OFFICE OF THE DEAN

COLLEGE OF BUSINESS ADMINISTRATION

ACADEMIC PROCEDURES NOTEBOOK, 1978-1978 (OBSOLETE)

This series contains procedural guidelines received from campus offices.

RETENTION: Destroy by shredding then recycling.

ADMINISTRATIVE DATABASES

This series contains databases that support administrative or housekeeping functions by containing information derived from hard copy records that are 1) authorized for destruction in the LSU Retention and Disposal Schedule and 2) maintained in organized files.

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

AMERICANASSEMBLE OF COLLEGIATE SCHOOLS OF BUSINESS PH.D COVERAGE

DOCUMENTA·TION FILES

This series contains Detail Formula Level Reports received from

Budget and Planning, Ph.D. Coverage Percentage worksheets, and

AACSB reporting forms.

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

ANNUAL PROSPECTIVE STUDENTS REPORTS

This series contains computer-generated reports received from Admissions.

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

ASSOCIATE DEAN OF UNDERGRADUATE STUDIES ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, newspaper clippings, policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, sample course outlines received from off campus, course proposals, file notes, Semester Enrollment statistical reports received from Budget and Planning, and NCR copies of Course Management Reports received from Budget and Planning.

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 All other contents: Retain in office while active, or until superseded, then destroy by recycling.

BUILDING COORDINATOR FILES

This series contains campus correspondence, security reports received from Facility Services, and sprinkler system reports received from Facility Services.

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

BUSINESS AND TECHNOLOGY CENTER LEDGER BACKUP NOTEBOOK

This series contains campus correspondence and monthly ledger sheets received from Accounting Services.

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

CATALOGS

This series contains catalogs received from off campus and

Student Records and Registration.

RETENTION: Retain in office while active or until superseded,

then destroy by landfill.

CLASS SCHEDULE BOOKLETS

This series contains schedule booklets received from Student

Records and Registration.

RETENTION: Retain in office while active or until superseded,

then destroy by landfill.

CLERK REFERENCE FILES

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

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

CONTRIBUTORS FILES

This series contains correspondence, photocopies of checks sent to LSU Foundation, hardcopies of computer word processing files, and file lists.

RETENTION: Retain permanently in office.

DATABASE PRINTOUT

This series contains computer-generated file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

DEAN CARDS

This series contains NCR copies of Dean's Cards received from Student Records and Registration.

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

DEAN SUBJECT FILES

This series contains annual reports received from departments, photocopies of annual reports sent to Academic Affairs, campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, procedural guidelines generated here and received from campus offices, file lists, file notes, photocopies of grant proposals sent to campus offices, and photocopies of faculty profiles received from Graduate School.

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

DEGREE AUDITS

This series contains hard copies of on-line Degree Audits.

RETENTION: Retain in office 5 years after graduation term or

term of last attendance, 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 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 EVALUATIONS

This series contains Faculty Evaluations received from

Measurement and Evaluation Center.

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

FACULTY ROSTER

This series contains faculty rosters.

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

FACULTY AND STAFF' PERSONNEL FILES

This series includes but may not be limited to personnel appointment forms, Per-3 Personnel Status Changes, continuation and separation forms, vitae, and photocopies of Promotion/Tenure Forms sent to Academic Affairs.

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

FILE LISTS

This series contains hard copies of on-line leave data.

RETENTION: Retain in office while active, then destroy by

recycling.

FINAL DEGREE AUDITS

This series contains signed photocopies of Final Degree Audits sent to Student Records and Registration.

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

GRADUATE ASSISTANTSHIP FILES

This series includes but may not be limited to photocopies of the following sent to Human Resource Management: Form 1-9 Employee Eligibility Verifications, W-4s, Loyalty Oaths and TADs.

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

GRADUATE CARD FILE

This series contains cards with name, degree, and year.

RETENTION: Retain in office while active, then destroy by

landfill.

LEAVE SLIPS

This series contains photocopies of leave slips 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.

LEDGER BACKUP FILES

This series contains campus correspondence, photocopies of

Inventories of Office Equipment sent to Property Control,

photocopies of Requests for Budget Adjustments sent to Budget and

Planning, NCR copies of Internal Transactions received from

Accounting Services, photocopies of invoices sent to Accounting

Services, NCR copies of Travel Expense Vouchers sent to

Accounting Services, NCR copies of Purchase Orders received from

Purchasing, NCR copies of Receiving Reports sent to Purchasing,

NCR copies of requisitions received from Purchasing, and NCR

copies of Work Orders received from Graphic Services.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by shredding then landfill.

