College of Liberal Arts and Sciences-English Department

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Administrative and General Correspondence with Related Documents and Memos

Arranged By:   Chronological by year, Alphabetical by topic, Numerical by file number
Application Number:   89-27
Item Number:   460.01

Purpose

This record series consists of incoming and outgoing correspondence between the English Department, other university departments, and groups or individuals outside of the University. Contents in the record series include correspondence, form letters, statistical tabulations, memos, notes, drafts, office procedures, inventory lists, lists of publications, and staff achievement notices.

Procedure

Retain in office for three (3) years, then with the assistance of University Archives staff dispose of routine correspondence and documents lacking statistical and/or research value and retain on a permanent basis the balance of the file.  Documents possessing historical and/or research value may be offered to the University Archives for accessioning upon expiration of all immediate or active administrative reference value.

Affirmative Action Job Search File

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   460.02

Purpose

This record series consists of files which document hiring procedures of the English Department pursuant to affirmative action requirements (Ill. Rev. Stat. 1989, Ch. 68, par.  7-106). Contents in the record series include resumes, copies of affirmative action reports, list of candidates, applications, correspondence, and acknowledgement letters. University record copies of affirmative action files are maintained by the Affirmative Action Office.

Procedure

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

Book Orders

Arranged By:   Chronological by year, Alphabetical by faculty
Application Number:   89-27
Item Number:   460.03

Purpose

This record series consists of duplicate copies of book orders (i.e., requests for course textbooks/maintained by the Office of the Department of English.  Original book orders are maintained with the University Bookstore.

Procedure

Retain in the office for three (3) years, then dispose of provided all administrative value has expired.

Budget and Fiscal Records

Arranged By:   Chronological
Application Number:   89-27
Item Number:   460.04

Purpose

This record series consists of financial documents which detail the fiscal accounting operations of the English Department.  The files serve to line item budgeting. Contents in the record series include budgetary reports, transfer vouchers, purchase orders, receipts, travel requests, ledger sheets, and correspondence.  The originals are maintained in the Accounting Department.

Procedure

Retain in office for three (3) years, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

CHANCE Program Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   460.05

Purpose

This record series consists of the CHANCE (Complete Help and Assistance Necessary for a College Education) Program files.  CHANCE is a Northern Illinois University sponsored program that was established to provide college opportunities to students who are educationally disadvantaged and who do not meet regular admission requirements.  The CHANCE program uses flexible criteria for admitting students to Northern Illinois University considering not only the ACT results, rank in class, and high school course of study, but other factors that help determine potential for completing a university degree.  An academic department may sponsor a limited number of new freshmen who do not meet regular admission requirements but who show special talent appropriate to the programs of that Department.  Specific records retained by the Department for the program include student enrollment reports; program progress reports; curriculum development data; and all related correspondence.

Procedure

Retain in the office for five (5) years or until administrative value has expired, whichever is longer, then offer to transfer to University Archives for permanent retention.  If such offer is refused, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Civil Service Personnel Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   460.06

Purpose

This record series consist of files which contain the civil service histories of office and clerical staff. Contents in the record series include position applications, employee contracts, payroll data, evaluations, supporting correspondence, interviews, and office memos.  The originals are maintained in the University's Personnel Department.

Procedure

Retain in office for five (5) years following termination of employment, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Class Schedules

Arranged By:   Chronological
Application Number:   89-27
Item Number:   460.07

Purpose

This record series consist of duplicate copies of class schedules (printouts) maintained by the Office of the English Department.  Originals are maintained with the Office of Registration and Records.

Procedure

Retain in office for two (2) years or until expiration of administrative value, then dispose of.

Course Description Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   460.08

Purpose

This record series consists of the course description files maintained by the Office of the Department of English.  The records include the original course descriptions; related correspondence; and supporting documentation (i.e., copies of course outlines).

Procedure

Retain in the office permanently.

Course Syllabi Files

Arranged By:   Numerical by course number
Application Number:   89-27
Item Number:   460.09

Purpose

This record series consists of the course syllabi files maintained by the Office of the Department of English.  The records contain copies of syllabi for all courses offered under the Department.

