College of Liberal Arts and Sciences-Chemistry Department

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Class Scheduling Records

Arranged By:   Chronological
Application Number:   89-27
Item Number:   420.01

Purpose

This record series consists of duplicate copies of enrollment reports, schedule section tallies, schedule lists and room schedules.

Procedure

Retain in office for two (2) years, then dispose of.

Fiscal Administration Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   420.02

Purpose

This record series consists of duplicate purchase orders, vouchers, check requests, and vendor billings. The originals of these documents are maintained by the University's Purchasing and Accounting 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.

Student Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   420.03

Purpose

This record series consists of graduate and undergraduate student files for the Chemistry Department.  Forms/documents found in a student file are transcripts; grade reports; test score results; 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 Records and Registration.

Procedure

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

Professional Publications Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   420.04

Purpose

This record series consists of professional articles and publications written by faculty members of the Chemistry Department.  Also included, occasionally, are related grant writing records.

Procedure

Retain in office for five (5) years, then transfer to the University Archives for evaluation and potential accessioning of records possessing archival value.

Subject Correspondence and Reference Files

Arranged By:   Alphabetical by subject
Application Number:   89-27
Item Number:   420.05

Purpose

Examples of documents maintained in this file include:  original and duplicate university memoranda; duplicate meeting minutes of campus-wide committees; copies of bookstore order forms; Student Academic Summary printouts; graduation lists; annual reports from professional societies; internal advising records; and correspondence with students, state agencies, and various other organizations.

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.

Lab Accident Reports

Arranged By:   Chronological
Application Number:   89-27
Item Number:   420.06

Purpose

This record series consists of reports detailing any accidents occurring in the Department's labs.

Procedure

Retain in office for ten (10) years, then dispose of provided no litigation is pending or anticipated.

Faculty Activity Reports

Arranged By:   By term
Application Number:   89-27
Item Number:   420.07

Purpose

This record series consists of faculty activity reports completed each term by each faculty member showing the amount of time spent on teaching, class preparation, research, public service, and other job-related activities.  These reports are signed by the Department Chairperson and the Dean of the College.  The record copies are then sent to the Office of Institutional Research where they are edited and maintained for five (5) years.

Procedure

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

Faculty Evaluations

Arranged By:   Chronological
Application Number:   89-27
Item Number:   420.08

Purpose

Original faculty evaluations 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.

Faculty and Inter-Departmental Meeting Minutes

Arranged By:   Chronological
Application Number:   89-27
Item Number:   420.09

Purpose

This record consists of Faculty and Inter-Departmental Meeting Minutes (Originals)

Procedure

Retain in office for ten (10) years, then transfer to the University Archives for permanent retention.

Fiscal Administration Files

Arranged By:   By fiscal year
Application Number:   89-27
Item Number:   420.1

Purpose

This record series consists of duplicate purchase orders, vouchers, requisitions and GAS reports. The originals of these documents are maintained by the University's Purchasing and Accounting Offices for six (6) years.

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.

Lab Refund Forms

Arranged By:   Chronological
Application Number:   89-27
Item Number:   420.11

Purpose

This record series consists of forms completed in order to refund lab fees to students who have paid them and then are not required to take the lab.  This information is also recorded in the Bursar's Office and 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.

Reports of Research Facility Animal Usage and Inventories

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   420.12

Purpose

This record series consists of a document which is used for the accounting of animals used for scientific experimentation (Federal Register, volume 42, number 117, June 17, 1977, paragraph 2.28 et seq.).  In addition, the form serves to document the amount and type of animals used within the department. Data in the record series include the number of new animals, type of animals, number of animals used with drug experimentation, number of animals used without drug experimentation, appropriate signatures and titles, certificate of use, and date.  The original is transmitted to the federal Department of Agriculture.

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.

Budget and Fiscal Records

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   420.13

Purpose

This record series consists of financial records documenting routine accounting functions within the Department of Chemistry.  The documents function as reference for current balances and budgetary planning. Contents in the record series include:  GAS (General Accounting System) reports, telephone bills, budgetary reports, various fund statistics, lab fee requests, grant summary report, and indirect summary reports.  The originals are maintained by 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.

Administrative Files, Miscellaneous Correspondence, Memos

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   420.14

Purpose

This record series consists of incoming and outgoing correspondence exchanged between the Chemistry Department, other university departments, and external groups or individuals.  Contents in the record series include memos, rough drafts, letters, policies, procedures, departmental studies, and various by-laws.

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.

Fiscal Records

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   420.15

Purpose

This record series consists of financial documents which show monetary payments and receipts for the Department of Chemistry.  The files are used as proof of purchase and contain data for budgetary planning. Contents in the series include copies of checks, vouchers, purchase orders, and purchase request forms.  The originals are maintained by the Purchasing, Accounting and Grants and Admission Departments.

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.

Research Grant Files

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   420.16

Purpose

This record series consists of documents detailing the administration of grants awarded for chemical research. Contents in the record series include initial proposals, formal applications, and notice of award.  The originals are maintained by the office awarding and/or allocating the grant funds.

Procedure

Retain in office for six (6) years following termination of grant 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.

Insurance Form for Temporary Employees (Duplicates)

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   420.17

Purpose

This record series consists of a document that is utilized for effecting insurance coverage for temporary employees of the university. Data in the record series include name of employee, type of coverage, and historical background of the individual.  The original is maintained by the Insurance 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 Files (Civil Service and Non-Civil Service Employees)

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   420.18

Purpose

This record series consists of personnel files covering civil service and staff employees within the department.  The files serve to document employment history and provide data for general personnel administration. Contents in the record series include salary schedules, contracts, appointment forms, and correspondence relevant to work achievement.  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.

Staff Recruiting Records

Arranged By:   Alphabetical by topic
Application Number:   89-27
Item Number:   420.19

Purpose

The record series contains interview schedules, advertisements, job descriptions, affirmation action forms, proposals and letters of reference.

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.

Worker Accident Reports (Staff and Student)

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   420.2

Purpose

This record series consists of a document which details circumstances of accidents incurred by student or staff employees.  The form is used for settling insurance claims and related litigation. Data in the record series include name of employee, description of incident, and disposition of event.

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.

Contact Us

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