Bond Revenue Facilities/Recreation Center

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Accident Report

Arranged By:   Chronological
Application Number:   89-23
Item Number:   150.01

Purpose

This record series consists of accident reports for any accident in an area covered by campus recreation.  Information included in these reports are names, date, time, injuries, description of incident, etc.

Procedure

Retain in office for ten (10) years, then dispose of provided no litigation is pending or anticipated.

General Correspondence

Arranged By:   Chronological
Application Number:   89-23
Item Number:   150.02

Purpose

This record series consists of correspondence, memos, policy papers, presentation material, and meeting minutes and agendas for the Department of Campus Recreation.

Procedure

Retain all minutes and agendas permanently.  Retain all other material for three (3) years, then weed through retaining all archival items and disposing of the remainder.  (All weeding of the series is to be done with the assistance of University Archives staff and the minutes and agenda are to be transferred to the University Archives for permanent retention upon expiration of all immediate administrative reference value.).

Financial Records File

Arranged By:   Chronological
Application Number:   89-23
Item Number:   150.03

Purpose

This record series consists of financial records for the Campus Recreation Department.  This includes deposit slips, bursar receipts, UARCO's (this is a cash receipt which shows detail, date, dollar amount, and who received from), refunds, billings (this billing for space, damaged equipment, non-returned equipment, etc.), G.A.S. (General Accounting System), check request, purchase orders, cash register journal rolls (this is the actual cash register tape), daily recon reports of income, and budget papers.  All originals maintained in the Bursar's, Accounting, and Purchasing Office.  Cash register receipt originals are kept in this 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.

Personnel Files

Arranged By:   Alphabetical
Application Number:   89-23
Item Number:   150.04

Purpose

This record series consists of civil service and faculty staff in the campus recreation department.  Information contained within these files includes hiring information, evaluations, salaries.

Procedure

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

Summary Statistical Report of Building Use Form

Arranged By:   Chronological
Application Number:   89-23
Item Number:   150.05

Purpose

This record series consists of reports on building use.  Included in this are door count per hour (the number of people entering the facility), weight room count per shift, pool use per shift, issue room count, craft participant (excluding those in class), and dark room use.  This is accumulated daily and put into a summary report.

Procedure

Permanently.

Trips and Workshop File

Arranged By:   Chronological
Application Number:   89-23
Item Number:   150.06

Purpose

This record series consists of information for workshop and trips sponsored by the Campus Recreation Department.  Included in this are class list, trip list, waivers, health cards (a signed statement of health), and any information concerning trips or workshops.

Procedure

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

Work Performance Reports

Arranged By:   Alphabetical
Application Number:   89-23
Item Number:   150.07

Purpose

This record series consists of individual work performance reports.  Included is information on punctuality, if the employee is well groomed, and work evaluations.  This information is used for references, raises, and classification.  The latest report on each student is kept by this office.

Procedure

Retain in office five (5) years after separation, then dispose of.

Recreation Center Applications File

Arranged By:   Alphabetical
Application Number:   89-23
Item Number:   150.08

Purpose

This record series consists of applications of membership for the Recreation Center facilities.  Information contained on these forms includes name, social security number, address, type of membership, and cost.

Procedure

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

Contact Us

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