Director of Academic Support Services-Admissions Office

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Admissions and Enrollment Committee Meeting

Arranged By:   Chronological
Application Number:   89-27
Item Number:   120.01

Purpose

Minutes and agenda of meetings

Procedure

Retain in office for ten (10) years, then transfer to the University Archives for permanent retention.

Affirmative Action File

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   120.02

Purpose

This record series contains information kept in accordance with affirmative action regulations and procedures.  This file contains all applications for vacant positions.

Procedure

Retain in office for five (5) years following termination of the position vacancy, then dispose of provided no litigation is pending or anticipated.

Budget and Fiscal Administration File

Arranged By:   Chronological by fiscal year
Application Number:   89-27
Item Number:   120.03

Purpose

This record series consists of duplicate purchase orders, purchase requests, invoices, copies of checks, printing requests, travel vouchers, delivery receipts, telephone bills, budget printouts and budget working papers. The originals of these documents are maintained by the University's Purchasing, Accounting Budgeting, and Telecommunications Departments 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.

General Administrative Correspondence and Reference File

Arranged By:   Alphabetical by subject
Application Number:   89-27
Item Number:   120.04

Purpose

These files contain original and duplicate correspondence and reference material generated or received by the Admissions Department.  Examples of predominant types of documents maintained in this file include original and duplicate University memoranda; duplicate meeting minutes of campus-wide committees; informational booklets and pamphlets; professional newsletters; and correspondence with the Board of Regents, state agencies, and various other organizations.

Procedure

Retain in office for three (3) years, then (with the assistance of the Archives staff) review the file and dispose of extraneous items and transfer any materials possessing archival value to the University Archives for permanent retention.

High School Files

Arranged By:   Alphabetical by school
Application Number:   89-27
Item Number:   120.05

Purpose

This record series contains files on area high schools as maintained by the Admissions Office.  Information contained in these files include correspondence, record of visits, profiles of each school, maps and directions to schools, list of students from those schools attending Northern Illinois University.

Procedure

Retain in office for five (5) years, then dispose of providing all administrative value has expired.

Personnel Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   120.06

Purpose

This record series consists of personnel files for the Admissions Department.  Information contained includes sick time, vacation reports, copies of timecards, evaluations, resumes, etc.

Procedure

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

Status of Admissions Reports

Arranged By:   Chronological
Application Number:   89-27
Item Number:   120.07

Purpose

This record series consists of weekly and monthly status of Admissions Reports showing the number of students at each phase of the admission process.  These reports are generated mainly for planning purchases.

Procedure

Retain in office for five (5) years, then dispose of.

Contact Us

Ethics and Compliance Office
Health Services Building, 2nd floor
815-753-5560
eco@niu.edu