College of Liberal Arts and Sciences-History Department

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Book Order Files

Arranged By:   Chronological by semester
Application Number:   89-27
Item Number:   500.01

Purpose

This record series consists of the book order files (e.g., copies of orders for course textbooks) maintained by the History Department.

Procedure

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

Departmental Curriculum Files

Arranged By:   Numerical by course number
Application Number:   89-27
Item Number:   500.02

Purpose

This record series includes class schedules, course descriptions, copies of course syllabi, and copies of examinations.

Procedure

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

Departmental Meeting Minutes

Arranged By:   Chronological
Application Number:   89-27
Item Number:   500.03

Purpose

This record series consists of original departmental meeting minutes (i.e., Advisory Committee, Graduate Committee) maintained by the Office of the History Department.

Procedure

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

Faculty Recruitment Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   500.04

Purpose

This record series contains letters of job advertisements, letters of reply, copies of resumes/vitae, and copies of affirmative action reports.

Procedure

Retain in office for five (5) 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.

Fiscal Administration Files

Arranged By:   Chronological by fiscal year
Application Number:   89-27
Item Number:   500.05

Purpose

This record series includes travel vouchers, purchase orders, invoices, budget reports, telephone bill reports, and budge expenditure books.

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.

General Administrative Correspondence and Reference Files

Arranged By:   Alphabetical by subject
Application Number:   89-27
Item Number:   500.06

Purpose

This record series consists of the routine incoming and outgoing administrative correspondence of the History Department along with various miscellaneous material regarding the History Club, rules and regulations which pertain to the department and the University, information on various awards presented by the department, copies of History Department newsletters, etc.

Procedure

Retain in the office for three (3) years, then with the assistance of the University Archives staff, review the series and transfer to the University Archives for permanent retention materials possessing archival value and dispose of the balance of materials after completion of the foregoing review(s) providing no litigation is pending or anticipated.

Inactive Graduate Student Application Files

Arranged By:   Chronological and Alphabetical
Application Number:   89-27
Item Number:   500.07

Purpose

This record series consists of copies of the applications for graduate study in the field of History for those persons who were accepted to the graduate program but never officially enrolled as a student at the University.  Original applications for admission to the graduate program are maintained in the Graduate School Office.

Procedure

Retain in the office for five (5) years after acceptance to the program, then dispose of providing no litigation is pending or anticipated.

Minor Declaration Files

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   500.08

Purpose

This record series consists of copies of minor declaration forms which are completed by each student who declares a minor in the field of History.  Original documentation of minor declarations is maintained by the Registration and Records Office.

Procedure

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

Personnel Files - Active and Inactive

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   500.09

Purpose

This record series consists of active and inactive personnel files for faculty members, civil service, and student workers. Types of documents found within the files include the following:  copies of employment contracts, tenure evaluations, notices of leave and/or sabbatical, resumes, documentation of salary/classification changes, copies of hiring/appointment papers, termination papers (if applicable), performance evaluations job descriptions, applications time and attendance records, Student Work Authorization forms, and any related correspondence. Original personnel files of student workers are maintained by the Student Financial Aid Office.  Original faculty and no-rank faculty personnel files are maintained by the Provost's Office.  Original civil service personnel files are maintained by the Civil Service Personnel Office. With exceptions, all original personnel files will be scheduled for a retention period of sixty-five (65) years.

Procedure

Retain in the office for five (5) years after termination of employment, 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.

Student Files - Graduate and Undergraduate

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   500.1

Purpose

This record series consist of individual files for each student pursuing an undergraduate or graduate history degree.  Types of documents found in a student file are:  grade reports, statements of academic standing, graduation progress reports, declaration and/or change of major forms, notes from meetings with advisors, transfer adjustment/ substitution waivers, history major checklists, applications for Graduate School, applications for Graduate Assistantships (if applicable), college transcripts, letters of recommendations, copies of G.R.E. test scores, dissertation director announcements, approvals of dissertations, course schedules, and any related correspondence.  Official records of graduate students are maintained permanently by the Graduate School while official undergraduate student records are maintained permanently by the Registration and Records Office.

Procedure

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

University Council on Instruction/Graduate Council Meeting Minutes

Arranged By:   Chronological
Application Number:   89-27
Item Number:   500.11

Purpose

This record series consists of copies of the University Council on Instruction Meeting minutes and Graduate Council Meeting minutes maintained by the History Department.

Procedure

Retain in office for five (5) years or until administrative value has expired, whichever is longer, then dispose of.

Contact Us

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