College of Professional Studies-School of Nursing

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Administrative Correspondence and Related Documents

Arranged By:   Chronological and Alphabetical by subject
Application Number:   89-27
Item Number:   710.01

Purpose

This record series includes administrative correspondence, duplicate and original minutes, and school evaluation reports completed by the School's Chair for accreditation with the National League for Nursing, one of the major accreditation bodies for nursing education.  Duplicate minutes contained in the file series are those emanating from the University-wide curriculum and Personnel Committees.  Original committee minutes maintained within the series include minutes generated from the Faculty Committee.

Procedure

Retain three (3) years in office, then dispose of duplicate minutes and correspondence possessing no current administrative/research value and offer to transfer file series materials possessing archival/research value (with low or inactive administrative reference) to University Archives custody.  If the offer to transfer the latter material to Archives is refused by University Archives staff, dispose of upon discretion the remainder of the minutes and correspondence and retain the school evaluations reports for an additional seven (7) years and subsequent disposal.

"Agency Files"

Arranged By:   Alphabetical by agency and Chronological
Application Number:   89-27
Item Number:   710.02

Purpose

This record series contains Memorandum(s) of Understanding (or agreements) and copies of other various supporting documents submitted by participating public and private hospitals, health care agencies and institutions aiding the University in implementing nurses training residence, internships providing, and clinical experience programs.  Supporting documentation submitted to the School of Nursing qualifies the above participating health care entities in terms of their provision of effective and adequate liability insurance coverage and/or their general financial solvency for settling potential cases of medical malpractice actions.  The School of Nursing receives these submissions annually for renewal of the above fitness criteria.

Procedure

Retain in office for ten (10) years, then dispose of providing no litigation is pending or anticipated.

Budget and Fiscal Administration Files

Arranged By:   By fiscal year
Application Number:   89-27
Item Number:   710.03

Purpose

This record series consists of duplicate purchase orders, requisitions, vouchers, invoices, GAS reports, telephone bills, transportation and post office bills, budget printouts, and budget working papers.

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:   Numerical by course number
Application Number:   89-27
Item Number:   710.04

Purpose

This record series consists of course syllabi, book order forms, copies of Departmental and University schedules, course changes, and course proposals.

Procedure

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

Faculty/Administration Search Files

Arranged By:   By area of application, then Alphabetical
Application Number:   89-27
Item Number:   710.0

Purpose

This record series consists of applicant files resulting from faculty/administration searches within the School of Nursing.  Included are resumes, vitae, applications, letters of recommendation, affirmative action reports, 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.

Faculty Personnel Files

Arranged By:   By active and inactive, then Alphabetical
Application Number:   89-27
Item Number:   710.06

Purpose

This record series contains vitae, transcripts, acceptance letters, affirmative action reports, and correspondence. Original personnel files are maintained for sixty-five (65) years by the Provost's Office.

Procedure

Retain in office for five (5) years following separation from employment, then dispose of providing no litigation is pending or anticipated.

Student Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   710.07

Purpose

This record series include letters of admission, letters of recommendation, advisement forms, personal identification sheet, graduation check list, copies of grades, copies of transcripts, and related correspondence.

Procedure

Retain in office for five (5) years after graduation or date of last attendance, then dispose of.

Contact Us

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