Administrative Office

Search

Files, Miscellaneous Correspondence, Memos

Arranged By: Chronological by month, Alphabetical by topic
Application Number: 89-22
Item Number: 100.01

Purpose

This record series consists of communications relevant to the President and Executive Assistant to the President.  Files are directed to students, faculty, and individuals outside of the University.  Contents of the record series comprise letters, cover sheets, memos, and supportive notes.  The President's Office retains both original and duplicate copies of the record series.

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.

Administrative Subject Files

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.

Budget Files

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.

Campus Activities and Events File

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.

Individual Information Files

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.

Minutes (Illinois Board of Higher Education and Board of Regents)

Arranged By: Chronological by month
Application Number: 89-22
Item Number: 100.06

Purpose

This record series consists of proceedings of the above educational bodies.  Contents of the record series include agenda, dates, members present, transcripts, attachments, exhibits, and appropriate signatures.  The Illinois Board of Higher Education and the Board of Regents possess the original documents.  Duplicate copies of the proceedings are located within the President's Office.

Procedure

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

Position Search Files

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.

Board of Regents Meeting Minutes

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.

Chancellor's Reports

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.

Construction Project Files

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.

General Administrative Correspondence and Reference File

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.

Contact Us

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