UNIVERSITY LABORATORY SCHOOL

ACADEMIC PERSONNEL REPORTS

This series contains NCR copies of Academic Personnel Reports 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.

ACCOUNTING LEDGERS

This series contains computer-generated ledger sheets received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by recycling.

ACTIVITY FEE FILES

This series contains NCR copies of Internal Transactions sent to

Accounting Services, NCR copies of invoices sent to Accounting

Services, computer-generated monthly ledger sheets received from

Accounting Services, NCR Purchase Orders sent to Purchasing, and

photocopies of requisitions sent to Purchasing.

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

Center, then destroy by shredding then landfill.

ADDRESS CHANGES

This series contains address changes.

RETENTION: Retain in office while active, then destroy by

landfill.

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.

ADMISSION SLIPS

This series contains NCR copies of Admission Slips.

RETENTION: Retain in office while active, then destroy by

landfill.

ASSISTANT PRINCIPAL ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, file notes, file lists, photocopies of clinic notices sent to parents, and ballots.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Clinic notices and ballots:

Retain 1 year in office, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

ASSISTANT PRINCIPAL REFERENCE NOTEBOOKS

This series contains campus correspondence, campus and off-campus near-print informational material, and photocopies of incident reports received from LSU Campus Police.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Incident reports: Retain 3 years in office, then destroy by recycling. All other contents:

Retain in office while active or until superseded, then destroy by landfill.

ASSISTANT PRINCIPAL WORKING FILES

This series contains photocopies of annual reports sent off campus, campus and off-campus correspondence, computer-generated Equipment Inventories received from Property Control, photocopies of Injury Reports sent to Benefits Office, computer-generated Space Inventories received from Facility Development, NCR copies of Principal's Annual Attendance Reports sent off campus, file notes, rules and regulations, and photocopies of accident reports sent to and received from off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Inventories: Retain 1 year in office, then destroy by landfill. Injury and accident reports: Retain in office 7 years, then destroy by shredding then recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

ATHLETIC DEPARTMENT ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, campus near-print informational material, procedural guidelines received from off campus, game contracts, receipts received from off campus, file lists, sponsor notes, NCAA Bulletins received from off campus, insurance forms, photographs, Statistics Summary sheets, photocopies of entry forms sent off campus, schedules, results sheets, and physical examination forms received from students.

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

ATTENDANCE FILES

This series contains check-in slips, check-out slips, and notes received from parents.

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

ATTENDANCE REPORTS

This series contains computer-generated Attendance Reports.

RETENTION: Retain in office until superseded, then destroy by

recycling.

BANK STATEMENTS AND CANCELED CHECKS

This series contains bank statements received from off campus and

canceled checks received from off campus.

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

Center, then destroy by shredding then landfill.

BASKETBALL FILES

This series contains off-campus near-print informational material, procedural guidelines, score sheets, rosters, spirit posters, Junior Varsity statistics sheets, Record Sheets, Offensive Sheets, and Defensive Sheets.

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

BASKETBALL VIDEOS

This series contains basketball videos.

RETENTION: Retain in office while active, then transfer to

University Archives.

BEHAVIOR DOCUMENTS

This series contains behavior documents.

RETENTION: Retain 1 year in office, then destroy by shredding

then landfill.

BUDGET FILES

This series contains 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, photocopies of receipts, NCR copies of requisitions sent to Budget and Planning, 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.

BUDGET REPORTS

This series contains photocopies and carbon copies of budget

reports received from Accounting Services.

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

CAFETERIA ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, computer-generated Equipment Inventories received from Property Control, master forms, off-campus near-print informational material, photocopies of bids received from Purchasing, photocopies of invoices sent to Accounting Services, photocopies of timesheets sent to Payroll, transmittals sent to Office of Bursar Operations, Child Nutrition labels received from off campus, file lists, Food Service Establishment Inspection Reports received from off campus, photocopies of Letter of Assurance sent to Human Resource Management, computer-generated Leave Tracking Reports received from Human Resource Management, computer-generated

