International and Special Programs-International Student and Faculty Office

Search

Budget and Fiscal Administration Files

Arranged By:   By fiscal year
Application Number:   89-27
Item Number:   800.01

Purpose

This record series consists of duplicate purchase orders, requisitions, vouchers, invoices, GAS reports, budget printouts, and budget working papers.

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.

Clearing Account Records

Arranged By:   Chronological by month
Application Number:   89-27
Item Number:   800.02

Purpose

This record series consists of original and duplicate documents utilized in the administration of the office's various clearing accounts.  Included are receipts, invoices, copies of check requests, and related correspondence.  The University's Accounts Receivable Officer maintains all original billings and invoices for six (6) years.

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.

Client Files

Arranged By:   By active and inactive, then alphabetical
Application Number:   89-27
Item Number:   800.03

Purpose

The International Student and Faculty Office provides aid to foreign students and faculty with registration, financial, and immigration problems, as well as with adjustment to the University. This record series consists of files for all clients of the office.  Included are:  admissions applications; letters of recommendation; academic records (from previous institutions attended); financial affidavits or sponsorship letters from their home government); evidence of English proficiency (e.g. TOEFL score); I-20 ID's (which allow the student to enter the country and enables them to obtain a visa); I-94's (taken from student's passports); copies of passports; and other immigration information.

Procedure

Retain in the office for ten (10) years after graduation or date of last attendance, then dispose of provided no litigation is pending or anticipated.

General Administrative Correspondence and Reference Files

Arranged By:   Alphabetical by student
Application Number:   89-27
Item Number:   800.04

Purpose

These files contain original and duplicate correspondence and reference material generated or received by the International Student and Faculty Office.  Types of documents maintained in this file include original and duplicate University memoranda; duplicate meeting minutes of campus-wide committees; informational brochures from professional organizations; copies of job description; computer information; and other related reference material.

Procedure

Retain three (3) years in the office, then (with the assistance of the University Archives staff) review files and dispose of extraneous items and transfer any materials possessing archival value to the University Archives for permanent retention.

Personnel Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   800.05

Purpose

This record series consists of duplicate personnel files for employees of the International Student and Faculty Office.  Included are resumes, employment applications, evaluations, and duplicate travel vouchers. Original civil service personnel files are maintained for sixty-five (65) years by the Office of Personnel.

Procedure

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

"No-Show" Student Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   800.06

Purpose

This record series consists of files on foreign students admitted to Northern Illinois University but who fail to enroll and attend.  Included are the same forms and documents as found in a student file.  Much of this information is relevant and helpful for several years if the student decides to attend Northern Illinois University.

Procedure

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

Tuition Waiver Justification

Arranged By:   Chronological
Application Number:   89-27
Item Number:   800.07

Purpose

This record series consists of forms utilized by the International Student and Faculty Office to justify the issuance of any tuition waivers by them.

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.

Contact Us

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