Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By: Chronological
Application Number: 89-27
Item Number: 300.01

Purpose:

This record series consists of duplicate purchase orders, vouchers, invoice billings, ledgers, CUSAS reports, GAS reports, budget papers, and property control inventory forms. The originals of these documents are maintained by the University's Purchasing, Accounting and Budgeting Offices.

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.

Arranged By: Chronological by search
Application Number: 89-27
Item Number: 300.02

Purpose:

Included in this file are copies of advertisements for the position, minutes of the Search Committee, affirmative action forms, and applicants' resumes.

Procedure:

Retain in office for five (5) years following termination of the position vacancy, 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 term
Application Number: 89-27
Item Number: 300.04

Purpose:

This record series consists of files utilized in the administration of the duties of the College's Curriculum Committee. Included are original minutes of meetings, syllabi for courses - both approved and proposed, and related correspondence.

Procedure:

Retain in office for ten (10) years, then transfer to the University Archives for permanent retention.

Arranged By: By community college
Application Number: 89-27
Item Number: 300.05

Purpose:

This record series consists of course syllabi from community colleges across the state, indicating which courses will be accepted by the college.

Procedure:

Retain in office for five (5) years or until expiration of administrative value, whichever is longer, then dispose of.

Arranged By: Chronological
Application Number: 89-27
Item Number: 300.06

Purpose:

This record series consists of statistical reports received from the Office of Institutional Research showing various enrollment figures and demographic information (regarding student's family income, break-down by sex, age, grade point average, etc.). These reports are for internal reference only and the original are maintained by the Office of Institutional Research.

Procedure:

Retain in office for two (2) years or until expiration of administrative value, whichever is longer, then dispose of.

Arranged By: Alphabetical by department, then Alphabetical by faculty member
Application Number: 89-27
Item Number: 300.07

Purpose:

Included in this file are resumes, performance evaluations, appointment papers, tenure forms, and related correspondence. Original faculty personnel files are maintained for sixty-five (65) years by the Provost's Office.

Procedure:

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

Arranged By: Alphabetical by faculty member
Application Number: 89-27
Item Number: 300.08

Purpose:

This record series consists of faculty grant proposals - both accepted and rejected. These proposals become inactive after they are rejected or after all requirements of the grant are fulfilled.

Procedure:

Retain in office for one (1) year after gaining inactive status, then dispose of provided no litigation is pending or anticipated.