Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By:   Alphabetical
Application Number:   89-27A 
Item Number:   360.02

Purpose

This record series consists of information on faculty approved to teach graduate courses. Included in this file are vitae, letters, transcripts, forms and related documents. This record series item supersedes/replaces approved State Records Application No. 89-27, item 360.02. in order to make minor revisions to the record series description and to update the retention recommendation to include scanning language, per agency request.

Procedure

Scan paper records as received and/or generated. Retain paper records for one (1) year after all electronic images have been verified, then destroy in a secure manner. For data born digitally, maintain in original electronic format.

Retain electronic records (e.g.: scanned, born-digital, or other electronic format) for five (5) years after date of separation from employment or other affiliation with the University, then delete from system in a secure manner provided all audits have been completed, if necessary, and no litigation is pending or anticipated. Electronic records must be retained in compliance with 44 Ill. Adm. Code 4400.50, 4400.70 and 4400.80.

Arranged By:   Chronological by search
Application Number:   89-27
Item Number:   360.03

Purpose

This record series consists of applicant files resulting from faculty searches within the Graduate School.  Included are job descriptions, affirmative action forms, letters of response, copies of advertisements for the vacancy, applications and resumes from unsuccessful applicants, and any related correspondence.

Procedure

Retain in office for five (5) years following termination of the position vacancy, 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:   360.04

Purpose

This record series consists of vouchers, purchase requisitions, purchase orders, invoices, billings, GAS reports, and monthly/annual expenditure reports.  Originals or record copies of these files are maintained by the Accounting Office and Purchasing 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.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   360.06

Purpose

Included in this file are vitae, hiring papers, acceptance papers, pay raises, benefits, commendations/ reprimands, etc.

Procedure

Retain in office for five (5) years after separation from employment, then dispose of provided no litigation is pending or anticipated.

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   360.07

Purpose

This record series consists of resumes, proposals, and correspondence (notifications of award, etc.), and final reports of faculty members who apply for salaried or non-salaried University sponsored summer research projects through the Graduate School.  Documentation of all such awards is contained within the faculty members' personnel file maintained by the Provost's Office.

Procedure

Arranged By:   Alphabetical by student
Application Number:   89-27
Item Number:   360.08

Purpose

These are requests for institutional tuition waivers, for students to receive a waiver for a certain amount of their tuition costs.  These files include name, social security number, and whether waiver was granted or denied.

Procedure

Retain in office for five (5) years after termination of the waiver, 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:   Alphabetical by name
Application Number:   89-27
Item Number:   360.09

Purpose

These are files of requests by departments and other cost centers to appoint students to graduate assistantships, of requests to modify or terminate such appointments, and of Graduate School action on these requests.

Procedure

Retain in office permanently.

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   360.1

Purpose

These are files of requests for financial support of research activities of faculty members and graduate students by the Graduate School, including originals of requests, copies of correspondence, and copies of travel vouchers and purchase order requests.

Procedure

Retain in office for five (5) years after termination of employment of the respective faculty member(s), then dispose of provided no litigation is pending or anticipated.

Arranged By:   Alphabetical by name
Application Number:   89-27A 
Item Number:   360.11

Purpose

This record series consists of files for applicants and enrolled students at the graduate level (i.e.: graduate students and students-at-large), including transcripts from other institutions; standardized-test scores; letters of recommendations; supporting documentation pertaining to each student's application, admission, enrollment, graduation, academic progress and standing; and related correspondence/memoranda. This record series item supersedes/replaces approved State Records Application No. 89-27, item 360.11. in order to revise the record series description and retention, per agency request.

Procedure

Upon verification of the authenticity of documents, scan all original paper records as received in support of the respective student's admission application or continuing academic progress, Retain original paper records for one (l) year after all electronic images have been verified, then destroy in a secure manner. For data born digitally, maintain in original electronic format. Then:

1. For enrolled students: Retain electronic records (e.g.: scanned, born-digital, or other electronic format) of all academic records and related supporting documents for each respective student permanently in compliance with 44 111. Adm. Code 4400.50, 4400.70 and 4400.80.
2. For non-enrolled students: Retain electronic records (e.g.: scanned, born-digital, or other electronic format) of degree transcripts and standardized-test scores of each non-enrolled student for ten (10) years after date of receipt, then delete from system/over-write in a secure manner provided all audits have been completed, if necessary, and no litigation is pending or anticipated. Electronic records must be retained in compliance with 44 Ill. Adm. Code 4400.50, 4400.70 and 4400.80.

Retain balance of non-enrolled student files for one (l) year after the end of the term for which application was made, then delete from system/over-write in a secure manner provided all audits have been completed, if necessary, and no litigation is pending or anticipated.