Auxiliary Services

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Administrative Correspondence

Arranged By:   Chronological by fiscal year
Application Number:   89-23
Item Number:   110.01

Purpose

This record series consists of the administrative correspondence files maintained by the Office of Auxiliary Services.  The office of Auxiliary Services is primarily responsible for the direct operation and fiscal management of the divisions of campus furniture repair, laundry machine maintenance, and campus vending machines.  In addition, the office is also responsible for overseeing the budgeting process for the University areas of food services, Holmes Student Center, Housing (Capital Budget Expenditure), Athletic Stadium and Field House (CBE), Recreation Center (CBE), and Physical Plant Bond Revenue. The records contain all internal and external memoranda and correspondence related to the subject areas.

Procedure

Retain in the office for three (3) years, then review files and dispose of all correspondence no longer possessing any administrative value.

Capital Budget Expenditure

Arranged By:   Chronological
Application Number:   89-23
Item Number:   110.02

Purpose

This record series consists of the capital budget expenditure files maintained by the Office of Auxiliary Services.  The files contain all documentation retained on the purchase of Capital Budget items and classified by appendix:  major repairs-appendix R, equipment approval for purchase-appendix S, and items charged to reserve-appendix T.  Specific examples of records include purchase request forms, copies of purchase orders, copies of bid specifications, and related correspondence.  Original purchase orders are retained with the University's Office of Purchasing.

Procedure

Retain in office for six (6) years, then dispose of provided all administrative value has expired, and audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Capital Budget Process

Arranged By:   Chronological
Application Number:   89-23
Item Number:   110.03

Purpose

This record series consists of the Capital Budget process files maintained by the Office of Auxiliary Services.  The records contain all documentation (i.e. working papers) used to establish the approved capital budget listing including department requests, cost estimates, accounting codes, and copies of final approved listings.

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.

Residence Hall Equipment Replacement

Arranged By:   Alphabetical by residence hall
Application Number:   89-23
Item Number:   110.04

Purpose

This record series consists of the Residence Hall equipment replacement files maintained by the Office of Auxiliary Services.  The records include a computer-generated listing of specific pieces of university owned equipment (e.g. mattresses, bed frames) located in residence halls and the date they are designated to be replaced.

Procedure

Retain in office until updated and/or superseded, then dispose of.

Laundry Machine Operation Files

Arranged By:   Chronological by fiscal year
Application Number:   89-23
Item Number:   110.05

Purpose

This record series consists of the laundry machine operation files maintained by the Office of Auxiliary Services.  The files contain a record of all documents used in the operation and maintenance of university owned laundry machines including purchase orders, balance sheets, monthly statements, monthly report of income, monthly report on equipment breakdown, telephone repair requests, and cost studies.

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.

Personnel Files

Arranged By:   Alphabetical
Application Number:   89-23
Item Number:   110.06

Purpose

This record series consists of the personnel files maintained by the Office of Auxiliary Services.  The files contain duplicate personnel records for civil service and administrative personnel including:

pay classifications, civil service classifications, disciplinary action reports, sick/vacation time sheets, and performance reviews.  Originals are maintained with the University's Office of Personnel.

Procedure

Retain in office for five (5) years after 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.

Board of Regents Reports

Arranged By:   Chronological by fiscal year
Application Number:   89-23
Item Number:   110.07

Purpose

This record series consists of the Board of Regents reports maintained by the Office of Auxiliary Services.  The records contain reports generated from the Office of the Vice President for Business and Operations and submitted to the Board of Regents which detail:  project approval for university remodeling work, bid results, and approval of architects and contractors.  Only projects estimated at a cost of over $10,000 must BOR approval.

Procedure

Retain in office for five (5) years, then dispose of provided that all administrative value has expired.

Tri-R-Vending Company Files

Arranged By:   Chronological by fiscal year
Application Number:   89-23
Item Number:   110.08

Purpose

This record series consists of the Tri-R-Vending Company files maintained by the Office of Auxiliary Services.  The records contain all documentation relating to contracts entered between NIU and Tri-R-Vending Company which supplies all vending machines on campus.  Specific examples include original contracts (three-year renewable period), Marketing Department studies on user satisfaction, and all related correspondence.

Procedure

Retain in office for five (5) years after termination of the contract(s), 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.

Furniture Repair Shop Files

Arranged By:   Chronological by fiscal year
Application Number:   89-23
Item Number:   110.09

Purpose

This record series consists of the furniture repair shop files maintained by the Office of Auxiliary Services.  The files contain a record of all documents used in the repair and maintenance of university owned furniture including:  purchase orders, monthly reports (e.g. cost of materials, hours of labor), annual personnel analysis (summaries labor hours worked and benefits), and furniture repair order forms from university departments (originals are maintained with the Accounting Office).

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.

Contact Us

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