Campus Child Care

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Advisory Board Meeting Minutes and Agenda

Arranged By:   Chronological
Application Number:   89-26
Item Number:   110.01

Purpose

Minutes from the Campus Child Care Advisory Board Meetings.

Procedure

Retain in office for ten (10) years or until expiration of administrative value. Whichever is longer, then transfer to the University Archives for permanent retention.

Child Attendance Sheets

Arranged By:   Chronological
Application Number:   89-26
Item Number:   110.02

Purpose

This record series consists of weekly attendance sheets showing which days of each week each child is attending the Child Care Center.  Also included are daily flow charts giving the same information but broken down by hour.

Procedure

Retain in office for three (3) years, then dispose of provided no litigation is pending or anticipated.

Billing Files

Arranged By:   By fiscal year
Application Number:   89-26
Item Number:   110.03

Purpose

This record series contains duplicate billing invoices and the Child Care Center's own billing forms used to charge children’s parents for day care services rendered.    Original billing invoices are to be maintained by the University's Accounts Receivable Office for six years per provisions under 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.

Budget and Fiscal Administration Files

Arranged By:   By fiscal year
Application Number:   89-26
Item Number:   110.04

Purpose

This record series contains duplicate purchase orders, purchase requests, invoices, and budget information. Originals of these documents are maintained by the Accounting, Purchasing and Budgeting Office.

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.

Child Care Food Program

Arranged By:   Alphabetical
Application Number:   89-26
Item Number:   110.05

Purpose

The Child Care Food Program is administered by the Illinois State Board of Education and provides federal reimbursement (via the U.S. Department of Agriculture) for meals served to certain eligible children enrolled in day care centers and family day care homes. This record series contains parent application forms which must be completed before children become eligible to participate in the program.

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.

Child Care Recipient Files

Arranged By:   Alphabetical
Application Number:   89-26
Item Number:   110.06

Purpose

This record series consists of files maintained on all children enrolled at N.I.U.'s Campus Child Care Center.  The Child Care Program of NIU provides quality care for preschool and school age children two and one-half through six years of age. Included in these files are applications for enrollment; Child Care Contracts; Emergency Authorization Forms; Child Information Sheets; Health Examination Certificates; Change of Information Forms; Accident Reports; and other related information.

Procedure

Retain in office for five (5) years following last date of case services received, then dispose of provided no litigation is pending or anticipated.

Personnel Files

Arranged By:   Active and Inactive, then Alphabetical
Application Number:   89-26
Item Number:   110.07

Purpose

This record series consists of personnel files of employees of the Campus Child Care Center which include copies of resumes, leave requests, maternity leave information, applications, evaluations, medical records, travel vouchers, travel authorization requests, tuition waivers, and DCFS Background Check Authorizations. Original Background Check Authorizations are maintained by the Department of Children and Family Services for fourteen years as per Item #2 of State Records Application #82-89 and original personnel records for civil service employees are maintained by the University's Personnel Office for 65 years as per Item 140.03 of Application 89-24.

Procedure

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

Program Evaluation Forms

Arranged By:   Chronological
Application Number:   89-26
Item Number:   110.08

Purpose

This record series contains program evaluation forms completed each semester by parents of children attending the Campus Child Care Center.  These forms assess various facets of the Center's services.  The results of these evaluations are tallied each semester and published with the meeting minutes of the Center's Advisory Board.

Procedure

Retain in the office for one (1) semester following the final tabulation of results, then dispose of.

Student Employment Files

Arranged By:   Alphabetical
Application Number:   89-26
Item Number:   110.09

Purpose

This record series consists of duplicate student employment files for students employed at the Campus Child Care Center which include job applications, letters of reference, medical reports, student worker contracts and DCFS Background Check Authorizations. Original Background Check Authorizations are maintained by the Department of Children and Family Services for fourteen years as per Item #2 of State Records Application #82-89 and original student worker personnel files are maintained by the Financial Aids Offices as per Item #150.22 of this Application.

Procedure

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

Title XX Monthly Enrollment Reports

Arranged By:   Chronological
Application Number:   89-26
Item Number:   110.1

Purpose

This record series consists of the Title XX Attendance Forms and Monthly Enrollment Reports (CFS 420-21a) submitted by the Campus Child Care Center to the Illinois Department of Children and Family Services in order to receive reimbursement under Title XX of the Social Security Act. DCFS maintains copies of these forms for six years as per Item #1 of approved State Records Application 84-31.

Procedure

Retain in office for six (6) years, then dispose of provided all audits (federal and state) 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