OFFICE OF THE DIRECTOR

ADMISSIONS

 

ACT MIDSTATE MODEL WORKSHOP MATERIALS

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

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

ADMINISTRATIVE SPECIALIST ADMINISTATIVE FILES

This series contains photocopies of campus and off-campus correspondence, Inventories of Office Equipment sent to Property Control, policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, photocopies of student assistant timesheets sent to Accounting Services, photocopies of wage timesheets sent to Accounting Services, and photocopies of Telephone Service Requests sent to Telecommunications.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other records: Retain in office while active, then destroy by shredding then landfill.

 

ADMISSION PLAN SPEECH FILES

This series contains file notes and slides.

RETENTION: Retain permanently in office.

 

ADMISSIONS BROCHURES INVENTORY NOTEBOOKS

This series contains samples of near-print informational material, sample forms, and log sheets with amounts in stock, date received, shipments, and number received.

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

 

ADMISSIONS OFFICE MANUAL DRAFT

This series contains photocopies and originals of procedural guidelines.

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

 

ARMED SERVICES ADMINISTRATION GUIDE

This series contains near-print informational material received from Armed Services Administration.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

BUDGET FILES

This series contains photocopies of Requests for Budget Adjustments sent to Budget and Planning, photocopies of budget reports received from Accounting Services, budget work sheets, photocopies of Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of monthly financial statements received from and sent to campus offices, NCR copies of Internal Transactions received from campus offices, NCR copies of invoices, photocopies of monthly ledger sheets received from Accounting Services, NCR copies of Travel Expense Vouchers sent to Accounting Services, NCR copies of Work Requests sent to Facility Services, NCR copies of Purchase Orders received from

Purchasing, NCR copies of Receiving Reports received from

Purchasing, and NCR copies of requisitions sent to Purchasing.

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

Center, then destroy by shredding then landfill.

 

COMPETITORS FILES

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

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

 

CORRESPONDENCE

This series contains correspondence.

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

then landfill.

 

DAILY CORRESPONDENCE: STUDENTS SORTED BY CORRESPONDENCE CODE REPORT

This series contains computer-generated "Daily Correspondence:

Students Sorted By Correspondence Code" reports received from Data Processing.

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

 

 

DIRECTORS FILES, 1940-1988 (OBSOLETE)

This series contains annual reports received from Budget and Planning, campus and off-campus correspondence, minutes of meetings, newspaper clippings or excerpts from publications, news releases received from Public Relations, policy statements received from Office of the Chancellor, ACT reports received from off campus, and recruitment materials.

RETENTION: Transfer to University Archives.

 

DIRECTOR QUICK REFERENCE FILES

This series contains near-print informational material received from off campus, equivalency tables, campus correspondence, file lists, reports received from off campus, Louisiana high school directories, photocopies of policy statements received from Office of the Chancellor, LSU annual reports, analytical reports received from departments, and athletic guidelines received from off campus.

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

 

ELECTRONIC SPREADSHEETS

This series contains spreadsheets that are recorded on electronic media such as hard disks or floppy diskettes: a) when used to produce hard copy that is maintained in organized files or b) when maintained only in electronic form.

RETENTION: a) When used to produce hard copy that is maintained in organized files: Delete when no longer needed to update or produce hard copy. b) When maintained only in electronic form:

Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule. If the electronic version replaces hard copy records with differing retention periods, and agency software does not readily permit selective deletion, delete after the longest retention period has expired.

 

ENROLLED STUDENT RESEARCH FILES, 1986-1990 (OBSOLETE)

This series contains statistical reports received from off campus

and file lists received from off campus and generated here.

RETENTION: Retain permanently in office.

 

EQUIPMENT MAINTENANCE AGREEMENT FILES

This series contains NCR copies of receiving reports received from Purchasing, NCR copies of requisitions sent to Purchasing, and NCR copies of service receipts received from off campus.

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

 

JOB CANDIDATES RESUMES FILES

This series contains job applicant letters of reference received from off campus, job applicant resumes received from off campus, and photocopies of the following sent to Human Resource

Management: PER-l Requests for Permission to Fill a vacancy, PER-2 Personnel Appointments, PER-40 Contracts for Unclassified Employees, and Position Descriptions.

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

 

LEAVE FILES

This series contains LSU-5 Attendance and Leave Records and leave slips.

