College of Liberal Arts and Sciences-English Graduate Department

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Administrative and General Correspondence and Memos

Arranged By:   Alphabetical by topic
Application Number:   89-27
Item Number:   470.01

Purpose

This record series consists of incoming and outgoing correspondence between the English Graduate School, other university departments, students, and other interested groups or individuals. Contents in the record series include memos, notes, letters, policies, procedures, and various course documents.

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 Exam Scores

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   470.02

Purpose

This record series consists of entrance exam scores and comprehensive test results relevant to the English Graduate Department.  The documents are used as a prerequisite to class enrollment and graduate degrees. Contents in the record series consists of name of student and related achievement scores for designated tests.

Procedure

Retain in office permanently.

Minutes of Graduate Faculty

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   470.03

Purpose

This record series consists of minutes of proceedings relevant to the faculty of the Graduate Studies Program. Contents in the record series include minutes of proceedings and agendas.

Procedure

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

Student Evaluations of Professors

Arranged By:   Chronological by year, Numerical by course number
Application Number:   89-27
Item Number:   470.04

Purpose

This record series consists of documents of appraisals of Graduate School professors.  The files serve to evaluate performances of staff from the student's point of view. Data of the record series include positive evaluations, negative appraisals, and constructive recommendations.

Procedure

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

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   470.05

Purpose

This record series consists of individual files which document students who are pursuing master’s degrees, Doctor of Philosophy, and certificates of advance study.  The files are used as reference to student progress and to document curricular programs. Contents in the record series consists of application to program, transcripts, recommendations, assistantship, information, exam scores, copies of exams, correspondence, grade reports, and grade changes.  The originals are maintained by the University's Graduate School.

Procedure

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

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815-753-5560
eco@niu.edu