College of Education-Physical Education

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Administrative Files, Miscellaneous Correspondence, Memos

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   290.01

Purpose

This record series consists of incoming and outgoing correspondence between the Physical Education Department, other university departments, and groups or individuals outside of the institution.  The files mostly contain data from the Chairman or Program Director. Contents in the record series include letters, notes, memos, policies, and procedures.

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 anticipate.

Affirmative Action Job Search Files

Arranged By:   Chronological by year, Alphabetical by topic
Application Number:   89-27
Item Number:   290.02

Purpose

This record series consists of files which document the search and hiring of candidates for vacant staff positions according to affirmative action requirements.  The files are utilized as office reference and provide data for possible litigation. Contents in the record series include job search descriptions, applications, correspondence, and affirmative action reports.  

Procedure

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

Budget and Fiscal File

Arranged By:   Chronological
Application Number:   89-27
Item Number:   290.03

Purpose

Included in this file are purchase orders, vouchers, fee collection, payments, any pertinent general revenue or trust fund information, etc. The record copies of this material are maintained by the Accounting and Purchasing 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.

Curriculum File

Arranged By:   Chronological
Application Number:   89-27
Item Number:   290.04

Purpose

Included in this record series are course outlines, course and program development, course change requests, etc.

Procedure

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

Departmental Operations File

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   290.05

Purpose

This record series consists of information used in the day-to-day operations of the Physical Education Department.  Included in this are faculty absences and travel, accident reports, correspondence, curriculum activity, duplicate committee minutes, policies and procedures, scheduling, list of organizations, enrollment data, program reviews, etc.

Procedure

Except for accident reports, retain in office for ten (10) years, then dispose of providing administrative value has expired and provided no litigation is pending or anticipated. Accident reports are to be retained in office for twenty (20) years, then dispose of provided no litigation is pending or anticipate.

Faculty, Equipment and Inventory

Arranged By:   Alphabetical by topic
Application Number:   89-27
Item Number:   290.06

Purpose

This record series consists of files which document the physical setting and equipment counts within the Department of Physical Education.  In addition to improving equipment maintenance, the files are used to coordinate class scheduling for Physical Education students. Contents in the record series include remodeling requests, key indices, office schedules, and class use forms.  Duplicates of the series are maintained by the Physical Plant at the University.

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.

Personnel Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   290.07

Purpose

The files include applications, vitae, records of activity (i.e., grants record, promotions, etc.), salary, etc. The record copies of the personnel files for faculty and civil service are maintained by the Provost's Office.  Also maintained are Graduate Assistant personnel records.  The record copies of this information are maintained by the Graduate School.

Procedure

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

Personnel Committee File

Arranged By:   Chronological
Application Number:   89-27
Item Number:   290.08

Purpose

This record series consists of the minutes and agenda of the Personnel Committee of the Physical Education Department.  This includes information on promotions, sabbatical leave, retention of faculty, merit ratings and raises which would be passed by the College of Education to be used in determining salaries for the next year.

Procedure

Retain minutes and agendas in office for ten (10) years, then transfer to the University Archives for permanent retention.  Dispose of all other material after three (3) years provided no litigation is pending or anticipated.

Research and Grant Files

Arranged By:   Alphabetical by topic
Application Number:   89-27
Item Number:   290.09

Purpose

This record series consists of financial and non-financial documents related to the department's grant and experimental programs.  The files are used to verify the department's participation in specific research areas.  In addition, the series exists as a result of federal, state or private funding. Contents in the record series include award of grants, budgetary data, grant proposals, and type of program activity.  Original documents are maintained by the Grants and Research Office or Graduate School.

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.
Student Files

Arranged By:   Chronological by year, Alphabetical by name
Application Number:   89-27
Item Number:   290.1

Purpose

This record series consists of files which contain the comprehensive background of student achievement within the Physical Education Department.  The documents are used to show both graduate and undergraduate grades, exam scores, and other curricular activities. Contents in the files include personal background data, all grade records, accident reports, advisement records, enrollment lists, achievement records, exam scores, honors, and discipline reports.  Both originals and duplicates of the series are maintained by the Physical Education Department.  If the document is a duplicate, then the original is maintained by the Graduate School or Registration and Records Office.

Procedure

A) Original record series documents are to be maintained permanently. B) Duplicate record series documents are to be retained for five (5) years following date of last attendance or graduation, 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