OFFICE OF THE DEAN/COLLEGE OF AGRICULTURE

 

ACADEMIC DEVELOPMENT FUND FILES

This series contains NCR copies of Internal Transactions sent to

Accounting Services, NCR copies of Travel Expense Vouchers sent

to Accounting Services, NCR work orders received from Graphic

Services, NCR copies of purchase Orders received from Purchasing, NCR copies of Receiving Reports received from purchasing, NCR copies of requisitions sent to Purchasing, and photocopies of Check Requests sent to Accounting Services.

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

Center, then destroy by shredding then landfill.

 

ACCOUNTING FILES

This series contains campus correspondence, NCR copies of

Internal Transactions sent to Accounting Services, NCR copies of

Travel Expense Vouchers sent to Accounting Services, NCR copies

of Work Orders sent to Graphic Services, NCR copies of Purchase

Orders received from Purchasing, NCR copies of Receiving Reports

received from Purchasing, NCR copies of requisitions sent to

Purchasing, and photocopies of Check Requests sent to Accounting

Services or LSU Foundation.

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

Center, then destroy by shredding then landfill.

 

ACTIVE UNDERGRADUATE STUDENTS FILES

This series contains campus and off-campus correspondence, photocopies of Dean's Cards received from Student Records and Registration, NCR copies of Grade Sheets received from Student Records and Registration, photocopies of schedules received from Student Records and Registration, and computer-generated data sheets received from Admissions.

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

 

ACTIVITY FILES

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

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

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.

 

APPLICATION FILES

This series contains vitae received from off campus and letters

of recommendation received from off campus.

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

 

ASSISTANT DEAN ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, news clippings, photocopies of policy statements received from Office of the Chancellor, 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 or until superseded, then destroy by landfill.

 

ASSOCIATE DEAN CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

Archives.

 

ASSOCIATE DEAN INSTRUCTION NOTEBOOK

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

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

 

ASSISTANT DEAN WORKING FILES

This series contains Vehicle Log sheets and computer-generated

Leave Tracking Reports received from Human Resource Management.

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

 

BUDGET FORMS A&B

This series contains computer-generated Budget Forms A&B received

from Budget and Planning.

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

 

BUDGET INFORMATION FILES

This series contains computer-generated Budget Forms A&B received from Budget and Planning, computer-generated Raise Recommendation List received from Budget and Planning, computer-generated Summer Term Budget received from Budget and Planning, and photocopies of correspondence.

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

 

BUDGET WORKSHEETS

This series contains worksheets.

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

 

CAPITAL OUTLAY REQUESTS

This series contains computer-generated reports received from

Budget and Planning.

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

 

CLASSIFIED STAFF PERSONNEL FILES

This series includes but may not be limited to photocopies of resumes, photocopies of appointment forms sent to colleges,

photocopies of evaluations, step increase photocopies received from Human Resource Management, photocopies of leave slips, and photocopies of job descriptions sent to Human Resource Management.

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

 

COLLEGE OF AGRICULTURE ANNUAL REPORTS

This series contains annual reports received from departments.

RETENTION: Retain 3 years in office, then transfer to University

Archives.

 

COMMENCEMENT FILES

This series contains campus correspondence, computer-generated Candidate Lists received from Student Records and Registration, and Commencement Programs received from Student Records and Registration.

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

 

COMMENCEMENT PROGRAMS

This series contains commencement programs received from Student

Records and Registration.

RETENTION: Retain permanently in office.

 

COURSE AND CURRICULUM FILES

This series contains photocopies of the following sent to

Academic Affairs: Requests for Adding A Course, Requests for

Dropping A Course, Request for Changing An Existing Course, and

Requests for Adding or Deleting A Curriculum.

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

 

CURRICULUM SHEETS

This series contains Curriculum Sheets.

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

 

DEAN CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

Archives.

 

DEGREE REQUIREMENTS WORKING FILES

This series contains computer-generated Curriculum Sheets and computer-generated Degree Audits.

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

 

DEPARTMENTAL PROFILES

This series contains computer-generated Departmental Profiles

received from Budget and Planning.

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

 

DEPARTMENTS IN COLLEGE OF AGRICULTURE BUDGET FILES

This series includes but may not be limited to ledger sheets,

Internal Transactions sent to Accounting Services, file notes, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of invoices, photocopies of receipts, NCR copies of requisitions sent to Budget and Planning, computer-generated Invoices Paid During the Period reports received from Accounting Services, computer-generated Payroll Check Distribution Reports received from Human Resource Management, computer-generated Mailing Lists received from Accounting Services, and photocopies of timesheets sent to Human Resource Management.

