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Administrative Correspondence and Related Documents

Arranged By:   Alphabetical by topic
Application Number:   89-25
Item Number:   110.01

Purpose

Types of related documents include notes, interoffice memos, policy statements, plans of the association and requests for materials.

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.

Alumni Travel Files

Arranged By:   Random
Application Number:   89-25
Item Number:   110.02

Purpose

This record series consists of documents which are used to enroll individuals into alumni sponsored travel events.  Each vacation and/or event includes a file containing an application form, correspondence, travel agreements and a deposit sheet.

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.

Distinguished Alumni Award File (Seigle Award)

Arranged By:   Random
Application Number:   89-25
Item Number:   110.03

Purpose

This record series consists of documents which are used to nominate applicants for an award of recognition.  Nominations are placed by other alumni and/or faculty members.  All aspirants forward credentials to a screening committee which selects the outstanding applicant. Contents in the files include application forms, resumes, correspondence, photographs, newspaper clippings and banquet reservations.  The documents are original to the Alumni Association as the screening committee receives the duplicate.

Procedure

Retain in office for five (5) years, then offer to the University Archives for its accessioning.  If the offer is rejected by the University Archives, then dispose of.

List of Alumni Scholarship Nominees

Arranged By:   Random
Application Number:   89-25
Item Number:   110.04

Purpose

This record series, maintained on computer tape, consists of a roster of scholarship nominees.  Data in the list comprise name of student, address of student, phone number, parents name and address, class year, social security number, sponsor's name, sponsor's class year and student's high school.

Procedure

Retain in office for five (5) years or until expiration of administrative value, then reuse and/or dispose of.

Board of Directors Minutes

Arranged By:   Chronological by year
Application Number:   89-25
Item Number:   110.05

Purpose

Minutes from the Board of Director meetings.

Procedure

Retain originals in office permanently.  Retain duplicates in office for one (1) year, then dispose of providing all administrative value has expired.

Nominations Committee Files (Board of Directors)

Arranged By:   Random
Application Number:   89-25
Item Number:   110.06

Purpose

This record series consists of documents which are utilized to select nominees for the Board of Directors to the University's Alumni Association.  Contents in the files include application forms, nomination letter, photographs, news clippings and recommendations.  

Procedure

Retain in office for five (5) years or until administrative value has expired, whichever is longer, then dispose of.

Scholarship Nomination of Recipient Files

Arranged By:   Alphabetical by name
Application Number:   89-25
Item Number:   110.07

Purpose

This record series consists of documents which are used to screen applicants for academic scholarship.  The aspirant's credentials are forwarded in duplicate to a reviewing committee which selects the nominees. Contents in the record series include applications, related correspondence, faculty recommendations and committee transcripts.  The documents are original to the Alumni Office as duplicates are distributed to the Alumni Reviewing Committees.

Procedure

Retain in office for five (5) years following date of application or day of last attendance, whichever is applicable, then dispose of providing 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