College of Visual and Performing Arts-Office of the Dean

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Budget Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   720.01

Purpose

This record series consists of the budget planning and development work sheets and related documentation.

Procedure

Retain in office for six (6) 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.

General Administrative Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   720.02

Purpose

This record series consists of original minutes of meetings (i.e., Council on Instruction), copies of new course syllabi, and related correspondence.

Procedure

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

Administrative Correspondence and Reference Files

Arranged By:   Alphabetical by department
Application Number:   89-27
Item Number:   720.03

Purpose

This record series consists of correspondence to and from the Dean's Office and other departments of the University, departmental reports, and minutes and agenda of meetings from various related committees and associations.

Procedure

Retain in the office for three (3) years, then with the assistance of the University Archives staff, review files and transfer any materials possessing archival/research value (minutes of meetings, policy formulation correspondence, departmental reports) to the University Archives for permanent retention.  Dispose of balance of materials after completion of forgoing review(s) providing no litigation is pending or anticipated.

Civil Service Personnel Files

Arranged By:   By department, then Alphabetical
Application Number:   89-27
Item Number:   720.04

Purpose

This record series includes the following:  job descriptions; copies of hiring papers; applications; performance evaluations; time and attendance records; and any related correspondence.  Original personnel records for civil service employees are maintained by the Civil Service Personnel Office.

Procedure

Retain in office for five (5) years after termination of employment, 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 Personnel Files

Arranged By:   By department/Alphabetical
Application Number:   89-27
Item Number:   720.05

Purpose

This record series contain faculty personnel information for the School of Art, the School of Music, and the Department of Theatre Arts.  The files include, initial hiring forms, copies of appointments to graduate Council, salary appeals, promotion and tenure data, and related correspondence.  Original faculty personnel information is retained with the Office of the Provost.

Procedure

Retain in office for five (5) years after separation from employment, 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.

Graduate Assistant Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   720.06

Purpose

The files include, copies of graduate assistantship appointment papers, transmittal sheets, and all related correspondence.  Original graduate assistantship records are maintained with the Office of the Graduate School.

Procedure

Retain in office for five (5) years after 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.

Undergraduate Student Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   720.07

Purpose

This record series consists of individual files for each student pursuing an undergraduate degree within the College of Visual and Performing Arts.  The file includes grade reports, statements of academic standing, graduation progress reports declaration and/or change of major forms grade changes notes from meetings with advisors and any related correspondence.  The originals are maintained permanently by the Registration and Records Office.

Procedure

Retain in office for five (5) years following graduation or last date of 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.

Contact Us

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