COUNSELING
JUNIOR
DIVISION
ACADEMIC AFFAIRS FILES
This series contains campus and off-campus
correspondence and file notes.
RETENTION:Retain 5 years in office, then destroy by shredding then landfill.
ACCOUNTING LEDGER NOTEBOOKS
This series contains computer-generated ledger
sheets received
from Accounting Services.
RETENTION:Retain 5 years in office, then destroy by recycling.
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.
ADMINISTRATIVE FILES
This series contains photocopies of annual reports,
correspondence, campus near-print informational material, news releases sent
off campus, policy statements received from Office of the Chancellor,
photocopies of procedural guidelines generated here and received from off
campus, photocopies of employee performance evaluations, schedules, file lists,
and file notes.
RETENTION:Evaluations: 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 while active or until
superseded, then destroy by landfill.
APPROVED STUDENT SCHEDULES
This series contains student schedules.
RETENTION:Retain in office 1 year after graduation term or term
of last attendance, then destroy by shredding then
landfill.
ASEP STUDENT LISTS
This series contains computer-generated ASEP Student
Lists received from Data Processing.
RETENTION:Retain in office until superseded, then destroy by landfill.
AUDIO CASSETTE TAPES
This series contains audio tapes.
RETENTION:Retain in office while active, then transfer to
University Archives.
BLACK FACULTY FILES
This series contains photocopies of annual reports,
campus near-print informational material, photocopies of news releases sent off
campus, file notes.
RETENTION:Retain 5 years in office, then transfer to University Archives.
BLACK SCHOLARS REPORTS
This series contains computer-generated Black
Scholars reports received from Student Records and Registration.
RETENTION:Retain in office until superseded, then destroy by recycling.
CAMPUS CORRESPONDENCE NOTEBOOK
This series contains campus correspondence.
RETENTION:Retain 5 years in office, then destroy by shredding
then recycling.
CANDIDATE EVALUATIONS
This series contains candidate evaluations.
RETENTION:Retain 1 year in office, then destroy by recycling.
CAREER INFORMATION FILES, 1978-1986 (OBSOLETE)
This series contains campus and off-campus
correspondence, master forms, photocopies of news releases sent off campus, and
file notes.
RETENTION: Destroy
by recycling.
CONFERENCE FILES
This series contains campus and off-campus
correspondence, worksheets, file notes, and contract agreements.
RETENTION:Correspondence: Retain 5 years
in office, then destroy by shredding then landfill. Contract agreements:
Retain in office 3 years after termination of contract, then destroy by
shredding then landfill. All other
contents: Retain in office while
active, then destroy by recycling.
CORRESPONDENCE
This series contains campus and off-campus
correspondence.
RETENTION:Retain 5 years in office, then destroy by shredding
then landfill.
COUNSELOR INFORMATION FILES
This series contains all or some of the
following: campus and off-campus
correspondence, campus and off-campus near-print informational material, file
notes, worksheets, Expense Log sheets, and PEC counseling log sheets.
RETENTION:Correspondence: Retain 5 years
in office, then destroy by shredding then landfill. Logs: Retain 3 years in
office, then destroy by recycling. All
other contents: Retain in office while
active or until superseded, then destroy by landfill.
COUNSELOR WORKING FILES
This
series contains all or some of the following:
campus and off-campus correspondence, photocopies of meeting minutes
received from campus offices, campus
and off-campus near-print informational material, tally sheets,
speeches, file lists, 3000 courses lists, Contracts for Re-entry, Contracts for
Transfer to Other Colleges for Summer, tests, exam schedules received from
Student Records and Registration, clippings, file notes, telephone messages,
photocopies of transcripts received from off campus, conference forms, NCR
copies of Student Athlete Registration Reports received from Academic Center
for Athletes, probations forms, and personality tests.
RETENTION:Correspondence: Retain 5 years
in office, then destroy by shredding then landfill. All other contents:
Retain 3 years in office, then destroy by shredding then landfill.
CUMULATIVE PRE-ENROLLMENT COUNSELING ROSTER NOTEBOOK
This series contains computer-generated Cumulative
PEC Rosters received from Admissions.
RETENTION: Retain
in office until superseded, then destroy by
recycling.
DAILY DEPOSIT LOG
This series contains Daily Deposit Log sheets with
names, amount
paid, etc.
RETENTION:Retain 3 years in office, then destroy by recycling.
DEPARTMENTAL REPORTS
This series contains Departmental Reports received
from departments
RETENTION:Retain in office while active, then destroy by landfill.
EXPERIENCE LSU FILES
This series contains campus near-print informational
material, file notes, and file lists.
RETENTION:Retain in office while active or until superseded, then destroy by
landfill.
FRESHMAN ORIENTATION FILES
This series contains file notes and transparencies.
RETENTION:Retain in office while active, then destroy by
landfill.
