College of Liberal Arts and Sciences-Journalism

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Budget and Fiscal Administration Files

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.

Curriculum Development Files

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.

General Administrative Correspondence

Arranged By:   Chronological
Application Number:   89-27
Item Number:   510.03

Purpose

This record series consists of the routine, day-to-day correspondence generated by the Department of Journalism.

Procedure

Retain three (3) years in the office, then dispose of provided no litigation is pending or anticipated.

Graduate Assistantship Files

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.

Personnel Files

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.

Student Files

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.

Contact Us

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