Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By:   Chronological by division
Application Number:   89-27
Item Number:   730.02

Purpose

This record series consists of vouchers, purchase orders, purchase requisitions, invoices, billings, GAS (General Accounting System) budget reports, and appropriated account budget requests.  Originals are maintained by the Accounting 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.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   730.04

Purpose

This record series consists of active and inactive personnel files for faculty members, civil service and student workers. The files include the following:  copies of employment contracts;  tenure evaluations;  resumes;  documentation of salary/classification changes;  copies of hiring/appointment papers;  termination papers (if applicable);  performance evaluations;  job descriptions;  applications;  Student Work Authorization forms;  and any related correspondence. Original personnel files of student workers are maintained by the Student Financial Aid Office.  Original faculty and no-rank faculty personnel files are maintained by the Provost.  Original civil service personnel files are maintained by the Civil Service Personnel Office.  All original personnel files will be scheduled for a retention of sixty-five (65) years.

Procedure

Retain in office for five (5) years after termination of employment, graduation, or date of last attendance, 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:   730.05

Purpose

This record series contains:  grade reports;  statements of academic standing;  graduation progress reports;  declaration and/or change of major forms;  notes from meetings  with advisors;  transfer adjustment/substitution waivers;  applications for Graduate School;  applications for Graduate Assistantships (if applicable);  college transcripts; letters of recommendation;  copies of G.R.E. test scores;  courses schedules;  and nay related correspondence;  Originals are maintained permanently by the Graduate School and the Registration and Records Office.

Procedure

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