DEPARTMENT OF POLITICAL SCIENCE

ACCOUNTING LEDGER FILES

This series contains computer-generated ledger sheets received

from Accounting Services, long distance billing received from

Office of Telecommunications, and ledger worksheets.

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

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.

ASSISTANTSHIP ALLOCATIONS FILES

This series contains campus and off-campus correspondence, campus near-print informational material, computer-generated Operating Budget for Fiscal Year received from Office of the Dean, NCR copies of Change-in-Status Reports of Continuation or Separation received from Human Resource Management, and NCR copies of PER-17 turn-around document received from Accounting Services.

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

AUTOMATED LEAVE TRACKING SYSTEM FILES

This series contains computer-generated Leave Tracking reports received from Human Resource Management and leave tracking cards.

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

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.

COMPUTER MANUALS

This series contains photocopies of computer manuals.

RETENTION: Retain in office while active, then destroy by

recycling.

COPY MACHINE REPAIR REPORTS

This series contains photocopies of maintenance and repair

reports received from off-campus.

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

DEPARTMENT MEETING MINUTES

This series contains minutes of meetings.

RETENTION: Retain in office while active, then transfer to

University Archives.

DEPARTMENTAL FILES

This series contains photocopies of annual reports sent to Office of the Dean, photocopies of campus correspondence, photocopies of Inventories of Office Equipment sent to Property Control, photocopies of minutes of meetings received from Office of the Dean, photocopies of Requests for Budget Adjustment sent to Office of the Dean, NCR copies of Internal Transactions sent to Purchasing, Purchase Orders sent to Purchasing, and photocopies of staff timesheets sent to Accounting Services.

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

ENROLLMENT FIGURES SEMESTER REPORTS

This series contains semester statistical reports.

RETENTION: Retain 3 years in office, 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 Standardized Biographical Data for Submission with Promotional/Tenure Review sent to Office of the Dean, photocopies of Request for Faculty Research sent to Office of the Dean, photocopies of Graduate Faculty Nominations sent to Office of the Dean, Record of Employment at LSU, NCR copies of PER-25s sent to Human Resource Management, photocopies of 1-9 Employee Eligibility Verifications sent to Office of the Dean, letters of reference received from off campus, resumes received from off campus, photocopies of PER-l Requests for Permission to Fill a Vacancy received from Human Resource Management, photocopies of Position Descriptions sent to Office of the Dean, photocopies of faculty driver's license, vitae, and photocopies of PER-3 Personnel Status Changes 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 PLACEMENT FILES

This series contains campus and off-campus correspondence, photocopies of newspaper clippings or excerpts from publications,

photocopies of job applicant letters of reference sent off campus, and job applicant resumes sent off campus.

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

GRADUATE PROGRAM FILES

This series contains graduate packets generated here and sent to prospective students, photocopies of computer-generated Enrollment Summaries received from Budget and Planning, correspondence, file notes, file lists, departmental procedural guidelines, photocopies of departmental examinations, annotated student rosters received from Graduate Planning, photocopies of campus correspondence, campus near-print informational material, and formal committee meeting minutes received from committee officer.

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.

GRADUATE STUDENT FILES

This series contains campus and off-campus correspondence, photocopies of examination requests sent to Graduate School, photocopies of Applications for Degree sent to Graduate School, assistantship letters sent to Graduate School, transcripts, GRE reports received from off campus, letters of recommendation received from off campus, examination report forms sent to Graduate School, written examinations, NCR copies of Change-in-Status Reports of Continuation or Separation received from Accounting Services, photocopies of employee withholding tax statements sent to Accounting Services, photocopies of 1-9 Employee Eligibility Verifications sent to Human Resource Management, letters of reference, resumes received from off-campus, and NCR copies of PER-17 turn-around document received from Accounting Services.

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

JOB APPLICATION FILES

This series contains job applicant letters of reference and job

applicant resumes.

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

MA/PHD CARD FILE

This series contains cards with student name and title of thesis or dissertation.

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

MIDTERM AND FINAL GRADE SHEETS

This series contains carbon copies of the following sent to

Student Records and Registration: Midterm Grade Sheets and Final

Grade Sheets.

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

destroy by shredding then landfill.

NEWSLETTERS

This series contains newsletters received from off campus.

RETENTION: Retain in office while active, then destroy by

recycling.

OPERATING BUDGET FOR FISCAL YEAR

This series contains computer-generated Operating Budget for

Fiscal Year received from Budget and Planning.

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

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

This series contains photocopies of policy statements received from Office of the Chancellor, Civil Service Regulations received from Human Resource Management, and procedural guidelines received from campus offices.

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

REJECTED AND NON-MATRICULATING GRADUATE STUDENT FILES

This series includes but may not be limited to GRE reports, grade sheets, campus and off-campus correspondence, resumes, photocopies of academic probation notices received from Office of the Dean, transcripts, and letters of recommendation.

RETENTION: Rejected student records: Retain in office 1 year after application term, then destroy by shredding then landfill. Non-matriculating student records: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

REQUESTS FOR BUDGET

This series contains photocopies of Requests for Budget sent to

Office of the Dean.

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

REQUISITIONS

This series contains NCR copies of requisitions sent to

Purchasing.

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

SCHEDULE OF CLASSES FILES

This series contains campus correspondence and lists of courses offered received from Student Records and Registration.

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

STUBBS HALL KEY LOG

This series contains log sheets with date distributed, etc.

RETENTION: Retain in office while active, then destroy by

recycling.

STUBBS HALL MATERIAL FILES, 1970-1986 (OBSOLETE)

This series contains campus correspondence and campus near-print informational material.

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

STUDENT ASSISTANT TIMESHEETS

This series contains photocopies of student assistant timesheets sent to Accounting Services.

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

SYSTEM NETWORK COMPUTER CENTER ACCOUNT REPORTS

This series contains invoices received from System Network

Computer Center.

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

Center, then destroy by landfill.

TRAVEL REGULATIONS

This series contains campus correspondence.

RETENTION: Retain in office until superseded, then destroy by

recycling.

UNDERGRADUATE MAJOR FILES

This series contains NCR copies of Grade Reports and check out sheets received from Office of the Dean.

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

UNIVERSITY ADMINISTRATIVE SPECIALIST WORKING FILES

This series contains photocopies of campus correspondence, NCR copies of receiving reports received from Accounting Services, photocopies of departmental bylaws, Requests for Authorization to Travel sent to Accounting Services, NCR copies of Travel Expense Vouchers sent to Accounting Services, photocopies of textbook requests sent to LSU Union Bookstore, American political Science Association Newsletter, and approved position for vacancies sent to Office of the Dean.

RETENTION: Travel and purchasing records: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, 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 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 (statement ends -- see University Archivist)