Procedure

Retain in office for two (2) years or until the expiration of administrative value, then dispose of.
Evaluations of Faculty

Arranged By:   Chronological
Application Number:   89-27
Item Number:   460.1

Purpose

This record series consists of documents which summarize the academic performance of faculty within the Department of English.  The evaluation functions as a means for promotion or constructive suggestion by the department's personnel committee. Contents in the record series include rating numbers, faculty activity reports, letters of the chair, and rank of evaluations.  The files are duplicate to the English Department as the original is maintained by the Provost's Office.

Procedure

Retain in office for five (5) years following termination of employment, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Faculty Activity Reports

Arranged By:   Chronological
Application Number:   89-27
Item Number:   460.11

Purpose

This record series consists of the faculty activity reports (printouts) maintained by the Department of English.  The reports indicate a breakdown of faculty work activity by semester including number of courses taught; credits earned; time spent on class preparation; and amount of time spent on committee/public service.

Procedure

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

Faculty Personnel Files (Active/Inactive)

Arranged By:   Alphabetical by faculty
Application Number:   89-27
Item Number:   460.12

Purpose

This record series consists of the faculty personnel files maintained by the Department of English.  The files contain personnel date for all undergraduate/Freshmen English faculty including performance evaluations; classroom observation reports; letters of recommendations; and date (e.g., syllabi) retained on courses taught.  Original faculty personnel records are maintained with the University's Provost Office.

Procedure

Retain in the office for five (5) years after the date of separation from employment, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Freshmen English Committee Meeting Minutes

Arranged By:   Chronological by semester
Application Number:   89-27
Item Number:   460.13

Purpose

This record series consists of the Freshmen English Committee Meeting Minutes maintained by the Department of English.

Procedure

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

General Correspondence File

Arranged By:   Chronological
Application Number:   89-27
Item Number:   460.14

Purpose

This record series consists of the general correspondence files (i.e., student inquiries) maintained by the Department of English.

Procedure

Retain in the office for three (3) years, then review files and dispose of all correspondence no longer possessing any administrative value.

Grade Appeal Files

Arranged By:   Chronological by semester
Application Number:   89-27
Item Number:   460.15

Purpose

This record series consists of the grade appeal files maintained by the Department of English.  The files contain all documents generated if a student decides to appeal a final grade received for a course.  A student has up to four weeks in which to initiate an appeal from the time the grade is issued.  Specific examples of records include initial appeal request form; related correspondence; and any related supporting documentation.

Procedure

Retain in the office for one (1) academic year after the student has left the University, then dispose of.

Grade Change Forms

Arranged By:   Chronological by semester
Application Number:   89-27
Item Number:   460.16

Purpose

This record series consists of the grade change forms maintained by the Department of English.  These forms are generated if there is an incorrect final grade was issued by a faculty person and needs to be changed (i.e., error in calculation). Originals are retained with the Office of Registration and Records.

Procedure

Retain in the office for three (3) years, then dispose of provided all administrative value has expired.

Grade Rolls

Arranged By:   Chronological
Application Number:   89-27
Item Number:   460.17

Purpose

This record series consists of the grade rolls maintained by the Department of English.  Grade rolls serve as a listing of final grades for all students enrolled in courses under the department including grade received; instructor's name; and section. Original grade information is retained with the University's Office of Registration and Records.

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.

Junior Qualification Exam Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   460.18

Purpose

This record series consists of the junior qualification exam files maintained by the Department of English.  The records contain all documents retained on English Composition competency exams.  The exams are used to determine if Northern Illinois University students have demonstrated a "C" level of competency on the freshmen English level in order to meet university requirements for graduation by their senior year. Specific records include copies of test questions; test results; and test booklets (students' composition).

Procedure

Retain test questions in the office until revised/superseded, then dispose of. Retain test results in the office for fifteen (15) years, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated. Test booklets may be disposed of after two (2) years.

Minutes (Departmental and Non-Departmental)

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   460.19

Purpose

This record series consists of staff minutes of the English Department and other educational boards. Contents in the record series include English Department minutes (e.g., proceedings, agenda, supporting documents) and non-departmental minutes (e.g., proceedings, agenda, supporting documents from the Board of Regents and Illinois Board of Higher Education).  The English Department minutes are original as the Board of Regents and Illinois Board of Higher Educations proceedings are agency record copies.

Procedure

Retain original minutes in office permanently.  Retain duplicate minutes in office for five (5) years or until expiration of administrative value, whichever is longer, then dispose of.

