DEPARTMENT OF OCEANOGRAPHY AND COASTAL SCIENCES

ADMINISTRATIVE SPECIALIST ADMINISTRATIVE FILES

This series contains computer-generated Chart of Accounts received from Center for Wetland Resources, photocopies of annual reports sent off campus, proposals received from faculty, file lists, computer-generated Enrollment Summaries received from Student Records and Registration, course evaluations, examination schedules received from Student Records and Registration, campus and off-campus correspondence, minutes of meetings, campus and off-campus near-print informational material, procedural guidelines received from campus offices, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, computer-generated Expenditure Lists received from Accounting Services, and NCR copies of invoices sent to Accounting Services.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Invoices: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. Budgets and 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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

BYLAWS

This series contains bylaws.

RETENTION: Retain in office until superseded, then destroy by

recycling.

CATALOG UPDATES

This series contains photocopies of catalog updates sent to

Academic Affairs.

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

CHAIRAAN ADMINISTRATIVE FILES

This series contains photocopies of LSU course evaluations received from Office of the Dean, photocopies of promotion/tenure forms, photocopies of publications received from faculty and students, computer-generated Enrollment Summaries received from Student Records and Registration, proposals sent to Board of Regents, file notes, photocopies of annual plan sent to Office of the Executive Vice-Chancellor, NCR copies of invoices sent to Accounting Services, reports received from committees, campus and off-campus correspondence, minutes of meetings received from campus offices, procedural guidelines received from campus offices, NCR copies of Internal Transactions sent to Purchasing, PER-l Requests for Permission to Fill a Vacancy... sent to Human Resource Management, photocopies of PER-2 Personnel Appointments sent to Human Resource Management.

RETENTION: Personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Invoices: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. Correspondence: Retain 5 years in office, then

destroy by shredding then landfill. 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.

COMPLETED FORMS FILES

This series contains photocopies of Requests for Authorization to Travel sent to Accounting Services, photocopies of travel vouchers received from Accounting Services, photocopies of transmittals sent to Office of Bursar Operations, photocopies of invoices received from off campus and SNCC, computer-generated Inventories of Office Equipment received from Property Control, computer-generated invoices received from campus offices, Invoices Paid During the Period Reports received from Office Supply, and NCR copies of requisitions received from Purchasing.

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

DEPARTMENTAL SCHOLARSHIP AND AWARDS FILES

This series contains applications received from students, transcripts received from students, publication lists received from students, photocopies of check requests sent to LSU Foundation, and campus and off-campus correspondence.

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.

DEVELOPMENTAL FILES

This series contains reports received from faculty and campus correspondence.

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

8-G FUNDING FILES

This series contains photocopies of proposals sent to Board of

Regents and campus correspondence.

RETENTION: Retain 5 years in office, 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 they are used to produce hard copy that is maintained in organized files or b) when they are 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 PERSONNEL FILES

This series includes but may not be limited to teacher evaluations received from Office of the Dean, personnel appointment forms, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, vitae received from off campus, campus and off-campus correspondence, job applicant letters of reference received from off campus, job application resumes received from off campus, 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.

FACULTY PROMOTION AND TENURE FILES

This series includes but may not be limited to letters of endorsement, faculty appointment forms sent to Graduate School, faculty meeting minutes, curricula vitae, photocopies of faculty grant summary statements, photocopies of faculty publications, and photocopies of Promotion/Tenure form 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 SENATE FILES

This series contains campus correspondence and minutes of meetings received from Faculty Senate.

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

GRADUATE ASSISTANTSHIPS 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, Form 1-9 Eligibility for Employment, photocopies of W-4, and Loyalty Oaths.

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

GRADUATE FACULTY NOMINATIONS FILES

This series contains photocopies of Graduate Faculty Nominations sent to the Graduate School and vitae received from faculty.

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

GRADUATE INQUIRIES

This series contains campus correspondence.

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

destroy by shredding then landfill.

GRADUATE STUDENT APPLICATIONS FILES

This series contains prospective student evaluations, correspondence, transcripts received from off campus, and applications received from off campus.

RETENTION: Not attending student records: Retain in office 1 year after application term, then destroy by shredding then landfill. Attending student records: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

GRADUATE STUDENT FILES

This series includes but may not be limited to photocopies of final examinations, photocopies of graduate assistantship applications sent to Graduate School, GRE reports, photocopies of requests for examination sent to Graduate School, photocopies of transcripts received from off campus, correspondence including letters of recommendation, and Requests for Change in Program 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.

JOB APPLICATION FILES

This series contains resumes received from off campus and letters

of recommendation received from off campus.

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

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.

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.

SABBATICAL LEAVE FILES

This series contains photocopies of Promotion/Tenure and Sabbatical forms sent to Office of the Dean, photocopies of publications received from faculty, and campus correspondence.

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

SCHEDULE BOOKLETS

This series contains schedule booklets received from Student

Records and Registration.

RETENTION: Retain in office while active, then destroy by

recycling.

SEMESTER COURSE FILES

This series includes but may not be limited to photocopies 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, campus correspondence, file notes, statistical worksheets, computer-generated Course Management Reports received from Student Records and Registration, NCR copies of Class Lists received from Student Records and Registration, photocopies of textbook orders sent to LSU Union Bookstore and off campus, photocopies of Drop-Add of Courses sent to Office of the Dean, and Changes in Existing Courses sent to Office of the Dean.

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

STUDENT REFERENCE LISTS

This series contains computer-generated Enrollment Summaries received from Student Records and Registration and file lists.

RETENTION: Enrollment Summaries: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.

THESES AND DISSERTATIONS

This series contains theses and dissertations.

RETENTION: Retain permanently in office.

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, and computer disk/diskette word processing files and spreadsheets.

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.