DEPARTMENT OF CURRICULUM AND INSTRUCTION
ACCOUNTS ON COMPUTER NOTEBOOKS
This series contains accounts on computer lists.
RETENTION: Retain in office while active, then destroy by
recycling.
ACCREDITATION REPORT
This series contains accreditation reports sent off campus.
RETENTION: Retain permanently in office.
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. DATABASE IV
RETENTION: Delete information in the database when no longer needed.
APPLICATION TO WRITING PROJECTS
This series contains applications to writing projects received from off campus.
RETENTION: Retain in office 1 year after application term, 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 sent to Accounting Services, photocopies of receipts sent to Accounting Services, photocopies of requisitions sent to Purchasing, photocopies of Requests for Budget Adjustments 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 shredding then landfill.
CANDIDATE APPLICANT FILES
This series contains job applicant letters of reference received from off campus, job applicant resumes received from off campus, and photocopies of rejection letters sent off campus.
RETENTION: Retain 1 year in office, then destroy by shredding then landfill.
CLASSROOM ASSIGNMENT LOG
This series contains Classroom Assignment Log sheets.
RETENTION: Retain 3 years in office, then destroy by recycling.
CONTRACT BUDGET FILES
This series contains photocopies of contracts sent to Grants and
Contracts, photocopies of Internal Transactions sent to Accounting Services, and photocopies of invoices sent to Accounting Services.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by shredding then recycling.
COORDINATOR WORKING FILES
This series contains photocopies of campus correspondence, campus near-print reference material and course curricula.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
CORRESPONDENCE
This series contains campus and off-campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
COURSE AND FACULTY SCHEDULING FILES
This series includes but may not be limited to photocopies of
Requests for Drop-Add of Courses sent to Student Records and
Registration, photocopies of Class Lists received from Student
Records and Registration, and textbook orders sent to LSU Union
Bookstore.
RETENTION: Retain 3 years in office, then destroy by recycling.
DROP/ADD CARDS
This series contains drop/add cards.
RETENTION: Retain in office 1 year after term distributed, then
destroy by shredding then landfill.
EAST BATON ROUGE PARISH JOB TRAINING PARTNERSHIP ACT FILES
This series contains off- campus correspondence, off-campus near-print informational material, file lists, and file notes.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
EAST BATON ROUGE PARISH TUTORING STUDENT FILES
This series contains off-campus correspondence, Sign Out Sheets, photocopies of schedules, photocopies of Telephone Log Sheets, Permission to Attend forms, and curriculum sheets.
RETENTION: Retain 5 years in office, 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.
EVALUATION AND CURRICULA FILES
This series contains off-campus correspondence, curricula, student evaluations, test results, and data sheets.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
FINANCIAL RECORDS REPORTS
This series contains computer-generated Financial Records
reports.
RETENTION: Retain 3 years in office, then destroy by landfill.
GENERAL REFERENCE FILES
This series contains off-campus near-print informational material, procedural guidelines, Position Descriptions, General Ledger Manuals received from Accounting Services, and Reggie Ledger Manuals received from Student Records and Registration.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
GRADUATE REPORTS A & B
This series contains computer-generated Graduate Reports A & B
received from Graduate School.
RETENTION: Retain 3 years in office, then destroy by landfill.
GRADUATE STUDENT ASSISTANTSHIP FILES
This series includes but may not be limited to photocopies of 1-9 Employee Eligibility Verifications, photocopies of W-4s, Loyalty Oaths, photocopies of TADS, photocopies of applications sent to Graduate School, photocopies of Programs of Study sent to Graduate School, photocopies of Grade Reports received from Student Records and Registration, photocopies of Advisor Cards received from Student Records and Registration, transcripts received from off-campus, and qualifying examinations.
RETENTION: 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, graduate assistantship applications, photocopies of GRE reports received from off campus, requests for examination, correspondence including letters of recommendation, photocopies of Programs of Study sent to Graduate School, photocopies of Advisor Cards received from Student Records and Registration, NCR copies of Grade Reports received from Student Records and Registration, photocopies of Requests for Change in Program of Study sent to Graduate School, qualifying examinations, and Prospectus Approval Sheets.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.
GRE SCORE REPORTS
This series contains photocopies of GRE score reports received from off campus.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.
LEAVE TRACKING REPORTS
This series contains computer-generated Leave Tracking Reports received from Human Resource Management.
RETENTION: Retain 3 years in office, then destroy by shredding then recycling.
LETTERS OF APPLICATION
This series contains letters of application received from off-campus.
RETENTION: Retain 1 year in office, then destroy by landfill.
MANAGEMENT NOTEBOOKS
This series contains photocopies of campus correspondence, computer-generated Management Reports received from Student Records and Registration, file lists, computer-generated Graduate School Report Printouts received from Graduate School, computer-generated Leave Tracking Reports received from Human Resource Management, and computer-generated Office Supply Manuals received from University Stores.
RETENTION: Retain 3 years in office, then destroy by recycling.
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.
MASTER TESTS
This series contains master copies of tests.
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 Midterm Grade Sheets sent to Student Records and Registration and carbon copies of Final Grade Sheets sent to Student Records and Registration.
RETENTION: Retain in office 1 year after term distributed, then destroy by shredding then landfill.
NATIONAL WRITING PROJECT AT LSU VOLUMES
This series contains National Writing Project at LSU volumes.