LISTS

This series contains the following computer-generated lists

received from Student Records and Registration: Dean's Roster,

Academic Action, and Dean's List.

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

LSU EXECUTIVE PROGRAM LEDGER BACKUP FILES NOTEBOOKS

This series contains campus and off-campus correspondence,

invoices, photocopies of monthly ledger sheets received from

Accounting Services, photocopies of Petty Cash Requests sent to

Office of Bursar Operations, photocopies of Check Requests sent

to Accounting Services, photocopies of deposit slips sent to

Office of Bursar Operations, and photocopies of checks sent to

Office of Bursar Operations.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by shredding then landfill.

LSU FOUNDATION FILES

This series contains photocopies of campus and off-campus correspondence, monthly ledger sheets received from Accounting Services, photocopies of Check Requests sent to LSU Foundation, photocopies of deposit slips sent to LSU Foundation, photocopies of checks sent to LSU Foundation, and monthly deposit reports received from LSU Foundation.

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

MASTER FORMS

This series contains master forms.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by landfill.

MIDTERM AND FINAL GRADE SHEETS

This series contains carbon copies of grade sheets.

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

destroy by shredding then landfill.

OFFICE HANAGER REFERENCE FILES

This series contains campus near-print informational material, file lists, and photocopies of work orders received from off campus.

RETENTION: Work orders: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, or until superseded, then destroy by landfill.

OFFICE MANAGER WORKING FILES

This series contains photocopies of campus correspondence, enrollment statistics, file lists, photocopies of Duplication of Classes forms sent to Student Records and Registration, and photocopies of Academic Action Changes sent to Student Records and Registration.

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

OFFICE REFERENCE FILES

This series contains the following computer-generated reports

received from Student Records and Registration: Ranking Reports,

Dean's Rosters, Graduate Rankings.

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

OPERATING BUDGET FOR THE FISCAL YEAR

This series contains computer-generated Operating Budgets for

Fiscal Years received from Budget and Planning.

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

PAYROLL FILES

This series contains computer-generated Payroll Check Distribution Reports received from Human Resource Management and photocopies of timesheets sent to Human Resource Management.

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

PERFORMANCE EVALUATIONS

This series contains photocopies of performance evaluations sent

to Human Resource Management.

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

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

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

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

PROCEDURAL GUIDELINES NOTEBOOKS

This series contains procedural guidelines received from campus offices and photocopies of sample completed forms.

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

REQUESTS FOR DROPPING OR ADDING A COURSE

This series contains NCR copies of Requests for Dropping or

Adding A Course received from Academic Affairs.

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

SCHEDULE CHANGE CONFIRMATION CARDS

This series contains original copies and carbon copies of Schedule Change Confirmation Cards received from Student Records and Registration.

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

SCHOLARSHIP APPLICATION FILES

This series contains applications and photocopies of transcripts.

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.

STUDENT SIGN-IN SHEETS

This series contains sheets with name and counselor.

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

TEACHER EVALUATIONS

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

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

TELEPHONE MESSAGE BOOKS

This series contains telephone message books.

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

UNDERGRADUATE STUDENT FILES

This series contains campus and off-campus correspondence, ledgers, computer-generated Student Data Sheets received from Student Records and Registration, carbon copies of Grade Sheets received from Student Records and Registration, NCR copies of schedule cards received from Student Records and Registration, and NCR copies of Drop/Add forms sent to Student Records and Registration.

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

UNENROLLED STUDENTS WHO SAW COUNSELOR FILES

This series contains campus and off-campus correspondence, photocopies of Degree Audits, and file notes.

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

UNIVERSITY ACCOUNTS FILES

This series contains campus and off-campus correspondence, photocopies of Requests for Budget Adjustments received from Budget and Planning, NCR copies of Budget Forms A,B,C sent to Budget and Planning, budget sheets sent to Budget and Planning, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, and photocopies of survey responses sent to organizations.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Budget records: Retain 3 years in office, then destroy by landfill.

UNIVERSITY AND FOUNDATION MONTHLY LEDGERS

This series contains computer-generated ledgers received from

Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

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 that 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.