LSU EVENING SCHOOL

ACCOUNTING POSTING FILES

This series includes but may not be limited to invoices, photocopies of Travel Expense Vouchers sent to Accounting Services, receiving reports, photocopies of bills sent to Accounting Services, NCR copies of Internal Transactions sent to Accounting Services, and photocopies of monthly statements received from Accounting Services.

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

ADMINISTRATIVE SPECIALIST FACULTY PERSONNEL FILES

This series contains photocopies of employee withholding tax statements sent to Human Resource Management, job applicant letters of reference, job applicant resumes, computer-generated Payroll Distribution Reports received from Payroll, and photocopies of Position Descriptions.

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

BUDGET FILES

This series includes but may not be limited to ledger sheets generated here, 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, photocopies of receipts NCR copies of requisitions sent to Purchasing, photocopies of Requests for Budget Adjustment sent to Office of the Dean, and computer-generated Invoices Paid During the Period reports received from Accounting Services.

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

BULK MAILING FILES

This series contains photocopies of Statements of Mailing With

Permit Imprint sent to Post Office.

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

CATALOGS

This series contains catalogs received from off campus.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

CLASS LISTS

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.

CLASS MANAGEMENT REPORTS

This series contains computer-generated Class Management Reports received from Student Records and Registration.

RETENTION: Retain in office until superseded, then destroy by landfill.

CLERK REFERENCE FILES

This series contains annotated photocopies of master forms.

RETENTION: Retain in office while active, then destroy by

recycling.

COURSE PAYMENT RECEIPTS

This series contains photocopies of Course Payment Receipts sent

to Office of Bursar Operations.

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

Center, then destroy by landfill.

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to campus and off- campus correspondence, policy statements and procedural guidelines received from campus offices and generated here, photocopies of Capital Outlay Budget Requests sent to Board of Supervisors, photocopies of grant applications and awards, annotated surveys and reports, State Employees Group Benefit Memoranda, master forms, meeting minutes, Academic Personnel Reports received from Human Resources Management, faculty project budget proposals, ditto copies of formal faculty meeting minutes, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, newspaper clippings, file notes, photocopies of student transcripts, photocopies of Registration Cards, 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, and computer-generated Faculty Assignments lists received from Budget and Planning.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Course records: Retain in office 1 year after term distributed, then destroy by shredding then landfill. Personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. 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.

DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of policy statements received from Office of the Chancellor, photocopies of procedural guidelines received from campus offices, and file notes.

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

EXTRAMURAL TEACHING CLASS CARDS, 1962-1979 (OBSOLETE)

This series contains class cards.

RETENTION: Destroy by landfill.

FACULTY PERSONNEL FILES

This series includes but may not be limited to teacher evaluations received from Office of the Dean, PER-2 Personnel Appointments, 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.

FEE BILL LISTS

This series contains computer-generated Fee Bill Lists received from Office of Bursar Operations.

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

FEE BILL RECEIPTS

This series contains NCR copies of Fee Bill Receipts sent to

Office of Bursar Operations.

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

Center, then destroy by landfill.

FEE EXEMPTION FILES

This series contains photocopies of invoices sent off campus and photocopies of applications for tuition exemption sent off campus.

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

GENERAL CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

GRADE REPORTS

This series contains photocopies of Grade Reports sent to Student

Records and Registration.

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

destroy by shredding then landfill.

HIRING CARDS, 1964-1970 (OBSOLETE)

This series contains hiring cards.

RETENTION: Destroy by landfill.

LSU CATALOGS

This series contains LSU catalogs.

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

OFFICE CARDS

This series contains NCR copies of office cards sent to Business

Office.

RETENTION: Retain in office while active, then destroy by

landfill.

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

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.

REQUESTS FOR DROP/ADD OF COURSES

This series contains NCR copies of Requests for Drop/Add of

Courses sent to Student Records and Registration.

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

destroy by shredding then landfill.

SEMESTER FILES

This series contains campus correspondence, newspaper clippings received from off campus, photocopies of news releases sent off campus, and NCR copies of Class Lists received from Student Records and Registration, NCR copies of Drop/Adds sent to Student Records and Registration, and file notes.

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

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

STUDENTS ELIGIBLE TO REGISTER FILES

This series contains computer-generated Students Eligible to Register lists received from Student Records and Registration and computer-generated Packet Lists received from Student Records and Registration.

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

TUITION EXEMPTION FORMS

This series contains NCR copies of Tuition Exemption Forms sent to Business Office.

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

WHITE CLASS CARDS

This series contains white class cards sent to Business Office.

RETENTION: Retain in office 1 year 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 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.