DEPARTMENT OF FRENCH AND ITALIAN

ACCOUNTING LEDGERS FILES

This series contains computer-generated ledger sheets received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by recycling.

ACCOUNTING POSTING FILES

This series includes but may not be limited to invoices, photocopies of Travel Expense Vouchers sent to Accounting Services, receiving reports, photocopies of invoices sent to Accounting Services, photocopies of Internal Transactions sent to Accounting Services, photocopies of monthly statements received from Accounting Services, and computer-generated Operating Budget for Fiscal Year received from Office of the Dean.

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

COURSE MANAGEMENT FILES

This series includes but may not be limited to computer-generated

Course Management Reports received from Student Records and

Registration and NCR copies of Requests for Dropping or Adding

Sections sent to Academic Affairs.

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

destroy by shredding then 4andfill.

DEPARTMENT ADMINISTRATIVE FILES

This series includes but may not be limited to campus and off-campus correspondence, procedural guidelines received from campus offices, photocopies of grant applications and awards, State Employees Group Benefit Memoranda, photocopies of meeting minutes received from campus offices, faculty project budget proposals, newspaper clippings, file notes, photocopies of Requests for Changing or Dropping a Course sent to Office of the Dean, photocopies of Requests for Addition of New Course sent to Office of the Dean, computer-generated Management Reports received from Student Records and Registration, computer-generated Faculty Assignments lists received from Budget and Planning, and inventory sheets received from Property Control.

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

DEPARTMENT TRANSACTION REGISTER WORKSHEETS

This series contains budget worksheets and ledger reconciliation

worksheets.

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

FACULTY AND STAFF LEAVE FILES

This series includes but may not be limited to campus and off-

campus correspondence, computer-generated monthly PAR leave reports received from Human Resource Management, leave slips, annual leave summaries received from Human Resource Management, and LSU-5 Attendance and Leave Records received from Accounting Services.

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

FACULTY APPLICATION FILES

This series contains originals and photocopies of off-campus correspondence, photocopies of newspaper clippings or excerpts from publications, job applicant letters of reference received from off campus, and job applicant resumes received from off campus.

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

FACULTY EVALUATIONS

This series contains photocopies of performance evaluations sent to Office of the Dean and teacher evaluations received from 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.

FACULTY PAPERS FILES

This series contains photocopies of newspaper clippings or excerpts from publications received from off-campus and photocopies of articles published by department faculty.

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

FACULTY PERSONNEL FILES

This series includes but may not be limited to teacher evaluations received from Office of the Dean, personnel appointment forms, photocopies of continuation and separation forms, photocopies of annual reports sent to Office of the Dean, photocopies of employee performance evaluations sent to Office of Dean, photocopies of employee withholding tax statements sent to Office of the Dean, photocopies of 1-9 Employee Eligibility Verifications sent to Office of the Dean, job applicant letters of reference received from off campus, job applicant resumes received from off campus, photocopies of PER-l Requests for Permission to Fill a Vacancy sent to Office of the Dean, photocopies of PER-2 Personnel Appointments sent to Office of the Dean, photocopies of PER-3 Personnel Status Changes sent to Office of the Dean, and photocopies of Position Descriptions 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.

FACULTY PROMOTION AND TENURE FILES

This series includes but may not be limited to letters of

endorsement, faculty meeting minutes, curricula vitae, photocopies of faculty grant summary statements, photocopies of faculty publications, lists of courses taught sent to Office of the Dean, statements of courses sent to Office of the Dean, and faculty vote tallies 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.

GRADUATE ASSISTANTSHIP FILES

This series includes but may not be limited to photocopies of timesheets, campus correspondence, photocopies of PER-14 Appointment Notifications sent to Human Resource Management, photocopies of PER-17 Appointment Notifications sent to Human Resource Management, file notes, reports received from students,

1-9 Employee Eligibility Verifications, photocopies of W-4, Loyalty Oaths, job applicant letters of reference, photocopies of GRE reports received from Graduate School, and transcripts received from off-campus.

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

GRADUATE ASSISTANTSHIP POLICY STATEMENTS

This series contains photocopies of policy statements received from Graduate School.

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

NEAR-PRINT INFORMATIONAL MATERIAL

This series contains campus near-print informational material.

RETENTION: Retain in office until superseded, then destroy by

landfill.

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

This series contains photocopies of policy statements received from Office of the Chancellor and procedural guidelines received from campus offices.

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

PROSPECTIVE GRADUATE STUDENT INQUIRIES FILES

This series contains off-campus correspondence, letters of reference received from off campus, resumes received from off campus, GRE reports received from Graduate School, and transcripts received from Graduate School.

RETENTION: Records for those students attending: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. Records for those students not attending: Retain in office 1 year after application term, then destroy by shredding then landfill.

STAFF PERSONNEL FILES

This series includes but may be not be limited to campus correspondence, Personnel Activity Report Distribution Lists received from Human Resource Management, photocopies of employee

performance evaluations sent to Office of the Dean, photocopies of 1-9 Employee Eligibility Verifications sent to Human Resource Management, photocopies of letters of reference received from off campus, resumes received from off campus, photocopies of PER-l Requests for Permission to Fill a Vacancy sent to Office of the Dean, photocopies of PER-2 Personnel Appointments sent to Office of the Dean, photocopies of PER-3 Personnel Status Changes sent to Office of the Dean, and photocopies of Position Descriptions 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.

TEXTBOOK ORDERS FILES

This series contains photocopies of book information requests

sent to LSU Union Bookstore and book order worksheets.

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

UNIVERSITY ADMINISTRATIVE SPECIALIST WORKING FILES

This series contains letters of reference received from off campus, resumes received from off campus, photocopies of PER-l Requests for Permission to Fill a Vacancy sent to Office of the Dean, photocopies of Position Descriptions sent to Office of the Dean, and photocopies of book orders sent to LSU Union Bookstore.

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