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Ethics and Compliance Office
Office of the President

  1. Ethics and Compliance Office
  2. Records Management
  3. Records Retention Schedules
  4. College of Education Leadership and Educational Policy Studies Instructional Technology (LEIT)

College of Education Leadership and Educational Policy Studies Instructional Technology (LEIT)

Student Files

Arranged By:   Alphabetical by student name
Application Number:   89-27
Item Number:   270.01

Purpose

This record series consists of individuals files created for each student who declares or shows interest in a major in Instructional Technology.  Files include admissions information, correspondence, samples of writing, copies of grades, comprehensive exams and personal information cards.  Original records of students' courses taken, grades received, and degree earned are maintained by the Graduate School.

Procedure

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

Budget and Fiscal Administration Files

Arranged By:   By fiscal year
Application Number:   89-27
Item Number:   270.02

Purpose

This record series consists of purchase orders, vouchers, GAS reports, bookstore purchases, supply invoices, budgets, and budget working papers. The originals of these documents are maintained by the University's Accounting, Purchasing and Budget Offices.

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.

Job Listings

Arranged By:   By fiscal year
Application Number:   89-27
Item Number:   270.03

Purpose

This record series consists of bulletins and announcements of jobs available for the Instructional Technology area (Business and Education).

Procedure

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

Comprehensive Exams

Arranged By:   --
Application Number:   89-27
Item Number:   270.04

Purpose

This record series contains the various exam questions which are used in the Department's comprehensive exams.

Procedure

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

Permit and Enrollment Files

Arranged By:   Chronological by semester
Application Number:   89-27
Item Number:   270.05

Purpose

This record series consists of permits issued to students by the Office of Clinical Education and Student Services (which are required in order to enroll in certain courses) along with enrollment figures and miscellaneous information.

Procedure

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

BOR Report Working Papers

Arranged By:   Chronological by report period
Application Number:   89-27
Item Number:   270.06

Purpose

This file consists of any information related to the Board of Regents' Report which is submitted once every seven years.  A copy of the final report is also maintained by the departmental office, Dean's Office, Provost's Office, and the Board of Regents.

Procedure

Retain in office for seven (7) years, then dispose of provided no litigation is pending or anticipated.

Program Information Booklets

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   270.07

Purpose

This record series consists of informational booklets distributed by this office to students interested in the instructional technology area.  Also included are yearly revisions to the booklets.

Procedure

Retain one master copy in office until expiration of all administrative value, then transfer to the University Archives for permanent retention.

Retreat Files

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   270.08

Purpose

This file contains information pertaining to the yearly retreats which are given for faculty, students, and graduates of the Instructional Technology Department.  Included are lists of people attending, fliers, agendas, and miscellaneous information.

Procedure

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

Graduate Students Questionnaires

Arranged By:   Chronological by semester
Application Number:   89-27
Item Number:   270.09

Purpose

This record series contains semesterly questionnaires completed by graduates to keep on record the student's opinion of the program, what they are currently doing, how long it took them to get through the program, etc.

Procedure

Retain in office for ten (10) years, then dispose of provided all administrative value has expired.

Confirmation Grade Rolls

Arranged By:   Chronological by term
Application Number:   89-27
Item Number:   270.1

Purpose

This record series consists of final grade rolls showing, for every class taught by the Department, the names of all students enrolled with corresponding hours earned, grade earned, identification number and class rank. Original grade rolls 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.

Lab Work Logs

Arranged By:   Chronological
Application Number:   89-27
Item Number:   270.11

Purpose

This record series consists of log which record each student's training progress on lab equipment.

Procedure

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

Class Cards

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   270.12

Purpose

This record series consists of index cards containing information regarding previous class participants. These cards are purely reference tools.

Procedure

Retain in office for five (5) years or until expiration of administrative value, whichever is longer, then dispose of.

Contact Us

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