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

 

LSU PROCEDURAL GUIDELINES NOTEBOOKS

This series contains photocopies of policy statements received from Office of the Chancellor and photocopies of procedural guidelines received from Purchasing and Human Resource Management.

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

 

MASTER FORM LETTERS

This series contains master copies of form letters arranged by

correspondence code.

RETENTION: Retain permanently in office.

 

OFFICE CALENDAR

This series contains annotated office calendars.

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

 

PAYROLL VOUCHER FILES

This series contains Payroll Check Distribution reports received from Accounting Services and student assistant timesheets sent to Accounting Services.

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

 

PERSONNEL INFORMATION FILES

This series contains photocopies of campus correspondence sent to and received from Human Resource Management and photocopies of the following received from Human Resource Management: master forms, policy statements, and procedural guidelines.

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

 

POLICIES, PROCEDURES, AND STATISTICS FILES

This series contains statistical reports received from on and off campus and generated here, campus and off-campus correspondence, policy statements received from Office of the Chancellor, meeting minutes generated here and received from chair of committee, reports, file lists, and campus near-print informational material.

RETENTION: Retain permanently in office.

 

RECRUITMENT VIDEOS

This series contains videos received from Public Relations.

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

 

SAMPLE ADMISSIONS FORM LETTERS NOTEBOOK, 1983-1989 (OBSOLETE)

This series contains samples of form letters.

RETENTION: Destroy by landfill.

 

STAFF AND STUDENT ASSISTANT PERSONNEL FILES

This series contains job applicant letters of reference received from off campus, job applicant resumes received from off campus, employee performance evaluations, photocopies of 1-9 Employee Eligibility Verifications sent to Human Resource Management, photocopies of Position Descriptions sent to Human Resource Management, and NCR copies of the following sent to Human Resource Management: LSU-l Personnel Actions, PER-l Requests for Permission to Fill a Vacancy, Per-2 Personnel Appointments, PER-3 Personnel Status Change, PER-17 turn-around documents, and PER-40 Contracts for Unclassified Employees.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

 

UNIVERSITY ADMINISTRATIVE SPECIALIST II CORRESPONDENCE AND CAMPUS CORRESPONDENCE

This series contains photocopies of campus correspondence sent, photocopies of letters sent, photocopies of minutes of meetings sent, and photocopies of Admissions procedural guidelines.

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

 

OFFICE OF THE DIRECTOR

ADMISSIONS

 

Draft Retention Schedule: Amendment

 

AUDIO AND VIDEO TAPES

This series contains audio and video tapes generated here and copies of audio and video tapes received from off campus.

RETENTION: Retain permanently in office.

 

DIRECTORIES AND CATALOGS

This series contains campus and off-campus catalogs and campus and off-campus directories.

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

 

HIGH SCHOOL RELATIONS FILMS, 1971-1985 (OBSOLETE)

This series contains promotional recruitment films received from

campus offices.

RETENTION: Transfer to University Archives.

 

NEW FRESHMEN LISTS

This series contains computer-generated reports received from

Data Processing.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

PUBLICATIONS, 1962-1981 (OBSOLETE)

This series contains near-print informational material received

from Public Relations.

RETENTION: Transfer to University Archives.

 

SLIDES, 1970-1985 (OBSOLETE)

This series contains slides.

RETENTION: Transfer to University Archives.

 

TOUR PARTICIPANTS CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

 

ATHLETIC CERTIFICATION/ADMISSIONS

 

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains computer-generated weekly reports received from Data Processing, correspondence received from on and off campus, near-print informational material, and NCAA 48-H forms.

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

 

ATHLETES FILES

This series contains photocopies of acceptance letters and the following received from off campus: ACT reports, advanced placement records, letters received from SEC and NCAA, residency classification forms, test score reports, and transcripts.

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

 

ATHLETIC FILES

This series contains photocopies of NCAA Sguad Lists received from Athletic Department, photocopies of Student Ledgers received from Student Records and Registration, and NCR copies of Athletic Scholarship Eligibility Reports sent to Athletic Department.

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

 

MASTER FORMS

This series contains master forms.

RETENTION: Retain permanently in office.

 

NCAA AND SEC PROCEDURAL GUIDELINES

This series contains photocopies of procedural guidelines received from off campus.

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

 

NCAA SURVEYS FILES

This series contains photocopies of survey sent off campus.

RETENTION: Retain permanently in office.

 

SQUAD LISTS

This series contains photocopies of NCAA Squad Lists received from Athletic Department.

