College of Liberal Arts and Sciences-Center for Governmental Studies

Search

Financial and Fiscal

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   410.01

Purpose

This record series consists of financial documents which document the accounting processes of the Government Studies Center.  The files are a source of reference data for office administration and budgetary planning. Contents in the record series include purchase requests, printing requests, invoices, deposit slips, and travel requests.  Originals are maintained by the Accounting Department.

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 and Reference Files

Arranged By:   Alphabetical by subject
Application Number:   89-27
Item Number:   410.02

Purpose

This record series consists of the routine incoming and outgoing administrative correspondence of the Center for Government Studies along with various miscellaneous material such as mailing lists, publications, etc.

Procedure

Retain in office for three (3) years, then with the assistance of the University Archives staff, review and weed files transferring materials having historical value to the University Archives for permanent retention and disposing of non-archival materials providing no litigation is pending or anticipated.
Grant Award Files

Arranged By:   Alphabetical by granting award
Application Number:   89-27
Item Number:   410.03

Purpose

This record series consists of research grant files maintained by the Center for Government Studies for faculty members who have received such awards.  Types of documents contained within the files include:  copies of grant proposals and corresponding proposal texts; notices of award; supporting budgetary information such as voucher, purchase requisitions and orders, etc.; copies of any final reports; related reference data, working notes, and progress notes; results from tests or surveys; original minutes from staff meetings regarding the project; quarterly reports regarding the project; and any related correspondence.  All original documentation (grant applications and proposals, project narratives, project budgets, etc.) for grants received through or with the assistance of the University is maintained in the Office of Sponsored Projects.

Procedure

Retain in office for six (6) years following completion of the project, then with the assistance of the University Archives staff, review files and transfer any materials possessing archival/research value to the University Archives for permanent retention, providing all administrative value has expired.  Dispose of balance of materials after completion of the foregoing review(s) providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Grant Financial Records

Arranged By:   Chronological by year, Numerical by file number
Application Number:   89-27
Item Number:   410.04

Purpose

This record series consists of financial documents of the administration of allocated grant monies to the department from federal, state, and private sources.  The files are used to note the amount of external funding and to provide planning data for future programs. Contents in the record series include purchase requests, printing requests, invoices, deposit slips, and travel requests.  Originals are maintained by the Accounting Department.

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.

Personnel Files

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   410.05

Purpose

The files are utilized to record appraisals of job performance and to provide date for future recommendations and/or discipline. Contents in the record series include appointment forms, evaluations, request for waiver of tuition, letters of recommendation, letters of resignation, and employment verification forms.  The originals are maintained by the Personnel Office.

Procedure

Retain in office for five (5) years following termination of 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.

Personnel Record Index

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   410.06

Purpose

This record series consists of a listing, maintained on a personal computer, which contains basic information for employees within the Center for Governmental Studies.  The index is used for office reference and retrieval. Data entries of the record series include name of employee, address, phone number, and percentage of work time.

Procedure

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

Contact Us

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