SCHOOL OF HUMAN ECOLOGY/COLLEGE OF AGRICULTURE

 

8-G PROPOSALS

This series contains photocopies of 8-G research proposals sent to Board of Regents.

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

 

AD419 FORMS

This series contains photocopies of AD419 Research Work Unit Project Description/Research Funds forms sent to Louisiana Agricultural Experiment Station.

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

 

ACCOUNTANT WORKING FILES

This series contains photocopies of campus correspondence, computer-generated Inventories of Office Equipment sent to Property Control, off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, budget reports, computer-generated monthly ledgers sheets received from Accounting Services, price lists received from campus offices and off-campus, and file lists.

RETENTION: Inventories: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

ACCOUNTING POSTING FILES

This series includes but may not be limited to photocopies of Travel Expense Vouchers sent to Accounting Services, receiving reports, photocopies of invoices sent to Accounting Services, NCR copies Internal Transactions sent to Accounting Services, and computer-generated monthly ledger sheets received from Accounting Services.

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

 

ACCREDITATION FILES

This series contains reports sent off campus, correspondence, course offering lists, and faculty vitae.

RETENTION: Retain permanently in office.

 

ACCREDITATION REPORTS AND SELF-STUDY REPORTS

This series contains photocopies of accreditation reports and

photocopies of Self-Study Reports.

RETENTION: Retain permanently in office.

 

ADMINISTRATIVE FILES, 1955-1968 (OBSOLETE)

This series contains campus and off-campus correspondence, campus near-print informational material, carbon copies of Requests for Budget Adjustments received from Budget and Planning, budget reports, budget worksheets, carbon copies of Internal Transactions sent to Accounting Services, carbon copies of invoices sent to Accounting Services, petty cash log sheets,

carbon copies of Travel Expense Vouchers sent to Accounting Services, carbon copies of Purchase Orders sent to Purchasing, photocopies of Change-in-Status Reports of Continuation or Separation sent to Human Resource Management, photocopies of PER-1 Requests for Permission to Fill a Vacancy sent to Human Resource Management, and photocopies of PER-3 Personnel Status Changes sent to Human Resource Management.

RETENTION: Correspondence: Transfer to University Archives. All other contents: Destroy by landfill.

 

ADMINISTRATIVE TRANSPARENCIES

This series contains transparencies.

RETENTION: Retain in office while active, then destroy by

landfill.

 

AGRICULTURAL CENTER SAFETY SEMINAR FILES

This series contains campus correspondence, campus near-print informational material, and procedural guidelines received from Agricultural Center.

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

 

ALUMNI ADMINISTRATIVE FILES

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

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

 

ALUMNI CARD FILE

This series contains alumni cards.

RETENTION: Retain in office while active, then destroy by

landfill.

 

BUDGET FILES

This series contains ledger sheets, file notes, computer-generated budget reports received from Budget and Planning, budget worksheets, and computer-generated Operating Budgets for Fiscal Years received from Budget and Planning.

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

 

BUILDING MAINTENANCE FILES

This series contains photocopies of equipment maintenance and

repair reports received from Facility Services.

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

 

CAPITAL OUTLAY NEEDS REPORT WORKSHEETS

This series contains Capital Outlay Needs Report worksheets.

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

 

CATALOG UPDATE WORKSHEETS

This series contains catalog update worksheets.

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

 

CIVIL SERVICE RECLASSIFICATION FILES

This series contains campus correspondence and photocopies of

Position Descriptions sent to Human Resource Management and

Louisiana Agricultural Experiment Station Personnel.

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

then recycling.

 

CLASS LISTS FILES

This series contains computer-generated Class Lists received from Student Records and Registration and computer-generated lists of majors received from Student Records and Registration.

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

 

COMMENCEMENT FILES

This series contains programs received from Student Records and Registration and photocopies of lists of degree candidates received from Office of the Dean.

