Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By:   Alphabetical by field of interest
Application Number:   89-27
Item Number:   520.01

Purpose:

The records contain all documents retained in accordance with affirmative action policies regarding open faculty positions including initial letter of application for the position; letters of recommendation; and copies of applicants' resumes/vitae.  Duplicate information is retained with the University's Affirmative Action Office.

Procedure:

Retain in office for five (5) years, then dispose of provided no litigation is pending or anticipated.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   520.02

Purpose:

The records include copies of hiring forms; employee evaluations; and related memoranda/correspondence.  Original civil service personnel files are maintained with the University's Department of Personnel.

Procedure:

Retain in office for five (5) years after separation from employment, 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:   Chronological
Application Number:   89-27
Item Number:   520.03

Purpose:

The originals are maintained by the Office of Liberal Arts and Sciences.

Procedure:

Retain in the office for three (3) years, then review files and dispose of all items no longer possessing any administrative value.

Arranged By:  Chronological
Application Number:  89-27
Item Number:  520.04

Purpose:

The records include new course proposals; copies of course syllabi; and listings of class related fees (e.g., computer usage fees).

Procedure:

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

Arranged By:  Chronological
Application Number:  89-27
Item Number:  520.05

Purpose:

The records contain copies of five-year review (accreditation) plans by the North Central Association of Colleges and Secondary School.

Procedure:

Retain in the office for five (5) years after superseded by new plan, then office to the University Archives for possible accessioning.  If offer is rejected, retain in office for an additional five (5) years, then dispose of providing all administrative value has expired.

Arranged By:  Alphabetical by faculty
Application Number:  89-27
Item Number:  520.06

Purpose:

The records include copies of grant proposals and supporting documentation.  Original grant proposals are maintained with the University Office of Sponsored Projects.

Procedure:

Retain in the office for six (6) years after termination of all corresponding grants and related agreements, 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.

Arranged By:  Alphabetical by faculty
Application Number:  89-27
Item Number:  520.07

Purpose:

The files contain duplicate faculty records including letters of recommendation; annual evaluations; sabbatical reports; resumes/vitae; faculty service reports; student evaluations of faculty (printout of rankings). Original faculty personnel files are retained with the Office of the Provost.

Procedure:

Retain in the office for five (5) years after separation from employment, 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.

Arranged By:  Chronological by fiscal year
Application Number:  89-27
Item Number:  520.08

Purpose:

The records include purchase orders; invoice vouchers; GAS reports; travel authorization forms; vacation/sick leave requests; and copies of inventory control listings. Originals are maintained with the University Offices of Accounting, Purchasing, and Accounts Receivable.

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:  Chronological by semester
Application Number:  89-27
Item Number:  520.10

Purpose:

Grade rolls serve as listings of final grades for all students enrolled in courses under the Department. Originals are maintained with the Office of Registration and Records.

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: Chronological
Application Number:  89-27
Item Number:  520.11

Purpose:

The files contain all records retained on the annual mathematics contest, open to area high school students, which is sponsored by the Northern Illinois University Department of Mathematics. The records include listings of participant schools; copies of test questions; and listings of students who placed in the competition.

Procedure:

Retain in the office for ten (10) years or until administrative value has expired, whichever is longer, then offer to University Archives. If the offer is rejected, then dispose of.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   520.12

Purpose:

The files contain duplicates of undergraduate student records including advisement sheets; grade sheets; copies of transcripts; graduation checklist requirements; and related correspondence.  Original student record information is retained with the University Office of Registration and Records.  Duplicates of graduate student files are retained with the Office of Graduate Studies.

Procedure:

Retain in the office for five (5) years after 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.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   520.13

Purpose:

The records contain copies of examinations given in courses offered under the Department.

Procedure:

Retain in the office for ten (10) years or until administrative value has expired, whichever is longer, then offer to University Archives.  If offer is rejected, then dispose of.