GENERAL INFORMATION NOTEBOOKS
This series contains campus correspondence,
procedural guidelines, Training Manuals, file notes, Pre-Enrollment Counseling
goals and objectives, photocopies of Transmittal Forms sent to Office of Bursar
Operations, and computer-generated Freshmen With PEC Sessions received from
Admissions.
RETENTION:Correspondence: Retain 5 years
in office, then destroy by shredding then recycling. Transmittals and reports:
Retain 3 years in office, then destroy by
recycling. All other contents: Retain in office while active or until
superseded, then destroy by recycling.
GRANT INFORMATION FILES
This
series contains campus near-print informational material, evaluations, and file
notes.
RETENTION:Retain in office while active or superseded, then destroy by landfill.
GRANT PROPOSALS
This series contains photocopies of grant proposals
sent to Board of Regents.
RETENTION:Retain in office 3 years after termination of contract, then destroy by
shredding then recycling.
GRANT REPORTS
This series contains photocopies of grant reports
sent off
campus
RETENTION:Retain 3 years in office, then destroy by recycling.
JUNIOR DIVISION ADMISSION COMMITTEE LOG
This series contains Junior Division Admission
Committee Log
sheets showing actions taken on student
applications.
RETENTION:Retain 3 years in office, then destroy by recycling.
JUNIOR DIVISION HANDBOOK ADVISOR FILES
This series contains campus near-print informational
material, file notes, and charts.
RETENTION:Retain in office while active or until superseded, then destroy by
landfill.
JUNIOR DIVISION MATERIALS FILES
This series contains campus correspondence, master
tests, campus and off-campus near-print informational material, newspaper
clippings received from off campus, procedural guidelines, English Class
Statistics, and file notes.
RETENTION:Master tests: Record (master)
copy: Retain permanently in
office. Duplicates: Retain in office while active, then destroy
by landfill. Correspondence: Retain 5 years in office, then destroy by
shredding then recycling. All other
contents: Retain in office while active,
then destroy by landfill.
JUNIOR DIVISION SLIDES
This series contains slides.
RETENTION:Retain in office while active, then transfer to
University Archives.
LSU CATALOGS
This series contains LSU Catalogs.
RETENTION:Retain in office while active, then destroy by
landfill.
MID-TERM PROFILES
This series contains Mid-Term Profiles.
RETENTION:Retain in office 1 year after term distributed, then
destroy by shredding then landfill.
MISCELLANEOUS INFORMATION FILES
This
series contains off-campus near-print informational material, news clippings
received from off campus,
questionnaires, computer-generated Student Lists
received from Administrative Information Systems, evaluations, and file notes.
RETENTION:Questionnaires and evaluations:
Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until
superseded, then destroy by landfill.
NATIONAL SCIENCE FOUNDATION FILES
This series contains off-campus near-print
informational material, referral forms received from off campus, training
videos, Post-Tests answer sheets, Post-Tests, program videos, and photographs
RETENTION:Referral forms: Retain 3 years
in office, then destroy by landfill.
Videos and photographs: Retain
permanently in office. Answer
sheets: Retain in office 1 year after
term submitted, then destroy by shredding then landfill. All other contents: Retain in office while active or until
superseded, then destroy by landfill.
NATIONAL SCIENCE FOUNDATION GRANT NOTEBOOKS
This series contains campus and off-campus
correspondence, master forms, photocopies of Budget Proposed Allocationsi A,B,
& C sent to Grants and Contracts, photocopies of proposals sent off campus,
photocopies of checks sent off campus, rosters, and evaluations.
RETENTION:Correspondence: Retain 5 years
in office, then destroy by shredding then landfill. All other contents:
Retain in office 3 years after termination of contract, 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.
NEWSLETTERS
This series contains newsletters received from off
campus.
RETENTION:Retain in office while active, then destroy by
recycling.
ORIENTATION SLIDES
This series contains slides.
RETENTION:Retain in office while active, then transfer to
University Archives.
ORIENTATION VIDEO CASSETTES
This series contains video cassettes.
RETENTION:Retain in office while active, then transfer to
University Archives.
PEER-ASSISTANCE PROGRAM FILES
This series contains applications received from off
campus and
tally sheets.
RETENTION:Retain 3 years in office, then destroy by landfill.
PERSONNEL FILES
This series contains job applicant resumes received
from off campus, photocopies of position descriptions generated here and
received from off campus, photocopies of Data Sheets, photocopies of
Biographical Sheets, and photocopies of the following sent to Human Resource
Management: employee withholding tax
statements, Employment Processing Forms, and Disability Forms.
RETENTION:Retain in office 2 years after termination or until final disposition of
charge or civil action, then destroy by shredding then landfill.
POLICY STATEMENTS AND PROCEDURAL GUIDELINES NOTEBOOK
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.
PRE-ENROLLMENT COUNSELING FILES
This series contains campus correspondence, campus
near-print informational material, news clippings sent off campus, photocopies
of budget reports sent to Office of the Dean, Position Descriptions, file
notes, and program evaluations.
