Human Resource Services - Employment

Applications for Employee (Unsuccessful)

Arranged by: Alphabetical by name of applicant
Application Number: 23-25
Item Number: 1

Purpose

This record series consists of applications for employment submitted to the university, but which are unsuccessful. Contents or this record series may include, but are not limited to: applications for employment, resumes, letters of reference, cover letters, copies of grade transcripts from educational institutions, other supporting documents, and related correspondence.

Note: Documentation for successful applicants/hired employees becomes part of the employee’s official personnel file.

Procedure

Retain in office for three years after date of submission, then destroy or delete/overwrite in accordance with the requirements of the State Records Act and administrative rules.

Background Investigations (Active and Inactive)

Arranged by: Chronological, then alphabetical by name
Application Number: 23-25
Item Number: 2

Purpose

This record series consists of documentation related to pre-employment background investigations. Contents may include, but are not limited to: investigation results, release forms for full investigation, criminal history documents, supporting documentation, and related correspondence.

Procedure

Retain in office for three years after date of generation or termination of employment, whichever is later, then destroy or delete/overwrite in accordance with the requirements of the State Records Act and administrative rules.

Employment Verification Files

Arranged by: Alphabetical by employee name
Application Number: 23-25
Item Number: 3

Purpose

This record series consists of employment verification files retained by Human Resource Services to verify the identity and employment authorization of individuals hired for employment in the United States (citizens and noncitizens) pursuant to the provisions of the Immigration Reform and Control Act of 1986 (8 U.S.C. § 1324a) and in accordance with Control of Employment of Aliens (8 CFR 274a). Contents of this record series may include, but are not limited to: I-9 forms (Employment Eligibility Verification); copies of identification documents (birth certificates, visas, passports, etc.), proof of lawful entry; supporting documentation, and any related correspondence.

Procedure

Retain for three years after the date of hire or one year after the date of separation from employment, whichever is longer, then destroy or delete/overwrite in accordance with the requirements of the State Records Act and administrative rules.
Personnel Files – Civil Service, Supportive Professional Staff and Faculty (Originals)

Arranged by: Alphabetical by employee name, then chronological by date
Application Number: 23-25
Item Number: 4

Purpose

This record series consists of original personnel files for Northern Illinois University (NIU) civil service, supportive professional staff (academic/administrative), and faculty employees.

Contents of this record series may include, but are not limited to: resumes and applications for employment; notices of offer/appointment; letters of acceptance, separation, or resignation; personal data; payroll administration records (e.g., salary increase/decrease, income tax withholding, deductions, reimbursements, etc.); salary recommendations; performance evaluations; seniority/tenure records; employee transaction records (e.g., Personnel Action and Position Request Forms, transfers, promotions, demotions, disciplinary actions, etc.); commendations; proof of training and professional development; sabbatical documentation; confirmation of retirement; supporting documentation; and related correspondence.

Purpose

Retain for 65 years after separation from employment, then destroy or delete/overwrite in accordance with the requirements of the State Records Act and administrative rules.

Personnel Files – Graduate Assistants (Originals)

Arranged by: Alphabetical by employee name, then chronological by date
Application Number: 23-25
Item Number: 5

Purpose

This record series consists of original personnel files for Northern Illinois University (NIU) graduate assistants. Contents of this record series may include, but are not limited to: resumes and applications for employment; notices of offer/appointment; letters of acceptance, separation, or resignation; personal data; salary recommendations; payroll administration records (e.g., additional pay, income tax withholding, deductions, etc.); performance evaluations; Personnel Action Forms (PAFs); Position Request Forms (PFRs); supporting documentation; and related correspondence.

Procedure

Retain for fifty (50) years after separation from employment then destroy or delete/overwrite in accordance with the requirements of the State Records Act and administrative rules.

Personnel Files – Student Employees (Original)

Arranged by: Alphabetical by employee name, then chronological by date
Application Number: 23-25
Item Number: 6

Purpose

This record series consists of original personnel files for Northern Illinois University (NIU) student employees. Contents of this record series may include, but are not limited to: resumes and applications for employment; notices of offer/appointment; letters of acceptance, separation, or resignation; personal data; salary recommendations; payroll administration records (e.g., additional pay, income tax withholding, deductions, etc.); performance evaluations; Personnel Action Forms (PAFs); Position Request Forms (PRFs); supporting documentation; and related correspondence.

