OFFICE OF THE DEAN

GRADUATE SCHOOL

ASSOCIATE DEAN ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, admissions plans received from Admissions, photocopies of excerpts from publications, file notes, policy statements received from Office of the Chancellor, and reports 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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

ASSOCIATE DEAN REPORT FILES, 1970-1976 (OBSOLETE)

This series contains reports received from campus offices and

self-study reports received from campus offices.

RETENTION: Destroy by landfill.

BOARD OF REGENTS CAMPUS CORRESPONDENCE RECEIVED

This series contains campus correspondence received from Board of

Regents.

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

Archives.

BUDGET AND PLANNING SEMESTER STATISTICAL REPORTS

This series contains the following computer-generated reports

received from Budget and Planning: Graduate School Black

Enrollment and Degree List By Name.

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

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

COMMENCEMENT PROGRAMS

This series contains commencement programs received from Student

Records and Registration.

RETENTION: Retain permanently in office.

DEAN SECRETARY WORRING FILES

This series contains sample letters, class schedule listings received from Student Records and Registration, and telephone dialing instructions received from Telecommunications.

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

DECREE STATISTICAL REPORTS

This series contains computer-generated Degrees Awarded By Name

and computer-generated Cumulative Number of Degrees.

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

DEPARTMENTAL FILES

This series contains campus and off-campus correspondence, photocopies of vitae received from departments, photocopies of Degree Proposals received from departments, photocopies of procedural guidelines received from departments, reports received from off campus, and photocopies of statistical reports received from departments.

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

DIRECTORIES

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

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

DOCTORAL PROGRAMS NOTEBOOKS

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

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

GENERAL FILES

This series includes but may not be limited to campus and off-campus correspondence, meeting minutes received from campus offices, agendas received from campus offices, statistical reports generated here and received from campus offices, surveys generated here and received from campus offices, studies generated here and received from campus offices, file notes, photocopies and originals of legal opinions received from university attorney, and photocopies of Travel Expense Vouchers sent to Accounting Services.

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

GRADUATE COUNCIL AGENDA PREPARATION FILES

This series contains file notes, photocopies of reports received from off campus, campus correspondence, photocopies of agenda, photocopies of policy statement drafts received from Academic Affairs, and photocopies of procedural guideline drafts.

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.

GRADUATE COUNCIL MEETING MINUTES AND AGENDA

This series contains meeting minutes and agendas.

RETENTION: Retain in office while active, then transfer to

University Archives.

GRADUATE COUNCIL MINUTES

This series contains photocopies of formal minutes.

RETENTION: Retain in office while active, then transfer to

University Archives.

GRE SCORES NOTEBOOK

This series contains statistical reports received from off

campus.

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

HUMAN ECOLOGY DOCTORAL PROGRAM PROPOSAL FILES

This series contains Proposal Study Reports received from departments, campus and off-campus correspondence, and accreditation reports received from departments.

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

LSU GRADUATE CATALOGS

This series contains catalogs received from Student Records and

Registration.

RETENTION: Retain in office while active or until superseded,

then destroy by landfill.

LSU PERSONNEL PROCEDURES HANDBOOK

This series contains procedural guidelines received from Human

Resource Management.

RETENTION: Retain in office until superseded, then destroy by

recycling.

PERSONNEL FILES

This series contains originals or photocopies of job descriptions, originals or photocopies of resumes received from off campus, originals or photocopies of letters of recommendation, and 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.

POLICY FILES

This series contains photocopies of policy statements received from Office of the Chancellor and photocopies of Presidential Memoranda received from Office of the President.

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

POLICY STATEMENTS NOTEBOOKS

This series contains photocopies of policy statements received from Office of the Chancellor.

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

RESEARCH COUNCIL MEETING MINUTES AND AGENDA

This series contains photocopies of meeting minutes and

photocopies of agenda.

RETENTION: Transfer to University Archives.

STUDENT ASSISTANT TIMESHEETS

This series contains timesheets.

RETENTION: Record (master) copy: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Duplicates: Retain in office until summarized, then destroy by shredding then landfill.

STUDENT ASSISTANT WORKING FILES

This series contains sample master forms, sample letters, graduate advisor lists, computer user code lists received from Academic Affairs, and computer-generated lists.

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

UNIVERSITY CATALOGS

This series contains catalogs received from Student Records and

Registration and off campus.

RETENTION: Retain in office while active or until superseded,

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.