Institutional Research

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Activity Reports

Arranged By:   By department, then Alphabetical by name
Application Number:   89-24
Item Number:   120.01

Purpose

This record series consists of activity reports for faculty and administrative staff maintained by the Office of Institutional Research for each semester.  These reports list the total number of hours worked weekly by each individual and contain a breakdown of how the time is spent (i.e. direct instruction, research, committee work, etc.).

Procedure

Retain in office for five (5) years, then dispose of.

General Administrative Correspondence and Reference File

Arranged By:   Alphabetical by subject
Application Number:   89-24
Item Number:   120.02

Purpose

This file arranged and used on a "subject file" basis, contains correspondence, various types of related reports and studies, and other reference material generated or utilized by the Office of Institutional Research. Samples of predominant records maintained in this record series are:  Faculty Data Tables, New Freshman Questionnaires, Reports on the National Norm from The American Freshman, Freshman Class Profiles, Standard Research Service Reports, duplicate academic plans and academic staff reports (originals in the Provost's Office), material received from and regarding the Board of Regents, Reports on Degrees Awarded, Enrollment Projections, Reports and Summaries, material received from and regarding the Illinois Board of Higher Education, Reports on Mean Grades, salary information, staffing plans, various magazine articles, professional publications, and original and duplicate University memorandum.

Procedure

Retain in the office for three (3) years or until expiration of all administrative value, whichever is longer, then with the assistance of the University Archives staff, transfer any materials possessing archival value to the University Archives for permanent retention and dispose of remaining accumulation of extraneous materials.

Annual Reports

Arranged By:   Chronological
Application Number:   89-24
Item Number:   120.03

Purpose

This record series consists of annual reports for the Office of Institutional Research highlighting the major accomplishments and achieved goals of the office during the previous year, outlining the plans and goals for the upcoming year, stating the mission of the office itself and detailing the statistical reports prepared by the office.

Procedure

Retain one copy permanently in the office and transfer one copy to the University Archives for permanent retention after a ten (10) year retention period in office.

Credit Hour Reports

Arranged By:   Chronological
Application Number:   89-24
Item Number:   120.04

Purpose

This record series consists of computer-generated reports detailing credit hour production by department, college, student level, course load, on and off-campus students, etc. for each semester.

Procedure

Retain in office until administrative value has expired or for ten (10) years, whichever is longer, then offer to the University Archives for possible accessioning.  If such offer is refused by University Archives staff, maintain and dispose of upon discretion of office.

Faculty Activity Reports

Arranged By:   By semester
Application Number:   89-24
Item Number:   120.05

Purpose

This record series consists of the record copies of all faculty activity reports completed each term by each faculty member showing the amount of time spent on teaching, class preparation, research, public service, and other job-related activities.

Procedure

Retain in office for five (5) 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.

IBHE Reports

Arranged By:   Chronological
Application Number:   89-24
Item Number:   120.06

Purpose

This record series consists of the Office's copies of various annual statewide statistical reports compiled by the Illinois Board of Higher Education.

Procedure

Retain in office until administrative value has expired or for ten (10) years, whichever is longer, then offer to the University Archives for possible accessioning.  If such offer is refused by University Archives staff, maintain and dispose of upon discretion of office.

Indices of Institutional Tapes

Arranged By:   Chronological by year, Numerical by file number
Application Number:   89-24
Item Number:   120.07

Purpose

This record series consists of a printout which lists an index of computer tapes.  The form is used for planning space, budget, and curriculum needs of the University.  In addition, the data are entered on the Institution's computer system. Contents of the record series include name of tape, tape labels, tape number, description of item, term of academic year, volume, number of records, course data, student information record, and faculty/graduate assistant data.  The original form is located with the Department of Institutional Research.  No distribution of the document occurs to other areas of the University.

Procedure

Retain in office for ten (10) years, then reuse and/or dispose of.

IPEDS and HEGIS Reports

Arranged By:   Chronological
Application Number:   89-24
Item Number:   120.08

Purpose

This record series contains IPEDS (Integrated Post-Secondary Educational Data System) Reports and HEGIS (Higher Education and General Information Survey) Reports. These reports (HEGIS is merely a predecessor of IPEDS) cover survey data pertinent to affirmative action implementation, student enrollment, personnel salaries, faculty tenure curricula development policies, and general resources and allocation management strategies and trends. The Board of Higher Education receives and maintains the originals of these reports.

Procedure

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

Registration and Record Report

Arranged By:   Chronological by year
Application Number:   89-24
Item Number:   120.09

Purpose

This record series consists of documents which concern data relevant to student participation and achievement within the University.  The forms are utilized to satisfy general inquiries from students, faculty, and alumni. Contents of the series include a student information report and a mean grade report.  The former document reveals number of students, department, level of study, county origin, and number of credits.  In addition, the latter form contains grade, department, student name, percentile in class, and number of students.  Both reports are duplicates as the original documents are filed with Registration and Records Office.

Procedure

Retain in office for ten (10) years or until expiration of administrative value, whichever is longer, then dispose of.

Schedule Section Tally

Arranged By:   Chronological
Application Number:   89-24
Item Number:   120.1

Purpose

This record series consists of printout forms which emphasize comparative figures of course offerings and number of students.  The document is used for future reference and proper scheduling of student courses.  Contents of the record series include the estimated number of students, appropriate student level, and number of courses offered.  The form is a duplicate copy as the original document is located with the Registration and Records Office.

Procedure

Retain in office for five (5) 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.

Statistical Reports

Arranged By:   By semester, then by type of report
Application Number:   89-24
Item Number:   120.11

Purpose

This record series consists of all statistical reports generated by the Office of Institutional Research.  These would include but are not limited to:  Academic Discipline Unit Cost Studies, Faculty Credit Hour Studies, Induced Course Load Matrixes, Salary Increase Studies, Chancellor's Enrollment Reports, Program Reviews, Credit Hour Reports, and various other statistical reports prepared for the Academic Plans.

Procedure

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

Student Class Profiles

Arranged By:   Chronological
Application Number:   89-24
Item Number:   120.12

Purpose

This record series consists of student class profile reports generated each fall by the Office of Institutional Research.  These reports give statistics, in the form of tables and graphs, on nearly every aspect of student life (e.g. admissions and enrollment, credit hours, majors and degrees granted, racial/ethnic make-up, entrance test scores, grades, retention rates and attrition).

Procedure

Retain one copy permanently in the office and transfer one copy to the University Archives for permanent retention after a ten (10) year retention period in office.

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Ethics and Compliance Office
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815-753-5560
eco@niu.edu