HONORS AND INTERDISCIPLINARY STUDIES

COLLEGE OF ARTS AND SCIENCES

CANDIDATES FOR DEGREE FILES

This series contains tracking forms, file lists, Honors Option reports, Honors Option contracts, and photocopies of reports sent to Student Records and Registration.

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

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to campus and off-campus correspondence, reports, master forms, photocopies of meeting minutes received from campus offices, newspaper clippings, file notes, procedural guidelines received from campus offices, 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, 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, photocopies of annual reports, photocopies of Office Equipment Inventories received from Property Control, photocopies of maintenance and repair reports, campus and off-campus near-print informational material, photocopies of Travel Expense Vouchers sent to Accounting Services, price lists, and photocopies of student assistant timesheets sent to Accounting Services.

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Retain in office while active or until superseded, then destroy by landfill.

HONORS THESES

This series contains theses.

RETENTION: Retain permanently in office.

SCHOLARSHIP AND AWARD FILES

This series includes but may not be limited to photocopies of annual reports, campus and off-campus correspondence, photocopies of policy statements received from Office of the Chancellor, and photocopies of procedural guidelines received from campus offices.

RETENTION: Retain in office 5 years after termination of contract, then destroy by shredding then landfill.

STAFF PERSONNEL FILES

This series includes but may not be limited to photocopies of resumes, photocopies of rejection letters, photocopies of performance evaluations, photocopies of step-increase forms received from Human Resource Management, photocopies of leave

slips, photocopies of student assistant letters of recommendation, photocopies of position Descriptions sent to Human Resource Management, and the following received from Human Resource Management: change-in-status reports of continuation or separation, employee performance evaluations, employee withholding tax statements, 1-9 Employee Eligibility Verifications, job applicant letters of reference, job applicant resumes, LSU-l personnel Actions, LSU-5 Attendance and Leave Records, Payroll Check Distribution Reports, PER-l Requests for Permission to Fill a Vacancy, PER-2 personnel Appointments, PER-3 personnel Status Changes, PER-17 turn-around documents, and PER-40 Contract for Unclassified Employees.

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

STUDENT FILES

This series contains status reports and photocopies of transcripts 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 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.