Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged by: Alphabetical by subject
Application number: 89-27
Item number: 190.02

Purpose:

The records contain grading policies; graduate school regulations; and testing requirements/instructions. Original information is retained with the Office of Student Affairs, Student Judicial Office, Testing Office and the Graduate School.

Procedure:

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

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.

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.

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.

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.

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).

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.

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).

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.