OFFICE OF THE DEAN

COLLEGE OF ENGINEERING

ACCREDITATION REPORTS

This series contains accreditation reports.

RETENTION: Retain in office while active, then transfer to

University Archives.

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.

ASSOCIATE DEAN ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, evaluations, computer-generated Enrollment Summaries received from Student Records and Registration, Accreditation for Engineering and Technology Reviews received from departments, and file notes.

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

Retain permanently in office. Evaluations: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

COLLEGE CATALOGS

This series contains catalogs received from off campus.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

COMMENCEMENT PROGRAMS

This series contains Commencement Programs.

RETENTION: Retain permanently in office.

COMMITTEE FILES

This series contains campus correspondence, photocopies of meeting minutes received from campus offices, and file notes.

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

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

Archives.

COUNSELOR ADMINISTRATIVE FILES

This series contains master forms, photocopies of meeting minutes received from campus offices, procedural guidelines received from campus offices, Course Change forms received from departments, computer-generated Enrollment Statistics, file notes, computer-generated Lists of Graduates, and computer-generated Lists of People Removed from Graduating List.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

COUNSELOR CONTACT LOG

This series contains log sheets with student name, counselor, reason, and date.

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

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.

COUNSELOR INFORMATION FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, data sheets, file lists, computer-generated Lists of Students With Grades, file notes, photocopies of articles received from off campus, and career tests.

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 REFERENCE FILES

This series contains campus and off-campus near-print informational material and computer-generated Data Sheets.

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

COUNSELOR WORKING FILES

This series contains photocopies of campus correspondence, photocopies of meeting minutes received from campus offices, off-campus near-print informational material, file notes, file lists, and Transfer Equivalency Tables received from departments.

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

COURSE EVALUATIONS

This series contains computer-generated Course Evaluations

received from Measurement and Evaluation Center.

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

COURSES TAUGHT IN THE COLLEGE CARD FILE

This series contains course cards.

RETENTION: Retain in office while active, then destroy by

landfill.

DEAN AND ASSOCIATE DEAN SUBJECT FILES

This series contains annual reports, campus and off-campus correspondence, photocopies of meeting minutes, campus and off-campus near-print informational material, news clippings, and reports received from off campus.

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

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 landfill.

DEGREE AUDIT REPORTS NOTEBOOK

This series contains computer-generated Degree Audits reports received from Student Records and Registration.

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

ENGINEERING PROFESSIONAL TEST RESULTS NOTEBOOK

This series contains Engineering Professional Test Results.

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

ENROLLMENT SUMMARY NOTEBOOKS

This series contains computer-generated Enrollment Summaries

received from Budget and Planning.

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

EQUIVALENCY TABLES NOTEBOOKS

This series contains computer-generated Equivalency Tables received from Admissions.

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

FINANCIAL REPORTS

This series contains Financial Reports.

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

GENERAL FILES

This series contains campus and off-campus correspondence, campus near-print informational material, Academic Action reports, photocopies of unofficial transcripts received from Admissions, photocopies of Requests for Dropping a Course sent to Academic Affairs, photocopies of Requests for Adding a Course sent to Academic Affairs, photocopies of Requests for Changing an Existing Course sent to Academic Affairs, computer-generated Degrees Awarded, computer-generated Duplicates received from Student Records and Registration, file lists, computer-generated Enrollment Statistics, Final Lists of Candidates for Degree, Requests to be Absent at Graduation, photocopies of Group Excuses sent to Office of Bursar Operations, Enrolled Handicapped Student forms, computer-generated Rank in Department reports received from Student Records and Registration, applications, and Counselor Contact Log sheets with student name, counselor, reason, and date.

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

Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Requests for changing courses records, computer-generated reports, Group Excuses, log sheets, and Academic Action Reports: Retain 3 years in office, then destroy by recycling. Graduation Requests and handicapped student records: Retain in office 1 year 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.

