MANSHIP SCHOOL OF MASS COMMUNICATIONS

ACCREDITATION FILES

This series contains campus and off-campus correspondence, procedural guidelines received from campus offices, course syllabi, photocopies of student transcripts received from Student Records and Registration, history of department, and photocopies of accreditation reports sent off campus.

RETENTION: Retain 5 years in office, then transfer to University Archives.

ACCREDITATION REPORT FILES

This series contains drafts of reports and file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

ACCREDITATION REPORTS

This series contains photocopies of accreditation reports sent off campus.

RETENTION: Retain in office while active, then transfer to university Archives.

ADVISING AND RECRUITING FILES

This series contains campus and off-campus near-print informational material and photocopies of Evaluations of Student Practicum

RETENTION: Evaluations: Retain in office 1 year after graduation term or term of last attendance, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

ADVISOR REGISTRATION CARDS

This series contains photocopies of Advisor Registration Cards received from Student Records and Registration.

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

ALUMNI FILES

This series contains off-campus correspondence, photocopies of newspaper clippings, and resumes received from off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Resumes: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.

ASSISTANT TO DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of Inventories of Office Equipment received from Property Control, minutes of meetings, campus and off-campus near-print informational material, photocopies of news releases sent off campus, policy statements received from Office of the Chancellor, departmental history, file notes, and file lists.

RETENTION: Departmental histories: Transfer to University Archives. Inventories: Retain 1 year in office, then destroy by

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 All other contents: Retain in office while active or until superseded, then destroy by recycling.

ASSISTANT TO DIRECTOR WORKING FILES

This series contains campus and off-campus correspondence, campus near-print informational material, photocopies of news releases sent off campus, file notes, and computer-generated Leave Summary Reports received from Human Resource Management.

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

BUDGET FILES

This series includes but may not be limited to ledger sheets, NCR copies of Internal Transactions sent to Accounting Services, file notes, photocopies of Travel Expense Vouchers sent to Office of the Dean, photocopies of invoices and receipts, NCR copies of requisitions sent to Budget and Planning, photocopies of Requests for Budget Adjustment sent to Office of the Dean, Payroll Check Distribution Reports received from Accounting Services, rental agreements received from off campus, service agreements received from off campus, photocopies of subscriptions sent off campus, computer-generated Invoices Paid During the Period Reports received from Accounting Services, and photocopies of campus correspondence.

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

CLASS LISTS NOTEBOOK

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.

COURSE AND FACULTY SCHEDULING FILES

This series includes but may not be limited to copies of Requests for Drop-Add of Section 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, photocopies of campus correspondence, 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.

COURSE SYLLABI NOTEBOOK

This series contains course syllabi.

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

DEGREE AUDIT REPORTS

This series contains computer-generated Degree Audit reports 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.

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 Capital Outlay Budget Requests sent to Board of Supervisors, photocopies of grant applications and awards, reports, State Employees Group Benefit Memoranda, master forms, meeting minutes, Academic Personnel Report copies received from Human Resource Management, faculty project budget proposals, photocopies of formal faculty meeting minutes, 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, 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, and photocopies of policy statements received from Office of the Chancellor.

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. Policies, procedures, and minutes:

Retain in office until superseded, then destroy by recycling. All other contents: Retain 3 years in office, then destroy by recycling.

DEPARTMENTAL GENERAL FILES

This series contains campus correspondence, campus near-print informational material, photocopies of Board of Regents Reports received from the Board of Regents, photocopies of textbook orders sent to LSU Union Bookstore, and photocopies of student timesheets sent to Accounting Services.

RETENTION: Correspondence: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. Timesheets: Retain in office until summarized, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

EQUIPMENT INVENTORY

This series contains computer-generated Equipment Inventories

received from Property Control.

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

FACULTY AND STAFF PERSONNEL FILES

This series includes but may not be limited to teacher evaluations received from Office of the Dean, personnel appointment forms, campus correspondence, newspaper clippings, Position Descriptions, photocopies of faculty papers, faculty

vitae, PER-3 Personnel Status Changes, and continuation and separation forms.

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

GRADUATE ASSISTANT INFORMATION FILES

This series contains file lists and photocopies of graduate assistant employment processing forms 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 recycling.

LSU CATALOGS

This series contains LSU catalogs received from Student Records and Registration.

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

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 photocopies of Class Lists received from Student Records and Registration.

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

OFFICE SUPPLY CATALOGS

This series contains vendor catalogs received from off campus.

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

OPERATING BUDGET FOR FISCAL YEAR

This series contains photocopies of Operating Budget for Fiscal

Year received from Accounting Services.

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

POLICY STATEMENTS AND PROCEDURAL GUIDELINE NOTEBOOKS

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.

RECEPTIONIST GENERAL FILES

This series contains photocopies of campus correspondence, photocopies of student assistant timesheets sent to Human Resource Management, computer-generated Equipment Inventory received from Property Control, photocopies of textbook orders sent to LSU Union Bookstore, file lists, and file notes.

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

RECEPTIONIST WORKING FILES

This series contains campus near-print informational material, NCR copies of Class Lists received from Student Records and Registration, file lists, file notes, and student tests.

RETENTION: Tests: Retain in office 1 year after term submitted, then destroy by shredding then landfill. Class lists: 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 landfill.

RECRUITMENT FILES

This series contains letters of application received from off

campus and vitae received from off campus.

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

REFERENCE FILES

This series contains photocopies of campus correspondence, file lists, file notes, and computer-generated student lists received from Student Records and Registration.

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

REQUESTS FOR AUTHORIZATION TO TRAVEL

This series contains photocopies of Request for Authorization to

Travel sent to Accounting Services.

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

then landfill.

SCHOLARSHIP FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, file lists, file notes, and photocopies of award letters sent to students.

RETENTION: Retain in office 5 years after award year has ended, or until resolution of any federal audit questions, then destroy by shredding then landfill.

SCHOLARSHIP LISTS

This series contains computer-generated Scholarship Lists received from Student Aid and Scholarships.

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

STUDENT ADVISOR REFERENCE FILES

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

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

STUDENT ADVISOR WORKING FILES

This series contains campus and off-campus correspondence, photocopies of procedural guidelines, photocopies of preregistration checklists, and file notes.

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 recycling.

STUDENT ASSISTANT FILES

This series includes but may not be limited to photocopies of the following sent to Student Aid and Scholarships: 1-9 Employee Eligibility Verifications, W-2 forms, Loyalty Oaths, Student Employment Processing forms, Social Security cards, and driver's licenses.

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

STUDENT ASSISTANT TIMESHEETS NOTEBOOK

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

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

UNDERGRADUATE AND GRADUATE STUDENT FILES

This series contains campus and off-campus correspondence, photocopies of newspaper clippings, NCR copies of Grade Reports received from Student Records and Registration, School of Journalism Data Sheets, photocopies of students transcripts, photocopies of applications to Graduate School sent to Graduate School, photocopies of Advisor Cards received from Student Records and Registration, letters of recommendation, and photocopies of Programs of Study sent to Graduate School.

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

UNIVERSITY ADMINISTRATIVE SPECIALIST REFERENCE FILES

This series contains campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, file notes, photocopies of check requests sent to Accounting Services, NCR copies of Requisitions for Quick Copy Service sent to Duplications, packing slips, invoices sent to Accounting Services, computer-generated Mailing Lists received from Human Resource Management, and schedules.

RETENTION: Accounting records: Retain 2 years in office, then 5 years in Records Center, 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 hard copy by the LSU Retention and Disposal Schedule.

WORKSHOP NOTEBOOK

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

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