GRADUATE RECORDS

ABSTRACTS

This series contains theses and dissertation abstracts.

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

ACADEMIC COUNSELOR WORKING FILES

This series includes but may not be limited to Requests for Doctoral Examinations received from campus offices, Petitions for Transfer or Non-Degree Credit received from campus offices, photocopies of campus and off-campus correspondence, photocopies of Degree Requirements, photocopies of policy statements received from Office of the Chancellor, procedural guidelines, and campus near-print informational material.

RETENTION: Student Records: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. 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 All other contents: Retain in office while active, or until superseded, then destroy by recycling.

COMMENCEMENT BOOKLETS AND GRADUATE CATALOGS

This series contains commencement booklets and course catalogs.

RETENTION: Retain in office while active, or until superseded, then destroy by landfill.

COMPUTER UPDATE CAPABILITY MEETING FILES

This series contains photocopies of campus correspondence and file notes.

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

CONFERENCE NEAR-PRINT INFORMATION MATERIAL

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

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

CORRESPONDENCE

This series contains photocopies of correspondence.

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

then recycling.

DEGREE AUDIT FILES

This series contains Applications for Degree, Programs of Study, and photocopies of campus correspondence sent.

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

DEGREES AWARDED CARD FILE, 1934-1985 (OBSOLETE)

This series contains cards with name, degree, date, and department.

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

EXAMINATION RESULT CARD FILE

This series contains cards received from departments with student name, student number, degree, date of default, pass or fail, and signatures of committee members.

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

GRADUATE FACULTY FILES

This series contains lists of faculty generated in Graduate School and lists of faculty with annotation of specialty areas received from departments.

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

GRADUATE FACULTY LIST

This series contains computer-generated lists with faculty name department, degrees, and status.

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

GRADUATE FACULTY DATA SET REPORTS

This series contains computer-generated reports.

RETENTION: Retain in office until superseded, then destroy by

landfill.

GRADUATE STUDENT REPORTS

This series contains the following computer-generated reports received from Student Records and Registration: Students With Rankings, Students by Department, Students Enrolled in Duplicate Courses by College, and Graduate School GPA Alpha List.

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

GRADUATION CHECKLIST

This series contains computer-generated lists of graduating students.

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

GRADUATION LIST ADDITION AND DELETION FILES

This series contains Candidate Addition and Deletion forms, photocopies of campus correspondence, annotated computer-generated candidate lists received from departments, and Applications for Degree.

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

MANAGER OF GRADUATE RECORDS WORKING FILES

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

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

MICROFILM REFERENCE NOTEBOOKS

This series contains sheets showing alphabetical lists of student

names with roll number and image number.

RETENTION: Retain permanently in office.

OFFICE MANAGER ADMINISTRATIVE FILES

This series contains student assistant evaluations, master forms, photocopies of statistical reports, student assistant time summaries, and ledgers.

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

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

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

PRELIMINARY GRADUATION LISTS

This series contains computer-generated lists.

RETENTION: Retain in office until superseded, then destroy by

landfill.

PROCEDURES MANUAL

This series contains procedural guidelines and photocopies of

campus correspondence.

RETENTION: Retain permanently in office.

PROGRAMS OF STUDY

This series contains Programs of Study.

RETENTION: Retain in office 5 years after graduation term or

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

REGISTRATION CARD FILE

This series contains NCR copies of Registration Cards received from Student Records and Registration.

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

SCHEDULE CHANGE CONFIRMATIONS

This series contains Schedule Change Confirmations.

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

destroy by shredding then landfill.

SECTIONS ADDED AND CANCELED REPORTS

This series contains photocopies of Sections Added and Canceled

Reports received from Student Records and Registration.

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

destroy by landfill.

SEMESTER INCOMPLETE GRADES REPORT

This series contains computer-generated "I" grade reports received from Administrative Information Systems.

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

STUDENT FILES

This series contains campus and off-campus correspondence, file notes, LSU Graduate School ledgers, photocopies of transcripts received from off campus, examination requests, Programs of Study, Changes in Programs of Study, Notices of Academic Probation, and Notices of Drop Action.

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

VERIFICATION LETTER REQUESTS

This series contains Verification Letter Requests.

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

then 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 the LSU Retention and Disposal Schedule.

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

WORD PROCESSOR OPERATORS INSTRUCTION FILES

This series contains policy statements and procedural guidelines.

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

Duplicates: Retain in office until superseded, then destroy by

recycling.