Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By: Chronological
Application Number: 89-27
Item Number: 760.01

Purpose:

This record series consists of the budget and fiscal files for International and Special Programs. Included in this are vouchers, purchase orders, GAS reports, budget proposals, etc.

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.

Arranged By: Chronological
Application Number: 89-27
Item Number: 760.02

Purpose:

This record series consists of information of those receiving the Fulbright Scholarship.  Included in this are faculty name and sponsor data, correspondence, forms, etc.

Procedure:

Retain for five (5) years after separation from University, then dispose of.

Arranged By: By topic/chronological
Application Number: 89-27
Item Number: 760.04

Purpose:

This record series consists of reports completed by and for the International and Special Programs Department. It includes requests concerning anything done abroad, departmental reports, Peace Corps reports, etc.

Procedure:

Retain in office for five (5) years or until administrative value has expired, then with the assistance of the University Archives staff, review the file and transfer to the university Archives for permanent retention material possessing archival/historical value and dispose of remaining accumulation.

Arranged By: Alphabetical
Application Number: 89-27
Item Number: 760.05

Purpose:

This record series consists of search files for open positions within the International and Special Programs Department. Included in this file are resumes, vitae, applications, letters of recommendation, and other pertinent information.

Procedure:

Retain in office for five (5) years following termination of position vacancy, 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.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   760.06

Purpose:

This record series consists of information on students who have studied abroad through Northern Illinois University.  Included in this are the following student information:  name, social security number, where they studied, when they studied, consent release from parents, cost incurred, courses taken, grades received, correspondence, etc. These files are maintained permanently by both the Office of Registration and Records and the Office of International and Special Programs.

Procedure:

Microfilm records and retain microfilm permanently.  Dispose of hard copy five (5) years after separation from program providing microfilm has been complete.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   760.07

Purpose:

This record series consists of information on students participating in the Foreign Exchange Program. Included in this file are the record of exchange, transcripts of exchanged students, personal data on students, correspondence, etc.

Procedure:

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