Personnel/Director's Office

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General Administrative Correspondence

Arranged By:   Chronological and Alphabetical
Application Number:   89-24
Item Number:   140.01

Purpose

This record series consists of internal and inter-office memoranda and incoming/outgoing correspondence.

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.

Budget and Fiscal Administration Records

Arranged By:   Chronological
Application Number:   89-24
Item Number:   140.02

Purpose

This record series includes vouchers, schedules, requisitions, bills, purchase orders, and various budget printouts.  University-wide copies of these forms are maintained by the Accounting Office.

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 (Civil Service)

Arranged By:   Alphabetical
Application Number:   89-24
Item Number:   140.03

Purpose

This record series consists of the original personnel files of civil service employees at the University.  Record types found in a particular file would be employment applications, performance evaluations, resignation forms, disciplinary records, change in status records, grievances, separation forms, resumes, records of seniority, referral letters, payroll authorizations, personal data sheets, salary recommendations, letters of appreciation, service award forms, end of probation forms, confirmation of retirement, and other related documents.  All inactive files prior to 1974 are retained on microfilm.

Procedure

Retain for five (5) years after separation from employment, then: a)Microfilm and dispose of the hard copy of the following forms:  resignation forms, applications, performance evaluations, disciplinary records, promotions, transfers, layoffs, leaves of absence, returns from layoffs, salary increases, voluntary demotion statements, grievances, separation forms, waivers of qualification for exams, and retirement system information.  All microforms are to be retained for sixty-five (65) years. b)Dispose of (without microfilming) the following remaining administrative forms:  confirmation of retirement, resumes, copies of time cards and health service clearances, test sheets, tuition waiver, test requests, employee exit forms, payroll authorizations, exam information, end of probation forms, service award forms, records of seniority, notices of vacancies, referral letters, personal data sheets, salary recommendations, letters of appreciation, and orientation checklists.
Union Contracts

Arranged By:   By year and union
Application Number:   89-24
Item Number:   140.04

Purpose

This record series consists of the University-wide record copies of contracts between each union which represents the civil service workers and the university.

Procedure

Retain in office for two (2) years after expiration of contract, then offer to the University Archives for possible accessioning.  If offer is rejected, dispose of upon discretion of office.

Contact Us

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