SCHOOL OF VOCATIONAL EDUCATION

 

ACCOUNTING LEDGERS

This series contains ledgers.

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

 

ACCOUNTING POSTING FILES

This series includes but may not be limited to invoices, NCR copies of Internal Transactions sent to Accounting Services, and computer-generated monthly statements received from Accounting Services.

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

 

ANNUAL REPORT OF GENERAL EXTENSION DIVISION OF LSU, 1957-1958

(OBSOLETE)

This series contains photocopies of annual reports received from

General Extension Division.

RETENTION: Transfer to University Archives.

 

APPOINTMENT BOOKS

This series contains appointment books.

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

 

BUDGET FILES

This series includes but may not be limited to ledgers, NCR copies of Internal Transactions sent to Accounting Services, file notes, photocopies of Travel Expense Vouchers sent to Office of the Dean, photocopies of invoices, photocopies of receipts, NCR copies of requisitions sent to Budget and Planning, photocopies of Requests for Budget Adjustment sent to Office of the Dean, computer-generated Invoices Paid During the Period Reports received from Accounting Services, and NCR copies of Requisitions for Quick Copy sent to Copy Service.

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

 

BUDGET WORKBOOK

This series contains budget worksheets, photocopies of campus correspondence, photocopies of Internal Transactions sent to Accounting Services, file lists, Faculty Travel Requests, charts, computer-generated Age Listings received from Accounting Services, and photocopies of Requests for Budget Adjustments sent to Office of the Dean.

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

 

CHAIRMAN ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, computer-generated Grade Distribution Reports received from Office of the Dean, and file notes.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Reports: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.

 

CLASS LISTS

This series contains computer-generated Class Lists received from

Student Records and Registration.

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

destroy by shredding then landfill.

 

COLLEGE CATALOGS AND DIRECTORIES

This series contains catalogs and directories.

RETENTION: Retain in office while active or 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.

 

CORRESPONDENCE FILES, 1960-1973 (OBSOLETE)

This series contains campus and off-campus correspondence and

photographs.

RETENTION: Transfer to University Archives.

 

COURSE AND FACULTY SCHEDULING FILES

This series includes but may not be limited to NCR copies of

Requests for Drop/Add of Sections sent to Student Records and

Registration, Faculty Assignment Reports received from Student

Records and Registration, 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, Trial Schedule Cards, computer-generated

Comparative Enrollment received from Student Records and

Registration, and photocopies of textbook orders sent to LSU

Union Bookstore.

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

 

COURSE EVALUATIONS

This series contains course evaluations.

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

 

DATABASE REPORTS

This series contains computer-generated database reports.

RETENTION: Retain in office while active, then destroy by

recycling.

 

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to campus and off-campus correspondence, procedural guidelines received from campus offices, photocopies of Capital Outlay Budget Requests sent to Board of Supervisors, annotated reports, State Employees Group Benefit Memorandum, master forms, meeting minutes, photocopies of policy statements received from Office of the Chancellor, photocopies of requisitions sent to Purchasing, ledgers, and worksheets.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

 

DEPARTMENTAL FILES, 1979-1988 (OBSOLETE)

This series contains campus and off-campus correspondence, campus near-print informational material, photocopies of Internal Transactions sent to campus offices, photocopies of invoices sent to Accounting Services, photocopies of monthly ledger sheets received from Accounting Services, photocopies of requisition sent to Purchasing, computer-generated LSU-5 Attendance and Leave Records received from Human Resource Management, computer-generated Payroll Check Distribution Reports received from Human Resource Management, computer-generated Management Reports received from Student Records and Registration, photocopies of grant proposals sent to Grants and Contracts, photocopies of Travel Reimbursements sent to Accounting Services, Class Lists received from Student Records and Registration, computer-generated Comparative Enrollments received from Student Records and Registration, photocopies of class schedules received from Student Records and Registration, computer-generated Departmental Profile Reports received from Budget and Planning, computer-generated Enrollment Summaries received from Student Records and Registration, computer-generated Space Inventories received from Facility Development, computer-generated Low Enrollments received from Student Records and Registration, computer-generated Personnel Activity Reports received from Human Resource Management, and computer-generated Telephone Bills received from Telecommunications.

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

 

DEPARTMENTAL GENERAL FILES

This series contains photocopies of annual reports received from Office of the Dean, campus and off-campus correspondence, meeting minutes, campus and off-campus near-print informational material, policy statements received from Office of the Chancellor, photocopies of student assistant timesheets sent to Payroll, photocopies of Accident Reports sent to Risk Management, file lists, file notes, photocopies of textbook orders sent to LSU Union Bookstore, computer-generated Improvement in Instruction received from Office of the Dean, photocopies of Grade Sheets received from Student Records and Registration, photocopies of Class Lists received from Student Records and Registration, photocopies of Graduate Faculty Nominations sent to Graduate School, examination questions, computer-generated Personnel

Activity Reports received from Human Resource Management, photocopies of articles received from off campus, NCR copies of Work Requests sent to Facility Services, photocopies of floor plans, computer-generated LSU timesheets received from Payroll, and commencement programs.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Textbook orders, reports, and Work Requests: Retain 3 years in office, then destroy by landfill. Grade Sheets and Class Lists: Retain in office 1 year after term distributed, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

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.

