College of Education--Curriculum and Instruction

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Budget and Fiscal Records File

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.

Clinic Student Files

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.

Committee Reports

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.

Comprehensive Exam File

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.

General Administrative Correspondence File

Arranged By:   Chronological
Application Number:   89-27
Item Number:   210.05

Purpose

This record series consists of general Administrative Correspondence.

Procedure

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

Section List File

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.

Committee Reports File

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.

Confirmation Grade Rolls File

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.

Course Offering Forms File

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.

Course Outline File

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

Purpose

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Procedure

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

Curriculum Committee Files

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.

Curriculum Guidelines and Information Files

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.

Faculty Hiring Pool File

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.

Faculty Instruction Schedules File

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.

Chronological/by position

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.

Faculty Service Reports File

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.

Graduate Assistant Appointment File

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.

Graduate School Applications

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.

Major Work List File

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.

Departmental Meeting Minutes and Agenda Files

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.

Personnel Files

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.

Reading Client's File

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.

Scheduled Section Tallies Files

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.

Student Evaluations of Teacher File

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.

Student Files

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.

Contact Us

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