College of Engineering and Engineering Technology-Office of the Dean

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Budget and Fiscal Administration Files

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.

Department Chair Search Files

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.

Subject Correspondence and Reference Files

Arranged By:   Numerical by file key code, then Chronological
Application Number:   89-27
Item Number:   300.03

Purpose

These files contain original and duplicate correspondence and reference material generated or received by the Office of the Dean of the College of Engineering and Engineering Technology.  This file includes original and duplicate university memoranda; duplicate meeting minutes of campus-wide committees; advisement forms; college recruitment papers; enrollment reports; brochures and information from professional societies; and correspondence with students, state agencies and various other organizations.

Procedure

Retain in office for three (3) years, then (with the assistance of the Archives staff) review the file and dispose of extraneous items and transfer any materials possessing archival value to the University Archives for permanent retention.

College Curriculum Committee Files

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.

Community College Articulation File

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.

Statistical Reports

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.

Faculty Personnel Files

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.

Faculty Grant Proposals - Accepted and Rejected

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.

Contact Us

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