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

 

CREDENTIALS ANALYSISI ADMISSIONS

 

ACT INSTITUTION CODE FILES

This series contains ACT code booklets and file lists.

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

 

ADMISSION RECORDS MANAGER ADMINISTRATIVE FILES

This series contains photocopies of policies and procedures generated here or received from campus, file notes, photocopies of organizational charts generated here or received from campus, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of news articles, and off-campus near-print informational material.

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

 

ADMISSION RECORDS MANAGER WORKING FILES

This series contains file notes, weekly work schedules, and photocopies of committee status reports.

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

 

ANNOTATED CATALOGS AND TABLE SCHOOLS

This series contains annotated LSU catalogs, and table school catalogs.

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

 

CLERK NEAR-PRINT INFORMATIONAL MATERIAL

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

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

 

LSU COLLEGE CATALOGS

This series contains LSU catalogs.

RETENTION: Retain permanently in office.

 

LSU COLLEGE OR SCHOOL POLICY STATEMENTS AND PROCEDURAL GUIDELINES

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

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

 

MILITARY CREDIT GUIDES

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

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

 

NON-LSU COLLEGE CATALOGS, 1945-1978

This series contains catalogs received from off campus.

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

 

OFFICE GOALS PROJECT FILES

This series contains photocopies of manuals, photocopies of job descriptions, and file notes.

RETENTION: Retain in office 3 years after project termination or completion, then destroy by recycling.

 

REFERENCE VOLUMES, 1978

This series contains campus and off-campus near-print

informational material.

RETENTION: Destroy by landfill.

 

TRANSCRIPT FILES

This series contains annotated transcripts and recommendations received from departments.

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

 

TRANSFER CREDIT PROCEDURAL GUIDELINES PILES

This series contains procedural guidelines, code booklets, and campus catalogs.

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

 

TRANSFER CREDIT TABLE RECOMMENDATIONS

This series contains recommendations received from departments.

RETENTION: Retain in office while active, then destroy by

landfill.

 

TRANSFERABILITY FILES

This series contains catalogs received from off campus, campus correspondence, and microfiche copies of catalogs.

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

 

UNIVERSITY COURSE CATALOGS

This series contains campus and off-campus catalogs.

RETENTION: Retain in office while active, then destroy by

landfill.

 

FRESHHAN RECRUITMENT AND ADMISSION/ADMISSIONS

 

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains photocopies of campus and off-campus correspondence, photocopies of policy guidelines received from Purchasing, photocopies of employee performance evaluations, and photocopies of job applicant resumes.

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

 

ASSISTANT DIRECTOR REFERENCE FILES

This series contains photocopies of meeting minutes received from

Board of Supervisors, master forms, and office goals lists.

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

 

CATALOGS

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

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

 

COLLEGE PROGRAMS FILES

This series contains photocopies of letters received from off campus and maps received from off campus.

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

 

COUNSELOR NOTES FILE

This series contains campus correspondence, file notes, and file lists.

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

 

COUNSELOR POLICIES AND PROCEDURES FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, computer-generated Transfer of Credit Tables, and file lists.

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

 

COUNSELOR WORKING FILES

This series contains campus correspondence and annotated campus correspondence, photocopies of master forms, computer-generated lists received from Academic Services and generated here, computer-generated ACT reports received from Academic Services, photocopies of conversion tables received from Academic Services, file notes, and photocopies of procedural guidelines.

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

 

EVALUATION OF HIGH SCHOOL TRANSCRIPT SYSTEM NOTEBOOKS

This series contains photocopies of procedural guidelines received from Administrative Information Systems.

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

 

GENERAL INFORMATION FILES

This series contains campus correspondence, photocopies of master forms, campus and off-campus near-print informational material, photocopies of AP and CLEP test conversion information, 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.

 

HIGH SCHOOL CAREER DAY INFORMATION FILES

This series contains off-campus near-print informational material, computer-generated lists of potential students, College/Career Program Evaluations, file notes, road maps received from off campus, and Recruiting Supplies sheets.

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

 

LOUISIANA AND OUT-OF-STATE HIGH SCHOOLS FILES

This series contains photocopies of letters received from off campus, 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 while active, then destroy by shredding then landfill.

 

PUBLICATIONS AND WORKSHOPS FILES

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

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

 

RECRUITMENT NOTEBOOKS

This series contains near-print informational material received from ACT.