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

 

COMMITTEE AND MEETING FILES

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

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

 

CONSTRUCTION PROJECT FILES

This series contains campus correspondence, off-campus near-print

informational material, building specifications received from

Office of the Vice President, file lists, and file notes.

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

Archives.

 

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

 

COURSE ADDITION FILES

This series includes but may not be limited to photocopies of

Requests for Addition of Courses sent to Academic Affairs,

correspondence, and photocopies of catalog updates sent to

Academic Affairs.

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

 

COURSE AND FACULTY SCHEDULING FILES

This series includes but may not be limited to computer-generated Faculty Assignment Reports received from Student Records and Registration, computer-generated Class Schedule Reports received from Student Records and Registration, campus correspondence, file notes, statistical worksheets, computer-generated Course Management Reports received from Student Records and Registration, and computer-generated departmental profiles received from Budget and Planning.

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

 

COURSE EVALUATIONS

This series contains course evaluations received from Measurement and Evaluation Center.

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

 

COURSE OUTLINES AND SYLLABI

This series contains photocopies of the following: faculty course outlines and faculty syllabi.

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

 

CURRICULA FILES

This series contains file lists, file notes, photocopies of proposed syllabi, and photocopies of course outlines.

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

 

DEPARTMENTAL SCHOLARSHIP FILES

This series contains campus and off-campus correspondence, computer-generated monthly ledgers sheets received from Accounting Services, and applications received from students.

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

 

ENROLLMENT SUMMARIES

This series contains computer-generated Enrollment Summaries

received from Budget and Planning and enrollment summaries.

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

 

FACULTY EVALUATIONS

This series contains faculty evaluations received from Measurement and Evaluation Center.

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

 

FACULTY MEETING NOTES

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

 

FACULTY PERSONNEL FILES

This series includes but may not be limited to teacher evaluations received from Office of the Dean, photocopies of PER-2 Personnel Appointments sent to Human Resource Management, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, and Change-in-Status Reports of Continuation or Separation 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.

 

FACULTY PUBLICATIONS

This series contains faculty publications.

RETENTION: Retain permanently in office.

 

FIELD TRIP PERMISSION SLIPS

This series contains photocopies of permissions for field trips

sent to Insurance Office.

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

 

FLOOR PLANS

This series contains photocopies of floor plans received from campus offices.

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

 

GENERAL CORRESPONDENCE FILES

This series contains campus and off-campus correspondence, Equipment Loan log sheets, NCR copies of Work Requests sent to Facility Services, file notes, file lists, annotated calendar pages, and programs received from campus offices.

RETENTION: Correspondence; Retain 5 years in office, then destroy by shredding then landfill. Logs and Work Requests:

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

Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by landfill.

 

GRADE CORRECTION REPORTS AND GRADE POINT AVERAGE STATISTICS

This series contains photocopies of the following received from Student Records and Registration: computer-generated grade point average statistical reports and photocopies of Grade Correction Reports sent to Student Records and Registration.

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

 

GRADUATE ADMINISTRATIVE FILES

This series includes but may not be limited to campus correspondence, policy statements received from Office of the Chancellor, photocopies of grant applications, photocopies of award letters, reports, meeting minutes, photocopies of Registration Cards received from Admissions, GRE reports, photocopies of Requests for Changing or Dropping a Course sent to Office of the Dean, photocopies of procedural guidelines received from campus offices, and file lists.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Grant records: Retain in office 3 years after termination of contract, then destroy by shredding then recycling. GRE reports: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. Course management records: Retain 3 years in office, then destroy by recycling. All other contents:

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

 

GRADUATE STUDENT FILES

This series contains graduate assistantship applications, GRE reports, requests for examinations, correspondence, NCR copies of

Grade Reports received from Student Records and Registration, NCR copies of scheduling cards received from Student Records and Registration, and photocopies of thesis proposals sent to Graduate School.

