College of Liberal Arts and Sciences-Public Administration Center

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Program Student Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   570.01

Purpose

This record series consists of program student files (active, inactive, alumni) maintained by the Public Administration Center.  The records include comprehensive grade reports, testing records, transcripts, program of study information, advisement applications, and related correspondence.

Procedure

Retain in office for five (5) years after graduation or date of last attendance, then dispose of.

Postage Usage Logs, Telephone Logs and Copies of Billings

Arranged By:   Chronological
Application Number:   89-27
Item Number:   570.02

Purpose

This record series consists of agency record copies of postage usage logs, telephone logs, and copies of related billings.

Procedure

Retain in office for five (5) 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.

Program "By-Laws" Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   570.03

Purpose

The files contain information retained on promotion and tenure decisions, and issues relating to the organization of the public administration program.  The records include curriculum committee minutes university policies and Board of Regent's policies.

Procedure

Retain minutes in office permanently.  Retain duplicate materials in office for five (5) years, then dispose of provided all administrative value has expired.Top of Form

Key Assignment and Return Files

Arranged By:   NA
Application Number:   89-27
Item Number:   570.04

Purpose

The files contain a record of all keys checked in and checked out by center personnel.

Procedure

Retain in office for one (1) year following the "check in" of all keys, then dispose of.

Syllabi Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   570.05

Purpose

This record series consists of duplicate copies of course syllabi maintained for all courses taught under the Public Administration Program.

Procedure

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

Faculty Search Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   570.06

Purpose

This record series include advertisements for positions, requests for positions, copies of affirmative action reports, faculty vitae, and related correspondence.

Procedure

Retain in the office for five (5) years, then dispose of provided all administrative value has expired.

Time and Attendance Records

Arranged By:   Chronological
Application Number:   89-27
Item Number:   570.07

Purpose

This record series consists of copies of time and attendance records maintained by the Public Administration Center.

Procedure

Retain in office for five (5) 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.

Budget and Grant Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   570.08

Purpose

The records include budget and expenditure reports, invoice vouchers, requisitions, purchase orders, travel requests, applications for grant funds, project status reports, final reports, and property control listings.

Procedure

Retain in office for five (5) 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.
Colloquium Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   570.09

Purpose

The files contain information retained on various lecture series offered through the program including name of lecturer, salary data, and lecture series subject.

Procedure

Retain in the office for five (5) years, then review files and dispose of all materials no longer possessing any administrative value.

Letters of Recommendation

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   570.1

Purpose

This record series consists of copies of outgoing letters of recommendation (i.e., for students and faculty) maintained by the Public Administration Center.

Procedure

Retain in office for five (5) years, then dispose of provided administrative value has expired.

Administrative Correspondence and Reference Files

Arranged By:   By subject and department
Application Number:   89-27
Item Number:   570.11

Purpose

This record series consists of correspondence and reference material pertaining to the history, policies, administration, and function of the Public Administration Center. The files include:  various reports produced by the Center for the University and outside agencies (i.e., five year program review reports, accreditation reports to the National Association of Schools of Public Administration and Affairs, yearly University budget reports, etc.); minutes and agendas of faculty staff meetings; correspondence related to the history of the Center, such as notices of award, notifications of changes in the department name, etc.; correspondence with other departments of the University and outside agencies; and alumni correspondence, contribution listings, etc.

Procedure

Retain for five (5) years in office, then review files and remove any materials possessing long term historical value (original minutes of meetings, departmental reports, policy formulation correspondence etc.) and transfer these records to the University Archives for permanent retention.  Records that do not possess any further administrative value are to be disposed of providing no litigation is pending or anticipated.

Book Orders

Arranged By:   Chronological
Application Number:   89-27
Item Number:   570.12

Purpose

This record series consists of book orders for various courses taught in the Public Administration program.

Procedure

Retain in office for five (5) 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.

Faculty Evaluations and Service Reports

Arranged By:   Chronological and Alphabetical
Application Number:   89-27
Item Number:   570.13

Purpose

This record series consists of duplicate faculty evaluations and service reports.  Originals are maintained by the Provost's Office.

Procedure

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

Internship Information Files

Arranged By:   Alphabetical by site
Application Number:   89-27
Item Number:   570.14

Purpose

This record series consists of reference material regarding the various internship programs and program sites where students of the Public Administration program serve internships.  Information regarding each internship program and program site includes name of the organization or agency the student would work for; job description; evaluations of the program for past participants; and other related general program information.

Procedure

Retain in office for five (5) years or until expiration of administrative value, whichever is longer, then dispose of.

Personnel Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   570.15

Purpose

This record series consists of the personnel files for faculty and civil service workers of the Public Administration Center.  The files include the following:  copies of contracts; tenure evaluations; notices of leave and/or sabbatical; resumes; documentation of salary/ classification changes; copies of hiring/appointment papers; termination papers (if applicable); performance evaluations; job descriptions; applications; time and attendance records; and any related correspondence. Original faculty and no-rank faculty personnel files are maintained by the Provost's Office.  Original civil service personnel files are maintained by the Civil Service Personnel Office.

Procedure

This record series consists of the personnel files for faculty and civil service workers of the Public Administration Center.  The files include the following:  copies of contracts; tenure evaluations; notices of leave and/or sabbatical; resumes; documentation of salary/ classification changes; copies of hiring/appointment papers; termination papers (if applicable); performance evaluations; job descriptions; applications; time and attendance records; and any related correspondence. Original faculty and no-rank faculty personnel files are maintained by the Provost's Office.  Original civil service personnel files are maintained by the Civil Service Personnel Office.

Contact Us

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