OFFICE OF THE DEAN

COLLEGE OF EDUCATION

ACCREDITATION REPORTS

This series contains accreditation reports.

RETENTION: Retain permanently in office.

ADVISOR CARDS

This series contains photocopies of Advisor Cards received from

Student Records and Registration.

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

destroy by shredding then recycling.

APPLICATIONS

This series contains applications received from off campus.

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

ASSOCIATE DEAN ADMINISTRATIVE FILES

This series contains all or some of the following: campus and off-campus correspondence, campus and off-campus near-print informational material, file lists, photocopies of proposals received from departments, vitae received from off campus, letters of recommendation received from off campus, file notes, student teacher evaluation synopses, schedules, and meeting minutes.

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

Retain 1 year in office, then destroy by landfill. Proposals and evaluation synopses: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

ASSOCIATE DEAN WORKING FILES

This series contains campus correspondence, photocopies of class schedules received from departments, drafts of budgets; and reports received from various committees.

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

BUDGET FILES

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

CAMPUS CORRESPONDENCE NOTEBOOK

This series contains campus correspondence.

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

CLASS MANAGEMENT REPORTS AND COMPOSITE PACKET LISTS

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

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

COORDINATOR WORKING FILES

This series contains campus and off-campus correspondence, computer-generated Academic Action List, computer-generated Student Transfers received from Student Records and Registration, photocopies of Class Rolls received from departments, file lists, and worksheets.

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 recycling

COURSE SCHEDULES

This series contains computer-generated Course Schedules received from Student Records and Registration.

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

DEAN CARDS

This series contains photocopies of Dean's Cards received from

Student Records and Registration.

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

destroy by shredding then recycling.

DEAN CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

Archives.

DEAN GENERAL CORRESPONDENCE FILES

This series contains annual reports received from campus offices, campus and off-campus correspondence, and off-campus near-print informational material.

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

DEAN WORKING FILES

This series contains campus and off-campus correspondence, procedural guidelines received from off campus, file notes, and off-campus near-print informational material.

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

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.

ENGLISH PROFICIENCY CARD FILE

This series contains English Proficiency cards.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

FACULTY PERSONNEL FILES

This series includes but may not be limited to teacher evaluations, personnel appointment forms, 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.

FUND RAISING FILES

This series contains off-campus correspondence, campus and off-campus near-print informational material, photocopies of newspaper clippings received from off campus, and file lists.

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

GENERAL DEPARTMENTAL INFORMATION FILES

This series contains photocopies of campus correspondence, campus near-print informational material, and file notes.

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

HOLMES GROUP FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, course descriptions received from departments, and file notes.

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

LSU CATALOGS

This series contains LSU Catalogs received from Student Records

and Registration.

RETENTION: Retain permanently in office.

NATIONAL TEACHERS EXAMINATION CARD FILE

This series contains cards with NTE scores, names, etc.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

NATIONAL TEACHERS EXAMINATION REPORTS

This series contains computer-generated NTE Reports received from off campus.

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

NATIONAL TEACHERS EXAMINATION SCORES

This series contains photocopies of National Teachers Examination

scores received from off campus.

RETENTION: Retain permanently in office.

NATIONAL TEACHERS EXAMINATION STATISTICAL SHEETS NOTEBOOK

This series contains statistical sheets.

RETENTION: Retain in office while active, then destroy by

recycling.

NCATE ACCREDITATION FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, procedural guidelines received from National Council for Accreditation of Teacher Education, university reviews received from off campus, and student evaluations.

RETENTION: Retain 5 years in office, 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 FILES

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

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 generated here and received from off campus.

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

PROJECT FILES

This series contains campus correspondence and photocopies of news releases received from off campus.

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

PROSPECTIVE STUDENT FILES

This series contains correspondence, photocopies of transcripts received from off campus, and evaluations.

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

REFERENCE FILES

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

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

REFERENCE NOTEBOOKS

This series contains campus and off-campus correspondence, master forms, off-campus near-print informational material, procedural guidelines, and NTE statistics.

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.

ROOM RESERVATION LOG

This series contains log sheets with room number, date, name, etc.

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

SCHEDULE CARDS

This series contains photocopies of Schedule Cards received from

Student Records and Registration.

RETENTION: Retain in office 1 year after graduation term or term

of last attendance, then destroy by shredding then recycling.

SCHOLARSHIP FILES

This series contains computer-generated monthly ledger sheets received from Accounting Services and applications received from students.

RETENTION: Retain in office 5 years after termination of contract, then destroy by shredding then landfill.

SEARCH COMMITTEE CANDIDATE FILES

This series contains the following received from off campus:

applications, letters of reference, vitae, resumes.

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

SEARCH COMMITTEE CORRESPONDENCE NOTEBOOK

This series contains campus and off-campus correspondence.

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

then landfill.

SECRETARY WORKING FILES

This series contains photocopies of campus and off-campus correspondence, off-campus near-print informational material, photocopies of leave slips sent to Human Resource Management, and photocopies of faculty rosters received from departments.

RETENTION: Leave slips: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All other contents:

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

STAFF ASSISTANT WORKING FILES

This series contains campus and off-campus correspondence, computer-generated monthly ledger sheets received from Accounting Services, photocopies of Per-2 Personnel Appointments sent to Human Resource Management, photocopies of classified timesheets sent to Human Resource Management, and photocopies of leave slips sent to Human Resource Management.

RETENTION: Personnel and leave records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

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

STUDENT FILES

This series contains campus and off-campus correspondence, applications received from off campus, photocopies of transcripts received from off campus, photocopies of Grade Change slips sent to Student Records and Registration, NCR copies of Curriculum Change Authorizations' sent to Student Records and Registration, photocopies of Degree Audits sent to Student Records and Registration, Pass/Fail Requests sent to Student Records and Registration, and the following received from Student Records and

Registration: Transfer Credit Evaluations, NCR copies of Grade Sheets, NCR copies of Grade Reports, and applications for certification.

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

STUDENT LEDGER CARDS

This series contains student ledger cards.

RETENTION: Retain in office 5 years after graduation term or

term of last attendance, then destroy by shredding then landfill.

STUDENT ROSTERS

This series contains computer-generated Student Rosters received from Student Records and Registration.

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

SUBSCRIPTIONS AND DUES DUE-DATE LOG

This series contains log sheets.

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

TRANSFER CREDIT TRANSLATION TABLE NOTEBOOK

This series contains computer-generated tables received from

Admissions.

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.

WORD PROCESSOR WORKING FILES

This series contains file lists, photocopies of Federal Express receipts sent off campus, and file notes.

RETENTION: Receipts: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.

XEROX READING LOG

This series contains log sheets with date, readings, etc.

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