College of Professional Studies-Library and Informational Studies

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Accreditation Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   700.01

Purpose

This record series consists of accreditation reports which the Department is required to file with the American Library Association.  Also included are various working papers utilized in preparing the report and related correspondence.

Procedure

Retain in office for five (5) years after superseded by a new report, then offer to the University Archives for possible accessioning.  If offer is refused by University Archives staff, retain or dispose of upon discretion of the Department.

Annual Submission of Statistics to National Library Educators

Arranged By:   Chronological
Application Number:   89-27
Item Number:   700.02

Purpose

This record series consists of documents which contain statistical data accumulated by the Library and Information Studies Department.  The documents are used to convey information to the American Library Association, Chicago, Illinois; and to assist in office planning and projections. Contents in the record series includes faculty statistics, student statistics, curriculum statistics, income and expenditures, continuing professional education data, and summary statistics.  

Procedure

Retain in office for two (2) 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.
Budget and Fiscal Administration Files

Arranged By:   By fiscal year
Application Number:   89-27
Item Number:   700.03

Purpose

This record series consists of duplicate purchase orders, requisitions, vouchers, invoices, GAS reports, bookstore order forms, telephone bills, budget printouts, and budget working papers. The originals are maintained by the University's Purchasing, Accounting, and Budgeting Offices for six (6) years.

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 Memos

Arranged By:   Chronological
Application Number:   89-27
Item Number:   700.04

Purpose

This record series consists of incoming and outgoing correspondence between the Library and Information Studies Department, other departments, and groups or individuals.   Contents in the record series include memos, letters, rough drafts, 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.

Curriculum Development Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   700.05

Purpose

This record series consists of course proposals, degree proposals, and correspondence with the dean the Provost Office, and the Illinois Board of Higher Education.

Procedure

Retain in office for two (2) years or until revised or superseded, whichever occurs last, then dispose of.

Faculty Search Files

Arranged By:   Chronological by search, then Alphabetical
Application Number:   89-27
Item Number:   700.06

Purpose

This record series consists of applicant files resulting from faculty searches.  Included are resumes, vitae, applications, letters of recommendation, and any other information received from prospective applicants.

Procedure

Retain in office for five (5) years following termination of the position vacancy, 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 and Applicant Files - Faculty Positions - Hired and Not Hired

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   700.07

Purpose

This record series consists of individual files which concern faculty applicants who have been hired, and not hired, for positions within the department.  The documents are used to monitor faculty instruction, process formal applications, and provide data for faculty promotions or demotions. Contents in the records series for hired employees include resumes, annual report of activities, annual service reports, tenure information, ratings, appeals of evaluations, and correspondence.  Files of applicants not hired consists of resumes, applications, and correspondence. The originals are maintained by the Provost Office.

Procedure

A) For documents of un-hired applicants, retain five (5) years, then dispose of providing no litigation is pending or anticipated.

B) For documents of hired applicants, retain in office for five (5) years following termination of employment, 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:   700.08

Purpose

This record series consists of files which document graduate student's academic and curricular background.  The documents are used to chart a student's progress toward a postgraduate degree and to provide information for acceptance into the graduate program. Contents in the records series include application, list of recommendations, undergraduate degrees, graduate record exams, course of study, changes in grades, and related correspondence.  The originals are maintained in the Graduate School Office.

Procedure

Retain in office for five (5) years following date of last 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.

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