College of Liberal Arts and Sciences-Computer Science

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General Correspondence, Related Documents and Memos

Arranged By:   Alphabetical by topic
Application Number:   89-27
Item Number:   440.01

Purpose

This record series consists of incoming and outgoing correspondence and related memoranda and documents between the Department of Computer Science, other university departments, and various other groups or individuals. Contents in the record series include letters, memos, policies, procedures, rough drafts, notes, reports, and secondary curriculum material.

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 Files

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   440.02

Purpose

This record series consists of financial documents of accounting and budgetary planning of the Computer Science Department. Contents in the record series include budget reports, purchase orders, check requests, requisitions, monthly statements, and telephone bills.  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.

Personnel Files - Faculty

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   440.03

Purpose

This record series consists of files containing professional histories of instructors within the Computer Science Department.  The files document the academic achievement and professional background of individual faculty. Contents in the record series include letters of inquiry, response communications from the chair, acceptance letters, original appointments, evaluations, reprints of published articles, appraisals from the Chairman, grant application histories, and affirmative action data.  The originals are maintained by the Provost's 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 Administrative/ Professional

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   440.04

Purpose

This record series consists of files which document employment histories of the clerical staff.  The documents record the process of selective hiring and provide information for administrative reference. Contents in the record series include correspondence, listing of possible applicants, interview results, job descriptions, evaluations, and affirmative action records.  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.

Student Files (Graduate and Undergraduate)

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   440.05

Purpose

This record series consists of central files which contain the academic background of graduate and undergraduate students enrolled in the Department of Computer Science.  The files are utilized to document student progress toward degrees and serve as reference for curriculum achievement.  In addition, the data are entered on the University's computer system. Contents in the record series include correspondence, grade reports, change in graduate programs, requests for action, misconduct report, assistantship appointments, awards, change of major and/or minor, comprehensive exams, admission to program, letter of recommendation, application to program and transcripts.  The files are mostly duplicate of the original series maintained by the Office of Registration and Records.  However, certain documents within the files are original to the Department of Computer Science.

Procedure

A) If document is a duplicate, retain in office for five (5) years following graduation or last day of attendance, then dispose of providing no litigation is pending or anticipated. B) If document is original, retain in office permanently.

Student Summary Information Report

Arranged By:   Chronological by semester
Application Number:   89-27
Item Number:   440.06

Purpose

This record series consists of a document that contains an analysis of student achievement regarding academics and scheduling.  The file contains information for grade distribution reference and data for institutional research. Contents in the record series include grade confirmation rolls, enrollment statistics, enrollment books, graduation lists, summary information on student performance, and credit hour information.  The originals are filed with the Office of Registration and Records.

Procedure

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

Contact Us

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