Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   690.01

Purpose:

Contents in the record series include salary sheets, performance evaluations, supporting correspondence, job descriptions, and affirmative action reports.  The originals are maintained by the Personnel 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.

Arranged By:   Chronological by year, Alphabetical
Application Number:   89-27
Item Number:   690.02

Purpose:

This record series consists of the final tests which concern graduate students within the Human and Family Resources Department.  The exams are used to measure student achievement and are a prerequisite to graduate degrees. Contents in the records series include name of student, questions asked, and responses to the questions.

Procedure:

Retain in office permanently.

Arranged By:   Chronological
Application Number:   89-27
Item Number:   690.03

Purpose:

This record series consists of syllabi which document the instructional curriculums within the department.  The records function as subject guides for specific courses and are used by faculty and students. Data contents of the record series consists of course subject matter, educational topics, course prerequisites and requirements, description of subject, and calendar dates.

Procedure:

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

Arranged By:   Alphabetical by topic
Application Number:   89-27
Item Number:   690.04

Purpose:

The record series consists of federal and state grant files which document fund projects undertaken by the University.  The documents are used for research associated with Head Start Programs, childcare studies, homemaker training, and child abuse. Contents in the record series consists of purchase orders, budget information, payment information, monthly economic reports, grant applications, proposals, and program approvals.  The originals are maintained by the designated research office (e.g., Federal Education Department and State Department of Children and Family Services).

Procedure:

Retain in office for six (6) years following termination of grant, 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.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   690.05

Purpose:

This record series consists of documents which show annual achievements of departmental faculty.  Generated by instructors, the form is used as a basis for possible promotion and verifies professional pursuits. Data content in the record series consist of meetings and seminars attended, community service, courses taught, research projects, publications, university service and awards or honors.  The originals are maintained by the Dean of the College of Professional Studies.

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.

Arranged By:   Chronological by year
Application Number:   89-27
Item Number:   690.06

Purpose:

This record series consists of documents which show the accounting operations of the Human and Family Resources Department.  The records are utilized for the control of budgeted funds and to purchase goods or services. Contents in the records series consists of purchase orders, invoices, travel vouchers, check requests, budget requests, general accounting service reports, telephone bills, and inventory cost sheets.  The originals are maintained by the Accounting Department.

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.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   690.09

Purpose:

This record series consists of files which contain documentation of the academic background and instructional performance of departmental faculty.  The files are used to reference evaluative appraisals and payroll information. Contents in the record series include vitae, transcripts, courses taught, letters of recommendation, salary information, tenure, promotions, and affirmative action reports.  The originals are maintained by the Provost's 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.

Arranged By:   Chronological by year, Alphabetical
Application Number:   89-27
Item Number:   690.1

Purpose:

This record series consists of files which document the academic and curricular histories of undergraduate and graduate students within the department.  The documents track educational achievement and assist advisors with relevant career information. Contents in the records series include undergraduate files (e.g., schedules, grade sheets, applications, letters of recommendation) and graduate files (e.g., appointments, graduate record exams, letters of reference, thesis proposals).  The originals are maintained in the Registration and Records Office or Graduate School.

Procedure:

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