 

EQUIPMENT INVENTORY FILES

This series includes but may not be limited to campus correspondence, security reports received from LSU Police Department, code number lists, photocopies of invoices, photocopies of inventory forms, equipment location sheets, photocopies of receiving reports sent to Accounting Services, and ledger reports.

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

 

EQUIPMENT PURCHASING FILES

This series contains photocopies of invoices sent to Purchasing, photocopies of Purchase Orders sent to Purchasing, photocopies of requisitions sent to Purchasing, computer-generated Equipment Inventories received from Property Control, photocopies of file lists received from Property Control, and photocopies of packing lists received from off campus.

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

 

FACULTY APPLICATIONS FOR AWARDS

This series contains photocopies of Faculty Applications for

Awards sent to Office of the Vice-Chancellor for Academic

Affairs.

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

then landfill.

 

FACULTY PROMOTION AND TENURE FILES

This series includes but may not be limited to letters of endorsement, faculty appointment forms sent to Graduate School, curricula vitae, photocopies of faculty grant summary statements, and photocopies of faculty publications.

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

 

FACULTY, STAFF, AND STUDENT ASSISTANT PERSONNEL FILES

This series contains teacher evaluations received from Office of the Dean, photocopies of PER-2 Personnel Appointments sent to Human Resource Management, PER-3 Personnel Status Changes, Change-in-Status Reports of Continuation or Separation sent to Human Resource Management, vitae received from off campus, NCR copies of Records of Agreement sent to Office of the Dean, photocopies of employee withholding tax statements sent to Human Resource Management, job applicant letters of reference received from off campus, job applicant resumes received from off campus, NCR copies of LSU-5 Attendance and Leave Records sent to Human Resource Management, photocopies of PER-17 turn-around documents sent to Human Resource Management, photocopies of student assistant timesheets sent to Payroll, work schedules, photocopies of Loyalty Oaths sent to Human Resource Management, and NCR copies of leave slips sent to Human Resource Management.

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

 

GENERAL FILES, 1981-1988 (OBSOLETE)

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, file notes, file lists, and photocopies of committee agenda received from campus offices.

RETENTION: Destroy by shredding then landfill.

 

GENERAL INFORMATION FILES

This series contains photocopies of campus correspondence, campus and off-campus near-print informational material, newspapers received from off campus, file notes, file lists, Louisiana road maps, and photocopies of Office Supply Catalogs received from Office Supply.

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

 

GRADE BOOKS

This series contains grade books.

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

destroy by shredding then landfill.

 

GRADUATE PROGRAM INFORMATION FILES

This series contains photocopies of campus correspondence, campus

and off-campus near-print informational material, procedural guidelines received from Graduate School, file lists, file notes, and dissertation proposals.

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

 

GRADUATE STUDENT AND FACULTY HANDBOOKS

This series contains Graduate Student Handbooks and Faculty

Handbooks.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

GRADUATE STUDENT FILES

This series includes but may not be limited to photocopies of student final examinations, graduate assistantship application, GRE reports, requests for examination, correspondence, photocopies of Programs of Study sent to Graduate School, photocopies of Requests for Changes in Programs of Study sent to Graduate School, photocopies of Registration Cards received from Student Records and Registration, NCR copies of Summary Grade Reports received from Graduate School, and photocopies of transcripts.

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

 

GRANT INFORMATION FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, photocopies of procedural guidelines received from campus offices, photocopies of LSU Research Reports received from Office of Research, photocopies of Proposal Routing Sheets sent off campus, photocopies of proposals sent off campus, and photocopies of Requests for Reimbursements to the State sent of f campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Reports, routing sheets, proposals, and Requests for Reimbursement to the State: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.

 

GRANT FILES

This series contains correspondence, photocopies of monthly ledgers sheets received from Accounting Services, photocopies of receiving reports sent to Purchasing, photocopies of requisition sent to Purchasing, photocopies of proposals sent to Grants and Contracts, photocopies of Records of Grant Establishment received from Grants and Contracts, photocopies of Requests for Budget Adjustments sent to Office of the Dean, photocopies of Reimbursement Summaries received from Grants and Contracts, photocopies of Travel Expense Vouchers sent to Office of the Dean, NCR copies of Requisitions for Quick Copy Service received from Copy Services, photocopies of telephone bills received from Telecommunications, and adding machine tapes.

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

 

GUMBOS

This series contains Gumbos.

RETENTION: Retain permanently in office.

