Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   450.01

Purpose:

This record series consists of annual evaluations of faculty done by the Departmental Personnel Committee.  These evaluations rate faculty members accomplishments in several areas, such as teaching, research, books written, community service, etc. The results of these evaluations are maintained in each faculty member's personnel file in the Provost's Office.

Procedure:

Retain in office for ten (10) years or until expiration of administrative value, whichever is longer, then dispose of.

Arranged By:   By fiscal year
Application Number:   89-27
Item Number:   450.02

Purpose:

This record series consists of duplicate purchase orders, requisitions, vouchers, invoices, GAS reports, budget printouts and budget working papers. The originals of these documents are maintained by the University's Purchasing, Accounting, and Budgeting Offices for six (6) years.

Procedure:

Retain in office for three (3) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Arranged By:   Chronological
Application Number:   89-27
Item Number:   450.03

Purpose:

This record series consists of original comprehensive exams completed by candidates for graduate degrees.  Satisfactory scores on these exams are required before the Department will grant such degrees. The results of these exams are maintained permanently by the Graduate School in the student's master file.

Procedure:

Retain in office for three (3) years, then dispose of provided no litigation is pending or anticipated.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   450.05

Purpose:

Information contained in these files includes resumes, copies of applications, contracts, faculty service reports, acknowledgements, reprimands, etc.  Included are files for professors, teaching assistants, research assistants, secretaries, and student workers. Record copies of personnel files are maintained by the Provost's Office.

Procedure:

Retain in office for five (5) years following separation from employment, then dispose of provided no litigation is pending or anticipated.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   450.06

Purpose:

This record series consists of files of prospective students for the Foreign Students Program.  Included in these files are applications, letters of recommendation, goal statements, transcripts, papers, GRE's, etc.

Procedure:

Retain in office for two (2) years, then dispose of provided no litigation is pending or anticipated.

Arranged By:   By graduate and undergraduate, then Alphabetical
Application Number:   89-27
Item Number:   450.07

Purpose:

Forms/documents found in a student file are transcripts; grade reports; test score results; grade change requests; and any correspondence with the student. Original student files are maintained permanently on microfilm by the Graduate School and the Office of Registration and Records.

Procedure:

Retain in office for five (5) years after graduation or date of last attendance, then dispose of.