Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By:   Chronological
Application Number:   89-27
Item Number:   630.01

Purpose:

This record series consists of printouts put out by the Office of Admissions showing the number of applicants and the number of students who attend.

Procedure:

Retain in office for five (5) years or until expiration of administrative value, whichever is longer, then dispose of.

Arranged By:   Alphabetical by department
Application Number:   89-27
Item Number:   630.02

Purpose:

This record series consists of appointment papers for graduate assistant and faculty for the Professional Studies Department.  Included in this are salaries, appointment period, special salary adjustment, etc.

Procedure:

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

Arranged By:   Chronological
Application Number:   89-27
Item Number:   630.03

Purpose:

Included in this are:  GAS reports; summer session budgets which would include information on the course offered, instructor salaries, enrollment, justification, etc.; initial budget proposals; capital budget documents which would contain all construction plans for the University and scope, priority and cost project, etc.; transfer of funds file; purchase orders; vouchers; Dean's office expenditures; budget proposals; etc. Record copies of this information is maintained by the Accounting and Purchasing Offices.

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:   Chronological
Application Number:   89-27
Item Number:   630.05

Purpose:

This record series consists of graduation reports.  Included in this file are lists by degree and list of all graduates.

Procedure:

Retain in office for five (5) years or until expiration of administrative value, whichever is longer, then dispose of.

Arranged By:   By department/Chronological
Application Number:   89-27
Item Number:   630.06

Purpose:

This record series consists of grant proposals which would include original grant (whether it was accepted or rejected), reports, etc.

Procedure:

Retain in office for seven (7) 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:   By semester
Application Number:   89-27
Item Number:   630.07

Purpose:

This record series contains information on students dismissed from the University.  Included in this file are freshman warning list, letters to students, probation reports and dismissal reports. Record copies are maintained by the Office of Registration and Records.

Procedure:

Retain in office for five (5) years after separation from University, then dispose of provided no litigation is pending or anticipated.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   630.09

Purpose:

This record series consists of personnel files for both faculty and civil service employees.  Included in this file are hiring papers, resumes, and salaries. The record copy of the is information is maintained by the Provost's Office and the University's Central Personnel Office.

Procedure:

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

Arranged By:   Alphabetical by subject
Application Number:   89-27
Item Number:   630.1

Purpose:

This record series consists of reference files on various subjects.  Included in this are information on other universities, departments, topics (i.e., programs, conferences), commencement information, orientation information, etc.

Procedure:

Retain in office for three (3) years or until expiration of administrative value or until obsolete, whichever is longer, then dispose of.

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   630.11

Purpose:

This record series contains grades, transcripts, student data sheets, grade evaluation forms, withdrawal forms, pass/fail forms, change of major forms, etc. The record copy of student files is maintained in the Office of Registration and Records.

Procedure:

Retain in office for five (5) years after separation from University, then dispose of provided no litigation is pending or anticipated.

Arranged By:   By semester/Alphabetical
Application Number:   89-27
Item Number:   630.12

Purpose:

This record series consists of transcripts for students who are planning to attend Northern Illinois University and participate in the Professional Studies Department.

Procedure:

Retain files of those who do not enroll for one (1) academic year, then dispose of providing no litigation is pending or anticipated.  Retain all transcripts of those who attend with the student files.