College of Engineering and Engineering Technology-Industrial Engineering

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Budget and Fiscal Files

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.

General Administrative Correspondence Files

Arranged By:   By category, then Chronological
Application Number:   89-27
Item Number:   330.02

Purpose

Contents in the record series include memos, drafts, notes, correspondence, departmental reports, and department chair reports.  The Engineering Department maintains originals and duplicates of the series.

Procedure

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

Curriculum Files

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.

Faculty Search Files

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.

Grant Requests

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.

Personnel Files

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.

Student Files

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.

Contact Us

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