DEPARTMENT OF SOCIOLOGY

ACCOUNTING FILES

This series includes but may not be limited to campus correspondence1 security reports received from LSU Campus Police, code number lists, photocopies of invoices, photocopies of inventory forms, equipment location sheets, NCR copies of Work Requests sent to Facility Services, Travel Blanket Orders sent to Accounting Services, Receiving Reports sent to Accounting Services, NCR copies of requisitions sent to Purchasing, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of Internal Transactions sent to Accounting Services, computer-generated ledger sheets received from Accounting Services, and ledger reports generated here.

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

ADMINISTRATIVE CORRESPONDENCE FILES, 1965-1983 (OBSOLETE)

This series contains campus and off-campus correspondence.

RETENTION: Transfer to University Archives.

ADMINISTRATIVE FILES, 1980-1983 (OBSOLETE)

This series contains miscellaneous information. Specific

contents unknown.

RETENTION: Destroy by shredding then landfill.

ASSISTANTSHIP ALLOCATIONS FILES

This series contains photocopies of campus and off-campus correspondence, campus near-print informational material, photocopies of Operating Budget For Fiscal Year received from Office of the Dean, NCR copies of Change-in-Status Reports of Continuation or Separation received from Accounting Services, and NCR copies of PER-17 turn-around documents received from Accounting Services.

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

BUDGET NOTEBOOKS

This series contains photocopies of Requests for Budget

Adjustments sent to Accounting Services, budget reports sent to

Accounting Services, budget worksheets, expenditure lists sent to

Accounting Services, monthly financial statements received from

Accounting Services, computer-generated monthly ledger sheets

received from Accounting Services, and Invoices Paid During the

Period Reports received from Accounting Services.

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

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

COURSE AND FACULTY SCHEDULING FILES

This series includes but may not be limited to photocopies of Requests for Drop-Add of Sections sent to Student Records and Registration, computer-generated Faculty Assignment Reports received from Student Records and Registration, computer-generated Class Schedule Reports received from Student Records and Registration, file notes, statistical worksheets, and computer-generated Course Management Reports received from Student Records and Registration.

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

DEPARTMENT ADMINISTRATIVE FILES

This series includes but may not be limited to photocopies of campus correspondence, procedural guidelines received from campus offices, photocopies of Capital Outlay Budget Requests sent to Board of Supervisors, photocopies of grant applications and awards, reports, master forms, meeting minutes, photocopies of Academic Personnel Reports received from Human Resources Management, 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 Courses sent to Office of the Dean, carbon copies of requisitions sent to Accounting Services, computer-generated Management Reports received from Student Records and Registration, computer-generated Faculty Assignments lists received from Budget and Planning, annual reports, and photocopies of policy statements received from Office of the Chancellor.

RETENTION: Budget and purchasing records: Retain 3 years in office, then destroy by landfill. Course management records:

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

ELECTRONIC SPREADSHEETS

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

RETENTION: a) When used to produce hard copy that is maintained in organized files: Delete when no longer needed to update or produce hard copy. b) When maintained only in electronic form:

Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule. If the electronic version replaces hard copy records with differing retention periods, and agency software does not readily permit selective deletion, delete after the longest retention period has expired.

FACULTY AND STAFF VACANCY LISTS

This series contains weekly computer-generated Classified,

Unclassified, and Faculty Vacancies lists received from Human

Resource Management.

RETENTION: Retain in office while active or until superseded,

then destroy by recycling.

FACULTY PERSONNEL FILES

This series contains but may not be limited to teacher evaluations received from Office of the Dean, PER-2 personnel Appointment Forms, PER-3 Personnel Status Changes, correspondence, annual reports sent to Office of the Dean, photocopies of graduate faculty nominations sent to Graduate School, photocopies of sabbatical leave requests sent to Office of the Dean, photocopies of Change-in-Status Reports of Continuation or Separation sent to Office of the Dean, job applicant letters of reference received from off campus, photocopies of LSU-l personnel Actions sent to Office of the Dean, PER-3 personnel Status Changes sent to Office of the Dean, photocopies of PER-40 Contract for Unclassified Employees sent to Office of the Dean, and Position Descriptions.

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 received from off campus, photocopies of faculty appointment forms sent to Graduate School, faculty meeting minutes, curricula vitae, photocopies of faculty grant summary statements, and photocopies of faculty publications.