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

 

GRADUATE STUDENT RECRUITMENT FILES

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

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

 

HISTORY FILES, 1946-1965 (OBSOLETE)

This series contains photocopies of annual reports sent to campus offices, campus correspondence, campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, NCR and carbon copies of Purchase Orders sent to Purchasing, and Morris House 1961 renovation blueprints received from off campus.

RETENTION: Transfer to University Archives.

 

HUMAN ECOLOGY ADMINISTRATIVE FILES

This series contains photocopies of annual reports sent to Office of the Dean and Louisiana Agricultural Experiment Station, campus and off-campus correspondence, photocopies of meeting minutes received from committee chair, newspaper clippings, photocopies of news releases sent to Public Relations, file notes, file lists, and renovation floor plans received from Facility Development.

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.

 

HUMAN ECOLOGY BUILDING BLUEPRINTS AND BUILDING SPECIFICATIONS

This series contains blueprints and building specifications

received from Office of the Vice President.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

HUMAN ECOLOGY HISTORY FILES

This series contains photographs and campus near-print

informational material.

RETENTION: Transfer to University Archives.

 

HUMAN ECOLOGY PHOTOGRAPHS AND SLIDES

This series contains photographs and slides.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

JOB APPLICATION FILES

This series contains the following received from off campus: job applicant letters of reference, job applicant resumes, vitae, and transcripts.

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

 

LEAVE FLIES

This series includes but may not be limited to campus correspondence, leave slips, and leave cards.

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

 

LSU CATALOGS

This series contains LSU catalogs.

RETENTION: Retain in office permanently.

 

MEETING FILES

This series contains photocopies of meeting minutes received from committee chairs and off-campus near-print informational material.

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

 

MIDTERM AND FINAL GRADE SHEETS

This series contains carbon copies of the following sent to

Student Records and Registration: Midterm Grade Sheets and Final

Grade Sheets.

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

 

NEWSLETTER WORKING FILES

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

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

landfill.

 

OPERATING BUDGET FOR FISCAL YEAR

This series contains photocopies of Operating Budgets for Fiscal

Years received from Budget and Planning.

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

 

ORGANIZATION FILES

This series contains correspondence, meeting minutes received from off campus, off-campus near-print informational material, policy statements received from off campus, procedural guidelines received from off campus, and photocopies of itineraries received

from off campus.

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 recycling.

 

PAYROLL ACCOUNTING FILES

This series contains computer-generated budget sheets received from Accounting Services, Payroll Check Distribution Reports received from Accounting Services, student timesheets, NCR copies of telephone bills, and computer-generated Leave Tracking Reports received from Automated Systems.

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

 

PAYROLL VOUCHERS

This series contains photocopies of Payroll Vouchers sent to

Payroll.

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

Center, then destroy by shredding then landfill.

 

PERSONNEL ACTIVITY REPORTS

This series contains computer-generated Personnel Activity

Reports received from Human Resource Management.

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

 

PHD PROGRAM PROPOSAL FILES

This series contains campus and off-campus correspondence and photocopies of proposals sent to Office of Academic Affairs.

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

 

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

This series contains photocopies of 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.

 

POSITION ANNOUNCEMENTS AND INQUIRIES FILE, 1977-1982 (OBSOLETE)

This series contains campus and off-campus correspondence, and the following received from off campus: job applicant letters of reference and job applicant resumes.

RETENTION: Destroy by shredding then landfill.

 

RECRUITING VIDEOTAPES

This series contains videotapes.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

REGISTRATION FILES

This series contains photocopies of campus correspondence and

procedural guidelines received from Student Records and

Registration.

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

 

REGISTRATION FILES, 1984-1988 (OBSOLETE)

This series contains procedural guidelines, file notes, file

lists, and schedule booklets received from Student Records and

Registration.

RETENTION: Destroy by recycling.

