College of Liberal Arts and Sciences-Biological Sciences

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Advisement Logs

Arranged By:   Chronological
Application Number:   89-27
Item Number:   400.01

Purpose

The logs serve as a record of student visitations to the office for advisement (academic counseling).  Information included is student's name, date and time of visitation, and the nature of the advisement.

Procedure

Retain in office for five (5) years, then dispose of provided all administrative value has expired.

Book Order Files

Arranged By:   Chronological by fiscal year
Application Number:   89-27
Item Number:   400.02

Purpose

This record series consists of copies of book orders (i.e., textbooks used in departmental courses) maintained by the Office of the Department of Biological Sciences.  Information included is book title, author, publisher, and the name of the faculty member making the request.

Procedure

Retain in office for three (3) years, then dispose of.

Budget Ledgers

Arranged By:   By fiscal year
Application Number:   89-27
Item Number:   400.03

Purpose

Budget Ledgers (Obsolete)

Procedure

Retain in office until January 1, 1992, 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 Correspondence Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   400.04

Purpose

The Program for Biosocial Research was established to stimulate the development and production of new knowledge of the juncture of political science and the life sciences.

Procedure

Retain in office for three (3) years, then dispose of provided all administrative value has expired.

Employment Application

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   400.05

Purpose

This record series contains employment applications, vitae, resumes, and letters of recommendation received from persons seeking (but not obtaining) employment with the Department of Biological Sciences.

Procedure

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

Employee Travel Files

Arranged By:   By year, then Alphabetical
Application Number:   89-27
Item Number:   400.06

Purpose

This record series consists of duplicate travel vouchers, travel requests and supporting documents (hotel bills, mileage statements, etc.).  Original travel vouchers are maintained for six (6) years in the Accounting Office.

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 Search Files

Arranged By:   Chronological by search
Application Number:   89-27
Item Number:   400.07

Purpose

This record series consists of applicant files resulting from faculty searches within the Department of Biological Sciences.  Included in this file 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.

Fiscal Administration

Arranged By:   Chronological
Application Number:   89-27
Item Number:   400.08

Purpose

This record series consists of vouchers, purchase orders, purchase requisitions, billings, copies of checks, GAS (General Accounting System) reports, and budget appropriation listings.  Originals or record copies of these records are maintained by the Accounting Office and the Purchasing Office.

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.

Graduate Assistantship Files

Arranged By:   By semester
Application Number:   89-27
Item Number:   400.09

Purpose

This record series consists of duplicate files on all graduate assistants in the Department of Biological Sciences.  Included are appointment letters, acceptance letters (from students), and I-9 forms. Originals of this record series are maintained by the University's Graduate School.

Procedure

Retain in office for five (5) years after graduation or date of last attendance, then dispose of provided no litigation is pending or anticipated.

Graduate Assistant Summarization Sheets

Arranged By:   By semester
Application Number:   89-27
Item Number:   400.1

Purpose

This record series consists of summarizations of graduate assistants employed by the department each semester.  Each listing shows the names of all graduate assistants, their period of employment, and their pay.

Procedure

Retain in office for one (1) year or until expiration of administrative value, whichever is longer, then dispose of.

Grade Rolls

Arranged By:   Chronological
Application Number:   89-27
Item Number:   400.11

Purpose

Grade rolls serve as a listing of grades for all students enrolled in classes as a listing of grades for all students enrolled in classes offered by the department.  Original grade rolls are maintained by the Office of Registration and Records.

Procedure

Retain in office for three (3) years, then dispose of provided all administrative value has expired.

Faculty Grant

Arranged By:   Alphabetical by faculty
Application Number:   89-27
Item Number:   400.12

Purpose

The records contain documents generated from the awarding of grants to faculty members including initial grant proposals, grant acceptance forms, and related correspondence.  Original grant files are maintained by the Office of Sponsored Projects.

Procedure

Retain in office for five (5) years after the completion of the grant, 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 Award Files

Arranged By:   Alphabetical by grant title
Application Number:   89-27
Item Number:   400.13

Purpose

This record series consists of research grant files maintained by the Biosocial Research Program for faculty members who have received such awards.  Types of documents contained within the files include:  grant proposals and applications; miscellaneous materials used in submitting the grant such as budget projections, etc.; notifications of award; supporting budgetary information such as vouchers, purchase orders and requests, GAS reports, work orders, etc.; any research information generated from the project; and any related correspondence.  Original documentation (grant applications and proposals, project narratives, project budgets, etc.) of grants received through or with the assistance of the University is maintained by the Office of Sponsored Projects.

Procedure

Retain in office for six (6) years following completion of project, then dispose of provided all audits (federal and state) have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Faculty Personnel Files

Arranged By:   By active and inactive, then Alphabetical
Application Number:   89-27
Item Number:   400.14

Purpose

Included in this file are vitae, applications, letters of recommendation, salary change notification and evaluations. 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 provided no litigation is pending or anticipated.

Minor Requests

Arranged By:   Chronological
Application Number:   89-27
Item Number:   400.15

Purpose

The records contain duplicates of student requests to obtain a minor degree under the department.  Original minor requests are maintained in the student's permanent record by the Office of Registration and Records.

Procedure

Retain in office for five (5) years after graduation or date of last attendance, 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 Meeting Minutes and Related Correspondence Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   400.16

Purpose

This record series consists of original and duplicate copies of faculty meeting minutes (i.e., College Curriculum Committee, Graduate Council) and related correspondence (i.e., memoranda/inquiries).

Procedure

Retain original minutes in the office permanently.  Retain correspondence/ duplicate minutes in office for three (3) years, then dispose of provided all administrative value has expired.

Civil Service Personnel

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   400.17

Purpose

This record series consists of the civil service personnel files maintained by the Office of the Department of Biological Sciences.  The records include performance evaluations; salary adjustments; letters of reference; and copies of job descriptions.  Original civil service records are maintained by University's Office of Personnel.

Procedure

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

Purchase Orders

Arranged By:   Chronological by fiscal year
Application Number:   89-27
Item Number:   400.18

Purpose

This record series consists of duplicates of purchase orders for supplies and equipment maintained by the Office of the Department of Biological Sciences (greenhouse supervisor).  Originals are maintained by the University's Office of Purchasing.

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.

Students' Evaluations of Faculty

Arranged By:   Chronological
Application Number:   89-27
Item Number:   400.19

Purpose

This record series consists of forms completed by students evaluating instructors' performances in several areas and categories.  These forms are reviewed each term by the corresponding instructors.  Summarizations of these evaluations are generated and maintained by the Office of Testing Services.

Procedure

Retain in office for five (5) years or until expiration of administrative value, whichever is longer, then dispose of.
Student Files

Arranged By:   By graduate and undergraduate, then Alphabetical
Application Number:   89-27
Item Number:   400.2

Purpose

Forms/documents found in a student file are transcripts, grade reports, test score results, admission applications, letters of recommendation, programs of courses, grade change requests, and any correspondence with the student. 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.

Student Files (Unofficial)

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   400.21

Purpose

The records include incomplete grade forms, assistantship forms, and related correspondence.  Official duplicate records are maintained with the Department of Political Science and originals are maintained by the University Office of Registration and Records.

Procedure

Retain in office for five (5) years after date of graduation or last attendance at the University, 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