Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By: Chronological
Application Number: 89-27
Item Number: 600.01

Purpose:

This record series consists of the results of comprehensive exams taken by candidates for graduate degrees. Satisfactory scores on these exams are required before the Department will grant such degrees. The originals are maintained permanently by the Graduate School in the student master files.

Procedure:

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

Arranged By: Chronological
Application Number: 89-27
Item Number: 600.02

Purpose:

This record series consists of copies of departmental schedules (showing all courses offered by the department each term), duplicate class lists and duplicate grade rolls.

Procedure:

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

Arranged By: Chronological
Application Number: 89-27
Item Number: 600.03

Purpose:

The records include copies of new course proposals and new graduate/undergraduate program information. Originals are maintained with the College of Liberal Arts and Sciences/Dean's Office.

Procedure:

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

Arranged By: By committee, then Chronological
Application Number: 89-27
Item Number: 600.04

Purpose:

This record series consists of original committee minutes, agendas, and reports for the Sociology Department.

Procedure:

Retain permanently - either in office or the University Archives.

Arranged By: Alphabetical
Application Number: 89-27
Item Number: 600.05

Purpose:

The records include copies of resumes/vitae; academic employment forms; faculty grant information; and copies of faculty publications. Original faculty personnel files are maintained with the Office of the Provost.

Procedure:

Retain in office for five (5) years after separation from employment, 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: By position, then Alphabetical
Application Number: 89-27
Item Number: 600.06

Purpose:

This record series consist of applicant files resulting from faculty searches within the Sociology Department. Included are resumes, vitae, applications, letters of recommendations, copies of publications written by applicants, and any related correspondence.

Procedure:

Arranged by: Alphabetical by subject
Application number: 89-27
Item number: 600.07

Purpose:

The records include invoices; purchase orders; GAS reports; and budget work papers.  Originals are retained with the University Archives of Purchasing, Accounting and Accounts Receivable.

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: 600.08

Purpose:

This record series consists of duplicate reports (regarding student enrollment, graduation statistics, grades, demographic breakdowns, etc.) and informational material received from the Graduate School.

Procedure:

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

Arranged By: Alphabetical
Application Number: 89-27
Item Number: 600.09

Purpose:

The records contain all documents retain on students who have been placed in internship programs established between the Northern Illinois University Sociology Department and outside agencies (i.e., community services work). the records include the initial agreements forms, correspondence, and related documentation (i.e., performance evaluations).

Procedure:

Retain in office for five (5) years after 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: Alphabetical
Application Number: 89-27
Item Number: 600.1

Purpose:

The records include annual rating sheets for faculty and related review materials. Originals are maintained with the College of Liberal Arts and Sciences/Dean's Office.

Procedure:

Retain in office for five (5) years after separation from employment, 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: By graduate and undergraduate, then Alphabetical
Application Number: 89-27
Item Number: 600.11

Purpose:

The files include transcripts; grade reports, test score results; grade change requests; and any related correspondence. Original student files are maintained permanently 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 then Chronological
Application Number: 89-27
Item Number: 600.12

Purpose:

The records include copies of syllabi for all courses offered under the Department.

Procedure:

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