Campus Parking Services

Arranged By: Numerical
Application Number: 89-23
Item Number: 380.40

Purpose:

The record series consists of the formal protest process to protest parking tickets. Contents include the parking ticket, date of infraction, time and place of violation, registration information including name and address of driver and the final decision issued by the appeals committee.

This record supersedes Application 89-23 item 380.02 to consolidate and clarify the records description.

Procedure:

Retain for two years after date the parking violation is Deferred either cleared or paid, then destroy in a secure manner or 4/17/2019 delete from the system provided all audits have been approved as rewritten completed, if necessary and no litigation is pending or 6/19/2019 anticipated.

Arranged By: Alphabetical by Renter
Application Number: 89-23
Item Number: 380.43

Purpose:

This record series consists of borrow-a-bike program fee schedules and rental forms submitted by students to borrow a bicycle from the University. The rental form includes information from renters including names, ID numbers, return status, phone numbers, email addresses, signatures and dates. The rental form also has a pre-rental condition form of the bike and bike-related equipment. This program ended in April 2018 and is now carried out be a third-party transportation provider.

Procedure:

Retain in office for two years, then dispose of provided no litigation is pending or anticipated.

Arranged By: Chronological
Application Number: 89-23
Item Number: 380.05

Purpose:

This file series contains the department's copies of miscellaneous budget and fiscal records consisting of purchase orders, requisitions, local fund check request forms, fund deposit and withdrawal records (mostly copied with the Bursar) computer printout auto usage summaries, purchase orders, requisitions, vouchers, internal ledgers, copies of printouts from accounting on expenditures, property control inventory reports, telecommunication bills, and computer printout auto usage reports. Agency record copies of these forms and reports are held by the university's accounting, inventory control and Bursar's Office.

Procedure:

Retain in office for three 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.

Arranged By: Chronological by year
Application Number: 89-23
Item Number: 380.07

Purpose:

This record series consists of a Daily Cash Report and Accounting Close Report. The Daily Cash Report is generated nightly by the cash register, and the Accounting Close Report is generated by the computer at day's end. They are used in conjunction with each other for the purpose of balancing receipts daily. The above documents are original, and no copies are distributed within the university.

Procedure:

Retain in office for six 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 anticipate.

Arranged By: Numerical by file number
Application Number: 89-23
Item Number: 380.04

Purpose:

This record series, maintained on computer tape, consists of data relevant to parking violations. The information is used as reference for accumulating monies from violators. Contents of the series includes date, time, location, permit number, license number, state, license year, make of vehicle, offense number, address, amount assessed and type of violation. Original tapes of the series are located with the Campus Parking Services. In addition, hard copy printouts are generated by the department by name and by ticket number as reference for one year.

Procedure:

Retain hard copy of billing notices for eleven days following entry of data on computer tape, then dispose of. Retain computer tapes for three years and erase providing all audits have been completed under the supervision of the auditor general, if necessary, and no litigation is pending or anticipated.

Arranged By: Chronological by year
Application Number: 89-23
Item Number: 380.06

Purpose:

This record series consists of documents associated with fiscal operations and planning of the subdivision. The files are used as resourceful information concerning procurement of external commodities and formulation of adequate budgets. Contents of the records include journal vouchers, requisitions, purchase orders, and invoices. These documents are duplicates as the original records exist within the designated department of the Accounting Office.

Procedure:

Retain in office for three 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.

Arranged By: Numerical
Application Number: 89-23
Item Number: 380.38

Purpose:

This record series consists of the parking records maintained by the Campus Parking Committee. These include but are not limited to parking permit applications that identify the applicant and their vehicle; parking permit placards, decals, or stickers; and copies of permit information maintained in a list of all valid parking permits maintained by the Campus Parking Committee. Permits are issued annually and expire at the beginning of the next academic year. Also, included are the receipt tickets issued to users of pay lots that are validated upon exit. This record supersedes Application 89-23 items 380.23, 380.24, and 380.26 to consolidate and clarify the records description.

Procedure:

Retain for one year after the date the parking permit expires, then destroy in a secure manner or delete from the system provided all audits have been completed, it necessary and no litigation is pending or anticipated.

Arranged By: Numerical
Application Number: 89-23
Item Number: 380.39

Purpose:

This record series consists of parking violation notices tickets issued to students, staff, and visitors who violate university parking policies. These tickets record the type of infraction and the appropriate fee or fine associated with the violation. Information on the ticket includes: the date, time, location of the infraction, ticket number, permit number (if applicable) and vehicle information including the year, make and model; the name of the registered owner; and the amount of fine assessed. This item supersedes Application 89-23 item 380.25 to rewrite the description and update the retention language.

Procedure:

Retain tickets or information for tickets that have been paid or voided for three years after date ticket is either paid or voided, then dispose of or delete from the system provided all audits have been completed if necessary and no litigation is pending or anticipated. Retain electronic records in compliance with 44 Ill. Admin. Code 4400.80.

Arranged By: Alphabetical
Application Number: 89-23
Item Number: 380.27

Purpose:

These are the department's copies of personnel files covering all classes of employees working for the department, which include security guards, investigators, and student workers. File contents include: employment record showing career development data, starting date, birthdate, and leave date; Hiring Authorization; performance evaluations; applications for employment; background investigation materials; interview committee evaluations; and disciplinary history (if applicable). Master personnel files are maintained by the university's personnel office administered under the direction of the vice president for finance and planning.

Procedure:

Retain in office for five years after termination of employment and/or the termination of the last period of enrollment, 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.

Arranged By: Numerical
Application Number: 89-23
Item Number: 380.41

Purpose:

This record series consists of the parking violations tickets that have been waived upon appeal or through administrative decision. Contents include the ticket and any other corroborating documents pertinent to the waiver.

Procedure:

Retain for two years after the parking violation is cleared, then destroy in a secure manner or delete from system provided all audits have been completed, if necessary and no litigation is pending or anticipated.