Northern Illinois University
Ethics and Compliance Office
Office of the President

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.

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.

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Retain in office for two (2) years or until revised or superseded, whichever occurs last, then dispose of.

Arranged By:   By area of application, then Alphabetical
Application Number:   89-27
Item Number:   710.05

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.

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.

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.