DEPARTMENT OF KINESIOLOGY

AUDIO VISUAL LOG

This series contains audio visual log sheets.

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

BUDGET FILES

This series includes but may not be limited to computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, computer-generated ledger sheets, 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, NCR copies of requisitions sent to Purchasing, photocopies of Requests for Budget Adjustment sent to Office of the Dean, computer-generated Invoices Paid During the Period reports received from Accounting Services, and photocopies of equipment maintenance and repair reports received from off campus.

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

CORRESPONDENCE

This series contains originals and photocopies of campus and off-campus correspondence.

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

COURSE SYLLABUS

This series contains course syllabi.

RETENTION: Retain in office while active, then destroy by

recycling.

CREDIT EXAMINATIONS

This series contains examinations taken by students.

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.

EQUIPMENT REQUEST FILES

This series contains campus correspondence.

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

GRADUATE STUDENT FILES

This series includes but may not be limited to photocopies of final examinations, graduate assistant applications, GRE reports, photocopies of requests for examination sent to Graduate School, and correspondence including letters of recommendation.

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.

LSU CATALOGS

This series contains LSU catalogs.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

MIDTERM AND FINAL GRADE SHEETS

This series contains carbon copies of Midterm Grade Sheets 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.

PERSONNEL FILES

This series contains photocopies of resumes, photocopies of appointment forms sent to Office of the Dean, photocopies of evaluations, step increase photocopies received from Human Resource Management, photocopies of leave slips, photocopies of student assistant letters of recommendation, photocopies of job descriptions sent to Human Resource Management, vitae, campus and off-campus correspondence, photocopies of promotion/tenure forms sent to Office of the Dean, photocopies of timesheets sent to Payroll, photocopies of Position Descriptions received from Human Resource Management, and photocopies of the following sent to Human Resource Management: 1-9 Employee Eligibility Verification, Per-l, Per-3, Per-17, Per-40, and Change in Status Report of Continuation or Separation.

RETENTION: Faculty and staff personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Student personnel records: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

THESES AND DISSERTATIONS

This series contains theses and dissertations.

RETENTION: Retain permanently in office.

UNDERGRADUATE STUDENTS FILES

This series contains campus and off-campus correspondence, photocopies of Degree Audits received from Student Records and Registration, NCR copies of grade reports received from Student Records and Registration, and plans of study.

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

VENDOR CATALOGS

This series contains vendor catalogs received from off campus.

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