College of Professional Studies-Communicative Disorders

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General Administrative Correspondence and Reference File

Arranged By:   Chronological by subject
Application Number:   89-27
Item Number:   660.01

Purpose

This record series consists of correspondence to and from the department, minutes and agendas of meetings from various committee and staff meetings, and various departmental reports.

Procedure

Retain in office for three (3) years, then with the assistance of the University Archives staff, review files and transfer any materials possessing archival/research value (original minutes, policy formulation correspondence) to the University Archives for permanent retention.  Dispose of balance of materials after completion of the foregoing review(s) providing no litigation is pending or anticipated.

Course Files

Arranged By:   Chronological by course
Application Number:   89-27
Item Number:   660.02

Purpose

This record series consists of copies of class enrollment reports, listings of textbooks used, listings of where the courses were taught, and final course grade reports for each semester.

Procedure

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

Fiscal Administration Files

Arranged By:   Chronological by line item
Application Number:   89-27
Item Number:   660.03

Purpose

This record series consists of vouchers (travel and invoice), purchase requisitions, purchase orders, billings, expenditure reports, budget appropriations and budget summaries.

Procedure

Retain in the office for three (3) years, then dispose of providing all audits have been completed under supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

External Practicum Assignment File

Arranged By:   Alphabetical by subject
Application Number:   89-27
Item Number:   660.04

Purpose

This record series consists of information pertaining to graduate students working outside of the campus at various agencies.  Information included in the file is:  student name, where they were assigned, name of their supervisor, and any comments from the students regarding their assignment.

Procedure

Retain in the office for five (5) years following graduation or date of last attendance, then dispose of providing no litigation is pending or anticipated.

Graduate School Applications (Rejected)

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   660.05

Purpose

This record series consists of rejected applications for graduate study along with letters of recommendation, grade transcripts, G.R.E. test scores, and the decision notice of the Graduate Admissions Committee for each rejected applicant.

Procedure

Retain in office for three (3) years, 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.

Grant Award Files

Arranged By:   Chronological by granting agency
Application Number:   89-27
Item Number:   660.06

Purpose

This record series consists of research grant files maintained by the Department of Communicative Disorders.  Documents contained within the files include grant applications; notice of submission; notice of award; annual reports of how grant money was spent; and any related correspondence.  Originals or record copies of grant documentation (applications, proposals, project narratives, project budgets, etc.) are maintained by the Office of Sponsored Projects.

Procedure

Retain in office for six (6) years following completion of grant project, then with the assistance of the University Archives staff, review files and transfer any material possessing archival/research value to the University Archives for permanent retention.  Dispose of the balance of materials after completion of the foregoing review(s) providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Rejected Grant Applications

Arranged By:   Chronological by granting agency
Application Number:   89-27
Item Number:   660.07

Purpose

This record series consists of grant applications which were turned down by the granting agency.  Original grant applications are maintained by the Office of Sponsored Projects.

Procedure

Retain in the office for five (5) years, 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.

Personnel Files - Active and Inactive

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   660.08

Purpose

This record series consists of active and inactive personnel files for faculty members, civil service, and student workers of the Department of Communicative Disorders.  Types of documents found within the files include the following:  copies of contracts; tenure evaluations; notices of leave and/or sabbatical; resumes; documentation of salary/classification changes; copies of hiring/appointment papers; termination papers (if applicable); performance evaluations; job descriptions; applications; time and attendance records; Student Work Authorization forms; and any related correspondence. Original personnel files of student workers are maintained by the Student Financial Aids Office.  Original faculty and no-rank faculty personnel files are maintained by the Provost.  Original civil service personnel files are maintained by the Civil Service Personnel Office.

Procedure

Retain in the office for five (5) year following termination of employment, graduation, or date of last attendance, 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.

Student Files - Graduate and Undergraduate

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   660.09

Purpose

This record series consists of individual files for each student pursuing an undergraduate or graduate degree through the Department of Communicative Disorders.  Types of documents found in a student file are:  grade reports; statements of academic standing; graduation progress reports; declaration and/or change of major forms; notes from meetings with advisors; transfer adjustment; substitution waivers; applications for Graduate School; college transcripts; letters of recommendation; copies of G.R.E. test scores; approval for thesis; records of any clinical work done by the student; and any related correspondence.  Original records for graduate students are maintained permanently by the Graduate School while original undergraduate student records are maintained permanently by the Registration and Records Office except for records pertaining to clinical work done by the student, which is maintained in the department's office.  Documentation of clinical work records may be needed by the student when applying for licensure and/or graduate school.

Procedure

Take the following steps for disposition: A) Retain student files, with the    exception of clinical work records, for five (5) years following graduation or date of last attendance, then dispose of providing no litigation is pending or anticipated. B) Retain all student clinical work records for sixty-five (65) years following graduation or date of last attendance, then dispose of providing no litigation is pending or anticipated.

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815-753-5560
eco@niu.edu