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

 

DETAILED DEGREE REQUIREMENTS FOR COLLEGE OF AGRICULTURE NOTEBOOK

This series contains computer-generated reports.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

DOCUMENT LIST NOTEBOOK

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

 

ELECTRONIC SPREADSHEETS

This series contains spreadsheets that are 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. 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.

 

ENROLLMENT SUMMARY REPORTS

This series contains computer-generated reports received from

Student Records and Registration.

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

 

FACULTY AND UNCLASSIFIED STAFF PERSONNEL FILES

This series includes but may not be limited to photocopies of resumes received from off campus, photocopies of appointment forms sent to Human Resource Management, photocopies of evaluations, photocopies of leave slips, photocopies of job descriptions sent to Human Resource Management, vitae received from off campus, and campus and off-campus correspondence.

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

 

FACULTY EVALUATIONS

This series contains faculty evaluations received from departments.

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

 

FACULTY PROMOTION AND TENURE FILES

This series includes but may not be limited to letters of endorsement, faculty meeting minutes, curricula vitae, photocopies of faculty grant summary statements, photocopies of faculty publications lists, and photocopies of sabbatical requests sent to Academic Affairs.

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

 

GENERAL CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

Archives.

 

GENERAL REFERENCE FILES

This series contains file lists, file notes, campus near-print informational material, and computer-generated Office Supply Catalogs received from Plant Stores.

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

 

GRADUATE LISTS NOTEBOOKS

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

 

GRADUATION DEGREE CARD FILE

This series contains annotated degree cards.

RETENTION: Retain in office while active, then destroy by

landfill.

 

GRANTS AND PROPOSALS

This series contains photocopies of grants received from departments and photocopies of grant proposals received from departments.

RETENTION: Retain in office 3 years after termination of contract, then destroy by shredding then recycling.

 

INACTIVE STUDENT FILES

This series contains campus and off-campus correspondence, ledgers, computer-generated Degree Audits, computer-generated Dean's Cards received from Student Records and Registration, NCR copies of Grade Reports, and NCR copies of Drop/Add slips received from Student Records and Registration.

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

 

INVENTORY BY DEPARTMENT

This series contains computer-generated reports received from

Budget and Planning.

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

 

INVENTORY FILES

This series contains photocopies of campus correspondence, computer-generated Facility Inventory received from Facility Development, and computer-generated Equipment Inventory received from Property Control.

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

 

LEAVE TRACKING REPORTS NOTEBOOK

This series contains computer-generated Leave Tracking Reports

received from Human Resource Management.

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

 

LEDGERS

This series contains photocopies of monthly ledger sheets received from Accounting Services.

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

 

MAILING LISTS AND TIMESHEETS

This series contains computer-generated Mailing Lists received

from Accounting Services and photocopies of timesheets sent to

Payroll.

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

 

MASTER FORMS NOTEBOOKS

This series contains master forms.

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

Duplicates: Retain in office while active, then destroy by

landfill.

 

MIDTERM AND FINAL GRADE SHEETS

This series contains carbon copies of Midterm and Final Grade

Sheets sent to Student Records and Registration.

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

destroy by shredding then landfill.

 

NAME CHANGE CARD FILE

This series contains name change cards.

RETENTION: Retain in office while active, then destroy by

landfill.

 

NATIONAL ASSOCIATION OF COLLEGES AND TEACHERS OF AGRICULTURE

JOURNALS

This series contains journals received from off campus.

RETENTION: Retain in office while active, then destroy by

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.

 

OPERATING BUDGET FOR THE FISCAL YEAR

This series contains computer-generated Operating Budgets for

Fiscal Years received from Budget and Planning.

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

 

PERSONNEL FORMS LOG

This series contains log sheets.

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

 

PERSONNEL FORMS NOTEBOOKS

This series contains photocopies of the following sent to Human Resource Management: LSU-l Personnel Actions, Per-l Requests for Permission to Fill a Vacancy, Per-3 Personnel Appointments, Per-3 Personnel Status Changes, Per-40 Contract for Unclassified Employees, and Per-25s.

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

 

PETITION TO CHANGE TO ANOTHER COLLEGE

This series contains NCR copies of Petitions To Change To Another

College received from junior colleges.

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

then landfill.

 

PHOTOGRAPH NOTEBOOKS

This series contains photographs.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

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

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

 

READING FILES

This series contains photocopies of campus and off-campus correspondence.

