Northern Illinois University
Ethics and Compliance Office
Office of the President

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 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.

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.

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.

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.