College of Visual and Performing Arts-Art Department

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General Administrative Correspondence and Reference

Arranged By:   Alphabetical by subject
Application Number:   89-27
Item Number:   730.01

Purpose

This record series consists of routine incoming and outgoing administrative correspondence of the Art Department along with various miscellaneous reference material such as duplicate minutes from various departmental/University committee meetings and duplicate reports regarding student characteristics, departmental planning, etc.

Procedure

Retain in the office for three (3) years, then with the assistance of the University Archives staff, review files and transfer to the University Archives documents possessing archival value for permanent retention, then dispose of the remaining accumulation of extraneous materials.

Fiscal Administration Files

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.

Faculty Staff Meeting Minutes

Arranged By:   Chronological by division
Application Number:   89-27
Item Number:   730.03

Purpose

This record series consists of minutes of faculty staff meetings from the various divisions of the Art Department.

Procedure

Retain in office for ten (10) years or until expiration of administrative value, whichever is longer, then transfer to University Archives for permanent retention.

Personnel Files - Active and Inactive

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;  notices of leave and/or sabbatical;  resumes;  documentation of salary/classification changes;  copies of hiring/appointment papers;  termination papers (if applicable);  performance evaluations;  job descriptions;  applications;  time and attendance records; 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.

Student Files - Graduate and Undergraduate

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.

Contact Us

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