College of Law

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Administrative Report Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   370.01

Purpose

The records include accreditation reports, reports to the American Bar Association, and related in-house studies.

Procedure

Retain in office for five (5) years, then with the assistance of the University Archives staff, review the file and transfer any documents (i.e. original studies) possessing long term administrative/historical value to the University Archives for permanent retention and dispose of duplicate and/or extraneous materials.

Budget and Fiscal Records

Arranged By:   Alphabetical by topic
Application Number:   89-27
Item Number:   370.02

Purpose

This record series consists of financial documents which show the accounting operations of the Law Department.  The files are used to note budgetary projections and the purchase of equipment and services. Contents in the record series include purchase orders, budget notes, correspondence, travel requests, general accounting system reports, payment requests, and salary recommendations.  The originals are maintained by the Accounting Department.

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.

Civil Service Personnel Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   370.03

Purpose

The records include hiring forms; resumes; initial payroll authorization forms; and related correspondence.  Original civil service personnel records are maintained by 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.

College of Law Faculty Committee Minutes

Arranged By:   Chronological
Application Number:   89-27
Item Number:   370.04

Purpose

This record series consists of College of Law Faculty Committee Minutes (Originals)

Procedure

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

Faculty Personnel Files

Arranged By:   Alphabetical by faculty
Application Number: 89-27
Item Number:   370.05

Purpose

The records include copies of vitae/resumes, copies of transcripts, initial payroll authorizations, and related correspondence (i.e., hiring letter).  Original faculty personnel records are maintained with the Office of the Provost.

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.

Grade Rolls

Arranged By:   Alphabetical by student name
Application Number:   89-27
Item Number:   370.06

Purpose

This record series consists of listings of student grades, per course, within the Department of Law. Data in the record series include exam number, name of student, grade, course name, and course number.  The originals are maintained by the Registration and Records Office.

Procedure

Retain in office for five (5) 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.

Law Student Application Data

Arranged By:   Chronological by year, Alphabetical by name
Application Number:   89-27
Item Number:   370.07

Purpose

This record series, maintained on computer disc, contains information used for considering applicants into the Law School of the University.  The data base is used as supporting material to hard copy files and facilitates the placement of students in the appropriate course selections. Data in the record series include name of student, address, previous school, decision of screening committee, scores of Law School Admission Test, and grade point averages from prior school.  The data are also maintained in hard copy by the Law Department.

Procedure

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

Student Admissions Application Files

Arranged By:   Chronological by year, Alphabetical by name
Application Number:   89-27
Item Number:   370.08

Purpose

This record series consists of individual files which document the student's admission or rejection into the Law School of the University.  The documents are used to show the applicant's academic background and to screen possible candidates. Contents in the record series include accepted and rejected files (e.g., formal application, letter of recommendation, and law school admission test).  In addition, the accepted files also include letters of acceptance, transcripts, and correspondence.  The record series contains both originals and duplicates.  Duplicates are maintained by the Registration and Records Office.

Procedure

If the documents are original, then retain permanently, If the documents are duplicates and cover students accepted into the program, retain documents for five (5) years following last date of attendance or graduation, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Student Placement Files

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   370.09

Purpose

This record series consists of files which contain data used for future employment placement of graduates of the Law School.  The documents are circulated to prospective employers and provide background data on individual students. Contents in the record series include resumes, letter(s) of recommendation, notes, and information release authorizations.  The employers receive duplicates of this file.

Procedure

Retain in office for thirty-five (35) years following graduation or date of last attendance, then dispose of providing no litigation is pending or anticipated.

Contact Us

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