Affirmative Action

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Administrative Files, Miscellaneous Correspondence, and Memos

Arranged By: Alphabetical by topic
Application Number: 89-22
Item Number: 110.01

Purpose

This record series consists of incoming and outgoing correspondence between the Affirmative Action Department, faculty of the University, students, and individuals outside of the Institution.  The files are used as reference for future inquiries and substantiate contact with various groups and/or individuals. Contents of the files include letters, memos, policy statements, office procedures, and assorted notes. The Affirmative Action Office possesses both original and duplicate copies.

Procedure

Retain in office for three (3) years, then review files and weed 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: 110.02

Purpose

This record series consists of the budget which is submitted by the Affirmative Action Department and all supporting documentation.

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.

Confidential Folder File

Arranged By: Alphabetical
Application Number: 89-22
Item Number: 110.03

Purpose

This record series consists of files on individuals who have contacted the Affirmative Action Office with a complaint of harassment.  Information contained within these files includes parties involved, account of the act, action taken, and response to action.

Procedure

Retain in office for five (5) years after settlement of complaint, then dispose of provided no litigation is pending or anticipated.

Contract Bids File

Arranged By: Chronological
Application Number: 89-22
Item Number: 110.04

Purpose

This record series consists of all contracts entered by the University, which are used to establish the amount of minority businesses hired to verify that quotas are being met.

Procedure

Retain in office for seven (7) years after awarding of the contract, then dispose of provided no litigation is pending or anticipated.

Vacation/Sick Leave Reports

Arranged By: Alphabetical by department
Application Number: 89-27
Item Number: 110.17

Purpose

This record series consists of annual vacation and sick leave reports received by the Provost from each department recording the amount of sick and vacation days for each faculty and no-rank faculty member.  Original vacation and sick leave documentation are contained in the faculty and no-rank faculty personnel files.

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.

Equal Employment Opportunity Requests for Information

Arranged By: Alphabetical by name
Application Number: 89-22
Item Number: 110.05

Purpose

This record series consists of a form which is used by the Affirmative Action Office as documentation of hiring and interview practices followed by the Office in conformance with guidelines of Affirmative Action promulgated under United States Code, Title 42, paragraphs 2000d-1 and Ill. Rev. Stat. 1989, ch.68, par. 2-101 et seq., pars. 7-105 and 7-106). Contents in the record series comprise name of applicant, designated position, and ethnic background of individual.  

Procedure

Retain in office for ten (10) 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.

Personnel Case

Arranged By: Alphabetical by name
Application Number: 89-22
Item Number: 110.06

Purpose

This record series consists of case files relevant to applicants pursuing civil service positions within the University.  Documents are useful for individuals hired, hired but declined, and temporary appointments.  Qualified applicants seeking job vacancies are subject to the grant benefits (United States Code Title 42, par. 2000d-1) and legal requirements (Ill. Rev. Stat. 1989, ch.68, par. 2-101 et seq., par. 7-105 and 7-106). Contents of the record series include date hired, address and social security number of applicants, amount of pay, resumes, job application forms, letters of recommendation, and informational surveys.  The original files are retained within the Department of Personnel.  The Affirmative Action Office maintains the duplicate copy of the record series.

Procedure

Retain in office for five (5) years following termination of employment, 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.

Contact Us

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