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Ethics and Compliance Office
Office of the President

  1. Ethics and Compliance Office
  2. Records Management
  3. Records Retention Schedules
  4. Physical Plant-Personnel

Physical Plant-Personnel

Grievance Files

Arranged By:   By Union number
Application Number:   89-23
Item Number:   360.01

Purpose

This record series consists of the grievance files maintained by the Office of the Physical Plant/Personnel.  The records contain all documents generated from grievances initiated by physical plant employees including original grievance forms; supporting documentation (e.g. testimonies); related correspondence; and final disposition of the case.

Procedure

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

Janitorial Position Registers

Arranged By:   Chronological
Application Number:   89-23
Item Number:   360.02

Purpose

This record series consists of the janitorial position registers maintained by the Office of the Physical Plant/Personnel.  The records contain registers listing work assignment information for individual employees and/or work crews including specific work week; hours of work; the supervising foreman; and the assignment location (work area and building).

Procedure

Retain in office for two (2) 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.

Labor Contracts

Arranged By:   By union
Application Number:   89-23
Item Number:   360.03

Purpose

This record series consist of duplicate labor contracts with the various unions which represent the civil service personnel of the Physical Plant.  The originals are maintained by the Civil Service Personnel Office.

Procedure

Retain in office for two (2) years after expiration of contractual obligation, 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
Application Number:   89-23
Item Number:   360.04

Purpose

This record series consists of personnel files for civil service employees of the Physical Plant.  Included in these files are copies of change of status forms, employee evaluations, written warnings to employees, and documentation of unusual circumstances (charges of sexual harassment, etc.). Original personnel files for civil service employees are maintained by the Civil Service Personnel Office as per Application 89-24, item 41.

Procedure

Retain for five (5) years after separation from employment, then dispose of providing no litigation is pending or anticipated.

Supplemental Application Forms

Arranged By:   Alphabetical under applicant file
Application Number:   89-23
Item Number:   360.05

Purpose

This record series consists of the supplemental application forms maintained by the Office of the Physical Plant/Personnel.  The records contain supplemental employment information forms retained in addition to the applicant’s standard civil service job application.  This additional form provides work data (e.g. for janitorial positions) including time shifts/work weeks the applicant is available for; types of equipment the applicant can operate; and the types of industrial products (e.g., cleaners) he has used.  Supplemental application forms for applicants who are hired are retained with the employees' personnel file.  Forms for persons who are not hired are retained in the applicants file.

Procedure

Retain in the office until disposition of applicant status (hired/rejected), then relegate to the respective file series.  Applicant files should be retained for three (3) years, then disposed of providing 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