College of Liberal Arts and Sciences-Political Science

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Annual Reports

Arranged By:   Chronological
Application Number:   89-27
Item Number:   550.01

Purpose

This record series consists of the annual reports prepared by the Political Science Department.  Information contained in this includes records of those enrolled in graduate courses degrees award (both graduate and undergraduate), funding information, spending breakdown, grants received, courses offered and staffing of courses.

Procedure

Retain in office for five (5) years, then dispose of after first offering to the University Archives for accessioning.

Budget and Fiscal File

Arranged By:   Chronological
Application Number:   89-27
Item Number:   550.02

Purpose

This record series contains travel vouchers, telephone bills, commodities purchased, purchase orders, vouchers, and any budget related articles.

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.

Departmental Staff Meeting Minutes and Agendas

Arranged By:   Chronological
Application Number:   89-27
Item Number:   550.03

Purpose

Departmental Staff Meeting Minutes and Agendas (Record Copy)

Procedure

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

Executive Committee File

Arranged By:   Chronological
Application Number:   89-27
Item Number:   550.04

Purpose

This record series consists of minutes and agendas of the Executive Committee for the Political Science Department.  Items discussed by the Committee include promotion, tenure, reviews, evaluations, personnel problems, etc.

Procedure

Retain permanently in office.

Personnel Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   550.05

Purpose

This record series consists of faculty and student personnel files for the Political Science Department.  Faculty records include resumes, applications, appointment papers, salaries, promotions, commendation/reprimands, etc.  The student personnel files contain application, starting date/final date, salary, etc. Record copy of faculty files are found at the Provost's Office.  The graduate assistant file record copy is found at the Graduate School.  Record copies of undergraduate personnel files are found at the Office of Financial Aid.

Procedure

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

Search Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   550.06

Purpose

This record series consists of applications and resumes for those seeking to fill open faculty positions within the Political Science Department.  Also included in this are all pertinent information related to the candidates as well as the position.

Procedure

Retain in office for five (5) years following closure of position opening, then dispose of providing no litigation is pending or anticipated.

Starred Paper and Dissertation Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   550.07

Purpose

This record series consists of starred papers (required for a master’s degree) and dissertations (required for doctorate).

Procedure

Retain permanently.

Student Evaluations of Faculty

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   550.08

Purpose

This record series consists of student evaluations of faculty and the course taught.

Procedure

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

Student Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   550.09

Purpose

This record series consists of student files (both graduate and undergraduate) for the Political Science Department.  Included in this are grades, comprehensive exams, applications for program (graduate only), dropout form, lists of completed course, and any forms or pertinent information. The record copy of this material is kept by the Office of Registration and Records and the Graduate School.

Procedure

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

Syllabi Files

Arranged By:   By course
Application Number:   89-27
Item Number:   550.1

Purpose

This record series consists of the syllabi for the Political Science Department.  Information contained in this file include information on courses offered, books needed, outlines, what is to be accomplished, etc.

Procedure

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

Contact Us

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