College of Professional Studies-Allied Health

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Agreements with Off-Campus Agencies

Arranged By:   Random
Application Number:   89-27
Item Number:   640.01

Purpose

This record series consists of a compact between external agencies and the Allied Health Department regarding student studies programs. The record series consists of date of agreement, names of students, academic goals, and appropriate signatures.  The original agreements are maintained by the Provost's Office.

Procedure

Retain in office for five (5) years following expiration of agreement, 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.

General Correspondence and Related Documents and Memos

Arranged By:   Alphabetical by topic
Application Number:   89-27
Item Number:   640.02

Purpose

This record series consists of correspondence, memos, rough drafts, and supporting notes.

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.

Fiscal and Budget Records

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   640.03

Purpose

This record series consists of budget reports, purchase order, travel voucher, invoices, bills, inventory sheets, and general accounting service reports.  The originals are maintained in 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.

Class Syllabi and Outlines

Arranged By:   Numerical by course number
Application Number:   89-27
Item Number:   640.04

Purpose

This record series consists of individual guidelines for subject material taught within the department.  The papers are used to identify the courses and to advise students for college majors, minors, and electives. Contents in the records series include course title, syllabi, descriptions, course outline, and past grade distributions.

Procedure

Retain in office for two (2) years or until expiration of administrative value, whichever is longer, then dispose of.

Faculty Evaluations

Arranged By:   Chronological
Application Number:   89-27
Item Number:   640.05

Purpose

This record series consists of listings showing student rankings of faculty performance within the department.  The evaluations are made twice per year and are used to improve staff instruction. The evaluations contain the name of instructor, course number and name, number of students included, semester year date, and median and standard deviation statistics.

Procedure

Retain in office for five (5) years or until expiration of administrative value, whichever is longer, then dispose of.

Department Grant Files

Arranged By:   N/A
Application Number:   89-27
Item Number:   640.06

Purpose

This record series consists of documentation of federally funded programs for financial assistance of departmental students and other individuals not connected with the University.  The following grants are documented:  Gateway Grant (an allocation from the Education Department which assists secondary level students in the fields of Math and Science); PRODD Grant (monies awarded from the National Institute of Science for outreach to the handicapped); and a Breast Cancer Grant (funds provided by the Health Department for the prevention of the spread of the disease). Contents in the record series include grant applications, program approvals, visitation reports, progress reports, contracts, supporting correspondence, and final reports.

Procedure

A) If the documents are original to the department, retain entire accumulation for six (6) years following completion of grants, 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.

B)If the documents are duplicate retain in the office for three (3) years following the date of the record's generation, 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.

Job Search Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   640.07

Purpose

This record series consists of individual files which document employment searches and interviewing procedures for the filling of job vacancies within the Allied Health Department. Contents in the records series include letters of application, resumes, interview schedules, and personnel rankings.

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 Personnel Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   640.08

Purpose

This record series consists of files which document the employment histories of civil service workers. Contents in the record series include evaluations, timecards, resumes, and affirmative action reports.  The originals are maintained by the Personnel Department.

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.

Personnel Files/Faculty

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   640.09

Purpose

This record series consists of files which document the academic and instructional backgrounds and performance of department instructors.  The documents are used as internal evidence of contract - agreements and to document recent faculty research project activities. Contents in the record series include vitae, contracts, publications, performance reports, faculty service reports and faculty action reports.  The originals are maintained by the Provost Office.

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.

Student Files

Arranged By:   Chronological then Alphabetical
Application Number:   89-27
Item Number:   640.1

Purpose

This record series consists of individual student files which document the academic histories of both undergraduate and graduate students.  The documents are sued to advise students in academic and career goals in the areas of physical therapy, medical therapy, and community health. Contents in the record series include documentation of transcripts, changes of grades, course changes, anecdotal notes, grade reports, advisement forms, and related correspondence.  The original files are maintained by the Office of Registration and Records.

Procedure

Retain in office for five (5) years following last date of attendance or graduation, 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.

Student Employee Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   640.11

Purpose

This record series consists of individual files which include the employment histories of student workers within the Allied Health Department. The record series contains evaluations, timecards, resumes, applications for employment, and approvals for hiring.  The originals are maintained by the Financial Aid Department.

Procedure

Retain in office for five (5) years following termination of employment, the dispose of 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