International and Special Programs-Southeast Asian Studies

Search

Budget and Fiscal Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   850.01

Purpose

Included in this file are vouchers, purchase orders, budget proposals, GAS reports, etc. The record copy of these materials is maintained by the Accounting and Purchasing Offices.

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.

Conference Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   850.02

Purpose

This record series consists of information on conferences held concerning Southeast Asian Studies which are held by the University.  Included in this file are speakers lists, program lists, time/place of the event, topics, etc.

Procedure

Retain permanently in the office.

Co-op Language Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   850.03

Purpose

This record series consists of information containing cooperative language programs for the Southeast Asian Studies Department.  This involves obtaining a language teacher for a set amount of time.  Information contained within the file includes agreement of exchange, information on faculty member, where faculty member is coming from/going to, date to begin/date to end, etc.

Procedure

Retain in office for five (5) years or until expiration of administrative value, whichever is longer, then dispose of.

Departmental Publications Manuscripts File

Arranged By:   Chronological
Application Number:   89-27
Item Number:   850.04

Purpose

This record series consists of manuscripts for the three publications that are produced by the Department.  The three publications are Crossroads, Special Report Series, and Occasional Studies.

Procedure

Retain permanently in the office.

General Administrative Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   850.05

Purpose

This record series consists of information used by the Department for their day-to-day operations.  Included in this file are all catalogues, general correspondence, etc.

Procedure

Retain in office for five (5) years or until administrative value has expired, whichever is longer, then with the assistance of the University Archives staff, review the file and transfer any documents possessing archival value to the University Archives for permanent retention and dispose of extraneous materials

Grants Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   850.06

Purpose

This record series consists of the grant files for the Southeast Asian Studies Program.  Included in this file are grant proposals, correspondence with federal agencies, approval proposals, and detailed budgets of the projects.

Procedure

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

Hart Southeast Asian Library File

Arranged By:   By subject
Application Number:   89-27
Item Number:   850.07

Purpose

This record series consists of information concerning the Hart Library.  Data included in this are what is contained in the Library's collection, correspondence, and all other pertinent information.

Procedure

Retain permanently.

Inter-disciplinary Studies Course File

Arranged By:   Chronological
Application Number:   89-27
Item Number:   850.08

Purpose

Included in this file are syllabi, handouts, test results and course information.

Procedure

Retain in office for two (2) years or until expiration of administrative value, whichever is longer, then dispose of.

Personnel Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   850.09

Purpose

Included in this are resumes, salary documentation, applications, promotions, commendations/reprimands, etc.

Procedure

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

Contact Us

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