College of Engineering and Engineering Technology-Technology Department

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Student Files

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.

Fiscal Administration Files

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.

Faculty Personnel Files

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.

Civil Service Personnel Files

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.

Faculty Meeting Minutes

Arranged By:  Chronological
Application Number:  89-27
Item Number:  350.05

Purpose

The files contain originals and duplicates of minutes of faculty committee and council meetings (e.g. graduate council, departmental meetings).

Procedure

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

Administrative Correspondence and Reference Files

Arranged By:  By subject
Application Number:  89-27
Item Number:  350.06

Purpose

The files include policies and procedures, copies of phone bills, accident reports, alumni data, copies of BOR reports, faculty correspondence, curriculum development data, seminar/workshop data, committee reports (i.e. personnel), and all related correspondence/memoranda.

Procedure

Retain in office for three (3) years, then review files and dispose of all materials no longer possessing any administrative value.

Grade Rolls

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.

Course Syllabi Files

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.

Faculty Search Files

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.

Student Evaluations of Faculty

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.

Contact Us

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