Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By:   Numerical
Application Number:   89-27
Item Number:   220.01

Purpose:

These results are placed in the student's file upon graduation.  Also included in these files are the actual exam.

Procedure:

Retain in office for five (5) years or until superseded, whichever occurs first, then dispose of provided no litigation is pending or anticipated.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   220.02

Purpose:

Included in this record series are vitae, transcripts, contracts, correspondence, appointment papers, waivers, evaluation results and faculty service records.

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:   220.03

Purpose:

This record series consists of Class Schedules and Grades Files from the College of Education.

Procedure:

Retain in office for two (2) years, then dispose of provided no litigation is pending or anticipated.

Arranged By:   By fiscal year
Application Number:   89-27
Item Number:   220.04

Purpose:

This record series consists of duplicate purchase orders, requisitions, vouchers, invoices, GAS reports, budget printouts and budget working papers. The originals of these documents are maintained by the University's Purchasing, Accounting and Budgeting Offices for six (6) years.

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:   By faculty member, then Chronological
Application Number:   89-27
Item Number:   220.05

Purpose:

This record series consists of summarizations of faculty evaluations conducted by students.  These reports are generated by, and the originals are maintained by the Office of Testing Services.

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:   220.06

Purpose:

This record series consists of forms completed by students evaluating instructors' performance in several areas and categories.  These forms are reviewed each term by the corresponding instructors.  Summarizations of these evaluations are generated and maintained by the Office of Testing Services.

Procedure:

Retain in office for six (6) years or until expiration of all administrative value, whichever is longer, then dispose of.

Arranged By:   By program, then Alphabetical
Application Number:   89-27
Item Number:   220.07

Purpose:

Forms/documents found in this file are transcripts, GRE test scores, applications to the program, letters indicating admittance to the program, outline of courses to be taken, grade reports, and any other related correspondence. Original student files for all graduate students are maintained permanently on microfilm by the Graduate School.

Procedure:

Retain in office for five (5) years after graduation or date of last attendance, then dispose of.