College of Visual and Performing Arts-Theatre Arts Department

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Advertisement Files

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.

Box Office Ticket Stubs and Audit Reports

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.

Committee Minutes

Arranged By:   Subject
Application Number:   89-27
Item Number:   750.03

Purpose

This record series consists of committee minutes maintained by the Theatre Arts Department for the following committees:  production, curriculum, recruitment, personnel, advisory, scholarship and awards.

Procedure

Retain original minutes in office for five (5) years or until expiration of administrative value, whichever is longer, then transfer to University Archives for permanent retention.  Retain duplicate minutes for three (3) years, then dispose of provided all administrative value has expired.

Curriculum Development and Instructional Planning File

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.

Faculty Activity Reports

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.

Faculty Personnel Files

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.

Fiscal Administration Files

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.

General Correspondence Files

Arranged By:   Chronological by month
Application Number:   89-27
Item Number:   750.08

Purpose

This record series consists of the general correspondence files (i.e., faculty letters, departmental memoranda) maintained by the Theatre Department.

Procedure

Retain in office for three (3) years, then dispose of provided all administrative value has expired.

Grade Lists

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.

Production Files

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.

Student Files

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.

Royalty Files

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.

Student Theses Files

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.

Theatre Production Slides

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.

Contact Us

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