Mailing Lists received from Human Resource Management, sign-in sheets, check sign lists, Meal Courts, and lunch menus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Invoices: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. Logs, computer-generated reports, and purchasing records: Retain 3 years in office, then destroy by recycling. Letters of Assurance: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Inventories: Retain 1 year in office, then destroy by landfill. Timesheets: Retain in office until summarized, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

CAFETERIA SUPERVISOR WORKING FILES

This series contains NCR copies of invoices sent to Accounting Services, computer-generated monthly ledger sheets received from Accounting Services, Purchase Orders sent to Accounting Services, computer-generated Documents Paid During the Period reports received from Accounting Services, object codes received from Accounting Services, Department Transaction Registers, Cash Sales Log Sheets, Food Buying Guide received from off campus, and file notes.

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

CAFETERIA WORKER LOG

This series contains log sheets with name, payroll status, rank, address, etc.

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

CARD CATALOG

This series contains bibliography cards.

RETENTION: Retain permanently in office.

CENTURY CLUB CONTRIBUTIONS LOG

This series contains Century Club Contributions Log sheets with

name, amount, date, and purpose.

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

CLUB ACCOUNT FILES

This series contains invoices received from vendors and faculty.

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

Center, then destroy by shredding then landfill.

COUNSELOR REFERENCE FILES

This series contains campus and off-campus correspondence, master forms, campus and off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, calendars, and file lists.

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.

COUNSELOR WORKING FILES

This series contains campus and off-campus near-print informational material, schedules, calendars, file lists, and computer-generated Class Ranks.

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

CUB COLLEGE TRACKS

This series contains Cub College Tracks.

RETENTION: Retain in office while active, then destroy by

recycling.

CUBS

This series contains Cubs yearbooks.

RETENTION: Retain permanently in office.

CUMULATIVE FOLDERS

This series contains cumulative folders and photographs.

RETENTION: Retain permanently in office.

ELEMENTARY COUNSELING FILES

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

ELEVATOR KEY LOG

This series contains Elevator Key Log sheets with name, date out, key number, and date returned.

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

EMERGENCY CARD FILE

This series contains emergency cards.

RETENTION: Retain in office while active, then destroy by

landfill.

EMPLOYMENT APPLICATIONS

This series contains employment applications.

RETENTION: Retain 1 year in office, then destroy by shredding

then landfill.

EQUIPMENT FILES

This series contains off-campus near-print informational material, NCR copies of Purchase Orders sent to Purchasing, and warranties received from off campus.

RETENTION: Warranties: Retain in office for life of equipment, then destroy by landfill. Purchase Orders: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

EQUIPMENT INVENTORY

This series contains equipment inventory.

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

FACULTY AND STAFF PERSONNEL FILES

This series contains NCR copies of Employee Performance Evaluations sent to Human Resource Management, NCR copies of 1-9 Employee Processing Forms sent to Human Resource Management, NCR copies of LSU-l Personnel Actions received from Human Resource Management, photocopies of timesheets sent to Payroll, Jury Leave forms received from off campus, doctor's excuses received from off campus, photocopies of Letters of Assurance sent to Human Resource Management, computer-generated Members Annual Account Statement received from Human Resource Management, and photocopies of Personnel Action forms received from 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.

FACULTY LOG FILES

This series contains photocopies of Teacher Certificates and Faculty Log sheets with teacher certificate number, area of certification, date of employment, etc.

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

FEE SLIPS

This series contains photocopies of fee slips received from

Office of Bursar Operations.

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

FOOTBALL FILES

This series contains procedural guidelines, photocopies of

articles, game plans, practice plans, and play charts.

RETENTION: Retain in office while active, then transfer to

University Archives.

FREE AND REDUCED LUNCHROOM PROGRAM FILES

This series contains applications, rating sheets, and transportation reimbursements.

RETENTION: Retain in office 1 year after graduation term or term of last attendance, then destroy by shredding then landfill.

GENERAL FILES, 1977-1987 (OBSOLETE)

This series contains campus and off-campus correspondence and photocopies of grant proposals sent to campus offices.

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

GRADE AND SCHEDULE CHANGE REPORTS

This series contains Grade Change Reports and Schedule Change

Reports.

