Alumni Foundation

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Administrative Correspondence and Related Documents

Arranged By:   Alphabetical by topic
Application Number:   89-25
Item Number:   100.01

Purpose

This record series consists of incoming and outgoing correspondence between alumni members, the foundation, and university staff.  Supporting documents in the record series include memos, notes, rules of the foundation, name and address changes and contact lists.  

Procedure

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

Check Request File

Arranged By:   Chronological
Application Number:   89-25
Item Number:   100.02

Purpose

This record series consists of requests for the Controller to issue a check by the Alumni Foundation. The original request is maintained by the General Accounting Office per Application 89-23, item 210.06.

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.

Contribution Reports

Arranged By:   Chronological by year
Application Number:   89-25
Item Number:   100.03

Purpose

This record series consists of printouts that list contribution payments to the Alumni Foundation. Contents in the record series include name of contributor, amount of payment, social security number, addresses of contributors, history of past payments, receipt number, and date of line item.

Procedure

Retain in office for six (6) 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.

Foundation Accounting Transaction Files

Arranged By:   Chronological by year
Application Number:   89-25
Item Number:   100.04

Purpose

Contents in the record series include receipt transmittals, contribution input forms, daily economic reports, payroll deduction sheet, copies of check bills, and correction sheets.  The original files are maintained by the Controller's Office as the Alumni Foundation retains the duplicate record series.  (The Controller's Foundation files are scheduled for retention per item #170.01 of Application 89-23.).

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.

Fund Raising and Significant Events File

Arranged By:   Chronological by year
Application Number:   89-25
Item Number:   100.05

Purpose

This record series consists of files which are associated with the planning of special activities and the solicitation of funds to stage them.  Contents in the files include correspondence, formal application to stage the event, expense of the event and projected income from the activity.

Procedure

Retain in office for seven (7) 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 Revenue File

Arranged By:   Chronological by year
Application Number:   89-25
Item Number:   100.06  

Purpose

The record series contains correspondence, requests for service, ledger sheets and copy center requests.

Procedure

Retain in office for six (6) 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.

Lists of Alumni and Parents' Addresses

Arranged By:   Alphabetical
Application Number:   89-25
Item Number:   100.07

Purpose

This record series consists of alumni lists with parents' addresses.  This record series is now obsolete.

Procedure

Dispose of accumulation after offering to the University Archives for accessioning.

Parent and Alumni Contribution Card File

Arranged By:   Alphabetical
Application Number:   89-25
Item Number:   100.08

Purpose

This record series consists of cards showing the names, addresses, social security numbers and amounts given by those who have contributed to Northern Illinois University.

Procedure

Retain in office for seven (7) 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.

Phone-A-Thon Shift Case Files

Arranged By:   Chronological by year
Application Number:   89-25
Item Number:   100.09

Purpose

This record series consists of case files that document fund-raising activities using telephones.  Contents in the file includes balance sheets, total amounts pledged, volunteer sign-in sheets, addresses of volunteers, phone numbers of volunteers and tally sheets.

Procedure

Retain in office for six (6) 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.

Copies of Receipts

Arranged By:   Chronological/Numerical
Application Number:   89-25
Item Number:   100.1

Purpose

This record series consists of copies of receipts given to those who contribute money to Northern Illinois University.

Procedure

Retain in office for seven (7) 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.

FOI Request Forms for Alumni Information

Arranged By:   Chronological by year
Application Number:   89-25
Item Number:   100.11

Purpose

This record series consists of FOI informational request forms which are used by individuals seeking data about the Alumni Foundation.   Data in the documents include party(s) making the requests, specific information requested, date of request, date of need and samples of documents requested.

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.

Staff Timecards

Arranged By:   Chronological by year
Application Number:   89-25
Item Number:   100.12

Purpose

Data in the record series include name of employee, number of hours worked, social security number, district number, district charge, rate of earnings, dates of pay periods and employees' signatures.  The original document is filed with the Payroll Department.

Procedure

Retain in office for two (2) 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.

Student Employment Eligibility Forms

Arranged By:   Chronological by year
Application Number:   89-25
Item Number:   100.13

Purpose

Data in the record series include academic year, designated semester, general fund selection, account number, name of student, social security number, job classification, hourly wage, hours per week, date of signature, date of employment, supervisor signature and name of department.  The original record is maintained by the Financial Aids Department and is scheduled for disposition under Application 89-26, item #150.16 (five years following termination of employment.).

Procedure

Retain in office for two (2) 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.

Student Employee-Work Performance Report

Arranged By:   Alphabetical by name
Application Number:   89-25
Item Number:   100.14

Purpose

Data in the record series include name of employee, date of initial work, job classification, year in school, where employed, date work assignment ended, reason for termination, evaluative criteria, decision of rehire, current hourly rate, information release authorization, rating date and appropriate signatures.  The original document is maintained by the Financial Aids Department and is scheduled for disposition under Application 89-26, item #150.17 (five years following termination of employment).

Procedure

Retain in office for two (2) 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.

Reports from Graduated Students

Arranged By:   Alphabetical
Application Number:   89-25
Item Number:   100.15

Purpose

This record series consists of information received from graduates of Northern Illinois University.  Information contained in the form includes name, address, phone number, birthdate, sex, marital status, academic information, family information, etc.  This was used to allow the University to keep in contact with former students.

Procedure

Dispose of accumulation.

Telephone Charges

Arranged By:   Chronological
Application Number:   89-25
Item Number:   100.16

Purpose

This record series consists of the phone charges for telephone fund raisers held by Northern Illinois University's Alumni Foundation.

Procedure

Retain in office for two (2) 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.

Work Study Student Authorization Forms

Arranged By:   Chronological by year
Application Number:   89-25
Item Number:   100.17

Purpose

The record series contains name of student, social security number, maximum wage, approval or denial, starting date, number of hours per week, number of weeks, fund number from which individual is to be paid, department, job classification, wage rate, appropriate signatures and date.  

The original is maintained by the Department of Financial Aids and is scheduled for disposition under item #150.25 of Application 89-26 (five years following termination of employment).

Procedure

Retain in office for two (2) 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