Northern Illinois University
Ethics and Compliance Office
Office of the President

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.

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.

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.

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.

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.

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.

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.

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.