Intercollegiate Athletics

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Athletic Personal Files (Men and Women)

Arranged By:   Alphabetical
Application Number:   89-22
Item Number:   150.01

Purpose

This record series consists of files on those who have competed in athletic competition for Northern Illinois University.  Information contained within the files includes grant-in-aid information, grades, medical history of the athlete, correspondence, NCAA informational reports, notice of acceptance to the institution, graduation progress, notice of graduation, and any pertinent information.

Procedure

Retain in office or University Archives for twenty (20) years, then retain files of permanent archival value, then dispose of remaining file provided no litigation is pending or anticipated.

Audit (NCAA and University) File

Arranged By:   Chronological
Application Number:   89-22
Item Number:   150.02

Purpose

This record series consists of audit reports done by the University and the National Collegiate Athletic Association.

Procedure

Retain in the office for ten (10) years, then transfer to the University Archives for permanent retention.

Weekly Budget Statements

Arranged By:   Chronological
Application Number:   89-22
Item Number:   150.03

Purpose

This record series consists of a printout of the current status of the Athletic Department's budget.  Shown are monies spent and monies left in the budget.

Procedure

Retain in office for one (1) year, then dispose of.

Booster Club Budget Records File

Arranged By:   Chronological by fiscal year
Application Number:   89-22
Item Number:   150.04

Purpose

This record series consists of the budget for the Athletic Boosters Club.

Procedure

Retain in office for six (6) years, then dispose of provided all audits have been completed and no litigation is pending or anticipated.

Contracts for all Football and Basketball Events File

Arranged By:   Chronological
Application Number:   89-22
Item Number:   150.05

Purpose

This record series consists of copies of radio and television contracts for all university football and basketball events.  Also included is all related correspondence.

Procedure

Retain in office for seven (7) years, then dispose of provided all audits have been completed and no litigation is pending or anticipated.

Game Films

Arranged By:   Chronological
Application Number:   89-22
Item Number:   150.06

Purpose

This record series consists of the game films for athletic events since 1945.

Procedure

Retain in the office for ten (10) years, then transfer to the University Archives for permanent retention.

General Correspondence

Arranged By:   Chronological
Application Number:   89-22
Item Number:   150.07

Purpose

This record series consists of athletic department correspondence.  Included in this is intra-university correspondence, as well as correspondence with the outside community, other off-campus institutions, high schools, athletes, and other schools.

Procedure

Retain in office for three (3) years, then dispose of.

Recruits Campus Visits File

Arranged By:   Chronological, by sport
Application Number:   89-22
Item Number:   150.08

Purpose

This record series consists of documentation of recruits' visits to campus.  Included in these files are athlete's name, address, etc., high school of athlete, paid or non-paid visit, date of the visit, 24- or 48-hour visit, transport paid or not, room paid or not, requesting coach, and authorization.

Procedure

Retain in office for five (5) years after separation of athlete from the University, then dispose of provided all audits have been completed and no litigation is pending or anticipated.

Contact Us

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