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

 

GENERAL SERVICES AND DATA PROCESSING/ADMISSIONS

 

ACT AND SAT TEST SCORE TAPES AND CARTRIDGES

This series contains magnetic tapes with test scores received from off campus.

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

 

ACT HIGH SCHOOL CODES LIST

This series contains a list received from ACT containing high school name, address, and college code.

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

 

ADMISSIONS DATABASE DAILY NAME CHANGE REPORTS

This series contains daily computer-generated deleted applicants reports with student names and changed information received from Data Processing.

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

 

ADMISSIONS PLAN MANUAL

This series contains an Admissions Plan manual.

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

 

ADMISSIONS TRANSMITTALS

This series contains NCR copies of transmittals sent to Office of Bursar Operations.

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

 

AIS MANUAL

This series contains an instructional manual received from

Administrative Information System.

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

 

APPLICATIONS STATISTICS REPORTS

This series contains statistical reports generated weekly, monthly, and by semester.

RETENTION: Retain permanently in office.

 

ASSIGNED STUDENT NUMBERS CUMULATIVE REPORTS

This series contains weekly computer-generated production reports/duplicate Social Security number lists with student name and social security number received from Data Processing.

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

 

ASSISTANT DIRECTOR PROCEDURAL FILES

This series contains campus and off-campus correspondence, master forms received from Administrative Information Systems, off-campus near-print informational material, and procedural guidelines.

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

 

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

 

CAMPUS VISIT FOR PROSPECTIVE STUDENTS FORMS

This series contains Campus Visit for Prospective Students forms.

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

 

CLASS SCHEDULES

This series contains class schedules received from Student

Records and Registration.

RETENTION: Retain in office 1 year after term distributed, then destroy by landfill.

 

CLERK III CAMPUS CORRESPONDENCE FILES

This series contains photocopies of campus correspondence and photocopies of procedural guidelines.

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

 

CLERK III PROCEDURAL FILES

This series contains photocopies of campus correspondence and photocopies of procedural guidelines.

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

 

CODE TABLE I UPDATE REPORTS

This series contains computer-generated reports of changes in the codes that generate types of Admission letters received from Data Processing.

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

 

CODE TABLE II DATABASE LIST

This series contains photocopies of the following received from on campus: alphabetical listing of high school codes, alphabetical listing of college codes, parish codes, religious codes, VISA types, curriculum codes, country and state codes, complex index of cities and towns, and visa codes.

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

 

COMPUTER-GENERATED REPORTS

This series contains the following computer-generated reports:

Correspondence Code Table Updates, Duplicate Social Security

Numberl Cumulative List, S.A.T. Recruitment, Parish and

Date of Graduation, and A.C.T. Recruitment.

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

 

 

COOPERATIVE EXTENSION FILES

This series contains computer-generated lists of students flagged as enrolled, campus correspondence, and photocopies of applications.

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

 

CREDIT AND CHARGE STUDENT ACCOUNTS TRANSHITTALS

This series contains NCR copies of transmittals sent to Office of

Bursar Operations.

RETENTION: Retain 7 years in office, then destroy by shredding

then landfill.

 

DAILY PRODUCTION REPORTS

This series contains Daily Production Reports.

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

 

DATABASE CHANGE FILES

This series contains campus correspondence and a computer-generated list with student names, Social Security number, and admit code.

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

 

DATA ENTRY SUPERVISOR ADMINISTRATIVE FILES

This series contains photocopies of informal meeting minutes, campus and off-campus correspondence, file notes, and photocopies of the following: policy statements, procedural guidelines, statistical reports, and area sketches.

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

 

DEPARTMENTAL PUBLICATIONS

This series contains campus near-print informational material.

RETENTION: Retain in office while active, then destroy by

landfill.

 

DIRECTORY PROJECT FILES

This series contains computer-generated lists received from committees, campus correspondence, report samples received from committees, and file notes.

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

 

GRE AND GMAT UPDATE REPORTS

This series contains computer-generated lists showing the number of scores on tape received from off campus, number of files updated, and how files were changed.

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

 

HIGH SCHOOL VISITING PROCEDURES FILES

This series contains campus correspondence, photocopies of top page of brochures, and checklist of brochures.

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

 

INTERNAL TRANSACTIONS

This series contains carbon copies of Internal Transactions sent to Accounting Services.

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

Center, then destroy by landfill.

