then destroy by

recycling.

COURSE INFORMATION NOTEBOOK

This series includes but may not be limited to photocopies of lists.

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

COURSE REQUESTS

This series contains photocopies of Course Requests sent to

Office of the Dean.

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

DAILY OFFICE OPERATIONS FILES

This series contains photocopies of campus correspondence and photocopies of the following received from Office of the Dean:

policy statements and procedural guidelines.

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

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to campus and off-campus correspondence, photocopies of grant applications and awards, reports, meeting minutes, file notes, file lists, procedural guidelines, photocopies of Requests for Addition of New Course sent to Office of the Dean, Code of Student Conduct received from Academic Affairs, photocopies of Inventories of Office Equipment received from Property Control, lists of departmental committees, photocopies of award nominations, and Space Inventory reports received from Budget and Planning.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Grant records: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. Course management records: Retain in office 1 year after term distributed, then destroy by shredding then landfill. Inventories: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.

DISSERTATION AWARDS FILES

This series contains photocopies of campus correspondence and photocopies of dissertation prospectuses received from students.

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.

ENGLISH MAJORS COURSE REGISTRATION CARD FILE

This series contains photocopies of English majors Registration

Cards received from Student Records and Registration.

RETENTION: Retain in office 1 year after graduation term or term

of last attendance, then destroy by shredding then landfill.

ENTERTAINMENT FILES

This series contains campus correspondence and file notes.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by recycling.

FACULTY APPLICATIONS FILES

This series contains job applicant letters or reference received from off campus, resumes received from off campus, and photocopies of writing samples received from off campus.

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

FACULTY CANDIDATES FILES

This series contains job applicant letters received from off campus, resumes received from off campus, photocopies of writing samples received from off campus, Per-18s, and interview evaluation forms.

RETENTION: Hired: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Not hired: Retain 1 year in office, then destroy by landfill.

FACULTY CORRESPONDENCE

This series contains campus correspondence.

RETENTION: Retain 5 years in office, then destroy by shredding then recycling.

in office while active, then destroy by recycling.

FACULTY EVALUATION FILES

This series includes but may not be limited to file lists, file notes, and photocopies of the following: campus correspondence, procedural guidelines, and employee performance evaluations sent to Office of the Dean.

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

shredding then landfill.

FACULTY LEAVE FILES

This series contains photocopies of LSU-5 Attendance and Leave

Reports received from Human Resource Management.

RETENTION: Retain in office 2 years after termination or until

final disposition of charge or civil action, then destroy by

FACULTY PERSONNEL FILES

This series includes but may not be limited to teacher evaluations, writing samples, Employment Record sheets, Biographical Data sheets, job applicant letters of reference, job applicant resumes, and NCR copies or photocopies of the following: campus and off-campus correspondence received, Degree Conferred transcripts, Per-18 Affirmative Action Compliance form sent to Human Resource Management,, insurance forms sent to Human Resource Management, newspaper clippings or excerpts from publications, contracts sent to Office of the Dean, 1-9 Employee Eligibility Verification sent to Human Resource Management, LSU-l Personnel Actions sent to Human Resource Management, PER-2 Personnel Appointments sent to Human Resource Management, PER-3 Personnel Status Changes sent to Office of the Dean, Employment Processing Forms received from Human Resource Management, Position Descriptions sent to Human Resource Management, and salary adjustments received from Academic Affairs.

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

FACULTY PROMOTION AND TENURE FILES

This series includes but may not be limited to letters of endorsement, faculty appointment forms sent to Graduate School, curricula vitae, photocopies of faculty publications, campus correspondence, writing samples, and photocopies of student/teacher evaluations.

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

FINAL EXAMINATIONS

This series contains master copies of final examinations.

RETENTION: Retain in office while active, then destroy by

recycling.

FRESHMAN ENGLISH INSTRUCTOR PERSONNEL FILES

This series includes but may not be limited to teacher evaluations received from Office of the Dean and photocopies of employee performance evaluations.

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

FRESHMAN ENGLISH MISCELLANEOUS FILES

This series contains campus and off-campus correspondence, campus near-print informational material, file notes, file lists, and sample forms.

RETENTION: 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.

FRESHMAN STUDENT GRADE APPEALS FILES

This series contains campus correspondence, initiating form, file notes, and students' papers.

RETENTION: Retain in office 1 year after graduation term or term of last attendance, then destroy by shredding then landfill.

GENERAL INFORMATION FILES

This series contains photocopies of price lists received from Plant Store, faculty office assignments lists, and campus and off-campus near-print informational material.

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

GRADE REPORTS

This series contains NCR copies of Grade Reports received from

Office of the Dean.

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

destroy by shredding then landfill.

GRADUATE APPLICATIONS FILES

This series contains off-campus correspondence and applications received from off campus.

RETENTION: Retain in office 1 year after application term, then destroy by shredding then landfill.

GRADUATE COURSES LISTS

This series contains lists of graduate courses offered during current and previous semesters.