Procedure

Retain for 50 years after separation from employment then destroy or delete/overwrite in accordance with the requirements of the State Records Act and administrative rules.

Personnel Files – Extra Help Employees (Originals)

Arranged by: Alphabetical by employee name then, chronological by date
Application Number: 23-25
Item Number: 7

Purpose

This record series consists of original personnel files for Northern Illinois University (NIU) extra help employees. Contents of this record series may include, but are not limited to: resumes and applications for employment; notices of offer/appointment; letters of acceptance, separation, or resignation; personal data; salary recommendations; payroll administration records (e.g., additional pay, income tax withholding, deductions, etc.); performance evaluations; Personnel Action Forms (PAFs); Position Request Forms (PRFs); supporting documentation; and related correspondence.

Procedure

Retain for fifty (50) years after separation from employment, then destroy or delete/overwrite in accordance with the requirements of the State Records Act and administrative rules.

Volunteer Records (Originals)

Arranged by: Alphabetical by name, then chronological
Application Number: 23-25
Item Number: 8

Purpose

This record series consists of original volunteer records for Northern Illinois University (NIU) instructional/non-instructional adjuncts, unpaid interns, and individuals who volunteer their time for various university supported services. Contents of this record series may include, but are not limited to: original signed volunteer agreements, Assumption of Risk and Waiver of Liability forms, Acknowledgement of Mandated Reporter Status forms, background check confirmations (if required), resumes, confidentiality statements, supporting documentation, and related correspondence.

Procedure

Retain for five years after expiration/termination of the volunteer agreement, then destroy or delete/overwrite in accordance with the requirements of the State Records Act and administrative rules.

Position Files – Civil Service, Supportive Professional Staff, and Faculty

Arranged by: Various
Application Number: 23-25
Item Number: 9

Purpose

This record series consists of position files which document the duties and responsibilities of proposed, current, superseded, or abolished university employment positions. Contents of this series may include, but are not limited to: position descriptions, Position Request Forms (PRF), changes to funding, creation of new positions, notification of departmental changes, supporting documentation, and related correspondence.

Procedure

Retain in office until revised or superseded, then transfer to the University Archives for permanent retention.

Civil Service Register Files

Arranged by: Chronological by search date
Application Number: 23-25
Item Number: 10

Purpose

This record series consists of register files which document qualified applicants of university civil service positions, their status within the applicant pool, and those referred for interviews. Contents of the series may include, but are not limited to: applicant employment status, test scores, and contact information, register referrals and removals, balanced registers, vacancy notifications, supporting documents, and related correspondence.

Procedure

Retain for five years after date of closure, balance, removal, or hire, whichever is applicable, then destroy or delete/overwrite in accordance with the requirements of the State Records Act and administrative rules.

Civil Service Position Classification Files

Arranged by: Alphabetical by job title
Application Number: 23-25
Item Number: 11

Purpose

This record series consists of classification and job description files documenting duties and responsibilities of current and superseded/abolished position class titles within Northern Illinois University (NIU). Also included is information regarding the original creation of the class and any subsequent changes.

Contents of this record series may include, but are not limited to: position descriptions, class specifications, descriptions of duties and responsibilities, position audits, specialty factor request and process results, salary administration surveys/studies, supporting documentation, and related correspondence.

Procedure

Retain permanently.

Test Information Data Cards

Arranged By: Alphabetical by name
Application Number: 89-24
Item Number: 130.07

Purpose

This record series consists of index cards which are utilized to process applicants for Civil Service positions of the University. Test scores are used for statistical purposes of research and entrance requirements. Prior to 1984, the series was on hard copy documents. After 1984, the cards were entered on the University's computer system. Currently, the hard copy cards are no longer being produced. Contents of the record series reveal name and address of student, phone number, social security number, and test scores. The original record is filed with the Civil Service Office in Champaign.

Procedure

Dispose of accumulation upon expiration of all administrative value.

Contact Us

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