SCHOOL OF SOCIAL WORK

ACADEMIC PROGRAMS FILES

This series contains photocopies of campus and off-campus correspondence, meeting minutes, campus near-print informational material, file lists, carbon copies of Grade Sheets received from Student Records and Registration, NCR copies of Class Lists received from Student Records and Registration, computer-generated Class Assignment Distribution Reports received from Student Records and Registration, a photocopy of a proposal for development of a doctoral program sent to the Graduate School, photocopies of agendas received from committees, and photocopies of the following sent to Academic Affairs: Requests for Changes In an Existing Course, and Requests for Dropping or Adding a Course.

RETENTION: Grade Sheets and Class Lists: Retain in office 1 year after term distributed, then destroy by shredding then landfill. Course change requests: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.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 invoices,

receiving NCR reports, photocopies of bills sent to Accounting

Services, copies of Internal Transactions sent to Accounting

Services, and photocopies of 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 ASSISTANT WORKING FILES

This series contains NCR copies of Work Requests sent to Facility Services, computer-generated Office Supply Catalogs received from University Stores, and file notes.

RETENTION: Work requests: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.

AGENCY FILES

This series contains agency descriptions and Memoranda of

Understanding received from off campus.

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

then landfill.

ALUMNI FILES

This series contains off-campus correspondence, photocopies of meeting minutes received from committees, off-campus near-print informational material, photocopies of newspaper clippings, file lists, file notes, photographs, and programs.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Photographs: Retain permanently in office. All other contents: Retain in office while active, then destroy by recycling.

ANNUAL FILES

This series contains photocopies of annual reports sent to campus offices and off campus, photocopies of meeting minutes received from committees, photocopies of procedural guidelines received from campus offices, photocopies of Requests for Budget Adjustment sent to Budget and Planning, budget reports, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, NCR copies of Internal Transactions sent to Accounting Services, computer-generated ledger sheets received from Accounting Services, photocopies of employee performance evaluations, photocopies of wage timesheets sent to Payroll, student course evaluations sent to Human Resource Management, file notes, NCR copies of Travel Expense Vouchers sent to Accounting Services, photocopies of Requests for Authorization to Travel sent to Accounting Services, and course syllabi.

RETENTION: Travel and budget records: Retain 3 years in office, then destroy by landfill. Accounting records: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Evaluations: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. All other contents:

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

ASSISTANT DIRECTOR WORKING FILES

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

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

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

BOARD OF ADVISORS FILES

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

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

BUDGET FILES

This series includes but may not be limited to ledger sheets generated here, NCR copies of Internal Transactions sent to Accounting Services, photocopies of Travel Expense Vouchers Sent to Office of the Dean, NCR copies of requisitions sent to Budget and Planning, photocopies of Requests for Budget Adjustment sent to Office of the Dean, and computer-generated Invoices Paid During the Period reports received from Accounting Services.

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

BUDGET PLANNING AND GRANTS FILES

This series contains annotated campus correspondence, photocopies of Requests for Budget Adjustments sent to Budget and Planning, budget reports, computer-generated monthly ledger sheets received from Accounting Services, photocopies of requisitions sent to Purchasing, photocopies of grant proposals, file notes, and inventories of video tapes.

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

BUSINESS OPERATING PROCEDURES MANUAL

This series contains photocopies of the Business Operating

Procedures received from Business Affairs.

RETENTION: Retain in office while active, then destroy by

recycling.

CLERK CHIEF DUTY CALENDAR

This series contains an annotated calendar.

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

COMMITTEE MEETING MINUTES

This series contains photocopies of meeting minutes received from committees.

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

COMMITTEES AND STATISTICS FILES

This series contains photocopies of annual reports sent off campus and to Academic Affairs, off-campus correspondence, photocopies of meeting minutes received from committees, procedural guidelines, photocopies of Council on Social Work Education statistical reports received from off campus, and photocopies of agendas received from committees.

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

COMPREHENSIVE EXAMINATIONS

This series contains comprehensive examinations.

