Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   480.02

Purpose:

This record series consists of the annual report prepared by the Department of Geography highlighting the major accomplishments and achieved goals of the department during the previous year and outlining the plans and goals for the next year.

Procedure:

Retain in the office for five (5) years, then transfer to the University Archives for permanent retention.

Arranged By:   Chronological by search
Application Number:   89-27
Item Number:   480.03

Purpose:

This record series consists of applicant files resulting from faculty searches within the Geography Department.  Included are resumes, vitae, applications, letters of recommendation, and any other information received from prospective applicants.

Procedure:

Retain in the office for five (5) years following termination of the position vacancy, 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.

Arranged By:   Chronological by fiscal year
Application Number:   89-27
Item Number:   480.04

Purpose:

This record series consists of the fiscal administration files maintained by the Geography Department. The records contain:  purchase orders, budget work papers, and copies of GAS (General Accounting System) reports.  Originals are maintained with the University Offices of Accounting, Purchasing and the Budget.

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.

Arranged By:   by active and inactive, then Alphabetical
Application Number:   89-27
Item Number:   480.05

Purpose:

This record series consists of personnel files for the faculty and civil service employees of the Geography Department.  Included are resumes, vitae, employment applications, evaluations, faculty service reports, and correspondence. Original civil service personnel files are maintained for sixty-five (65) years by the Office of Personnel and original faculty personnel files are also maintained sixty-five (65) years by the Provost's Office.

Procedure:

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

Arranged By:   by graduate and undergraduate, then Alphabetical
Application Number:   89-27
Item Number:   480.06

Purpose:

This record series consists of student files for the Geography 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 Registration and Records.

Procedure:

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