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

destroy by shredding then landfill.

GRADE SHEETS

This series contains grade sheets received from faculty.

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

destroy by shredding then landfill.

GRADUATING SENIORS FILES

This series contains campus near-print informational material, file lists, file notes, class rolls, and class schedule rosters.

RETENTION: Retain permanently in office.

GRANTS FILES

This series contains photocopies of invoices received from

Accounting Services, NCR copies of Purchase Orders sent to

Purchasing, and NCR copies of requisitions sent to Purchasing.

RETENTION: Retain in office 3 years after termination of

contract, then destroy by shredding then landfill.

HIGH SCHOOL COUNSELING FILES

This series contains file notes, teacher notes, and recommendations received from teachers.

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

HIGH SCHOOL STUDENTS OVERDUE BOOKS CARD FILE

This series contains high school students overdue book cards.

RETENTION: Retain in office while active, then destroy by

landfill.

HISTORY FILES

This series contains photocopies of annual reports sent off campus, NCR copies of Purchase Orders sent to Purchasing, enrollment sheets, inventory sheets, photocopies of accreditation reports sent off campus, floor plans received from off campus, blueprints received from off campus, fingerprints, and photographs.

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

INFORMATION NOTEBOOKS

This series contains campus correspondence, off-campus near-print informational material, computer-generated Payroll Check Distribution Reports received from Payroll, computer-generated lists of software available, file notes, computer-generated Telephone Directories, computer-generated object code lists received from Accounting Services, computer-generated Invoices Paid During the Period reports received from Accounting Services, and checklists for sick and annual leave.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Payroll Check Distribution Reports, Invoices Paid During the Period, and Checklist for Sick and Annual Leave: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

JUNIOR VARSITY AND VARSITY BASKETBALL STATISTICS AND PRACTICE PLANS

This series contains Junior Varsity and Varsity basketball statistics and practice plans.

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

JUNIOR VARSITY BASKETBALL STATISTICS SHEETS

This series contains Junior Varsity basketball statistics sheets.

RETENTION: Retain in office while active, then destroy by

landfill.

LIBRARIAN WORKING FILES

This series contains campus correspondence, off-campus near-print

informational material, procedural guidelines received from campus offices, invoices received from off campus, photocopies of Purchase Orders sent to Purchasing, file lists, file notes, photocopies of articles sent off campus, receipts received from off campus, and NCR copies of fine receipts.

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

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

LOUISIANA PERIODICAL INDEX CARD FILE

This series contains Louisiana periodical index cards.

RETENTION: Retain in office while active, then destroy by

landfill.

LSU SPECIFICATIONS

This series contains computer-generated LSU specifications received from Residence Food Services.

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

MASTER CALENDARS

This series contains master calendars.

RETENTION: Retain in office while active, then destroy by

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.

MASTER TESTING MATERIALS

This series contains off-campus near-print informational materials.

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

MIDDLE SCHOOL PROGRESS REPORTS

This series contains middle school progress reports.

RETENTION: Retain in office until superseded, then destroy by

shredding then landfill.

MISCELLANEOUS FILES

This series contains campus and off-campus correspondence, Position Descriptions received from campus offices, and file notes.

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

Retain 2 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.

MONEY RECEIVED BOOKS

This series contains NCR copies of money receipts.

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

Center, then destroy by shredding then landfill.

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.

OFFICE GENERAL FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, policy statements received from off campus, file notes, and file lists.

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.

OFFICE WORKING FILES

This series contains off-campus correspondence, Class Office Elections forms, file lists, file notes, telephone log sheets, student accident reports received from teachers, computer-generated student lists, sign-in/out sheets, and pictures.

RETENTION: Pictures: Retain permanently in office.

Correspondence: Retain 5~years in office, then destroy by shredding then landfill. Logs: Retain 3 years in office, then destroy by recycling. Accident reports: Retain 7 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.

OPERATION MANUALS

This series contains manuals received from off campus.

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

PERPETUAL INVENTORY CARD FILE

This series contains perpetual inventory cards.

RETENTION: Retain in office while active, then destroy by

landfill.

