College of Engineering and Engineering Technology-Mechanical Engineering

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Administrative Correspondence and Subject File

Arranged By:   Alphabetical by subject
Application Number:   89-27
Item Number:   340.01

Purpose

Included in this file are original departmental staff meeting minutes, departmental personnel committee files, graduate assistant files, and routine correspondence and memos.

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.

Faculty Personnel Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   340.03

Purpose

Included in this file are resumes, appointment papers, conference and travel approvals, travel vouchers, and 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.

Course Schedule File

Arranged By:   Chronological by semester
Application Number:   89-27
Item Number:   340.04

Purpose

This record series consists of files which contain information relevant to individual course offerings of the department.  The files include the descriptions of courses, identify students in past classes, and outline subject content. Contents in the record series include scheduling formats, class lists of students, final grade report, description of course, exam copies, and course curriculum.

Procedure

Retain in office for five (5) 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.

Resumes to the Mechanical Engineering Department (Not Hired)

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   340.05

Purpose

This record series consists of documentation of responses to departmental position vacancies by prospective applicants.  The files document formal application for staff positions and may be used for future reference. Contents in the record series include the letter of application with supporting data from the applicant.

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.

Student Grades and Semester Schedules (Microfiche)

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   340.06

Purpose

This record series, maintained on microfiche, consists of documentation of student achievement and specific enrollments for various curriculum.  The files are used to document class attendance and earned grades. Contents in the record series include name of student, title of course, grade level, and enrollment statistics.  The original documents are maintained by the Office of Registration and Records.

Procedure

Microfilm, then dispose of hard copy documents.  Retain all record series microforms in office for five (5) years following graduation or date of last attendance, then dispose of providing 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:   Alphabetical by name
Application Number:   89-27
Item Number:   340.07

Purpose

This record series consists of files which include the academic and curricular histories of university students enrolled in the department.  The file series is primarily used as a student advisement source. Contents in the record series include past academic grades, advisement records, evaluation of credits, withdrawal slips, add slips, and non-academic history.  The original record series is maintained by the Office of Registration and Records.

Procedure

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

Budget and Fiscal Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   340.08

Purpose

Included in this file are travel vouchers, auto requests (forms requesting use of University automobiles), GAS reports, phone bills, printing charges, etc. The record copies of this information are maintained by the Accounting and Purchasing 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.

Contact Us

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