RETENTION: Retain in office 5 years after graduation term or

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

CONFERENCES AND FUNCTIONS FILES

This series contains campus correspondence, campus near-print

informational material, invitations, and schedules.

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

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

Archives.

DEAN DUTY CALENDAR

This series contains an annotated calendar.

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

EQUIPMENT INVENTORY NOTEBOOK

This series contains equipment inventory sheets.

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

EXTERNAL FILES

This series contains photocopies of annual reports sent to Academic Affairs, campus and off-campus correspondence, photocopies of meeting minutes received from off campus, off-campus near-print informational material, photocopies of procedural guidelines received from campus, file lists, file notes, photocopies of bylaws received from off campus, and photocopies of bulletins.

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.

FACULTY AFFAIRS FILES

This series contains reports received from off campus, campus and off-campus correspondence, photocopies of policy statements received from Office of the Chancellor, teacher assignment reports, schedule booklets received from Student Records and Registration, photocopies of graduate faculty nominations sent to the Graduate School, photocopies of student course evaluation reports received from Measurement and Evaluation Center, photocopies of advertisements sent off campus, photocopies of Per-lB Affirmative Action Compliances sent to Human Resource Management, photocopies of employee evaluations sent to Human Resource Management, and photocopies of Requests for Salary Increases sent to Human Resource Management.

RETENTION: Personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, 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 landfill.

FACULTY PERSONNEL FILES

This series includes but may not be limited to teacher evaluations, photocopies of personnel appointment forms sent to Human Resource Management, PER-3 Personnel Status Changes, and faculty vitae.

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

FINANCIAL AID AWARDS FILES

This series contains campus and off-campus correspondence, file lists and photocopies of the following sent to LSU Foundation:

checks and transmittals.

RETENTION: Retain in office ~ years after award year has ended, or until resolution of any federal audit questions, then destroy by shredding then landfill.

FUND RAISING FILES

This series contains off campus correspondence and photocopies of the following sent to the LSU Foundation: checks and transmittals.

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

GRADUATE ADMISSIONS FILES

This series contains photocopies of Credential Analysis received from Admissions and photocopies of letters of acceptance sent off campus.

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

GRADUATE ASSISTANTSHIPS FILES

This series includes but may not be limited to campus correspondence, photocopies of PER-14 appointment notifications sent to Human Resource Management, photocopies of PER-17 appointment notifications sent to Human Resource Management, file notes, reports received from students, Form 1-9 Eligibilities for Employment, photocopies of W-4s, Loyalty Oaths, and performance evaluations.

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

GRADUATE STUDENT FILES

This series includes but may not be limited to photocopies of final examinations, graduate assistantship applications, GRE reports, requests for examination, and correspondence including letters of recommendation.

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

HISTORY FILES, 1937-1983 (OBSOLETE)

This series includes but may not be limited to photocopies of annual reports sent to Office of the President, campus and off-campus correspondence, meeting minutes received from committee, newspapers clippings or excerpts of publications, drafts of news releases, NCR copies of Per-2 Personnel Appointments sent to Human Resource Management, NCR copies of Per-3 Personnel Status Changes sent to Human Resource Management, commencement programs, Graduate School of Public Welfare Bulletins received from Student Records and Registration, file notes, field instructions manuals, photocopies and originals of summaries for civil actions received from State of Louisiana, staff payroll lists, NCR copies of Computer Resource Center bills received from Experimental Statistics, photographs, and enrollment reports.

RETENTION: Retain in office while active, then transfer to University Archives.

INFORMATION FILES

This series contains campus near-print informational material, file notes, rental agreements received from Copy Service, and Key Log Sheets with the following information : name, date, sheets, key number, etc.

RETENTION: Logs and agreements: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

INTERNSHIP SUPERVISOR FILES

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

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

JOB APPLICANT FILES

This series contains the following received from off-campus:

letters of reference and resumes.

