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Budget and Fiscal Administration Files

Arranged By:   By line item number
Application Number:   89-26
Item Number:   130.01

Purpose

This record series contains various fiscal documents used to document the procurement of goods and services for the Center.  Included are invoice, travel, and contractual vouchers, purchase orders, requisitions, bills, invoices, etc.

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.

Subject Correspondence Files

Arranged By:   Alphabetical by subject
Application Number:   89-26
Item Number:   130.02

Purpose

This record series consists of daily business correspondence generated or received by the Career Planning and Placement Center.  Subjects and/or activities documented are student inquiries, letters to employers, and meeting information.

Procedure

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

Credentials Files

Arranged By:   Alphabetical by name
Application Number:   89-26
Item Number:   130.03

Purpose

This record series consists of the credentials files of those students seeking teaching positions who have registered with the placement office.  The records include personal data (e.g. name, address, degree sought, activities, etc.); letters of recommendation; student teaching reports and evaluations; record of employment; and a list of courses taken by the student.  This information constitutes a professional file that will help the student in gaining employment.

Procedure

Take the following steps for retention and disposal: 1) Microfilm all credential files which reach inactive status (those that have not been accessed for a period of ten years) and dispose of original hard copies.  Retain all microform credential files which remain inactive (i.e., no reference activity) for an additional twenty (20) years, then dispose of.  Retain all microforms which regain active status until the individual reaches the age of sixty (60), then dispose of. 2) Retain all active hard copy credential files until the individual reaches the age of sixty (60), then dispose of. Retain all hard copy student teaching records or microforms
On-Campus Recruiting Files

Arranged By:   Alphabetical and Chronological
Application Number:   89-26
Item Number:   130.04

Purpose

This record series consists of recruiting information maintained on all employers who recruit on-campus through the Center.  Information maintained about each employer includes dates the employer was recruiting on campus; the types of majors that were recruited; the names of any students who had contact with the employer; and any related correspondence.  A file is maintained for each employer during the current year, with the information then being placed into a historical reference file at the end of each year.

Procedure

Retain in office for five (5) years, then dispose of providing all administrative value has expired and no litigation is pending or anticipated.

Personnel Files

Arranged By:   Alphabetical
Application Number:   89-26
Item Number:   130.05

Purpose

This record series consists of duplicate personnel files which include requests for leaves of absence, performance evaluations, letters of recommendation, reprimands, salary changes, etc.  Original personnel records are maintained in the Personnel Office.

Procedure

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

Staff Position Applicant Files

Arranged By:   Chronological
Application Number:   89-26
Item Number:   130.06

Purpose

The files contain materials submitted by applicants for any positions at the Center.  Included are resumes, AA (Affirmative Action) final sign offs, and letters of reference.

Procedure

Retain in office for five (5) 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.

Receipts

Arranged By:   By service type, then Alphabetical
Application Number:   89-26
Item Number:   130.07

Purpose

This record series consists of duplicate receipts issued to clients of the Career Planning and Placement Center upon payment of fees due the Center.  Original receipts are retained by the Bursar's Office.

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.

Referral Service Files

Arranged By:   Chronological
Application Number:   89-26
Item Number:   130.08

Purpose

This record series consists of copies of job vacancy bulletins printed by the Career Planning and Placement Center maintained along with copies of resumes for individuals who subscribe to the alumni resume referral service and related correspondence.  Under this service, the Center forwards the resumes of subscribers to any employers with needs which are like the qualifications of the subscriber.

Procedure

Take the following steps for retention and disposal: 1) Retain all resumes for six (6) months after the expiration of the respective subscription, then dispose of. 2) Retain copies of vacancy bulletins and related correspondence in office for three (3) years or until administrative value has expired, whichever is longer, then dispose of.

Job Location and Development Files

Arranged By:   Alphabetical by employer
Application Number:   89-26
Item Number:   130.09

Purpose

The files contain:  job listings, student applications, copies of earnings records, and Work Study Fund Account Statements (federal).

Procedure

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

Undergraduate/Graduate Follow-up Study Surveys

Arranged By:   Alphabetical by major
Application Number:   89-26
Item Number:   130.1

Purpose

The surveys contain employment information retained on NIU graduates including graduate degree/field and/or major, present primary activity (i.e. full-time, part-time), employer name and address, job title, relation of job to school major, and assessment of classes taken.

Procedure

Retain in office for eight (8) years, then dispose of provided all administrative value has expired.

Contact Us

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