COUNSELING

JUNIOR DIVISION

 

ACADEMIC AFFAIRS FILES

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

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

 

ACCOUNTING LEDGER NOTEBOOKS

This series contains computer-generated ledger sheets received

from Accounting Services.

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

 

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.

 

ADMINISTRATIVE FILES

This series contains photocopies of annual reports, correspondence, campus near-print informational material, news releases sent off campus, policy statements received from Office of the Chancellor, photocopies of procedural guidelines generated here and received from off campus, photocopies of employee performance evaluations, schedules, file lists, and file notes.

RETENTION: Evaluations: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. 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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

APPROVED STUDENT SCHEDULES

This series contains student schedules.

RETENTION: Retain in office 1 year after graduation term or term

of last attendance, then destroy by shredding then landfill.

 

ASEP STUDENT LISTS

This series contains computer-generated ASEP Student Lists received from Data Processing.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

AUDIO CASSETTE TAPES

This series contains audio tapes.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

BLACK FACULTY FILES

This series contains photocopies of annual reports, campus near-print informational material, photocopies of news releases sent off campus, file notes.

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

 

BLACK SCHOLARS REPORTS

This series contains computer-generated Black Scholars reports received from Student Records and Registration.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

CAMPUS CORRESPONDENCE NOTEBOOK

This series contains campus correspondence.

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

then recycling.

 

CANDIDATE EVALUATIONS

This series contains candidate evaluations.

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

 

CAREER INFORMATION FILES, 1978-1986 (OBSOLETE)

This series contains campus and off-campus correspondence, master forms, photocopies of news releases sent off campus, and file notes.

RETENTION: Destroy by recycling.

 

CONFERENCE FILES

This series contains campus and off-campus correspondence, worksheets, file notes, and contract agreements.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Contract agreements: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

 

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

 

COUNSELOR INFORMATION FILES

This series contains all or some of the following: campus and off-campus correspondence, campus and off-campus near-print informational material, file notes, worksheets, Expense Log sheets, and PEC counseling log sheets.

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

 

COUNSELOR WORKING FILES

This series contains all or some of the following: campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, campus and off-campus near-print informational material, tally sheets, speeches, file lists, 3000 courses lists, Contracts for Re-entry, Contracts for Transfer to Other Colleges for Summer, tests, exam schedules received from Student Records and Registration, clippings, file notes, telephone messages, photocopies of transcripts received from off campus, conference forms, NCR copies of Student Athlete Registration Reports received from Academic Center for Athletes, probations forms, and personality tests.

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

 

CUMULATIVE PRE-ENROLLMENT COUNSELING ROSTER NOTEBOOK

This series contains computer-generated Cumulative PEC Rosters received from Admissions.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

DAILY DEPOSIT LOG

This series contains Daily Deposit Log sheets with names, amount

paid, etc.

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

 

DEPARTMENTAL REPORTS

This series contains Departmental Reports received from departments

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

 

EXPERIENCE LSU FILES

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

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

 

FRESHMAN ORIENTATION FILES

This series contains file notes and transparencies.

RETENTION: Retain in office while active, then destroy by

landfill.

 

GENERAL INFORMATION NOTEBOOKS

This series contains campus correspondence, procedural guidelines, Training Manuals, file notes, Pre-Enrollment Counseling goals and objectives, photocopies of Transmittal Forms sent to Office of Bursar Operations, and computer-generated Freshmen With PEC Sessions received from Admissions.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Transmittals and 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.

 

GRANT INFORMATION FILES

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

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

 

GRANT PROPOSALS

This series contains photocopies of grant proposals sent to Board of Regents.

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

 

GRANT REPORTS

This series contains photocopies of grant reports sent off

campus

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

 

JUNIOR DIVISION ADMISSION COMMITTEE LOG

This series contains Junior Division Admission Committee Log

sheets showing actions taken on student applications.

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

 

JUNIOR DIVISION HANDBOOK ADVISOR FILES

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

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

 

JUNIOR DIVISION MATERIALS FILES

This series contains campus correspondence, master tests, campus and off-campus near-print informational material, newspaper clippings received from off campus, procedural guidelines, English Class Statistics, and file notes.

RETENTION: Master tests: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by landfill. Correspondence: Retain 5 years in office, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by landfill.

 

JUNIOR DIVISION SLIDES

This series contains slides.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

LSU CATALOGS

This series contains LSU Catalogs.

RETENTION: Retain in office while active, then destroy by

landfill.

 

MID-TERM PROFILES

This series contains Mid-Term Profiles.

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

destroy by shredding then landfill.

 

MISCELLANEOUS INFORMATION FILES

This series contains off-campus near-print informational material, news clippings received from off campus,

questionnaires, computer-generated Student Lists received from Administrative Information Systems, evaluations, and file notes.

