College of Education--Clinical Education and Student Services

Search

General Administrative Correspondence and Reference Files

Arranged By:   Alphabetical by subject
Application Number:   89-27
Item Number:   200.01

Purpose

This record series consists of the routine incoming and outgoing administrative correspondence of the Office of Clinical Education and Student Services along with various miscellaneous reference material such as bulletins, newsletters, minutes from various staff and/or committee meetings and departmental reports.

Procedure

Retain in office for three (3) years, then with the assistance of the University Archives staff, review files and transfer any materials possessing archival/research value (original minutes of meetings, policy formulation correspondence, departmental reports, etc.) to the University Archives for permanent retention.  Dispose of the balance of materials after completion of the foregoing review(s) providing no litigation is pending or anticipated.

Graduation Reference Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   200.02

Purpose

This record series consists of a reference/historical file listing all graduates of the College of Education each semester along with a copy of the graduation program for that semester's graduation ceremony.

Procedure

Retain in office for ten (10) years or until expiration of administrative value, whichever is longer, then dispose of.

Personnel Files - Active and Inactive

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   200.03

Purpose

Types of documents found within the files include the following:  copies of contracts; tenure evaluations; notices of leave and/or sabbatical; resumes; documentation of salary/classification changes; copies of hiring/ appointment papers; termination papers (if applicable); performance evaluations; job descriptions; applications; time and attendance records; Student Work Authorization forms; and any related correspondence. Original personnel files of student workers are maintained by the Student Financial Aids Office.  Original faculty and no-rank faculty personnel files are maintained by the Provost.  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, 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.

Teacher Certification Files

Arranged By:   Alphabetical by semester
Application Number:   89-27
Item Number:   200.04

Purpose

This record series consists of applications for teacher certification, transcripts of grades, letters of recommendation, and any other materials which are needed to send to the State Teachers Certification Board for a student to receive teacher certification.  These files include documentation for those applicants who are rejected as well as accepted for teacher certification, which may be needed should a former student apply for teacher certification in a different state.

Procedure

Retain in office for fifty (50) years following date of acceptance or rejection of certification application, then dispose of providing all administrative value has expired and no litigation is pending or anticipated.

University Supervisory Visit Files

Arranged By:   Alphabetical by semester
Application Number:   89-27
Item Number:   200.05

Purpose

This record series consists of supervisory visit files maintained by the Office of Clinical Education and Student Services to record visits made by University staff/faculty to evaluate student teachers.  The files include student teaching evaluation sheets and an information sheet containing such information as where the student is teaching, the number of hours he/she is teaching, etc.

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.

Contact Us

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