International and Special Programs-University Resources for Latino Studies

Search

Administrative Correspondence and Reference Files

Arranged By:   Random
Application Number:   89-27
Item Number:   830.01

Purpose

The record series includes:  publicity data (e.g., spring/fall events); newspaper clippings; mailing lists; requests for student data; CHANCE Admissions Freshmen correspondence; regular admissions information; Student Activities Data (e.g., Minority Student functions); scholarship information; recruitment/retention information; key requisitions; and Organization Information (e.g., Latino Institute, Hispanic Alliance for Career Enhancement).

Procedure

Retain in office for three (3) years, then with the assistance of the University Archives staff, review files and transfer any documents (e.g. newspaper clippings, student organization files possessing historical value to the University Archives for permanent retention and dispose of the remaining accumulation of extraneous materials.

Advisory and University Committee Meeting Minutes

Arranged By:   Chronological
Application Number:   89-27
Item Number:   830.02

Purpose

This record series consists of the Advisory and University Committee meeting minutes maintained by the Office of University Resources for Latino Studies.  Examples of committees include:  Center for Latino/Latin American Studies; university Resources for Latinos; President's Committee on the Status of Minorities; and International and Special Programs Directors' Meetings.

Procedure

Retain original minutes in office permanently.  All duplicate minutes may be disposed of after three (3) years provided all administrative value has expired.

Budget Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   830.03

Purpose

The record series includes contractual/commodity expenses; budget work papers; student auto insurance reports; and travel expense reports.

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.

Civil Service Personnel Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   830.04

Purpose

The record series includes resumes, copies of job descriptions, and performance evaluations.  Originals are maintained with the University's Department of Personnel.

Procedure

Retain in office for five (5) years after the date of separation from employment, 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.

General Correspondence Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   830.05

Purpose

This record series consists of the general correspondence files (i.e., faculty memoranda, off campus correspondence) maintained by the Office of University Resources for Latino Studies.

Procedure

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

Graduate Assistant/Student Worker Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   830.06

Purpose

The record series includes copies of hiring contracts, job descriptions, and related correspondence.

Procedure

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

Project Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   830.07

Purpose

This record series consists of the project files maintained by the Office of University Resources for Latino Studies.  The files contain all documents generated from assistance projects (i.e. academic aid to students) which involve the Resources Center including:  Northern Illinois University Foundation (Private Contributions); Women to Women Project; Mentoring Project; Responses to Mentoring Project; and personnel proposals.  Examples of the records include initial proposals; project descriptions; responses to the project; and related correspondence

Procedure

Retain in office for six (6) years, then dispose of provided all administrative value has expired and all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Unofficial Student Files

Arranged By:   Alphabetical by student
Application Number:   89-27
Item Number:   830.08

Purpose

This record series consist of the unofficial student files maintained by the Office of University Resources for Latino Studies.  The files contain records used to document the progress of students who have utilized the center's resources (i.e., career counseling) including copies of grade reports (original retained with Registration and Records) and notations/comments by the director and/or staff.

Procedure

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