OFFICE OF DEAN OF STUDENTS

ACCOUNTING FILES

This series contains NCR copies of Purchase Orders sent to Purchasing, Receiving Reports sent to Purchasing, requisitions sent to Purchasing, computer-generated monthly ledger sheets received from Accounting Services, and photocopies or NCR copies of the following sent to Accounting Services: Travel Expense Vouchers, invoices, and Internal Transactions.

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

ADMINISTRATIVE SECRETARY REFERENCE FILES

This series contains campus and off-campus near-print informational material, computer-generated lists of students received from Student Records and Registration, file lists, and file notes.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

ADMINISTRATIVE SECRETARY WORKING FILES

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

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

ASSOCIATE DEAN CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

ASSOCIATE DEAN REFERENCE FILES

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

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Calendars: Retain in office 1 year after end of calendar year, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

BROCHURES AND L-BOOKS

This series contains brochures and L-Books.

RETENTION: Brochures: Retain in office while active or until superseded, then destroy by landfill. L-Books: Retain permanently in office.

CALENDAR FILES

This series contains campus and off-campus correspondence, photocopies of payroll vouchers sent to Payroll, computer- generated Leave Tracking reports received from Human Resource Management, leave slips, file notes, and file lists.

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. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Payroll vouchers: Record (master) copy: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by landfill. Leave Tracking reports: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.

CONFIDENTIAL CARD FILE

This series contains a confidential card file.

RETENTION: Retain in office 10 years after settlement, then

destroy by shredding then landfill.

CONFIDENTIAL CASES WITHOUT DISCIPLINE FILES

This series contains campus and off-campus correspondence, photocopies of police reports received from LSU Police, and file notes.

RETENTION: Retain in office 10 years after settlement, then destroy by shredding then landfill.

COORDINATOR WORKING FILES

This series contains photocopies of campus and off-campus correspondence, Student Data Sheets, and photocopies of medical reports received from off campus.

RETENTION: Data sheets and medical reports: Retain 3 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by shredding then recycling.

DEAN ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, policy statements received from Office of the Chancellor and campus offices, and file notes.

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

DEAN REFERENCE NOTEBOOKS

This series contains off-campus near-print informational material, policy statements received from Office of the Chancellor, and photocopies of Student Government Association constitutions received from Student Government Association.

RETENTION: Retain permanently in office.

DEATH NOTICES

This series contains photocopies of death certificates, obituaries, and college records of those students who have died while attending LSU.

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

DEPARTMENT REFERENCE NOTEBOOKS

This series contains campus and off-campus near-print informational material, procedural guidelines received from campus offices, computer-generated monthly ledger sheets received from Accounting Services, and the following computer-generated reports received from Student Records and Registration: Student Rosters, Residential Housing lists, and Disciplinary lists.

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

DISCIPLINARY CASES FILES

This series contains campus correspondence, photocopies of letters sent off campus, police reports received from LSU Police, NCR copies of Notices of Disciplinary Action, NCR copies of Official Notices of Disciplinary Charges, NCR copies of Requests to Remove Disciplinary Action from Official University Transcript, and photocopies of transcripts of Hearing Panel sessions.

RETENTION: Retain in office 10 years after settlement, then destroy by shredding then landfill.

EMERGENCY LOAN FILES

This series contains Requests for Emergency Loans and NCR copies

of Emergency Loan Forms sent to Office of Bursar Operations.

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

Center, then destroy by shredding then landfill.

FELONY CASE FILES

This series contains campus correspondence, photocopies of letters sent off campus, and file notes.

RETENTION: Retain in office 10 years after settlement, then destroy by shredding then landfill.

GENERAL FILES

This series contains annual reports sent to campus offices, campus correspondence, photocopies of meeting minutes received from campus offices, procedural guidelines received from campus offices, file notes, and file lists.

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

GUMBOS

This series contains Gumbos.

RETENTION: Retain permanently in office.

HANDICAPPED ADMINISTRATIVE FILES

This series contains correspondence, off-campus near-print informational material, computer-generated statistical sheets received from departments, and survey sheets generated here and received from off campus.

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

HANDICAPPED STUDENTS FILES

This series contains campus and off-campus correspondence.

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

then landfill.

