College of Liberal Arts and Sciences-Geography Department

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Administrative Correspondence and Reference Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   480.01

Purpose

This record series consists of the administrative correspondence and reference files maintained by the Geography Department.  The records include college/departmental correspondence, memoranda and copies of course syllabi.

Procedure

Retain all correspondence in the office for three (3) years, then dispose of provided all administrative value has expired.  Retain in office for two (2) years or until expiration of administrative value, whichever is longer, then dispose of.

Annual Reports

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.

Faculty Search Files

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.

Fiscal Administration Files

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.

Personnel Files

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.

Student Files

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.

Contact Us

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