Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By:   Chronological
Application Number:   89-27
Item Number:   750.01

Purpose:

This record series contains all correspondence detailing rates, deadlines, copy advertising contracts, and purchase requisitions for departmental advertisements (i.e., production information).

Procedure:

Retain in office for five (5) years following expiration of term of advertising contract, then dispose of providing no litigation is pending or anticipated.

Arranged By:   Chronological
Application Number:   89-27
Item Number:   750.02

Purpose:

The records contain the actual ticket stubs and audit reports (i.e., tickets sold/tallies) used in assessing audience attendance per production.

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.

Arranged By:   Chronological
Application Number:   89-27
Item Number:   750.04

Purpose:

This record series contains course section lists, course schedules, syllabi, class enrollment reports received from Admissions and Records, and course outlines.  The file is used to plan faculty instruction loads and schedules as well as departmental curricula.

Procedure:

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

Arranged By:   Chronological
Application Number:   89-27
Item Number:   750.05

Purpose:

The records contain reports (computer printouts) detailing departmental faculty work activity (i.e., class time, research work).  

Procedure:

Retain in office for five (5) years then dispose of provided all administrative value has expired, providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigating is pending or anticipated.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   750.06

Purpose:

The records include copies of resumes/vitae, lists of university courses taken, performance evaluations, 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.

Arranged By:   Chronological by fiscal year
Application Number:   89-27
Item Number:   750.07

Purpose:

The files contain:  auto use reports and billings, vouchers, list allocations and expenditures, budget reviews, inventory control reports, cash receipts (box office), deposit slips (Bursar), departmental billings, statements of check requests for Northern Illinois University Foundation accounts, purchase requisitions, GAS reports, and postage usage statements.

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:   Chronological
Application Number:   89-27
Item Number:   750.09

Purpose:

This record series consists of student grade lists (manual and printout) maintained by the Theatre Department.

Procedure:

Retain in office for five (5) years, then dispose of provided all administrative value has expired.

Arranged By:   By production and Chronological
Application Number:   89-27
Item Number:   750.1

Purpose:

The file contains copies of advertisements, photos of cast, and press releases.

Procedure:

Retain in office for ten (10) years or until expiration of administrative value, whichever is longer, then offer to transfer to University Archives for accessioning and review for permanent retention in the University Archives of record series documents possessing archival value and the subsequent disposal of extraneous materials.  If the offer for Archives accessioning and Archives staff review is refused by University Archives staff, dispose of.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   750.11

Purpose:

The files include transcripts, graduation checklists, advisement records, graduate applications, interview notes, copies of grades, and related memoranda/correspondence.

Procedure:

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

Arranged By:   Chronological
Application Number:   89-27
Item Number:   750.12

Purpose:

The files contain all royalty information retained on productions mounted by the department including invoices, payments for copyright releases, requisitions, letters of agreements, and related correspondence.  (The recommended retention period is in conformance with any or all applicable provision of the federal copyright law P.L./ 94-553, Title 17, U.S. Code.).

Procedure:

Retain in office for six (6) years, then dispose of provided all administrative value has expired, and audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Arranged By:   Chronological
Application Number:   89-27
Item Number:   750.13

Purpose:

This record series consists of the original student thesis files maintained by the Theatre Department.  Copies are also retained with the University Library.

Procedure:

Retain permanently in the office.

Arranged By:   Chronological
Application Number:   89-27
Item Number:   750.14

Purpose:

This record series consists of film slides of all past productions of the Department of Theatre.

Procedure:

Retain permanently in the office.