Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   590.01

Purpose

The files contain personnel information retained on faculty, civil service workers, and graduate assistants including personnel salary and length of service summaries, performance evaluations, academic personnel service appointment forms and related correspondence.

Procedure

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

Arranged By:   Chronological
Application Number:   89-27
Item Number:   590.02

Purpose

The files contain all information retained on grants awarded to the research institute including copies of grant applications, award notices and grant amounts, financial status reports, and related correspondence.  Original copies of grant documentation and project outcome reports are retained with the University's Office of Sponsored Projects.

Procedure

Retain in the office for five (5) years following the expiration period of the correspondence grant(s), 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:   590.03

Purpose

The records include purchase orders, invoice vouchers, budget work papers, expense billings, and copies of GAS reports.  Originals are maintained with the University Offices of Accounting, Accounts Receivable and Purchasing.

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.