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

FACULTY RECRUITMENT FILES

This series includes but may not be limited to file notes, NCR copies of PER-l Requests for Permission to Fill a Vacancy sent to Human Resource Management, vitae received from off campus, photocopies of job notices sent to Human Resource Management, and letters of recommendation received from off campus.

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

GRADE REPORT FILES

This series contains graduate student Grades Reports received from Student Records and Registration and class schedules received from Student Records and Registration.

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

GRADUATE CATALOGS

This series contains Graduate Catalogs.

RETENTION: Transfer to University Archives.

GRADUATE PROGRAM FILES

This series contains photocopies of Enrollment Summaries received

from Budget and Planning, photocopies of campus and off-campus correspondence, file notes, file lists, departmental procedural guidelines, photocopies of department examinations, annotated student rosters received from Graduate Planning, campus near-print informational material, and photocopies of formal committee meeting minutes received from committee officer.

RETENTION: Procedural guidelines: Record (master) copy:

Retain permanently in office. Duplicates: Retain in office until superseded, then destroy by recycling. All other contents:

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

GRADUATE STUDENT DEGREE EXAMINATION FILES

This series includes but may not be limited to completed student degree examinations and campus and off-campus correspondence.

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

GRADUATE STUDENT PROGRESS FILES

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

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

INFORMATIONAL FILE LISTS -

This series contains informational file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

LSU PUBLICATIONS ON RURAL SOCIOLOGY

This series contains publications.

RETENTION: Transfer to University Archives.

MAPS

This series contains maps.

RETENTION: Transfer to University Archives.

MIDTERM AND FINAL GRADE SHEETS AND CLASS LISTS

This series contains carbon copies of Midterm Grade Sheets sent to Student Records and Registration, carbon copies of Final Grade Sheets sent to Student Records and Registration, and 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.

NEAR-PRINT INFORMATIONAL MATERIAL

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

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

NON-SOLICITED INSTRUCTOR APPLICANTS

This series contains employee applications received from off

campus.

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

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

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

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

REJECTED AND "NO SHOW" GRADUATE APPLICANT FILES

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

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

SEMESTER MATERIALS FILES

This series contains photocopies of book orders sent to LSU Union Bookstore, computer-generated Faculty Assignment Reports received from Student Records and Registration, Enrollment Management Reports received from Student Records and Registration, and listings of Sociology Only Courses and Instructors received from Student Records and Registration.

RETENTION: Book orders: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office 1 year after term distributed, then destroy by shredding then landfill.

STAFF AND FACULTY LEAVE FILES

This series includes but may not be limited to campus correspondence, computer-generated monthly PAR leave reports received from Human Resource Management, leave slips, and computer-generated Annual Leave Summaries 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 shredding then landfill.

STAFF PERSONNEL FILES

This series includes but may not be limited to referral photocopies received from Human Resource Management, photocopies of resumes received from off campus, photocopies of completed appointment forms sent to Office of the Dean, photocopies of evaluations, photocopies of step increases received from Human Resource Management, photocopies of leave slips, and photocopies of job descriptions sent to Human Resource Management.

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

SUBJECT FILES, 1960-1975, (OBSOLETE)

This series contains campus and off-campus correspondence,

Inventories of Office Equipment sent to Property Control, equipment maintenance and repair reports, minutes of meetings, campus and off-campus near-print informational material, newspaper clippings or excerpts from publications, photocopies of Requests for Budget Adjustments sent to Accounting Services, budget reports sent to Office of the Dean, budget worksheets, computer-generated Operating Budget for Fiscal Year received from Accounting Services, expenditure lists sent to Accounting Services, monthly financial statements received from Accounting Services, Internal Transactions sent to Accounting Services, invoices sent to Accounting Services, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of Purchase Orders sent to Purchasing, and photocopies of requisitions sent to Purchasing.

RETENTION: Destroy by shredding then landfill.

TEACHER EVALUATIONS

This series contains teacher evaluations received from students.

RETENTION: Retain in office until summarized, then destroy by

shredding then landfill.

UNDERGRADUATE MAJORS FILES

This series contains progress reports generated here, score reports received from off campus, and photocopies of applications sent to Admissions.

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

UNDERGRADUATE STUDENT FILES

This series contains Audit Reports and Grade Reports received from Student Records and Registration.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, 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 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.