New Course Proposal Files

Arranged By:   Numerical by course number
Application Number:   89-27
Item Number:   460.2

Purpose

This record series consists of the new course proposal files maintained by the Department of English.  The records contain originals of new course proposals and related correspondence.

Procedure

Retain in the office until revised or superseded, then transfer to the University Archives for appraisal and possible archival custody and preservation.  If the series is not accessioned by the University Archives, dispose of.

Oxford Foreign Study Program

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   460.21

Purpose

This record series consists of documents relevant to summer school program at Oxford University.  The curriculum is applicable to both graduate and undergraduate students and serves as basis for continuing education. Contents in the record series consist of original curriculum plans, final report(s), and duplicate budget forms and grade reports.

Procedure

Retain in office for five (5) years, then offer to transfer to the University Archives for accessioning.  If the offer is rejected by University Archives staff, retain and dispose of upon discretion of the English Department.

President's Search File

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   460.22

Purpose

This record series consists of documents which were relevant to an employment search for President of the University.  The files were used as a screening process to eliminate possible candidates and serve as data for future reference. Contents in the record series include applications, credentials, resumes, procedural instructions, and evaluations.  The originals are maintained by the President's Office.

Procedure

Dispose of accumulation.

Publication, Tenure, Promotion, and Personnel File

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   460.23

Purpose

This record series consists of files which document academic achievements of departmental faculty.  The documents note research, publication, and rank status, and are used as data for possible promotions. Contents in the record series include a justification form, copies of publications, student evaluations, faculty evaluations, and syllabi.  The originals are maintained by the Provost's Office.

Procedure

Retain in office five (5) years following termination of employment, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Schedule Planning and Implementation Program Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   460.24

Purpose

This record series consists of the schedule and implementation program files maintained by the Department of English.  The files contain all documents used in the creation and planning of course schedules for the department including students' final grades; section tallies; and copies of book orders (originals are maintained by with the University Bookstore).

Procedure

Retain in the office for five (5) years, then review files and transfer any materials documenting significant planning decisions to the University Archives.  Any extraneous materials may be disposed of.

Semester Course Offering Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   460.25

Purpose

This record series consists of the semester course offering files maintained by the English Department.  The files contain copies of course offerings from previous semesters which are used to reflect changes in new course offerings (i.e., deletion of courses, change in instructor).  Originals are maintained with the Office of Registration and Records.

Procedure

Retain in office for two (2) years or until expiration of administrative value, whichever is longer, then dispose of.

Student Personnel Files

Arranged By:   Chronological by year, Alphabetical by name
Application Number:   89-27
Item Number:   460.26

Purpose

This record series consists of files documenting departmental students who are employed by the university. The documents provide information relevant to the students' performance and payroll earnings. Contents in the record series include job applications, evaluations, payroll status of student employment, memos, and related correspondence.  The originals are maintained by the Student Employment Office or Financial Aid Office.

Procedure

Retain in office for five (5) years following termination of employment, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Undergraduate Studies Committee Minutes

Arranged By:   Chronological
Application Number:   89-27
Item Number:   460.27

Purpose

This record series consists of the Undergraduate Studies Committee minutes (i.e., policy formulation for the Undergraduate Program) maintained by the Department of English.

Procedure

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

Undergraduate Studies Committee Minutes

Arranged By:   Chronological
Application Number:   89-27
Item Number:   460.27

Purpose

This record series consists of the Undergraduate Studies Committee minutes (i.e., policy formulation for the Undergraduate Program) maintained by the Department of English.

Procedure

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

Undergraduate Student Files (Active/Inactive)

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   460.28

Purpose

This record series consists of the undergraduate student files (active/inactive) maintained by the Department of English.  The records include major declaration forms; copies of transcripts; credit evaluation forms; grade sheets; graduation requirement checklists; and related correspondence. Original student records are retained with the Office of Registration and Records.

Procedure

Retain in the office for five (5) years after graduation or date of last attendance, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Unsuccessful Job Applicant Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   460.29

Purpose

This record series consists of the unsuccessful job applicant files maintained by the Department of English.  The files contain all records retained on persons who have applied for open faculty positions under the department but were not hired.  Specific examples include initial letters of application (solicited/unsolicited); copies of resumes/vitae; copies of transcripts; and related correspondence.

Procedure

Retain in office for three (3) years after the job search has been completed, then dispose of provided no litigation is pending or anticipated.

Contact Us

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