College of Professional Studies

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Admission Reports

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.

Appointment Papers File

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.

Budget and Fiscal Files

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.

General Administrative Correspondence File

Arranged By:   Alphabetical/Chronological
Application Number:   89-27
Item Number:   630.04

Purpose

This file includes incoming and outgoing correspondence for the Department.

Procedure

Retain in office for three (3) years, then dispose of.

Graduation Report File

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.

Grant Proposal File

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.

Student Dismissal File

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.
Committee Minutes and Agendas

Arranged By:   Chronological
Application Number:   89-27
Item Number:   630.08

Purpose

This record series consists of committee minutes and agendas for the various committees monitored by the Professional Studies Department.  The following committees are included:  College Curriculum, Liberal Arts and Sciences, English, Education, Business, Performing Arts, Graduate Council, Academic Planning, Council Instruction, Grand Council Curriculum and Advanced Council Teachers Education.

Procedure

Retain original minutes and agendas in office for ten (10) years or until expiration of administrative value, whichever is longer, then transfer to the University Archives for permanent retention.

Personnel Files

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.

Subject File

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.

Student Files

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.

Transcripts of Transfer Students (Prospective and Enrolled)

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.

Contact Us

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