Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By: Chronological
Application Number: 89-27
Item Number: 330.01

Purpose:

This record series consists of the budget and fiscal files for the Industrial Engineering Department.  Included are travel vouchers, auto request (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.

Arranged By: By course/Numerical
Application Number: 89-27
Item Number: 330.03

Purpose:

Included in this 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.

Arranged By: By position number, then Alphabetical
Application Number: 89-27
Item Number:  330.04

Purpose:

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

Arranged By: Chronological
Application Number: 89-27
Item Number: 330.05

Purpose:

Information contained in this record series includes grant proposals, acceptance/denial notifications, reports on the program, final reports, and termination papers.

Procedure:

Retain in office for six (6) years following completion of grant project or for six (6) years following the denial/ withdrawal of the grant request, 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: Alphabetical
Application Number: 89-27
Item Number: 330.06

Purpose:

This record series consists of personnel files for the faculty and civil service employees of the Industrial Engineering Department. Included are resumes, vitae, employment applications, evaluations, faculty service reports, and correspondence. Original civil service personnel files are maintained for sixty-five (65) years by the Office of Personnel and original faculty personnel files are also 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: By graduate and undergraduate, then Alphabetical
Application Number: 89-27
Item Number: 330.07

Purpose:

Forms/documents found in a student file are transcripts; grade reports; test score results; grade change requests; and any correspondence with the subject. 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.