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

 

RECRUITER WORKING FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, calendars received from campus offices, file lists, file notes, and photocopies of receipts sent to Accounting Services.

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

then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

RECRUITMENT FILES

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

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.

 

RECRUITMENT VIDEOTAPES

This series contains videotapes.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

REFERENCE NOTEBOOKS

This series contains photocopies of campus correspondence, computer-generated Corrected Dean's Roster By College received from Student Records and Registration, and photocopies of scholarship applications.

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

 

REGISTRATION FILES

This series contains campus correspondence.

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

then recycling.

 

REGISTRATION HELP BOOK

This series contains master forms generated here and received from campus offices, file lists, and file notes.

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 recycling.

 

REGISTRATION NOTEBOOKS

This series contains the following computer-generated reports

received from Student Records and Registration: Faculty

Assignments, Class Schedules, and Class Management.

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

 

REPORTS

This series contains reports generated here and received from

departments.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

RESUMES

This series contains resumes received from off campus.

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

then landfill.

 

SALARY SAVINGS REPORTS

This series contains computer-generated Salary Saving Reports

received from Budget and Planning.

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

 

SCHOLARSHIP APPLICATIONS

This series contains scholarship applications.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

 

SCHOLARSHIP FILES

This series contains campus and off-campus correspondence, master forms received from campus offices and generated here, agreements, computer-generated Invoices Paid During the Period Reports received from Accounting Services, applications, and photocopies of Check Requests sent to Student Aid and Scholarships.

RETENTION: Retain in office 5 years after termination of contract, then destroy by shredding then landfill.

 

SECRETARY INFORMATION FILES

This series contains photocopies of campus correspondence, campus near-print informational material, and file notes.

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

 

SELF-STUDIES FILES

This series contains campus correspondence and Five Year Plan

Updates received from departments.

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

Archives.

 

SELF REVIEWS OF UNDERGRADUATE PROGRAMS

This series contains departmental reports sent to Board of

Regents.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

SEMESTER FILES

This series contains file lists and computer-generated lists received from Student Records and Registration.

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

 

SLIDES NOTEBOOK

This series contains slides.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

SPOT EVALUATIONS

This series contains computer-generated Spot Evaluations.

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

 

STUDENT COURSE PAPERS

This series contains student papers from courses.

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

destroy by shredding then landfill.

 

STUDENT CURRICULUM DEGREE AUDIT FILES

This series contains computer-generated Degree Audits, photocopies of transcripts received from off campus, photocopies of course evaluations received from off campus, and Approval Sheets received from advisors.

RETENTION: Retain in office 1 year after graduation term or term of last attendance, then destroy by shredding then landfill.

 

STUDENT ENROLLMENT CARDS

This series contains enrollment cards.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

 

STUDENT LEDGERS

This series contains student ledgers.

RETENTION: Retain in office 5 years after graduation term or

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

 

THESES AND DISSERTATIONS

This series contains theses and dissertations received from

School of Vocational Education.

RETENTION: Retain permanently in office.

 

TRIP FORMS

This series contains photocopies of Trip Forms received from

departments.

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

 

TURN AROUND DOCUMENTS NOTEBOOK

This series contains NCR copies of Turn Around Documents sent to Human Resource Management.

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

 

UNDERGRADUATE STUDENTS WITH DEGREES FILES

This series contains photocopies of correspondence, photocopies of transcripts received from off campus, NCR copies of Grade Reports received from Student Records and Registration, photocopies of Dean's Cards received from Student Records and Registration, degree checkout lists, and ledger cards.

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

 

UNDERGRADUATE STUDENTS WITH DEGREES FILES WITHOUT LEDGERS

This series contains photocopies of correspondence, photocopies of transcripts received from off campus, NCR copies of Grade Reports received from Student Records and Registration, photocopies of Dean's Cards received from Student Records and Registration, and degree checkout lists.

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

 

UNITED WAY FILES

This series contains correspondence, off-campus near-print

informational material, and photocopies of departmental reports received from departments.

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

 

UTILITY MAPS

This series contains blueline drawings received from off campus.

RETENTION: Transfer to University Archives.

 

VACANT POSITIONS FILES

This series contains NCR copies of Per-l Request for Permission to Fill A Vacancy, Position Descriptions received from departments, and file notes.

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

 

VOCATIONAL EDUCATION CURRICULUM DEVELOPMENT NOTEBOOKS

This series contains curriculum development notebooks received

from School of Vocational Education.

RETENTION: Retain permanently in office.

 

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.