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Ethics and Compliance Office
Office of the President

  1. Ethics and Compliance Office
  2. Records Management
  3. Records Retention Schedules
  4. College of Liberal Arts and Sciences-Geology

College of Liberal Arts and Sciences-Geology

Budget and Fiscal Administration Files

Arranged By:   By fiscal year
Application Number:   89-27
Item Number:   490.01

Purpose

This record series consists of duplicate purchase orders, requisitions, vouchers, invoices, GAS reports, bookstore order forms, budget printouts and budget working papers. The originals are maintained by the University's Purchasing, Accounting and Budgeting Offices for six (6) years.

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.

Faculty Search Files

Arranged By:   By position, then Alphabetical
Application Number:   89-27
Item Number:   490.02

Purpose

This record series consists of applicant files resulting from faculty searches within the Geology 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.

Personnel Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   490.03

Purpose

This record series consists of personnel files for the faculty and civil service employees of the Geology 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 maintained for 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:   490.04

Purpose

This record series consists of transcripts, grade reports, test score results, grade change requests, and any related correspondence. 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