College of Professional Studies-Human and Family Resources

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Civil Service Personnel Files

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.

Comprehensive Exams (Graduate Schools)

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.

Course Syllabi

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.
Departmental Grant Files

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.

Faculty Service Report

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.

Fiscal and Budget Records

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.

General Correspondence and Related Documents and Memos

Arranged By:   Alphabetical by topic
Application Number:   89-27
Item Number:   690.07

Purpose

This record series consists of general correspondence between the Human and Family Resources Department, other university departments, and individuals or groups outside of the University. Contents in the record series consists of letters, memos, rough drafts, notes, policies and procedures.

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.

Minutes

Arranged By:   Chronological
Application Number:   89-27
Item Number:   690.08

Purpose

This record series consists of minutes of the Personnel Committee, Curriculum Committee, and Staff-Area Committee within the department.

Procedure

Retain in office for ten (10) years or until expiration of administrative value, whichever is longer, then transfer to University Archives for permanent retention.
Personnel - Faculty Files

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.

Student Files

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.

Contact Us

Ethics and Compliance Office
Health Services Building, 2nd floor
815-753-5560
eco@niu.edu