DEPARTMENT OF ZOOLOGY AND PHYSIOLOGY

ACCOUNTING FILES

This series contains computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, computer-generated Invoices Paid During the Period Reports received from Accounting Services, petty cash log sheets, NCR copies of Work Requests sent to Facility Services, and photocopies or NCR copies of the following sent to Office of the Dean: Requests for Budget Adjustments, budget reports, Travel Expense Vouchers, Internal Transactions, invoices, Purchase Orders, receiving reports, and requisitions.

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

ACCOUNTING LEDGERS

This series contains computer-generated ledger sheets received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by recycling.

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to 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 Memorandum, master forms, meeting minutes, photocopies of Academic personnel Reports received from Human Resource Management, faculty project budget proposals, campus and off-campus correspondence, 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, Management Reports received from Student Records and Registration, computer-generated Faculty Assignment 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 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

ADMINISTRATIVE DATABASES

This series contains databases that support administrative or housekeeping functions by containing information derived from hard copy records authorized for destruction in the relevant LSU records retention and disposal schedules, if the hard copy records are maintained in organized files.

RETENTION: Delete information in the database when no longer needed.

CAMPUS STORES CATALOG

This series contains computer-generated Campus Stores Catalogs received from Campus stores.

RETENTION: Retain in office until superseded, then destroy by landfill.

CHAIRMAN ADMINISTRATIVE FILES

This series contains photocopies of annual reports sent to Office of the Dean, photocopies of campus and off-campus correspondence, photocopies of minutes of meetings received from campus offices, policy statements received from Office of the Chancellor, procedural guidelines, and bond money file lists.

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

CLASS LISTS AND MIDTERM AND FINAL GRADE SHEETS

This series contains computer-generated Class Lists received from Student Records and Registration, carbon copies of Final Grade Sheets sent to Student Records and Registration, and carbon copies of Midterm Grade Sheets sent to Student Records and Registration.

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

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 PERSONNEL FILES

This series includes but may not be limited to personnel appointment forms, leave records, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, vitae received from off campus, photocopies of step increase forms received from Human Resource Management, and letters of reference received from off campus.

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, 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.

GRADUATE ASSISTANTSHIPS FILES

This series includes but may not be limited to photocopies of campus correspondence, photocopies of PER-14 appointment notifications sent to Human Resource Management, file notes, Form

1-9 Eligibility for Employment, photocopies of W-4s, Loyalty Oaths, and file lists.

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

GRADUATE INQUIRIES

This series contains graduate inquiries letters received.

RETENTION: Retain in office while active, then destroy by

landfill.

GRADUATE STUDENT FILES

This series contains campus and off-campus correspondence, NCR copies of grade lists received from Student Records and Registration, photocopies of transcripts sent to Graduate School, and student biographical data sheets.

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

JOB APPLICANT FILES

This series contains job applicant letters of reference received from off campus and job applicant resumes received from off campus.

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

NO DEGREE AND REJECTED GRADUATE STUDENT FILES

This series includes but may not be limited to GRE reports, grade sheets, 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. No degree student records: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

ORDER REPORTS

This series contains equipment maintenance and repair reports,

expenditure lists, photocopies of Purchase Orders sent to

Purchasing, voucher log sheets, and computer-generated lists.

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

PROCEDURAL GUIDELINES

This series contains photocopies of procedural guidelines received from campus offices.

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

REQUISITIONS AND PURCHASE ORDERS

This series contains NCR copies of requisitions sent to

Purchasing and NCR copies of Purchase Orders sent to Purchasing.

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

STUDENT ASSISTANT FILES

This series contains carbon copies of Perl7 Turn Around documents sent to Payroll, photocopies of withholding tax statements sent to Payroll, and photocopies of the following sent to Student Aid and Scholarships: 1-9 Employee Eligibility Verifications, drivers licenses, Loyalty oaths, and Passports.

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

TEACHER EVALUATION SCORE REPORTS

This series contains computer-generated Teacher Evaluation Score reports received from Measurement and Evaluation Center.

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

TIMESHEET AND VOUCHERS

This series contains timesheets and NCR copies of vouchers sent to Payroll.

RETENTION: Retain 7 years in office, then destroy by shredding then landfill.

WORD PROCESSING FILES

This series contains documents such as letters, messages, memoranda, 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 in the relevant LSU records retention and disposal schedules.

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.

ZOO NEWSLETTER FILES

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

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