RETENTION:Correspondence: Retain 5 years
in office, then destroy by shredding then recycling. Positions descriptions:
Retain 2 years in office, then destroy by
recycling. Evaluations and budget
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.
PRE-ENROLLMENT COUNSELING NOTEBOOK
This series contains campus correspondence,
photocopies of meeting minutes, campus near-print informational material, and
file notes.
RETENTION:Retain in office while active or until superseded, then destroy by
landfill.
PRE-ENROLLMENT COUNSELING SESSIONS FILES
This series contains campus correspondence,
schedules, and file notes.
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.
PROGRAM FILES
This series contains campus correspondence, campus
near-print informational material, file notes, Referral forms, and assignments
with instructors forms.
RETENTION: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.
RE-ENTRY AND TRANSFER LETTERS SENT
This
series contains photocopies of letters sent off campus.
RETENTION:Retain 5 years in office, then destroy by shredding then recycling.
RE-ENTRY CONFERENCE FORMS
This series contains photocopies of Re-entry
Conference Forms.
RETENTION:Retain 3 years in office, then destroy by recycling.
RE-ENTRY STUDENT CONFERENCES FILES
This series contains Career Occupational Preference
System test
scores, file notes, examples of grant proposals, and
surveys.
RETENTION:Retain 3 years in office, then destroy by recycling.
REFERENCE FILES
This series contains campus and off-campus
correspondence, campus near-print informational material, job applicant resumes
received from off campus, carbon copies of Profile of Academic Ability,
computer-generated Office Supply
Catalogs received from University Stores, computer-generated Midterm Grades received from Student Records
and Registration, and academic calendars.
RETENTION: Academic records: Retain in office 1 year after term distributed, then destroy by
shredding then landfill. Resumes: Retain 1 year in office, then destroy by
landfill.
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.
REPORTS
This series contains computer-generated reports
received from
Data Processing.
RETENTION:Retain 3 years in office, then destroy by landfill.
RESUMES
This series contains resumes received from off
campus.
RETENTION:Retain 1 year in office, then destroy by landfill.
ROSTERS OF STUDENTS ON PROBATION
This series contains computer-generated Rosters of
Students on
Probation received from Student Records and
Registration.
RETENTION:Retain 3 years in office, then destroy by recycling.
SAMPLE PACKETS
This series contains sample packets.
RETENTION:Retain in office while active, then destroy by
landfill.
SECRETARY WORKING FILES
This series contains photocopies of annual reports,
campus correspondence, photocopies of meeting minutes, campus near-print
informational material, computer-generated
Operating Budgets for Fiscal Years received from Budget and Planning,
and worksheets.
RETENTION:Correspondence: Retain 5 years
in office, then destroy by shredding then recycling. Budgets: Retain 3 years
in office, then destroy by recycling.
All other contents: Retain in
office while active or until superseded, then destroy by landfill.
SENIOR COLLEGE INFORMATION NOTEBOOK
This series contains campus correspondence and file
notes.
RETENTION:Retain in office while active or until superseded, then destroy by
recycling.
SENIOR COLLEGE REFERENCE FILES
This series contains all or some of the
following: campus correspondence,
campus near-print informational material, course descriptions received from
campus offices, degree requirements received from campus offices, meeting
minutes, computer-generated Student Readmitting reports received from
Admissions, and computer-generated Scholarship Recipients reports received from
Administrative Information Systems.
RETENTION: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
recycling.
STATISTICAL SHEETS
This series contains statistical sheets.
RETENTION:Retain in office until superseded, then destroy by
recycling.
STUDENT FILES
This series contains campus correspondence,
Notifications of
Handicap, photocopies of medical records, and
Confidential
Accommodations.
RETENTION:Retain in office 5 years after graduation term or
term of last attendance, then destroy by shredding
then landfill.
SUBJECT FILES
This series contains correspondence, sample forms
received from off campus, news clippings received from off campus, and
questionnaires.
RETENTION:Correspondence: Retain 5 years
in office, then destroy by shredding then landfill. All other contents:
Retain in office while active, then destroy by recycling.
SUBSTANCE ABUSE NOTEBOOK
This series contains Substance Abuse Notebooks
received from
Office of the Chancellor.
RETENTION: Retain
in office until superseded, then destroy by
recycling.
TALLY SHEETS
This series contains tally sheets.
RETENTION:Retain 3 years in office, then destroy by landfill.
TELEPHONE MESSAGES
This series contains telephone messages.
RETENTION:Retain 1 year in office, then destroy by landfill.
TRANSFER CREDIT EQUIVALENCY TABLES
This series contains computer-generated Transfer
Credit
Equivalency
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.
WORKSHOP NOTEBOOK
This series contains notes.
RETENTION:Destroy by recycling.
WORKSHOP PRESENTATION FILES
This series contains master forms, file notes, and
transparencies.
RETENTION:Master forms: Record (master)
copy: Retain permanently in
office. Duplicates: Retain in office
while active, then destroy by landfill.
All other contents: Retain in
office while active, then destroy by landfill.