College of Education--Assistant Dean

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General Administrative Correspondence

Arranged By:   Alphabetical by subject
Application Number:   89-27
Item Number:   190.01

Purpose

This record series consists of incoming and outgoing memos and general administrative correspondence with the various departments of the College of Education, other Colleges of the University, the President's Office, students, outside organizations, etc.  Current correspondence of the office is also retained on computer disc.

Procedure

Retain in office for three (3) years, then (with the assistance of the Archives staff) review the file and dispose of extraneous items and transfer any materials possessing archival value to the University Archives for permanent retention.

Annual Reports

Arranged By:   Chronological
Application Number:   89-27
Item Number:   190.03

Purpose

The records contain annual reports generated from the Offices of Institutional Research, Career Placement, and Clinical Education and Student Services.

Procedure

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

Budget Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   190.04

Purpose

The records include copies of past budgets and budget preparation work papers.

Procedure

Retain in office for six (6) 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.

Fiscal Administration Files

Arranged By:   Chronological by fiscal year
Application Number:   89-27
Item Number:   190.05

Purpose

This record series consists of the fiscal administration files maintained by the Office of the Assistant Dean/Business Manager.  The records include purchase orders, invoice vouchers, billings, and copies of changes in status for operating staff.

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.

College of Education Graduate Information Reports

Arranged By:   Chronological
Application Number:   89-27
Item Number:   190.06

Purpose

This record series consists of yearly reports compiled by the Assistant Dean's Office from information contained on questionnaires returned to the various departments of the College of Education by graduates of the College.  The information from these questionnaires is compiled into a report which details by year of graduation such things as the percentage of graduates employed, average salary ranges of graduates, various geographic areas where graduates are employed, and data pertaining to how the graduates rated various aspects of the program such as course and instructor quality, educational requirements, etc.  The questionnaires from which this data is compiled are returned to their respective departments after preparation of the report.

Procedure

Retain in office for five (5) years, then transfer to the University Archives for appraisal and possible further retention.  Following completion of appraisal, all materials deemed to be extraneous are to be disposed of.

Institutional Reports Requested by Outside Agencies

Arranged By:   Alphabetical/Chronological
Application Number:   89-27
Item Number:   190.07

Purpose

This record series consists of the institutional reports requested by outside agencies maintained by the Office of the Assistant Dean.  The records contain requests from outside agencies (e.g., American Association of Teacher Education) and colleges for statistical reports on the operations of the Northern Illinois University College of Education.  Specific examples of records include original written request, copy of the Northern Illinois University report sent to the agency, and a copy of the agency's finalized report (i.e., indicates assessments made from the data supplied), and all related correspondence.

Procedure

Retain in office for five (5) years, then dispose of provided all administrative value has expired.  (Offer to the University Archives for accessioning prior to disposal).

Meeting Minutes

Arranged By:   Chronological
Application Number:   89-27
Item Number:   190.08

Purpose

This record series consists of minutes and agendas from meetings of the Student Advising Committee and the Computer Loaner Council.

Procedure

Retain all original minutes of meetings for ten (10) years, then transfer to the University Archives for permanent retention.  Retain duplicate minutes in office for five (5) years or until the expiration of all administrative reference value, whichever is longer, then dispose of.

College of Education Research Council Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   190.09

Purpose

This record series consists of the College of Education Research Council files maintained by the Office of the Assistant Dean.  The Research Council is an eight-member committee composed of departmental faculty which is responsible for establishing criteria/guidelines for grant proposals administered by the college.  The records contain:  original research documents, original council minutes, and all related correspondence/memoranda.

Procedure

Retain in office for five (5) years, then with the assistance of the University Archives staff), review files and wed any documents (i.e. original minutes) possessing long term administrative, legal, or historical value for permanent retention.  All extraneous items (i.e. duplicate correspondence) may be disposed of.

Institutional Research Data Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   190.1

Purpose

The records contain research reports consisting of statistical data compiled from the Office of Institutional Research which are distributed to faculty members under the College of Education. Specific examples of information covered include student/faculty ratios, faculty budget, ethnic student counts, class size, and cost per credit hour.

Procedure

Retain in office for five (5) years, then dispose of provided all administrative value has expired.  (Offer to the University Archives for accessioning prior to disposal).

Student Appeals Files

Arranged By:   Alphabetical by subject
Application Number:   89-27
Item Number:   190.11

Purpose

The records contain documents generated in the process of student appeals (e.g. request to graduate without certification) made to the Assistant Dean including:  the initial appeal (written letter), supporting documentation from faculty, memoranda, and final decision letter.

Procedure

Retain in office for one (1) year after resolution of the appeal, then dispose of provided no litigation is pending or anticipated.

Contact Us

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