Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By: Alphabetical by topic
Application Number: 89-22
Item Number: 100.02

Purpose

This record series consists of correspondence and resource data which are used for topical reference. Contents of the files include letters, memos, notes, brochures, assorted department reports, policy statements, rough drafts and copies of procedures.  The President's Office retains both original and duplicate copies of the record series.  In addition, duplicate subject files are distributed to designated departments to the University.

Procedure

Retain in office for three (3) years, then review files for documents possessing legal, administrative, historical, or fiscal value for permanent retention.  Duplicate copies of the record series may be disposed of when administrative use is complete.  All weeding is to be done with the assistance of the University Archives staff.

Arranged By: Chronological
Application Number: 89-22
Item Number: 100.03

Purpose

This record series consists of budget files and information for the President's Office and all offices for which he is accountable.

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: 89-22
Item Number: 100.04

Purpose

This record series consists of files on special events held by Northern Illinois University.  Included in these files are guest lists, programs, list of attendees, the date of the event, type of meal served (if any), etc.

Procedure

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

Arranged By: Alphabetical
Application Number: 89-22
Item Number: 100.05

Purpose

This record series consists of files on those employed by the President's Office and top administrators of the University.  Included in these files are confidential letters, resumes, papers in lawsuits and related correspondence, rates of salary received, requests for leave of absence, and evaluations. Originals are included in the individual personnel files.

Procedure

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

Arranged By: Alphabetical by position name
Application Number: 89-22
Item Number: 100.07

Purpose

This record series consists of files used to accumulate data for position vacancies within the institution. Contents of the files include search committee proceedings, meeting schedules, formal announcements, position criteria, committee checklists, resumes, telephone interview sheet, personal interview material, copies of travel experiences, report of external group findings, acceptance letters, and committee recommendations.  These files are located within the President's Office.  No distribution of the search files occurs to other areas of the University.

Procedure

Files should be searched for committee minutes for permanent retention.  The remainder of the series may be disposed of after three (3) years in office providing 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: 89-23
Item Number: 100.01

Purpose

This record series consists of agency record copies of the Board of Regents' meeting minutes maintained by the Office of the Vice President for Business and Operations.  The original minutes are maintained with the Board of Regent's central office in Springfield as per State Records Application 86-51.

Procedure

Retain in the office permanently.

Arrangement: Chronological
Application Number: 89-23
Item Number: 100.02

Purpose

This record series consists of the Board of Regents reports maintained by the Office of the Vice President for Business and Operations.  The records contain reports detailing information compiled from various NIU Vice Presidential areas, the Office of the Provost, and the Office of Grants and Contracts.  Examples of subject areas include:  lists of projects requiring renovation, all departmental purchases exceeding authorized amounts that require Board approval, and all changes in faculty employment (e.g. hiring/tenure).

The final report is submitted to the NIU president, who then submits it to the Board of Regents.  Some report data is also retained in office on microfiche.

Procedure

Retain in office permanently.

Arranged By: Chronological
Application Number: 89-23
Item Number: 100.03

Purpose

This record series consists of agency record copies of the Chancellor's reports maintained by the Office of the Vice President for Business and Operations.  The Chancellor's Office performs the central administrative, financial, and coordinating functions on behalf of the Board of Regents in its responsibilities for governance of the three Universities (e.g., NIU, ISU and SSU) under its jurisdiction. Specific examples of subject areas include capital projects, academic program issues, labor agreements, enrollment data, and reports on legislation before the General Assembly of interest to the Board.  Original reports are maintained with the Board of Regent's central office in Springfield as per State Records Application 86-51.

Procedure

Retain in the office permanently.

Arranged By: Alphabetical by project
Application Number: 89-23
Item Number: 100.04

Purpose

This record series consists of the construction project files maintained by the Office of the Vice President for Business and Operations.  The records contain all documents/correspondence generated in the process of construction/renovation of university buildings as approved by the Board of Regents and/or the Capital Development Board.  Specific examples of records include original contracts for construction, summaries of bids received, change orders (revisions to the contract after the contract has been signed), and all related correspondence between NIU, contractors and architects, the Board of Regents, and the Capital Development Board.

Procedure

Retain in the office for three (3) years, then review files and dispose of any material considered inactive through the closure of all litigation, completion of lease or contract, superseding of information by more current data or material ceasing to have administrative value provided any project architectural and construction plans, drawings, and specifications included within the file series are first transferred to the University Archives for permanent retention.

Arranged By: Alphabetical by subject
Application Number: 89-23
Item Number: 100.05

Purpose

This record series consists of the general administrative correspondence and reference files of the Vice President for Business and Operations.

Procedure

Retain for three (3) years in office, then review the files in order to take the following steps for disposition:1)Dispose of correspondence/reference material that is extraneous.2)Transfer all original or only existing copy of minutes of meetings, significant reports, development of policies and procedures and any other material that has long term historical value to the University Archives for permanent retention.3)Steps 1 and 2 above are to be carried out with consultation and assistance by the University Archives staff.