 

LOUISIANA SCHOOL DIRECTORIES

This series contains off-campus near-print informational

material.

RETENTION: Retain permanently in office.

 

LSU BROCHURES

This series contains LSU brochures.

RETENTION: Retain permanently in office.

 

LSU CATALOGS

This series contains LSU catalogs.

RETENTION: Retain in office while active, then destroy by

landfill.

 

LSU TODAY

This series contains issues of LSU Today.

RETENTION: Retain in office while active, then destroy by

recycling.

 

MASTER RECRUITMENT MAILOUTS

This series contains videotapes and photocopies of letters sent

off campus.

RETENTION: Retain permanently in office.

 

OFFICE COORDINATOR BATCH INPUT FILES

This series contains Admission Batch Input Data Sheets containing score update information sent to Student Records and Registration, file notes, and log sheets with service calls made and date.

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

 

OFFICE COORDINATOR PROCEDURAL FILES

This series contains file lists, file notes, sample form printouts, and campus correspondence.

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

 

OFFICE COORDINATOR WORKING FILES

This series contains photocopies of timesheets, high school code table updates, file notes, originals and photocopies of error reports, file lists, computer-generated reports, procedural guidelines, log sheets with number of packets written and date, and photocopies of Data Entry Work Reports.

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

 

OFFICE MANAGER RECRUITMENT AND TOURS PROCEDURAL FILES

This series contains photocopies of campus correspondence, procedural guidelines received from SNCC, draft of a procedural manual, and file notes.

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

 

ONLINE FORMS FILES

This series contains printouts of online forms.

RETENTION: Retain permanently in office.

 

ORGANIZATION PUBLICATIONS

This series contains L$U catalogs and the following received from professional organizations: newsletters and directories.

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

 

PACKET REPORTS

This series contains computer-generated Registration Packet

Reports received from Student Records and Registration.

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

then landfill.

 

PURGE LISTS

This series contains computer-generated lists with information about database files.

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

 

RECRUITMENT MAILOUT RECIPIENT LISTS

This series contains written or computer-generated lists of recipients.

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

 

RECRUITMENT PROCEDURES FILES

This series contains campus and off-campus correspondence and file notes.

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

 

REFERENCE FILES

This series contains master forms, policy statements, and procedural guidelines.

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

 

REGISTRATION PROCEDURES FILES

This series contains file lists, file notes, and sample blank forms.

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

 

REPLY CARDS

This series contains reply cards sent to colleges or departments.

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

destroy by shredding then landfill

 

RESIDENCE VERIFICATION FILES

This series contains photocopies and originals of transcripts received from on or off campus, applicant and student data sheets received from campus offices, and the following received from off campus: TOEFL score reports, GRE score reports, ACT score reports, photographs, activity sheets, and letters to claim Louisiana residency.

RETENTION: Retain permanently in office.

 

SOCIAL SECURITY NUMBER CHANGES LISTS

This series contains a computer-generated list with student names, date, and Social Security numbers received from Administrative Information Systems.

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

 

STUDENTS APPLYING BUT NOT ENTERING FILES

This series contains correspondence and applications received from off campus.

RETENTION: Retain in office 2 years after application term, then destroy by shredding then landfill.

 

SUMMER SCHOOL TRANSCRIPTS PROCEDURES FILES

This series contains campus correspondence and originals and photocopies of procedural guidelines.

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

 

SYSTEM DOCUMENTATION FILES

This series contains campus correspondence, file notes, photocopies of flow charts, and computer-generated lists.

RETENTION: Retain permanently in office.

 

TEST SCORE UPDATE REPORTS

This series contains computer-generated reports with Social

Security number, birthdate, and test score.

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

 

TRANSFER, REENTRY AND GRADUATE ADMISSIONS

 

ACADEMIC PROGRAMS ABROAD FILES

This series contains photocopies of meeting agendas received from Academic Programs Abroad and photocopies of general information sheets received from Academic Programs Abroad.

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

 

ACT AND SAT ROSTERS

This series contains computer generated ACT and SAT roster reports -

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

 

ACT AND SAT SCORE REPORTS

This series contains score reports received from off campus.

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

then landfill.

 

ACT SCORE REPORTS, 1984 (OBSOLETE)

This series contains score reports received from off campus.

RETENTION: Destroy by shredding then landfill.

