College of Engineering and Engineering Technology-Electrical Engineering

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General Administrative Correspondence File

Arranged By:   Alphabetical by subject
Application Number:   89-27
Item Number:   310.01

Purpose

This record series consists of General Administrative Correspondence Files

Procedure

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

Curriculum Files and Related Material

Arranged By:   By course/Numerical
Application Number:   89-27
Item Number:   310.02

Purpose

Included in this file are tests, quizzes, class enrollment, syllabi, old outlines, etc.

Procedure

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

Faculty Search Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   310.03

Purpose

This record series consists of applicant files resulting from faculty searches within the Department of Electrical Engineering.  Included are resumes, vitae, applications, letters of recommendation, and any other information received for prospective applicants.

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.

Personnel Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   310.04

Purpose

Information contained within these files includes resumes, vitae, copies of applications, contracts, faculty service reports, travel reports, acknowledgement, reprimands, etc. Record copies of personnel files are maintained by the Provost's Office.

Procedure

Retain in office for five (5) years after separation from employment, 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.
Student Files
Arranged By:   By graduate and undergraduate, then Alphabetical
Application Number:   89-27
Item Number:   310.05

Purpose

Forms/documents found in a student file are:  transcripts; grade reports; test score results; grade change requests; and any correspondence with the student. Original student files are maintained permanently on microfilm by the Graduate School and the Office of Registration and Records.

Procedure

Retain in office for five (5) years after graduation or date of last attendance, then dispose of.
Budget and Fiscal Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   310.06

Purpose

Included are travel vouchers, auto requests (forms requesting use of university automobiles), GAS reports, phone bills, printing charges, etc. The record copy of these materials is maintained by the Accounting and Purchasing Offices of the University.

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. Retain in office for five (5) years after graduation or date of last attendance, then dispose of.

Contact Us

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