College of Professional Studies-Communicative Disorders Program for the Hearing Impaired

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Fiscal Administration Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   670.01

Purpose

This record series consists of vouchers, requisitions, purchase orders, invoices, billings, budget forms, budget expenditure reports, and appropriation reports.  Original fiscal records are maintained by the Purchasing Office and the Accounting Office.

Procedure

Retain the 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.

General Correspondence and Reference File

Arranged By:   Alphabetical by subject
Application Number:   89-27
Item Number:   670.02

Purpose

This record series consists of notes, memoranda, internal working papers and correspondence of the Program for the Hearing Impaired.

Procedure

Retain in the office for three (3) years, then with the assistance of the University Archives staff, review and transfer any materials possessing historical/research value to the University Archives for permanent retention and dispose of balance of materials after completion of the foregoing review(s) providing no litigation is pending or anticipate.

Personnel Files - Active and Inactive

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   670.03

Purpose

This record series consists of active and inactive personnel files for faculty members, civil service, and student workers of the Program for the Hearing Impaired.  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 for student workers are maintained by the Student Financial Aids Office.  Original faculty and no-rank faculty personnel files are maintained by the Provost's Office.  Original civil service personnel files are maintained by the Civil Service Personnel Office.

Procedure

Retain in office for five (5) years after 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

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   670.04

Purpose

This record series consists of student files for those individuals who take part in the University's Program for the Hearing Impaired, a special educational and work program for deaf students who have completed their high school education.  Types of documents found within the files include:  recommendations from the Illinois Department of Rehabilitation Services  for admission to the program; acceptance forms and related correspondence; test results; therapy reports; various reports regarding course work; peer interaction, etc.; recommendations of what the student should do after completing the program; and related correspondence.  

Procedure

Retain in office for sixty-five (65) 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