International and Special Programs

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Budget and Fiscal Files

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.

Fulbright Scholarship

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.

General Administrative Correspondence Files

Arranged By: Chronological by subject
Application Number: 89-27
Item Number: 760.03

Purpose

This record series consists of correspondence of the International and Special Programs Department. It would also include correspondence on student problems and with other departments.

Procedure

Retain in the office for three (3) years, then dispose of provided no litigation is pending or anticipated.

Reports File

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.

Search Files

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.

Student Records

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.

Foreign Exchange File

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.

Contact Us

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