Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By:   Chronological
Application Number:   89-27
Item Number:   210.01

Purpose:

Included in this file are:  GAS reports, purchase requests, purchase orders, vouchers, quarterly budget reviews, contributors’ reports (showing those giving money to the University), contracts, travel expense statements, etc. Original budget and fiscal records are maintained by the Purchasing, Accounting and Budgeting Office.

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:   Alphabetical
Application Number:   89-27
Item Number:   210.02

Purpose:

This record series consists of graduate student files for all Reading Clinic programs.  Included in this file are applications, transcripts, wavier forms, change cards, withdrawal forms, etc. The record copies of graduate records are maintained by the Graduate School.

Procedure:

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

Arranged By:   By committee/Chronological
Application Number:   89-27
Item Number:   210.03

Purpose:

This record series consists of various duplicate committee reports from a variety of areas of the University.

Procedure:

Retain in office for three (3) years, then dispose of.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   210.04

Purpose:

This record series consists of comprehensive exams for students in the Graduate Program.  The record copies of the results are maintained by the Graduate School.

Procedure:

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

Arranged By:   Alphabetical/by class
Application Number:   89-27
Item Number:   210.06

Purpose:

This record series consists of listings of students in each section of each class under the Department of Curriculum and Instruction.  The record copies of this information are maintained by the Office of Registration and Records.

Procedure:

Retain in office for one (1) year, then dispose of.

Arranged By:   Chronological
Application Number:   89-27
Item Number:   210.07

Purpose:

This record series consists of duplicate minutes and agenda for various college and university committees which are collected by the Curriculum and Instruction Department.

Procedure:

Retain in office for one (1) year, then dispose of provided no further administrative value exists.

Arranged By:   Chronological
Application Number:   89-27
Item Number:   210.08

Purpose:

This record series consists of final grade lists for each student in every class within the Curriculum and Instruction Department.  The record copies of this information are maintained by the Office of Registration and Records.

Procedure:

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

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   210.09

Purpose:

This record series consists of listings of classes offered at the University with a brief description of the course.

Procedure:

Retain in office for one (1) year, then dispose of.

Arranged By:   By course/Chronological
Application Number:   89-27
Item Number:   210.1

Purpose:

Procedure:

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

Arranged By:   Chronological
Application Number:   89-27
Item Number:   210.11

Purpose:

This record series consists of minutes and agenda of the Curriculum Committee.

Procedure:

Retain in office for ten (10) years, then transfer to the University Archives for permanent retention.

Arranged By:   By course
Application Number:   89-27
Item Number:   210.12

Purpose:

This record series consists of information concerning curriculum.  Included in this record series are course descriptions and formats, syllabi, textbooks used, etc.

Procedure:

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

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   210.13

Purpose:

This record series consists of those applicants who want to remain in the active file for future positions.

Procedure:

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

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   210.14

Purpose:

This record series consists of faculty instructor's schedules for all faculty members in the Curriculum and Instruction Department.

Procedure:

Retain in office for one (1) year, then dispose of.

Arranged By:   Chronological/by position
Application Number:   89-27
Item Number:   210.15

Purpose:

This record series consists of information gathered and received to fill vacant positions in the Curriculum and Instruction Department.  Included in this record series are resumes, applications, vitae, etc.

Procedure:

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

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   210.16

Purpose:

This record series consists of reports of service activities in which the faculty takes part.

Procedure:

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

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   210.17

Purpose:

This record series consists of appointment papers for graduate assistants.  Included in this area I-9 forms (proof of citation).

Procedure:

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

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   210.18

Purpose:

Original applications are maintained by the Graduate School.

Procedure:

Retain in office for three (3) years, then dispose of provided no litigation is pending or anticipated.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   210.19

Purpose:

This record series consists of computer printout listings of students with their declared major.  The record copies of this information are maintained by the Office of Registration and Records.

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:   210.2

Purpose:

This record series consists of the minutes and agenda of various committees with the department.

Procedure:

Retain in office for ten (10) years, then transfer to the University Archives for permanent retention.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   210.21

Purpose:

Included in this file are employment papers, vitae, resumes, letters, listing of programs taught, salary, etc. The record copies of the faculty personnel files are maintained by the Provost Office.

Procedure:

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

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   210.22

Purpose:

This record series consists of confidential working records of children tested and tutored for reading ability/ intelligence, vision, and hearing test.  These are children who are referred to the program by schools or social agencies.  These files often constitute a working record which follows the child throughout his academic career.

Procedure:

Retain in office for five (5) years following the completion of client's academic career, then dispose of provided no litigation is pending or anticipated.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   210.23

Purpose:

This record series consists of listings of the number of students enrolled in each class within the Department of Curriculum and Instruction.  The record copies of this information are maintained by the Registration and Records Office.

Procedure:

Retain in office for one (1) year, then dispose of.

Arranged By:   Chronological
Application Number:   89-27
Item Number:   210.24

Purpose:

This record series consists of a condensed version of student evaluations of faculty.

Procedure:

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

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   210.25

Purpose:

This record series includes masters, doctorate, and all graduate students.  Included in this file are admission papers, programs, transcripts, grades, etc.  Also found in this series are files of those denied admission to the program. The record copies of this material are maintained by the Office of Registration and Records.

Procedure:

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