Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By:   By fiscal year
Application Number:   89-27
Item Number:   530.01

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 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:   530.02

Purpose:

Departmental Meeting Minutes and Agendas (Originals)

Procedure:

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

Arranged By:   By term
Application Number:   89-27
Item Number:   530.03

Purpose:

This record series consists of faculty activity reports completed each term by each faculty member showing the amount of time spent on teaching; class preparation; research; public service; and other job-related activities.  These reports are signed by the Department chair and the dean of the college.  The record copies are then sent to the Office of Institutional Research where they are edited and maintained for five (5) years.

Procedure:

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

Arranged By:   By position, then Alphabetical
Application Number:   89-27
Item Number:   530.04

Purpose:

This record series consists of applicant files resulting from faculty searches within the Department of Philosophy.  Included are resumes, vitae, applications, letters of recommendation, samples of written work, 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.

Arranged By:   By term
Application Number:   89-27
Item Number:   530.05

Purpose:

This record series consists of computer printout grade rolls showing, for each class under the Philosophy Department, names of all students enrolled with corresponding hours earned, grade earned, identification number, and class rank (i.e., freshman, sophomore, junior, or senior).  Original grade rolls are maintained by the Office of Registration and Records.

Procedure:

Retain in office for three (3) years, then dispose of.

Arranged By:   By active and inactive, then Alphabetical
Application Number:   89-27
Item Number:   530.06

Purpose:

This record series consists of personnel files for faculty and civil service employees of the Philosophy 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 the faculty personnel files are maintained for sixty-five (65) years by the Provost's Office.

Procedure:

Retain in the office of 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:   530.07

Purpose:

The files contain 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 office for five (5) years, after graduation or date of last attendance, then dispose of.

Arranged By:   Alphabetical by subject
Application Number:   89-27
Item Number:   530.08

Purpose:

These files contain original and duplicate correspondence and reference material generated or received by the Philosophy Department.  The file includes original and duplicate University memoranda; duplicate meeting minutes of campus-wide committees; course schedules; informational booklets and pamphlets; and correspondence with students, state agencies, and various other organizations.

Procedure:

Retain three (3) years in the office, then (with the assistance of University Archives staff) review the file and dispose of extraneous items and transfer any materials possessing archival value to the University Archives for permanent retention.