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

 

NATIONAL SCIENCE FOUNDATION FILES

This series contains off-campus near-print informational material, referral forms received from off campus, training videos, Post-Tests answer sheets, Post-Tests, program videos, and photographs

RETENTION: Referral forms: Retain 3 years in office, then destroy by landfill. Videos and photographs: Retain permanently in office. Answer sheets: Retain in office 1 year after term submitted, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

NATIONAL SCIENCE FOUNDATION GRANT NOTEBOOKS

This series contains campus and off-campus correspondence, master forms, photocopies of Budget Proposed Allocationsi A,B, & C sent to Grants and Contracts, photocopies of proposals sent off campus, photocopies of checks sent off campus, rosters, and evaluations.

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

 

NEWSLETTERS

This series contains newsletters received from off campus.

RETENTION: Retain in office while active, then destroy by

recycling.

 

ORIENTATION SLIDES

This series contains slides.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

ORIENTATION VIDEO CASSETTES

This series contains video cassettes.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

PEER-ASSISTANCE PROGRAM FILES

This series contains applications received from off campus and

tally sheets.

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

 

PERSONNEL FILES

This series contains job applicant resumes received from off campus, photocopies of position descriptions generated here and received from off campus, photocopies of Data Sheets, photocopies of Biographical Sheets, and photocopies of the following sent to Human Resource Management: employee withholding tax statements, Employment Processing Forms, and Disability Forms.

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

 

POLICY STATEMENTS AND PROCEDURAL GUIDELINES NOTEBOOK

This series contains photocopies of policy statements received from Office of the Chancellor and procedural guidelines received from Office of the Dean.

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

 

PRE-ENROLLMENT COUNSELING FILES

This series contains campus correspondence, campus near-print informational material, news clippings sent off campus, photocopies of budget reports sent to Office of the Dean, Position Descriptions, file notes, and program evaluations.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Positions descriptions:

Retain 2 years in office, then destroy by recycling. Evaluations and budget 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.

 

PRE-ENROLLMENT COUNSELING NOTEBOOK

This series contains campus correspondence, photocopies of meeting minutes, campus near-print informational material, and file notes.

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

 

PRE-ENROLLMENT COUNSELING SESSIONS FILES

This series contains campus correspondence, schedules, and file notes.

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

 

PROGRAM FILES

This series contains campus correspondence, campus near-print informational material, file notes, Referral forms, and assignments with instructors forms.

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 landfill.

 

RE-ENTRY AND TRANSFER LETTERS SENT

This series contains photocopies of letters sent off campus.

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

 

RE-ENTRY CONFERENCE FORMS

This series contains photocopies of Re-entry Conference Forms.

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

 

RE-ENTRY STUDENT CONFERENCES FILES

This series contains Career Occupational Preference System test

scores, file notes, examples of grant proposals, and surveys.

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

 

REFERENCE FILES

This series contains campus and off-campus correspondence, campus near-print informational material, job applicant resumes received from off campus, carbon copies of Profile of Academic Ability, computer-generated Office Supply Catalogs received from University Stores, computer-generated Midterm Grades received from Student Records and Registration, and academic calendars.

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

 

REPORTS

This series contains computer-generated reports received from

Data Processing.

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

 

RESUMES

This series contains resumes received from off campus.

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

 

ROSTERS OF STUDENTS ON PROBATION

This series contains computer-generated Rosters of Students on

Probation received from Student Records and Registration.

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

 

SAMPLE PACKETS

This series contains sample packets.

RETENTION: Retain in office while active, then destroy by

landfill.

 

SECRETARY WORKING FILES

This series contains photocopies of annual reports, campus correspondence, photocopies of meeting minutes, campus near-print informational material, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, and worksheets.

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

 

SENIOR COLLEGE INFORMATION NOTEBOOK

This series contains campus correspondence and file notes.

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

 

SENIOR COLLEGE REFERENCE FILES

This series contains all or some of the following: campus correspondence, campus near-print informational material, course descriptions received from campus offices, degree requirements received from campus offices, meeting minutes, computer-generated Student Readmitting reports received from Admissions, and computer-generated Scholarship Recipients reports received from Administrative Information Systems.

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.

 

STATISTICAL SHEETS

This series contains statistical sheets.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

STUDENT FILES

This series contains campus correspondence, Notifications of

Handicap, photocopies of medical records, and Confidential

Accommodations.

RETENTION: Retain in office 5 years after graduation term or

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

 

SUBJECT FILES

This series contains correspondence, sample forms received from off campus, news clippings received from off campus, and questionnaires.

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.

 

SUBSTANCE ABUSE NOTEBOOK

This series contains Substance Abuse Notebooks received from

Office of the Chancellor.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

TALLY SHEETS

This series contains tally sheets.

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

 

TELEPHONE MESSAGES

This series contains telephone messages.

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

 

TRANSFER CREDIT EQUIVALENCY TABLES

This series contains computer-generated Transfer Credit

Equivalency Tables received from Admissions.

RETENTION: Retain in office until superseded, 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.

 

WORKSHOP NOTEBOOK

This series contains notes.

RETENTION: Destroy by recycling.

 

WORKSHOP PRESENTATION FILES

This series contains master forms, file notes, and transparencies.

RETENTION: Master forms: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by landfill. All other contents: Retain in office while active, then destroy by landfill.