GRADE DISTRIBUTION REPORTS NOTEBOOKS

This series contains computer-generated Grade Distribution

Reports received from Budget and Planning.

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

GRADUATE STUDENTS IN INTERDISCIPLINARY PROGRAMS FILES

This series contains campus correspondence, carbon copies of Grade Reports received from Graduate School, photocopies of applications sent to Graduate School, photocopies of Programs of Study sent to Graduate School, and photocopies of Changes in Program of Study sent to Graduate School.

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

GUMBO S

This series contains Gumbos.

RETENTION: Retain permanently in office.

INFORMATION NOTEBOOKS

This series contains photocopies of annual reports sent off campus and off-campus near-print informational material.

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

JOB DESCRIPTION NOTEBOOKS

This series contains job descriptions.

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

LISTING OF CODE TABLE TO DATABASE

This series contains computer-generated reports received from

Admissions.

RETENTION: Retain in office while active, then destroy by

recycling.

MASTER FORMS NOTEBOOK

This series contains master forms.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by

landfill.

MINUTES OF CEBA LEADERSHIP MEETINGS NOTEBOOK

This series contains meeting minutes and photographs.

RETENTION: Retain in office while active, then transfer to

University Archives.

NEWSLETTERS

This series contains newsletters received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

PETITIONS TO TRANSFER TO ANOTHER COLLEGE

This series contains Petitions to Transfer to Another College.

RETENTION: Retain in office 5 years after graduation term or

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

POLICY STATEMENTS, PROCEDURAL GUIDELINES, AND PRESIDENTIAL MEMORANDA

This series contains policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, and Presidential Memoranda received from Office of the President.

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

REFERENCE FILES

This series contains photocopies of campus correspondence, campus and off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines generated here and received from campus offices, file lists, file notes, and rosters.

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

REGISTRATION FILES

This series contains campus near-print informational material, rosters, NCR copies of Petitions to Transfer to Another College received from colleges and file notes.

RETENTION: Petitions: 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.

ROSTER OF SUMMER STUDENTS

This series contains computer-generated Rosters of Summer

Students received from Student Records and Registration.

RETENTION: Retain in office until superseded, then destroy by

recycling.

SCHEDULE CHANGE CONFIRMATION CARDS

This series contains photocopies of Schedule Change Confirmation

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 landfill.

SCHOLARSHIP DATABASES

This series contains computer-generated Scholarship Database

reports received from Division of Engineering Services.

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

SCHOLARSHIP FILES

This series contains campus and off-campus correspondence and NCR copies of Departmental Scholarship Recommendations sent to Student Aid and Scholarships.

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

STANDARD FILES

This series contains photocopies of campus correspondence, procedural guidelines received from campus offices, and computer-generated Admissions Standards received from Admissions.

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

STUDENT ASSISTANT TIMESHEET NOTEBOOK

This series contains student assistant timesheets sent to Human

Resource Management.

RETENTION: Retain in office until summarized, then destroy by

shredding then landfill.

STUDY SKILLS INVENTORY FILES

This series contains Study Skills Inventory sheets and Scantron

Sheets.

RETENTION: Retain in office while active, then destroy by

recycling.

SUMMER PROGRAM FILES

This series contains photocopies of annual reports sent to Office of the Chancellor, student data sheets, file notes, and file lists.

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

TECHNICAL ELECTIVES NOTEBOOK

This series contains Technical Electives received from

departments.

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

UNDERGRADUATE STUDENT FILES

This series contains transcripts, photocopies of Grade Reports received from Student Records and Registration, photocopies of schedule cards received from Student Records and Registration, NCR copies of Grade Change forms, Curriculum sheets, and NCR copies of Check-Out sheets sent to Student Records and Registration.

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

UNIVERSITY SAFETY MANUAL

This series contains Safety Manuals received from Safety Office.

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.

WORKING FILES

This series contains computer-generated Enrollment Reports, computer-generated Rank in Department received from Student Records and Registration and file lists.

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