Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By:   Chronological by search
Application Number:   89-27
Item Number:   580.01

Purpose:

This record series consist of applicant files resulting from faculty searches within the Public Opinion Lab.  Included are affirmative action forms, letters of response, copies of advertisements for the vacancy, applications and resumes from unsuccessful applicants and any related correspondence.

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:   Chronological
Application Number:   89-27
Item Number:   580.02

Purpose:

This record series consists of purchasing requests, printing requests, purchase orders, vouchers (invoice and travel), billings, and expenditure reports.  Originals or record copies of these files are maintained by the Accounting Office and the Purchasing Office.

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:   Alphabetical and Chronological
Application Number:   89-27
Item Number:   580.04

Purpose:

This record series consists of research grant files maintained by the Public Opinion Lab for faculty members who have received such awards.  The files include:  grant proposals; project code books; supporting budgetary information such as check requests, printing requests, purchase requests, price quotes, purchase orders, travel vouchers, etc.; copies of any tests or surveys and their corresponding results; related reference data; working papers and progress notes; copies of any reports; and any related correspondence. All original documentation (grant applications and proposals, project narratives, project budgets, etc.) for grants received through or with the assistance of the University is maintained by the Office of Sponsored Projects.

Procedure:

Retain in the office for six (6) years following completion of grant project, then with the assistance of the University Archives staff, review files and transfer any materials possessing archival/research value to the University Archives for permanent retention providing all administrative value has expired.  Dispose of balance of materials after completion of the foregoing review(s) 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
Application Number:   89-27
Item Number:   580.05

Purpose:

This record series consists of grant proposals along with their revised versions submitted to government and/or private agencies.

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.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   580.06

Purpose:

This record series consists of active and inactive personnel files for faculty members, civil service, and student workers of the Public Opinion Lab. The files include the following:  copies of contracts; tenure evaluations; resumes; documentation of salary/classification changes; copies of hiring/appointment papers; termination papers (if applicable); performance evaluations; job descriptions; applications; Student Work Authorization forms; and any related correspondence. Original personnel files of student workers are maintained by the Student Financial Aid Office.  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:

Retain in office for five (5) years after termination of employment, graduation or date of last attendance, 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:   580.07

Purpose:

This record series consists of the documentation pertaining to research projects conducted by the Public Opinion Lab for various private and government agencies for a fee.  The files include:  project proposals; project code books; supporting budgetary information such as check requests, printing requests, purchase requests, price quotes, purchase orders, travel vouchers, etc.; copies of any tests or surveys and their corresponding results; related reference data, working papers and progress notes; copies of the final report regarding the project/research; and information regarding the Lab's billing of the outside agencies; and any related correspondence.

Procedure:

Retain in the office for six (6) years following completion of the project, then with the assistance of the University Archives staff, review files and transfer any materials possessing archival/research value to the University Archives for permanent retention, providing all administrative value has expired.  Dispose of balance of materials after completion of the foregoing review(s) providing all audits have been completed under supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Arranged By:   Chronological
Application Number:   89-27
Item Number:   580.08

Purpose:

This record series consists of proposals made by the Public Opinion Lab to outside agencies which detail the research services offered by them to the agencies.  The proposals describe the types of research services provided by the Lab and how they can benefit the agency along with cost estimates of the various services.  Also maintained with the proposals is any related correspondence.

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.

Arranged By:   Chronological
Application Number:   89-27
Item Number:   580.09

Purpose:

This record series consists of a reference/historical file regarding various workshops conducted by the Public Opinion Lab pertaining to the use of computers in research.  The file includes:  a record of who taught the workshop; duplicate purchase orders and requests for materials used in the workshop; copies of applications from those persons who applied to attend the workshop and any related correspondence.

Procedure:

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