Ombudsman

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General Administrative Correspondence and Reference Files

Arranged By:   Alphabetical by subject
Application Number:   89-22
Item Number:   180.01

Purpose

This record series contains duplicate university-wide committee meeting minutes, reference manuals, correspondence and memos.

Procedure

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

Annual Reports and History Files

Arranged By:   Chronological
Application Number:   89-22
Item Number:   180.02

Purpose

This record series contains annual reports which summarize the activities of the Office of the University Ombudsman.  Also included are meeting minutes from the council responsible for the establishment of the office, any official revisions in the office's operation, and the record copy of the position description for the University Ombudsman.

Procedure

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

Case Files

Arranged By:   By semester, then Alphabetical by client name
Application Number:   89-22
Item Number:   180.03

Purpose

This record series consists of complaints (e.g. sexual harassment, roommate problems, disciplinary problems, academic problems, and employee problems) brought to the attention of the University Ombudsman and documents dealing with the resolution of those complaints.  Examples of documents included herein are intake forms, petitions, appeals, correspondence, and various supporting documents (e.g. student transcripts, student disciplinary records, and police records).

Procedure

Retain in office for five (5) years after closure or settlement of case, then dispose of provided no litigation is pending or anticipated.

Fiscal Administration Files

Arranged By:   By fiscal year
Application Number:   89-22
Item Number:   180.04

Purpose

This record series contains duplicate ledger sheets, vouchers, purchase orders, invoices, telephone bills, and monthly computer printouts of account balances.

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.

Personnel Files

Arranged By:   Alphabetical by name
Application Number:   89-22
Item Number:   180.05

Purpose

This record series consists of personnel files for the employees of the University Ombudsman.  Included are copies of resumes, leave requests, applications, acceptance letters, and evaluations. Original personnel files for all civil service employees are maintained for sixty-five (65) years by the Personnel Office as per item 41 of State Records Application 89-24.

Procedure

Retain in office for five (5) years following date of separation from employment, then dispose of provided no litigation is pending or anticipated.

Contact Us

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