Campus Recreation

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Administrative Correspondence and Related Documents

Arranged By:   Chronological, Alphabetical
Application Number:   89-26
Item Number:   120.01

Purpose

This record series consists of incoming and outgoing correspondence between the Recreation Department, University Administrators, and interested individuals.  The files also contain policy statements, notes, memos, office objectives, and bi laws.

Procedure

Retain in office for three years, then with the assistance of the University Archives staff, review files and transfer any documents having archival value to the University Archives for permanent retention and dispose of extraneous materials.  

Daily Work Record (Student Workers)

Arranged By:   Chronological
Application Number:   89-26
Item Number:   120.02

Purpose

Contents in the record series include name of student, Department area, inventory sign-off list, and time in/out lists.

Procedure

Retain in office for two (2) 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.

Eligibility Certification Sheet

Arranged By:   Chronological, Alphabetical
Application Number:   89-26
Item Number:   120.03 Obsolete, use 120.08 instead

Purpose

This record series consists of documents which are used to show eligibility of employment of student workers.  The document has been superseded by a new form "Student Employment Certification Form" as described under item #120.08 of this records disposition application. Data in the record series include name of employee, social security number, work classification, hourly rate, account number, and appropriate signatures.  The Recreation Department maintains a duplicate of the series while the Student Employment Office possesses the original.

Procedure

Retain entire accumulation in office until the close of calendar year 1992, then dispose of accumulation.

Equipment Inventory Book

Arranged By:   By type of equipment, then by OCR number
Application Number:   89-26
Item Number:   120.04

Purpose

This record series contains the equipment inventory book for the Outing Center listing all equipment assigned to this office, along with each piece's corresponding Office of Campus Recreation number, NIU property control number (if valued at over $100), purchase price, date inventoried, and initials of the person completing the inventory.  The inventories are performed annually.

Procedure

Retain in the office for three years after date of last inventory, then dispose of provided no litigation is pending or anticipated

Index Cards of Student Employees

Arranged By:   Alphabetical
Application Number:   89-26
Item Number:   120.05

Purpose

This record series consists of reference cards that contain student worker payroll data.  The form documents pay levels and employment start and end dates.  Data include name of student, social security number, academic year of student, salary level, beginning and ending dates of employment, and semester total earnings.

Procedure

Retain in office for five (5) years following termination of employment, 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.

Individual Payroll Sheets (Student Workers)

Arranged By:   Chronological, Alphabetical
Application Number:   89-26
Item Number:   120.06

Purpose

This record series consists of documents showing earnings figures and work hours of student employees.  Information includes number of hours, total number of cumulative hours, job classification, and daily earning total.  

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.

Minutes and Agenda - Recreation Staff Meetings

Arranged By:   Chronological
Application Number:   89-26
Item Number:   120.07

Purpose

Meeting minutes and agenda for the Recreation Staff.

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.

Student Employment Certification Forms

Arranged By:   Alphabetical
Application Number:   89-26
Item Number:   120.08 (supersedes 120.03)

Purpose

This record series consists of student employment certification documents showing student eligibility for such employment. Form entries include student name, social security number, employing department, account number, job classification, hourly rate, hours per week, appropriate signatures, date, type of payment, earning limitations, effective time period, hours enrolled, and grade point average.

This retention schedule supersedes 120.03 89-26.

Procedure

Retain in office for five (5) years following termination of employment, 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.

Daily Cash Reconciliation and Daily and Monthly Income Reports

Arranged By:   Chronological
Application Number:   89-26
Item Number:   120.09

Purpose

This record series consists of copies of daily/monthly income reports maintained by the Office of Campus Recreation with the record copy documentation maintained by the University's Accounting 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.

Purchase Orders

Arranged By:   Chronological
Application Number:   89-26
Item Number:   120.1

Purpose

Original purchase orders are maintained by the University's Department of Purchasing.

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.

Equipment Check-out Forms

Arranged By:   Negligible, Chronological
Application Number:   89-26
Item Number:   120.11

Purpose

This record series consists of check-out forms for sports equipment rented from Campus Recreation. The Bursar's Office retains a copy.

Procedure

Recommendation: Retain in office for two (2) years, then dispose of provided no litigation is pending or anticipated and provided all equipment has been properly accounted.

Contact Us

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