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

LEAVE FILES

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

LEDGER NOTEBOOKS

This series contains procedural guidelines received from Accounting Services, ledgers, and computer-generated monthly ledger sheets.

RETENTION: Handwritten ledgers: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.

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.

MASTER OF SOCIAL WORK ADMINISTRATIVE FILES

This series contains file lists, campus and off-campus correspondence, master forms, photocopies of meeting minutes received from committees, photocopies of campus near-print informational material, photocopies of procedural guidelines, Advance Master of Social Work Program forms, Specialization Selection forms, Southern University schedule booklets received from off campus, computer-generated Faculty Assignment reports received from Student Records and Registration, photocopies of applications for scholarship received from student, NCR copies of Requests to Drop or Add Courses sent to Academic Affairs, NCR copies of Requests to Drop or Add a Section, and computer-generated Course Management reports received from Student Records and Registration.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Student records: 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. Scholarship applications: Retain in office 5 years after award year has ended, or until resolution of any federal audit questions, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, 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.

POLICIES AND REVIEWS FILES

This series contains photocopies of statistical reports received from Graduate Planning, campus and off-campus correspondence, photocopies of procedural guidelines, file lists, photocopies of statistical profiles received from Budget and Planning, photocopies of reports received from the Board of Regents, and Self-Study reports.

RETENTION: Retain in office while active, then transfer to University Archives.

POLICY STATEMENTS

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

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

POTENTIAL GRADE APPEAL FILES

This series contains the following received from professors:

grade books, examinations, and papers.

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

PROPERTY CONTROL EQUIPMENT INVENTORY

This series contains photocopies of computer-generated Equipment

Inventory reports received from Property Control.

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

REACCREDITATION FILES, 1982-1988 (OBSOLETE)

This series contains photocopies of reports sent off campus,

correspondence, schedules, and drafts of self-study reports.

RETENTION: Retain in office while active, then transfer to

University Archives.

SCHOOL BULLETINS

This series contains school bulletins.

RETENTION: Retain in office while active, then transfer to

University Archives.

SCHOOL OF SOCIAL WORK SCRAPBOOK

This series contains photocopies and originals of newspaper

clippings and photographs.

RETENTION: Retain in office while active, then transfer to

University Archives.

SEMESTER FILES

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

for Drop-Add of Section sent to Student Records and Registration, 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, NCR copies of Class Lists received from Student Records and Registration, carbon copies of Grade Sheets received from Student Records and Registration, and photocopies of the following sent to the Graduate School:

Applications for Degree and Requests for Masters examinations.

RETENTION: Class Lists and Grade Sheets: 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 recycling.

STAFF PERSONNEL FILES

This series includes but may not be limited to photocopies of resumes, photocopies of appointment forms sent to Office of the Dean, photocopies of performance evaluations, photocopies of step increase forms received from Human

Resource Management, photocopies of leave slips, photocopies of reclassification of jobs received from Human Resource Management, and photocopies of Position 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.

STATISTICAL ADMISSIONS REPORTS

This series contains statistical admissions reports.

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

STUDENT AFFAIRS FILES

This series contains photocopies of campus and off-campus correspondence, campus near-print informational material, policy statements received from Office of the Chancellor, photocopies of procedural guidelines received from campus offices, file lists, computer-generated Enrollment Summaries received from Budget and Planning, schedules, and computer-generated Grade Distribution Reports received from the Graduate School.

RETENTION: Computer-generated reports: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

STUDENT ASSISTANT FILES

This series includes but may not be limited to photocopies of

timesheets and photocopies of the following sent to Student

Aid and Scholarships: Form 1-9 Employee Eligibility

Verifications,

W-2s, Loyalty Oaths, and 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.

STUDENT INTERNSHIP FILES

This series contains internship applications and student evaluations of agencies received from off campus.

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

TRAVEL FILES

This series contains photocopies of Travel Expense Vouchers sent

to Accounting Services and photocopies of Requests for

Authorization to Travel sent to Accounting Services.

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

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.