Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By: Alphabetical/Chronological
Application Number: 89-27
Item Number: 350.01

Purpose:

This record series consists of student files (undergraduate, graduate, and inactive) maintained by the Department of Technology. The files include copies of transcripts, grade changes, grade sheets, address changes, copies of term papers, test scores (e.g. GRE), dismissal notices, withdrawal forms, statements of intent (e.g. to pursue graduate studies), letters of recommendation and all related correspondence. Official student records are maintained by the Office of Admissions and Records.

Procedure:

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

Arranged By: Chronological
Application Number: 89-27
Item Number: 350.02

Purpose:

The files include purchase orders, invoice vouchers, purchase requisitions and copies of the budget (printouts). Originals are maintained by the University's Business Offices (Purchasing, Budget).

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: Alphabetical
Application Number: 89-27
Item Number: 350.03

Purpose:

The files include travel authorizations, copies of pay raises, performance evaluations, copies of professional papers and all related correspondence. Originals are maintained by the Office of the Assistant Provost/Faculty Personnel.

Procedure:

Retain in office for five (5) years after separation from employment, then dispose of.

Arranged By: Alphabetical
Application Number: 89-27
Item Number: 350.04

Purpose:

The files include performance evaluations, pay raises, and related correspondence. Originals are maintained by the University's Office of Personnel.

Procedure:

Retain in office for five (5) years after separation from employment, then dispose of.

Arranged By: Chronological
Application Number:  89-27
Item Number: 350.07

Purpose:

Grade rolls (computer printouts) serve as a listing of student grades (i.e. social security number, course, grade). Originals are maintained by the Office of Admissions and Records.

Procedure:

Retain in office for three (3) years, then dispose of provided all administrative use is complete.

Arranged By: Chronological
Application Number:  89-27
Item Number: 350.08

Purpose:

The files include departmental course syllabi and any supporting documentation used in its preparation.

Procedure:

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

Arranged By: Chronological
Application Number: 89-27
Item Number: 350.09

Purpose:

These files are created each time a faculty position becomes vacant and the department begins the process of soliciting candidates to fill the vacancy. The files include copies of transcripts, vitae, copies of professional papers (i.e. publications), job advertisements, and all related correspondence.

Procedure:

Retain unsolicited files in office for three (3) years, then dispose of. Retain solicited files in office for five (5) years from the date the vacancy is filled, then dispose of provided no litigation is pending or anticipated.

Arranged By: Chronological
Application Number: 89-27
Item Number: 350.1

Purpose:

These forms are completed by students and are used to evaluate instructor's performances in several areas and categories (i.e. organization and presentation of material).

Procedure:

Retain in office for five (5) years, then dispose of provided all administrative use is complete.