 

REPORTS

This series contains photocopies of reports sent to Office of the

Dean and photocopies of the following sent to Louisiana

Agricultural Experiment Station: Cooperative Research

Information Services reports and CSRS reports.

RETENTION: Retain in office while active, then destroy by

recycling.

 

REQUESTS FOR AUDIO VISUAL EQUIPMENT

This series contains photocopies of Requests for Audio Visual

Equipment.

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

 

RESEARCH ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, policy statements received from Office of Research, procedural guidelines received from Office of Research, and photocopies of faculty grant proposals for summer research.

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

 

RESEARCH FILES

This series contains campus and off-campus correspondence, procedural guidelines received from campus offices, photocopies of CSRS reports sent off campus, and proposals.

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

 

RESEARCH PROPOSALS, 1960-1970 (OBSOLETE)

This series contains faculty research proposals.

RETENTION: Destroy by recycling.

 

RESEARCH REPORTS, 1960-1970 (OBSOLETE)

This series contains research reports.

RETENTION: Retain in office while active, then destroy by

recycling.

 

SAFETY FILES

This series contains campus correspondence, photocopies of meeting minutes received from committee chair, and procedural guidelines received from Campus Safety.

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.

 

SPACE INVENTORY

This series contains photocopies of Space Inventories sent to

Facility Development and Louisiana Agricultural Experiment

Station.

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

 

SPOT COURSE EVALUATIONS

This series contains spot course evaluations received from

Measurement and Evaluation Center.

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

then recycling.

 

STAFF CONFERENCE REPORTS

This series contains reports received from Louisiana Agricultural

Experiment Station.

RETENTION: Retain in office while active, then destroy by

landfill.

 

STAFF PERSONNEL FILES

This series includes but may not be limited to photocopies of referrals received from Human Resource Management, photocopies of resumes received from off campus, photocopies of PER-2 Personnel Appointments sent to Office of the Dean, photocopies of evaluations, photocopies of step increase forms 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.

 

STUDENT ASSISTANT INFORMATION FILES

This series contains file lists and application received from

students.

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

 

STUDENT ASSISTANT PERSONNEL FILES

This series includes but may not be limited to photocopies of timesheets and photocopies of the following sent to Student Aid and Scholarships: 1-9 Employee Eligibility Verifications, W-2s, Loyalty Oaths, and PER-17 turn-around documents.

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

 

SUMMER SCHOOL BULLETINS

This series contains summer school bulletins.

RETENTION: Retain permanently in office.

 

TEACHER CERTIFICATION FILES

This series contains correspondence, photocopies of NTE scores, photocopies of transcripts received from Student Records and Registration, and photocopies of state teacher licenses received from off campus.

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

 

TEXTBOOK ORDER FILES

This series contains photocopies of book information requests sent to LSU Union Bookstore, book order worksheets, and campus correspondence.

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

 

THESES

This series contains theses.

RETENTION: Retain permanently in office.

 

UNDERGRADUATE STUDENT FILES

This series contains campus and off-campus correspondence, photocopies of Degree Audits received from Office of the Dean, photocopies of curriculum sheets, and the following received from Student Records and Registration: NCR copies of Registration Cards and NCR copies of Grade Reports.

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

 

UNIVERSITY ADMINISTRATIVE SPECIALISTS WORKING FILES

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

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

 

UNIVERSITY CATALOGS

This series contains catalogs received from off campus.

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

 

UNIVERSITY FIVE-YEAR PLANS

This series contains Five-Year Plans generated here and received

from campus offices.

RETENTION: Retain permanently in office.

 

UNIVERSITY SERVICES FILES

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

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

 

VOCATIONAL EDUCATION ADMINISTRATIVE FILES, 1970-1979 (OBSOLETE)

This series contains photocopies of annual reports sent off campus, campus and off-campus correspondence, photocopies of meeting minutes received from committee chairs, off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, and computer-generated Enrollment Summaries received from Student Records and Registration.

RETENTION: 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) 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.