POLICY STATEMENTS AND PROCEDURAL GUIDELINES NOTEBOOKS

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

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

PRINCIPAL ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, news clippings or publications excerpts received from off campus, policy statements received from Office of the Chancellor, and file notes.

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

PRINCIPAL CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

Archives.

PRINCIPAL WORKING FILES

This series contains reports received from off campus and campus and off-campus near-print informational material.

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

READING FILES

This series contains campus correspondence.

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

then recycling.

REVEILLE CENTENNIAL, 1959 (OBSOLETE)

This series contains Reveille Centennial received from Student

Media.

RETENTION: Retain permanently in office.

SCHEDULING FILES

This series contains computer-generated Master Schedules and computer-generated Schedule Conflicts.

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

SCORE BOOKS

This series contains score books.

RETENTION: Retain in office while active, then destroy by

landfill.

SHELF LIST CARDS

This series contains shelf list cards.

RETENTION: Retain in office while active, then destroy by

landfill.

SPECIAL LECTURERS FILES

This series contains off-campus correspondence, NCR copies of PER-2 Personnel Appointments sent to Payroll, and NCR copies of Appointment or Change-in-Status 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.

STAFF AND FACULTY LEAVE FILES

This series includes but may not be limited to campus correspondence, computer-generated monthly PARS leave reports received from Human Resource Management, leave slips, and annual leave summaries received from 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.

STUDENT APPLICATIONS

This series contains applications.

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

destroy by shredding then landfill.

STUDENT FILES

This series contains cumulative folders, photocopies of ACT scores received from off campus, photocopies of LEAP scores received from off campus, photocopies of report cards, health records received from off campus, and photocopies of testing results received from campus offices.

RETENTION: Retain permanently in office.

STUDENT SCHEDULES NOTEBOOK

This series contains computer-generated student schedules.

RETENTION: Retain in office until superseded, then destroy by

recycling.

SUBSTITUTE DAILY PAYMENT LOG

This series contains log sheets with name, person substituting

for, etc.

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

SUBSTITUTE FOLDERS

This series contains teacher schedules, rosters, duty schedules, and seating charts.

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

SUBSTITUTE TEACHER AND STUDENT ASSISTANT PERSONNEL FILES

This series contains photocopies of employee withholding tax statements sent to Human Resource Management, NCR copies of PER-2 Personnel Appointments sent to Human Resource Management, photocopies of student timesheets sent to Payroll, and photocopies of Loyalty Oaths sent to Human Resource Management.

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

SUBSTITUTE TEACHER LOG

This series contains Substitute Teacher Log sheets with name, telephone number, and area.

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

TEACHER EVALUATIONS

This series contains teacher evaluations.

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

TELEPHONE LOG

This series contains Telephone Log sheets with name, number, who

called, and date.

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

TESTING FILES

This series contains off-campus near-print informational material and LEAP scores received from off campus.

RETENTION: Test scores: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

TESTING PROGRAMS FILES

This series contains the following records received from off campus: test scores (ACT, SAT, P-SAT, P-ACT, Stanford Achievement, California Achievement, DAT, LEAP, exit exams), computer-generated School Profiles, computer-generated State Profiles, computer-generated National Profiles, and Interpretation Sheets.

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

TEXTBOOK RECEIPTS

This series contains NCR copies of textbook receipts sent to

student.

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

Center, then destroy by shredding then landfill.

TRACK AND CROSS COUNTRY FILES

This series contains off-campus correspondence, sample forms, meet results, photocopies of state meet entries sent off campus, photocopies of articles, and event results.

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

TUITION AND ADMISSION LOG

This series contains procedural guidelines.

RETENTION: Retain in office until superseded, then destroy by

recycling.

UNIVERSITY CATALOGS

This series contains catalogs received from off campus.

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

VERTICAL FILES

This series contains news clippings received from campus and off

campus.

RETENTION: Retain permanently in office.

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 the 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.

WORK-OUT FORMS

This series contains work-out forms.

RETENTION: Retain in office while active, then destroy by

recycling.

WORK REQUESTS

This series contains NCR copies of Work Requests sent to Facility

Service.

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