Personnel Office

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Applications for Employment

Arranged By:   Alphabetical by name of applicant
Application Number:   89-24
Item Number:   130.01

Purpose

This record series consists of original applications from employment received by the University.  These applications become inactive after one year. Sangamon State University and Eastern Illinois University have both implemented a three (3) year retention period for their inactive employment applications (App. 85-45, item 245 and 84-66, item 136).

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.

Civil Service Position Classification File

Arranged By:   By job title
Application Number:   89-24
Item Number:   130.02

Purpose

This file series contains position descriptions, letters requesting position audits, salary administration surveys/studies and related correspondence.

Procedure

Retain in office for ten (10) years, then with the assistance of University Archives staff, review the file and dispose of extraneous and/or superseded materials and transfer materials possessing archival value to University Archives for permanent retention.

Civil Service Tuition Waiver of Application

Arranged By:   Chronological by year
Application Number:   89-24
Item Number:   130.03

Purpose

This record series consists of a single document which indicates the elimination of tuition fees for student employees.  The form serves to document employee-course data and to function as a preliminary application. Contents of the record series comprise student's name, social security number, classification, department, phone number, work schedule and history, degrees completed, course listings, and appropriate signatures.  The Personnel Office maintains a duplicate copy of the record series as the original form is in the Bursar's Office.  In addition, duplicate copies are distributed to the designated supervisor and employee.

Procedure

Retain in office for five (5) years following termination of 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.

Job Classification Creation and Modification Forms "Blue Sheets"

Arranged By:   Chronological
Application Number:   89-24
Item Number:   130.04

Purpose

These original forms, referred to as "blue sheets", are used to create or modify position classifications and/or attendant pay schedules.

Procedure

Retain in office for ten (10) years, then with the assistance of University staff, review the file and dispose of extraneous and/or superseded materials and transfer materials possessing archival value to University Archives for permanent retention.

Labor Grievance Files

Arranged By:   Chronological
Application Number:   89-24
Item Number:   130.05

Purpose

This file series consists of the case files of labor grievances containing the written grievance, grievance response(s), transcript excerpts from any grievance panel proceedings, and decisions.

Procedure

Retain in the office for five (5) years following the resolution of all respective cases grievance levels, 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.

Registrar Status Report

Arranged By:   Chronological by year, Alphabetical by name
Application Number:   89-24
Item Number:   130.06

Purpose

This record series consists of a printout which reflects a listing of individuals hired by the University.  The roster serves as appropriate reference and documents that the individuals were properly incorporated into the institutions work force.  Contents of the series includes name of employee, social security number, type of employment status and test score listings.  The original document is located within the Personnel Department as duplicates are distributed to designated offices.

Procedure

Retain in office for ten (10) 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.

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.

Tuition Contribution Request

Arranged By:   Chronological by year
Application Number:   89-24
Item Number:   130.08

Purpose

This record series consists of a single document which reflects tuition requests for children of university employees.  The document functions as a formal statement of employee verification and as a preliminary step to tuition payment. Contents of the record series comprise employee name, employee address, social security number, department, student name, student permanent address, social security number, student date of birth, current school of attendance, and appropriate signatures.  The original is located with the Personnel Department.  Distribution of the series occurs to the employee and the Financial Aids Department.

Procedure

Retain in office for six (6) 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.

Contact Us

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