 

ADMISSIONS MANUAL

This series contains a procedural manual.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

ADMISSIONS TERMINOLOGY FILES

This series contains photocopies of excerpts from publications.

RETENTION: Retain in office while active, then destroy by

recycling.

 

ADMISSIONS TOEFL LISTS

This series contains computer-generated list received from Data

Processing with student names, birth dates, and test scores.

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

destroy by shredding then landfill.

 

AID CAMPUS PROJECT FILES

This series contains photocopies of course descriptions received from AID.

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

 

APPLICANTS WHO DID NOT ENTER FILES

This series contains applications, letters of recommendation, financial statements, credentials, data sheet received from Data Processing, and test scores reports received from off campus.

RETENTION: Retain in office 2 years after application term, then destroy by shredding then landfill.

 

APPLICATIONS FOR ADMISSION MASTER FORMS FILES, 1975-1978

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

RETENTION: Master forms: Retain permanently in office. All other contents: Retain in office while active, then destroy by landfill.

 

CLEP POLICIES AND PROCEDURES FILES

This series contains off-campus near-print informational material, photocopies of procedural guidelines, and photocopies of policy statements.

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

 

CLEP TEST FILES

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

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

 

COLLEGE CATALOGS

This series contains campus and off-campus near-print

informational material.

RETENTION: Retain permanently in office.

 

COLLEGE CODES BOOK

This series contains bound computer-generated lists of college codes.

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

 

COMPUTER INFORMATION BOOK

This series contains campus correspondence, computer screen printouts, and photocopies of excerpts from publications.

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

 

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

 

COUNSELOR POLICIES AND PROCEDURES FILES

This series contains all or some of the following: campus and off-campus near-print informational material, campus and off-campus correspondence, photocopies of procedural guidelines, file lists, file notes, photocopies of sample transcripts, photocopies of master forms, and policy statements received from Office of the Chancellor.

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

 

COUNSELOR WORKING FILES

This series contains campus and off-campus correspondence, photocopies and originals of transcripts received from on or off-campus, applicant and student data sheets received from campus offices, photocopies of procedural guidelines received from campus offices, photocopies of sample form letters, photocopies of policy statements received from Office of the Chancellor, computer-generated Admissions code lists, staff meeting minutes, photocopies of statistical reports received from Office of the Dean, photocopies of articles from publications, Guide to Processing Re-Entry Applications, file notes, and the following received from off campus: applications, TOEFL score reports, GRE score reports, ACT score reports, photographs, activity sheets, and letter to claim Louisiana residency.

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

 

COUNTRIES CARD FILE

This series contains cards with recommended averages and school names by country.

RETENTION: Retain permanently in office.

 

COURSE CATALOGS

This series contains Graduate School catalogs and catalogs

received from off campus.

RETENTION: Retain permanently in office.

 

CREDIT TRANSFER INDEX CARD FILE

This series contains cards for evaluation of transfer of credit.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

DATABASE RECORDS LISTS (OBSOLETE)

This series contains computer-generated lists of records left on

Admissions database received from Data Processing.

RETENTION: Retain in office 3 years after term distributed, then

destroy by shredding then landfill.

 

DEPARTMENT CODES BOOK

This series contains a departmental codes manual received from

Student Records and Registration.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

ENROLLED STUDENT LISTS

This series contains computer-generated lists received from Data

Processing.

RETENTION: Retain in office 3 years after term distributed, then

destroy by shredding then landfill.

 

FELONY FILES

This series contains campus and off-campus correspondence, photocopies of applications received from Student Records and Registration, photocopies of court reports received from off campus, and court petitions received from off campus.

RETENTION: Photocopies of applications: 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 10 years after settlement, then destroy by shredding then landfill.

 

FOREIGN GRADING SYSTEMS CARD FILE

This series contains cards with grading systems of foreign

schools.

RETENTION: Retain permanently in office.

 

FOREIGN STUDENT QUESTIONNAIRE FILES (OBSOLETE)

This series contains photocopies of questionnaires received from off campus.

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

 

FRESHMAN ADMISSIONS PROCEDURES MANUAL

This series contains a procedural guidelines, file notes, and annotated correspondence.

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

 

GRADUATE ADMISSION AND POST-ADMISSION MASTER LETTERS

This series contains master copies of letters.

RETENTION: Retain permanently in office.

 

INCOMPLETE LISTS

This series contains computer-generated lists of students with incomplete grades.

