College of Visual and Performing Arts-Music Department

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Administrative Correspondence and Reference Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   740.01

Purpose

The records include copies of faculty minutes, personnel committee minutes (i.e., promotion deliberations), advisory council meeting minutes, and all related departmental correspondence and memoranda.

Procedure

Retain in office for three (3) years, then review files and dispose of any materials no longer possessing any administrative value.  Retain any original minutes of meetings permanently.

Fiscal Administration Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   740.02

Purpose

The files contain invoice vouchers, purchase orders, requisition, check requests, and printouts of budget/expenditure reports.

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.

Grant Application and Award Notices

Arranged By:   Chronological
Application Number:   89-27
Item Number:   740.03

Purpose

This record series consists of copies of grant applications and award notices.  Originals are maintained with the Office of Sponsored Projects.

Procedure

Retain in office for three (3) years or until expiration of administrative value, whichever is longer, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Job Search Files

Arranged By:   Chronological by year, Alphabetical
Application Number:   89-27
Item Number:   740.04

Purpose

This record series consists of search files    relevant to the filling of position vacancies within the Music Department.  The files are used to document the academic background of interested applicants. Contents in the records series include transcripts, letters of recommendation, resumes, and affirmative action reports.

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 - Faculty

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   740.05

Purpose

This record series includes hiring papers, related correspondence, interview information, resumes, and evaluations.  The originals are maintained by the Office of the Provost.

Procedure

Retain in office for five (5) years following 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.

Student Files

Arranged By:   Chronological by year, Alphabetical
Application Number:   89-27
Item Number:   740.06

Purpose

This record series consists of individual student files relevant to graduate and undergraduate students within the Music Department.  The files are used as data for academic advisement and as evidence of the proper admission into the School of Music. Contents in the record series include copies of graduation reports, related correspondence, reports of auditors, audition requirements, personal interview data, "sing-back" reports, substitute courses, and scholarship recommendations.  The original records are maintained by the Office of Registration and Records.

Procedure

A) If the series documents are original to the department, retain permanently.

B) If the series documents are duplicates, retain int he office for five (5) years following last date of attendance or graduation, then dispose of providing 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