HANDICAPPED SUBJECT FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, photocopies of contracts received from departments, and evaluations.

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

JUDICIAL RECORD LOG

This series contains a log with the following information: case number, name, Social Security number, source, violation code, date violation occurred, decision, and length of time.

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

LSU CATALOGS

This series contains LSU catalogs.

RETENTION: Retain in office while active, then destroy by

landfill.

MINORITY STUDENTS GENERAL FILES

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

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

NEAR-PRINT INFORMATIONAL MATERIAL

This series contains campus near-print informational material.

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

OFFICE ADMINISTRATIVE FILES

This series contains photocopies of annual reports sent to Board of Supervisors, campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, campus near-print informational material, news clippings, NCR copies of Internal Transactions sent to Purchasing, photocopies of invoices received from Purchasing, NCR copies of Purchase Orders sent to Purchasing, and file lists.

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

OFFICE REFERENCE NOTEBOOKS

This series contains off-campus near-print informational material, policy statements received from Office of the Chancellor, and computer-generated Corrected Deans Roster.

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

OFFICER DATA CARDS

This series contains Officer Data cards.

RETENTION: Retain permanently in office.

POLICE FILES

This series contains news clippings, photocopies of police reports received from LSU Police, photocopies of Desk Blotters received from LSU Police, and death notices received from off campus.

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

POLICY STATEMENTS

This series contains policy statements received from campus offices.

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

RECOMMENDATIONS FILES

This series contains photocopies of recommendations sent off campus and release forms.

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

RESIDENTIAL HOUSING SYSTEM REPORTS

This series contains computer-generated Residential Housing

System reports.

RETENTION: Retain in office until superseded, then destroy by

recycling.

SECRETARY REFERENCE FILES

This series contains photocopies of annual reports, campus and off-campus near-print informational material, procedural guidelines, file lists, calendars, file notes, activity forms, Task Reports sent to Office of the Chancellor, and a master copy of Code of Student Conduct.

RETENTION: Code of Student Conduct: Record (master) copy:

Retain permanently in office. Duplicates: Retain in office while active, then destroy by landfill. Reports and activity forms: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

SECRETARY WORKING FILES

This series contains committee reports, campus and off-campus correspondence, master forms, campus near-print informational material, news clippings, photocopies of Internal Transactions sent to Office of Bursar Operations, file lists, Group Excuse forms received from student organizations, photocopies of Duplicate Identification forms sent to Instructional Support and Development, and file notes.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Master forms: Record (master) copy: Retain permanently in office. Duplicates:

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

STAFF AND STUDENT PERSONNEL FILES

This series contains photocopies of resumes, photocopies of performance evaluations, photocopies of identification received from students, photocopies of step increase forms received from Human Resource Management, photocopies of leave slips, and photocopies or NCR copies of the following sent to Human Resource

Management: Position Descriptions, LSU-l Personnel Actions, LSU-5 Attendance and Leave Records, Per-2 Personnel Appointments, and Per-3 Personnel Status Changes.

RETENTION: Staff personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Student personnel records: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

STUDENT ASSISTANT REFERENCE FILES

This series contains campus and off-campus near-print informational material, photocopies of student timesheets sent to Payroll, and NCR copies of telephone message book.

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

Duplicates: Retain in office until summarized, then destroy by landfill. Telephone message book: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

STUDENT GOVERNMENT ASSOCIATION FILES

This series contains campus correspondence, computer-generated budget reports received from Accounting Services, computer-generated monthly ledger sheets received from Accounting Services, photocopies of student timesheets sent to Payroll, and file notes.

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

STUDENT ORGANIZATIONS ACTIVITIES FILES

This series contains campus correspondence, photocopies of Internal Transactions sent to Office of Bursar Operations, photocopies of checks received from Office of Bursar Operations, and the following received from campus student organizations:

originals or photocopies of Registrations/Authorizations for Activities, photocopies of Requests for the Approval of an Event, and photocopies of Fund Raising Permit and Financial Statements.

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

STUDENT ORGANIZATIONS FILES

This series contains the following received from organizations:

constitution, Certificate of Need, and Application for Approval.

RETENTION: Retain in office 5 years after term of deactivation, then transfer to University Archives.

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) whey 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.