 

HUMAN ECOLOGY EDUCATION OFFICE OPERATIONS FILES

This series contains campus correspondence, campus and off-campus near-print informational material, photocopies of Class Lists received from Student Records and Registration, carbon copies of Grade Sheets sent to Student Records and Registration, photocopies of textbook order forms sent to LSU Union Bookstore, computer-generated Enrollment by Course reports received from Student Records and Registration, photocopies of grade corrections sent to Student Records and Registration, photocopies of Change in Room Assignments sent to Student Records and Registration, and computer-generated Personnel Activity Reports received from Human Resource Management.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Class Lists, Grade Sheets, and grade corrections: Retain in office 1 year after term distributed, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

 

IMPROVEMENT OF COMMITTEE OF INSTRUCTION FILES

This series contains photocopies of reports sent to Faculty

Senate, photocopies of meeting minutes, and file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

 

INDUSTRIAL ARTS STUDENT FAIR FILES, 1974-1983 (OBSOLETE)

This series contains campus and off-campus correspondence, student applications, Entry Forms, score sheets, photocopies of rules, and file lists.

RETENTION: Destroy by shredding then landfill.

 

INSTITUTIONAL REPORTS

This series contains photocopies of institutional reports sent

off campus.

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

 

JOURNALS, 1927-1975 (OBSOLETE)

This series contains journals received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

 

MANUALS

This series contains manuals received from off campus

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

 

MASTER FORMS

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 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.

 

NATIONAL CERTIFICATION ASSOCIATION OF TEACHER EDUCATORS

QUESTIONNAIRES

This series contains questionnaires.

RETENTION: Retain 3 years in office, 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 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.

 

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.

 

RECRUITMENT TAPES

This series contains recruitment tapes.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

REFERENCE FILES

This series contains photocopies of campus correspondence, photocopies of meeting minutes received from committee chair, off-campus near-print informational material, computer-generated Telephone Access Code lists received from Telecommunications, file lists, photocopies of requisitions sent to Purchasing, and course evaluation summary sheets.

RETENTION: Requisitions and evaluation summary sheets: Retain 3 years in office, then destroy by recycling. All other contents:

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

 

REQUEST FOR CERTIFICATION LETTERS

This series contains Requests for Certification Letters received

from off campus.

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

 

SCHOLARSHIP FILES

This series contains campus and off-campus correspondence,

invoices received from off campus, photocopies of monthly ledger sheets received from Accounting Services, and photocopies of Purchase Orders sent to Purchasing.

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

 

SCHOOL OF VOCATIONAL EDUCATION MAJORS

This series contains computer-generated School of Vocational

Education Majors reports received from Student Records and

Registration.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

STAFF AND FACULTY LEAVE FILES

This series contains campus correspondence, computer-generated Personnel Activity Reports received from Human Resource Management, leave slips, and annual leave summaries received from 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.

 

STATE DEPARTMENT OF EDUCATION CERTIFICATION NOTEBOOK

This series contains State Department of Education Certification notebooks received from off campus.

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

 

STUDENT ACTION FILES

This series contains campus and off-campus correspondence, campus near-print informational material, file lists, file notes, photocopies of Requests for Course Substitution sent to Office of the Dean, and Drop/Add slips received from Student Records and Registration.

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

 

STUDENT ADVISING FILES

This series contains NCR copies of Grade Sheets received from Student Records and Registration, photocopies of transcripts received from off campus, photocopies of course charge requests sent to Office of the Dean, photocopies of Degree Audits received from Student Records and Registration, and file notes.

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

 

STUDENT COURSE EXAMINATIONS

This series contains student examinations.

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

destroy by shredding then landfill.

 

STUDENT PAPERS

This series contains student papers.

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

destroy by shredding then landfill.

 

TEACHER EVALUATION SUMMARIES

This series contains teacher evaluation summaries.

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

then landfill.

 

THESES

This series contains theses.

RETENTION: Retain permanently in office.

 

UNDERGRADUATE STUDENT FILES

This series contains photocopies of Advisor Cards, photocopies of Class Schedules received from Student Records and Registration, photocopies of transcripts received from off campus, and photocopies of applications for teaching certificate sent off campus.

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

 

UNSOLICITED LETTERS FOR EMPLOYMENT

This series contains letters received from off campus.

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

then landfill.

 

VOCATIONAL EDUCATION AND VARIOUS UNIVERSITY PUBLISHED ARTICLES

This series contains articles generated here and received from off campus.

RETENTION: Vocational Education articles: Retain permanently in

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

 

WORD PROCESSING FILES

This series contains documents such as letters, messages, campus correspondence, reports, handbooks, and manuals recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by that LSU Retention and Disposal Schedule.

RETENTION: a) When they are used to produce hard copy that is maintained in organized files: Delete when no longer needed to create a hard copy. b) When they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by the LSU Retention and Disposal Schedule: Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule.