Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By:   Numerical/Chronological
Application Number:   89-27
Item Number:   180.01  

Purpose:

This record series consists of original Registration Receipts from the College of Education – Dean’s Office.

Procedure:

Retain in office for three (3) years, then dispose of provided all audits have been completed and no litigation is pending or anticipated.

Arranged By:   Chronological
Application Number:   89-27
Item Number:   180.02

Purpose:

This record series consists of duplicate committee minutes, duplicate reports, memoranda, and off-campus enrollment data.

Procedure:

Retain in office for three (3) years, then review files and dispose of all materials no longer possessing any administrative value.

Arranged By:   By grant number
Application Number:   89-27
Item Number:   180.03

Purpose:

This record series contains information on grants for the Continuing Education Department.  Included in this are applications, grant approvals, budgets, budget reviews, applicable manuals, payroll forms, purchase orders, travel vouchers, correspondence files, registration forms, and lists of participants. Original grant documentation is retained with the Office of Sponsored Projects.

Procedure:

Retain in office for five (5) years following completion of grant period, 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:   180.04

Purpose:

This record series includes applications, resumes, personnel data, etc. Original personnel files are maintained by the Provost's Office.

Procedure:

Retain in office for five (5) years following separation from 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.

Arranged By:   Chronological/Alphabetical
Application Number:   89-27
Item Number:   180.05

Purpose:

The files include list of registered students, copies of travel vouchers, instructor authorization forms, course approval forms, location information, and related correspondence.

Procedure:

Retain in office for three (3) years, then review files and dispose of all materials no longer possessing any administrative/ historical value.

Arranged By:   Alphabetical/Chronological/Numerical
Application Number:   89-27
Item Number:   180.06

Purpose:

This record series consists of registration files maintained by the Office of Continuing Education.  The College of Continuing Education is a university-wide administrative agency responsible for the continuing education and public service activities of Northern Illinois University.  Specific examples of records include lists of registrants, method of payments, transfers between activities and courses, and copies of activity brochures.

Procedure:

Retain in office for five (5) years, then review files and dispose of all materials no longer possessing any administrative value.

Arranged By:   Numerical/Chronological
Application Number:   89-27
Item Number:   180.07

Purpose:

The originals are maintained with the University's Office of Purchasing.

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:   Numerical
Application Number:   89-27
Item Number:   180.08

Purpose:

This record series consists of the registration refund files maintained by the Office of Continuing Education.  The files contain copies of registration refunds from the department's social fund and all related supporting documentation including:  copies of travel vouchers, copies of purchase orders, appointment forms (i.e., faculty stipends), list of registrants, postage and printing requisitions, copies of external/internal billings, and copies of seminar descriptions.  Original documentation is retained with the University's Office of Accounting.

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.