Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   380.01

Purpose:

This series contains faculty contracts for instruction and other professional services, staff appointment papers, materials pertaining to promotion, tenure, etc., grant award documentation, performance evaluations, copies of vitae, Affirmative Action reports (maintained in original format by the University's Affirmative Action Office) and position descriptions. The University-wide record copy personnel files maintained by the Office(s) of the Assistant Provost for Faculty Personnel and the Office of Personnel (under the Vice-President for Finance and Planning) will be scheduled for significantly longer retention periods.

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.

Arranged By:   Chronological
Application Number:   89-27
Item Number:   380.03

Purpose:

This is a report prepared by faculty detailing professional activities and accomplishments while on sabbatical leave.  Central personnel files for faculty are maintained by the Office of the Assistant Provost for Faculty Personnel.  the latter files contain master faculty personnel administration documentation and consequently will be scheduled for a longer retention period.

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.

Arranged By:   Chronological
Application Number:   89-27
Item Number:   380.05

Purpose:

These are departmental annual reports documenting special projects and activities of the various academic departments comprising the College of Liberal Arts and Sciences.  Data from these reports have been abstracted and summarized within Illinois Board of Higher Education Reports and RAMPS which are distributed throughout the higher education system.

Procedure:

Retain in office for five (5) years, then offer to the University Archives.  If the offer is refused, then dispose of.

Arranged By:   Alphabetical and Chronological
Application Number:   89-27
Item Number:   380.06

Purpose:

These files of graduate assistants contain copies of graduate assistantship contracts and related notices of change forms.  Graduate assistantships are annually renewed.  The central graduate assistantship files are maintained by the University's Graduate School and will be scheduled for appropriate disposition from that office.

Procedure:

Retain in office for two (2) 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.

Arranged By:   Alphabetical and Chronological
Application Number:   89-27
Item Number:   380.07

Purpose:

These sheets list faculty positions by title and list summer appointments.  The University recommends a two (2) year retention period for this record based on active reference rates prevailing for an average of two (2) years.

Procedure:

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

Arranged By:   By active and inactive, then Alphabetical
Application Number:   89-27
Item Number:   380.09

Purpose:

This record series consists of student files for the College of Liberal Arts and Sciences, as well as for all temporary students, non-degree students, and post-baccalaureate students.  Forms/documents found in a student file are transcripts; student admission slips; transfer evaluations; grade slips; change of grade forms; test scores; orientation sheets; withdrawal forms; records of academic probation/dismissal; graduation progress checks; and correspondence with the student.

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.