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

GRADUATE DEGREE CANDIDATES LISTS

This series contains lists of degree candidates.

RETENTION: Retain in office until superseded, then destroy by

recycling.

GRADUATE DOSSIER FILES

This series contains letters of recommendation received from off campus and curricula vitae received from off campus.

RETENTION: Retain in office 1 year after application term, then destroy by shredding then landfill.

GRADUATE EXAMINATIONS FILES

This series contains campus correspondence and uncompleted examinations.

RETENTION: Retain in office 1 year after term submitted, then destroy by shredding then recycling.

GRADUATE FACULTY NOMINATIONS

This series contains nomination forms sent to Office of the Dean and curricula vitae.

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

GRADUATE OFFERS DECLINED FILES

This series contains letters received.

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

destroy by shredding then landfill.

GRADUATE PROGRAM INFORMATION REQUEST FILES

This series contains off-campus correspondence.

RETENTION: Retain in office while active, then destroy by

landfill.

GRADUATE STUDENT APPLICATIONS REJECTED FILES

This series includes but may not be limited to GRE reports received from off campus, Credential Analyses received from Admissions, and off-campus correspondence including letters of application.

RETENTION: Retain in office 1 year after application term, then destroy by shredding then landfill.

GRADUATE STUDENT PROGRESS FILES

This series contains graduate address lists received from Graduate Admissions, campus correspondence, near-print informational material, examination result lists, annual statistical progress reports, and file notes.

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

GRE SCORE REPORTS

This series contains GRE Score Reports received from Measurement and Evaluation.

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

JOB PLACEMENT FILES

This series contains campus correspondence, minutes of meetings, newspaper clippings or excerpts from publications, news releases, and curricula vitae.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by recycling.

LES BONS TEMPS

This series contains brochures generated here.

RETENTION: Retain in office while active, then transfer to

University Archives.

LSU GRADUATE CATALOGS

This series contains LSU Graduate Catalogs.

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

MIDTERM AND FINAL GRADE SHEETS

This series contains copies of Midterm Grade Sheets and Final

Grade Sheets sent to Student Records and Registration.

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

destroy by shredding then landfill.

MINORITY RECRUITMENT FILES

This series contains photocopies of annual reports sent to Office of the Dean, photocopies of campus and off-campus correspondence, and job applications.

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

PAYROLL CHECK DISTRIBUTION REPORTS

This series contains computer-generated Payroll Check

Distribution reports received from Accounting Services.

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

then recycling.

PER-17 APPOINTMENT FORMS

This series contains photocopies of PER-17 turn-around documents sent to Office of the Dean.

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

PHD EXAMINATION FILES

This series contains campus correspondence and preliminary examinations.

RETENTION: Retain in office 1 year after term submitted, then destroy by shredding then recycling.

POTENTIAL STUDENTS LISTS

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

REFERENCE NOTEBOOKS

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

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

SEMESTER FILES

This series contains photocopies of campus correspondence, photocopies of file lists, photocopies of textbook orders sent to the LSU Union Bookstore, photocopies of attendance records, examination notifications, course descriptions, NCR copies of Drop/Add Forms sent to Office of the Dean, and photocopies of the following received from Student Records and Registration: Course

Lists, Class Lists, Registration Cards, Grade Sheets, Class Management Reports, registration booklets, and Faculty Assignment Reports.

RETENTION: Textbook orders: Retain 3 years in office, then destroy by recycling. Course and faculty scheduling records:

Retain in office 1 year after term distributed, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

SEMESTER TRACKING FILES

This series contains master forms and photocopies of the following: campus correspondence, course lists, instructor lists, and enrollment statistical reports.

RETENTION: Master forms: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by landfill. All other contents: Retain in office while active, then destroy by shredding then recycling.

STAFF LEAVE FILES

This series includes but may not be limited to campus correspondence and leave slips.

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

STUDENT ASSISTANT PERSONNEL FILES

This series contains phot9copies or NCR copies of the following sent to Student Payroll: Employment Processing Forms and student timesheets.

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

STUDENT REGISTRATION CARDS

This series contains registration cards received from Student

Records and Registration.

RETENTION: Retain in office 1 year after graduation term or term

of last attendance, then destroy by shredding then landfill.

TEXTBOOK ORDERS FILES

This series contains copies of book information requests sent to

Union Bookstore, book order worksheet, and campus correspondence.

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

UPPERCLASS GRADE APPEALS FILES

This series contains campus correspondence, initiating forms, file notes, and student papers.

RETENTION: Retain in office 1 year after graduation term or term of last attendance, then destroy by shredding then landfill.

VISITING SCHOLARS FILES

This series contains NCR copies of PER-2 Personnel Appointments

sent to Human Resource Management, curricula vitae, IAP-66

Permits for Visa received from off campus, NCR copies of PER-25

Contracts for Academic Employees sent to Human Resource Management, and Biographical Data sheets.

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