STUDENT SUPPORT SERVICES

JUNIOR DIVISION

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.

CALENDARS OF STUDENT APPOINTMENTS

This series contains calendars.

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

COUNSELOR WORKING FILES

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

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  All other contents:  Retain in office until superseded, then destroy by landfill.

DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, computer-generated Operating Budgets for Fiscal Years received from Accounting Services, photocopies of employee performance evaluations, file lists, and resumes received from off campus.

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

GENERAL INFORMATION FILES

This series contains photocopies of campus and off-campus correspondence, campus and off-campus near-print informational material, and computer-generated student schedules.

RETENTION:  Retain in office until superseded, then destroy by landfill.

GRANT NOTEBOOKS

This series contains grants.

RETENTION:  Retain in office 3 years after termination of

contract, then destroy by shredding then landfill.

INCOMPLETE STUDENT FILES

This series contains photocopies of 1040 tax forms received from students, photocopies of transcripts received from off campus, and autobiographies received from students.

RETENTION:  Retain in office 1 year after completion of job or contract, then destroy by landfill.

LSU CATALOGS

This series contains LSU catalogs.

RETENTION:  Retain in office until superseded, then destroy by

landfill.

NEAR-PRINT INFORMATIONAL MATERIAL

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

RETENTION:  Retain in office until superseded, then destroy by landfill.

PEER TUTOR LOG

This series contains Peer Tutor Log sheets with name, hours

tutored, subject, and who tutored by.

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

SENSITIVE INFORMATION FILES

This series contains file notes.

RETENTION:  Retain in office while active, then destroy by

recycling.

STUDENT SUPPORT SERVICES REQUIREMENTS NOTEBOOKS

This series contains Student Support Services Requirements.

RETENTION:  Retain in office until superseded, then destroy by

landfill.

TRANSFER CREDIT TRANSLATION TABLES

This series contains computer-generated Transfer Credit

Translation Table received from Student Records and Registration.

RETENTION:  Retain in office until superseded, then destroy by

landfill.

UNDERGRADUATE AND GRADUATE STUDENT FILES

This series contains applications, student contracts, Needs

Assessments, and data sheets.

RETENTION:  Retain in office 5 years after graduation term or

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

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.

WORKSHOPS AND TRAINING NOTEBOOKS

This series contains workshop and training information.

RETENTION:  Retain in office until superseded, then destroy by

landfill.