RETENTION: Retain in office while active, then transfer to
University Archives.
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.
NEWSLETTER NOTEBOOK
This series contains newsletters received from off campus.
RETENTION: Retain in office while active, then destroy by
landfill.
ORIENTATION INFORMATION FILES
This series contains off campus near-print reference material, Orientation Sign-in Sheets, file notes, test scores, and file lists.
RETENTION: Test scores: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. Sign-in sheets: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.
PARENTAL PERMISSION FORMS
This series contains parental permission forms received from off campus.
RETENTION: Retain in office 1 year after graduation term or term of last attendance, then destroy by shredding then landfill.
PERSONNEL ACTIVITY REPORTS NOTEBOOK
This series contains computer-generated Personnel Activity
Reports received from Accounting Services.
RETENTION: Retain 3 years in office, then destroy by recycling.
PERSONNEL WORKING FILES
This series contains photocopies of Turn Around Documents sent to
Accounting Services and file notes.
RETENTION: Retain in office while active, then destroy by
recycling.
PHOTOGRAPH ALBUMS
This series contains photographs.
RETENTION: Retain in office while active, then transfer to
University Archives.
POLICY STATEMENTS AND PROCEDURAL GUIDELINES
This series contains photocopies of policy statements received from Office of the Chancellor and photocopies of procedural guidelines received from Office of the Dean.
RETENTION: Retain in office until superseded, then destroy by recycling.
PROGRAM STATISTICS NOTEBOOK
This series contains Program Statistics.
RETENTION: Retain in office while active, then destroy by
recycling.
REFERENCE NOTEBOOKS
This series contains campus and off-campus correspondence, minutes of meetings, campus and off-campus near-print informational material, and procedural guidelines.
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 landfill.
REJECTED GRADUATE STUDENT FILES
This series includes but may not be limited to photocopies of GRE reports received from off campus, Credential Analyses received from Admissions, and correspondence including letters of application.
RETENTION: Retain in office 1 year after application term, then destroy by shredding then landfill.
STAFF AND FACULTY PERSONNEL FILES
This series includes but may not be limited to photocopies of resumes, photocopies of appointment forms sent to Office of the Dean, photocopies of evaluations, photocopies of step increase forms received from Human Resource Management, photocopies of leave slips, photocopies of job descriptions sent to Human Resource Management, photocopies of grant applications sent to Grants and Contracts, Annual Plans received from faculty, Activity Reports received from faculty, course descriptions received from faculty, and performance evaluations.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
STUDENT ASSISTANT PERSONNEL FILES
This series contains photocopies of 1-9 Employee Eligibility Verifications sent to Human Resource Management, photocopies of TADS sent to Human Resource Management, photocopies of award letters sent off campus, photocopies of Social Security cards received from off campus, photocopies of Drivers Licenses received from off campus, and photocopies of birth certificates received from off campus.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
STUDENT CUMULATIVE RECORDS
This series contains photocopies of student cumulative records received from off campus.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.
STUDENT MASTER INFORMATION SHEETS
This series contains student master information sheets.
RETENTION: Retain in office while active, then destroy by
recycling.
STUDENT REPORT CARDS
This series contains photocopies of Student Report Cards received
from off campus.
RETENTION: Retain 3 years in office, then destroy by recycling.
STUDENT SIGN-IN MEDICINE LOG
This series contains Student Sign-In Medicine Log sheets.
RETENTION: Retain 3 years in office, then destroy by recycling.
STUDENT WRITINGS
This series contains student writings.
RETENTION: Retain in office while active, then destroy by
recycling.
SUMMER PROGRAM AND FOLLOW-UP PROGRAM WORKING FILES
This series contains campus and off-campus correspondence, master forms, and procedural guidelines.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
SUMMER STUDENT FILES
This series contains Information Sheets, Emergency Sheets, schedules, test scores, and applications.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.
TELEPHONE LOGS
This series contains telephone log sheets.
RETENTION: Retain 3 years in office, then destroy by recycling.
TEST RESULTS
This series contains test results.
RETENTION: Retain in office 1 year after term distributed, then
destroy by shredding then landfill.
TEXTBOOK ORDERS FILES
This series contains photocopies of book information requests sent to LSU Union Bookstore, book order worksheets, and intradepartmental campus correspondence.
RETENTION: Retain 3 years in office, then destroy by recycling.
TUTORING ATTENDANCE AND CONTRACTS FILES
This series contains tutoring attendance sheets and contracts.
RETENTION: Retain in office 1 year after graduation term or term
of last attendance, then destroy by shredding then landfill.
UNIVERSITY ADMINISTRATIVE SPECIALIST ADMINISTRATIVE FILES
This series contains campus and off-campus correspondence and Leave Requests.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Leave requests: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
UNIVERSITY ADMINISTRATIVE SPECIALIST WORKING FILES
This series contains computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, computergenerated Equipment Inventories received from Property Control, computer-generated Management Reports received from Student
Records and Registration, and Telephone Codes received from
Telecommunications.
RETENTION: Retain 3 years in office, then destroy by recycling.
WORD PROCESSING FILES
This series contains documents such as letters, messages, memoranda, reports, recorded on electronic media such as hard disks or floppy diskettes a) when the 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.
WORK SITE MANAGEMENT NOTEBOOK
This series contains procedural guidelines.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.