International and Special Programs-Center for Latino Studies

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Administrative Correspondence and Reference Files

Arranged By:   Alphabetical by subject
Application Number:   89-27
Item Number:   820.01

Purpose

The files contain conference materials, speakers list, mailing lists and related correspondence/memoranda.

Procedure

Retain in the office for three (3) years, then review files and dispose of all materials no longer possessing any administrative value.

Advisory Committee Minutes

Arranged By:   Chronological
Application Number:   89-27
Item Number:   820.02

Purpose

This record series consists of the original minutes of the Advisory Committee to the Center for Latino Studies.

Procedure

Retain in the office permanently.

Budget and Fiscal Administration Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   820.03

Purpose

This record series consists of duplicate purchase orders, requisitions, vouchers, GAS reports and budget and expenditure reports. The originals of these documents are maintained by the University's Purchasing, Accounting and Budgeting Offices for six (6) years.

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.

Personnel Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   820.04

Purpose

Included are resumes, Work Study clearance and approval forms, graduate assistantship contracts with supporting data, time and attendance records, performance evaluations, and copies of academic transcripts.

Procedure

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

Student Files

Arranged By:   Alphabetical by student
Application Number:   89-27
Item Number:   820.05

Purpose

This record series consists of student files (active and inactive) maintained by the Center for Latino Studies.  These files are retained on all students seeking a minor in Latino studies and include advisement forms, copies of transcripts and all related correspondence.

Procedure

Retain in the office for five (5) years after graduation or date of last attendance, then dispose of.

Contact Us

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