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

 

INTERNATIONAL STUDENT APPLICANTS NOT ENROLLED FILES

This series contains applications received from off campus, test scores received from off campus, and transcripts received from off campus.

RETENTION: Retain in office 2 years after application term, then destroy by shredding then landfill.

 

LSU CATALOGS AND DIRECTORIES

This series contains LSU General catalogs and LSU Faculty, Staff, and Student Directories.

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

 

MILITARY SERVICE FILES

This series contains correspondence and photocopies of policy statements.

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

 

NAFSA PUBLICATION FILES

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

RETENTION: Retain in office while active, then destroy by

landfill.

 

PIP AND EXTENSION STUDENTS LISTS

This series contains computer-generated lists received from Data processing with student name and Social Security number.

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

 

PRE-APPLICATIONS FILES

This series contains campus and off-campus correspondence.

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

destroy by landfill.

 

SAMPLE RECORDS REQUEST LETTERS (OBSOLETE)

This series contains photocopies of letters sent off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

 

TOEFL AND COLLEGE BOARD SCORES REPORTS

This series contains score reports received from off campus.

RETENTION: Retain in office 5 years after graduation term or

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

 

TOEFL MASTER FILE UPDATE LISTS

This series contains computer-generated lists received from off campus.

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

 

TOEFL PUBLICATIONS FILE

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

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

 

TRANSCRIPT GUIDES

This series contains transcript guides received from off campus.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

 

TRANSCRIPT REQUEST FILES

This series contains newspapers, computer-generated lists received from Data Processing, file notes, and transcript requests received from other universities.

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

 

TRANSFER, REENTRY, AND GRADUATE DIVISION POLICIES AND PROCEDURES FILES

This series contains photocopies of Admissions procedural guidelines, off-campus correspondence, photocopies of campus correspondence, meeting minutes, statistical reports, photocopies of applications, annotated and unannotated near-print informational material, issues of LSU Today, and photocopies of policy statements received from Office of the Chancellor.

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

 

WEEKLY STATUS REPORTS

This series contains computer-generated lists received from Data

Processing.

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

destroy by shredding then landfill.

 

VETERANS AFFAIRS/ADMISSIONS

 

CLERK WORKING FILES

This series contains all or some of the following: photocopies of campus and off-campus correspondence, file lists, off-campus near-print informational material, fee lists received from Student Records and Registration, benefits verifications received from Student Records and Registration, computer-generated Exemption lists received from Student Records and Registration, computer-generated Students Dropped lists received from Student Records and Registration, and computer-generated Drop/Add Updates received from Student Records and Registration.

RETENTION: Certificates of Eligibility: Retain in office 3 years after graduation term or term of last attendance, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by shredding then landfill.

 

LSU CATALOGS

This series contains LSU catalogs.

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

 

NATIONAL GUARD PERSONNEL ENROLLED OR ADMITTED LIST FILES

This series contains file lists and computer-generated lists received from Administrative Information Systems with the following information: student identification numbers, department, year, curriculum, and residency status code.

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

 

VETERANS ADMINISTRATION CHECK RECIPIENTS LIST

This series contains computer-generated reports received from Veterans Administration Office with student identification number, Veteran Administration file number, benefit period, zip code, check amount, and claim number.

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

 

VETERANS ADMINISTRATION REGULATIONS AUDIOTAPES

This series contains audio tapes with regulatory instructions received from Veterans Administration.

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

 

VETERANS AFFAIRS REGISTRATION PROBLEMS LOG

This series contains a log with student names, problem descriptions, and dates.

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

 

VETERANS COUNSELOR WORKING FILES

This series contains computer-generated curriculum code lists and photocopies of procedural guidelines.

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

 

VETERANS FILES

This series contains correspondence, address changes, and photocopies of the following sent to Veterans Administration:

Enrollment Certifications and Louisiana Veterans Fact Sheets.

RETENTION: Retain in office 3 years after graduation term or term of last attendance, then destroy by shredding then recycling.

 

VETERANS OFFICE ADMINISTRATION REPORTING FILES

This series contains photocopies of progress reports sent to

approving agency, correspondence, and photocopies of Compliance

Verification Reports sent off campus.

RETENTION: Retain permanently in office.

 

VETERANS STATUS CARD FILE, 1985-1990 (OBSOLETE)

This series contains cards with names, addresses, Veterans

Administration program, and credit hours.

RETENTION: Destroy by shredding then landfill.

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