Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By:   by fiscal year
Application Number:   89-27
Item Number:   510.01

Purpose:

This record series consists of duplicate purchase orders, requisitions, vouchers, invoices, check requests, GAS reports, bookstore order forms, budget printout 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 provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Arranged By:   Numerical by course number
Application Number:   89-27
Item Number:   510.02

Purpose:

This record series contain course syllabi, book order forms, and listings of course offerings (showing all courses offered by the Department each term).

Procedure:

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

Arranged By:   by semester
Application Number:   89-27
Item Number:   510.04

Purpose:

This record series consists of duplicate files on all graduate assistants in the Department of Journalism.  Included are appointment letters, acceptance letters (from students), and I-9 forms. Originals are maintained by the University's Graduate School.

Procedure:

Retain in the office for five (5) years after graduation or date of last attendance, then dispose of provided no litigation is pending or anticipated.

Arranged By:   By active and inactive, then Alphabetical
Application Number:   89-27
Item Number:   510.05

Purpose:

This record series consists of personnel files for the faculty and civil service employees of the Department of Journalism.  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 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.

Arranged By:   By graduate and undergraduate, then Alphabetical
Application Number:   89-27
Item Number:   510.06

Purpose:

This record series consists of transcripts, grade reports, test score results, grade change request, 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.