Public Safety

Arranged By: Chronological
Application Number: 89-23
Item Number: 380.01

Purpose:

This annual report of departmental operations shows various statistics related to the general activity, mission and goals of this unit. Routine distribution of report copies include transmittal to the President, all Vice Presidents, the University Archives, the Board of Regents, other police departments and chiefs, the Personnel Office, and other interested parties as requested.

Procedure:

Retain one master copy in office permanently. Maintain and dispose of in office on a discretionary basis the remaining copies.

Arranged By: Chronological
Application Number: 89-23
Item Number: 380.03

Purpose:

These applications are required for individuals to possess or store firearms or weapons on campus. Examples of firearm usage circumstances monitored by this application process are recreational hunting and target shooting and theatrical use for props in a play. The applications are effective for one (1) year, then expire. The application process must be repeated for every valid year of weapons possession or storage.

Procedure:

Retain in office for six (6) years following the expiration of the documented applications(s), then dispose of providing no litigation is pending or anticipated.

Arranged By: Chronological
Application Number: 89-23
Item Number: 380.05

Purpose:

This file series contains the Department's copies of miscellaneous budget and fiscal records consisting of purchase orders, requisitions, local fund check request forms, fund deposit and withdrawal records (mostly copied with the Bursar) computer printout auto usage summaries, purchase orders, requisitions, vouchers, internal ledgers, copies of printouts from accounting on expenditures, property control inventory reports, telecommunication bills, and computer printout auto usage reports. Agency record copies of these forms and reports are held by the University's Accounting, Inventory Control, and Bursar's Office.

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 by year
Application Number: 89-23
Item Number: 380.06

Purpose:

This record series consists of documents associated with fiscal operations and planning of the subdivision. The files are used as resourceful information concerning procurement of external commodities and formulation of adequate budgets. Contents of the records include journal vouchers, requisitions, purchase orders, and invoices. These documents are duplicates as the original records exist within the designated department of the Accounting Office.

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: N/A
Application Number: 89-23
Item Number: 380.08

Purpose:

This record series is used for documenting clerical file pulls, returns, and overall frequency of use.

Procedure:

Retain in office for one (1) year or until expiration of administrative value, whichever is longer, then dispose of.

Arranged By: Chronological by year, Alphabetical by topic
Application Number: 89-23
Item Number: 380.11

Purpose:

This record series consists of documents which reflect data relevant to assessments for parking tickets. Specifically, the memo serves as a deletion notice for violation fees incurred by faculty, staff, and visitors. Contents of the document include name, social security number, date of infraction, ticket number, and amount of assessment. The original record is retained with the Accounting Department.

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: Alphabetical by interviewed candidates
Application Number: 89-23
Item Number: 380.12

Purpose:

These are evaluations of job candidates interviewed by the Department's Interview Committee comprised by a Captain, a Lieutenant, and a Sergeant. This file includes only the evaluations of those candidates who were not employed for various reasons. Interviewed candidates who ultimately commence employment have the interview evaluations within their personnel folders.

Procedure:

Retain in office for five (5) 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: Alphabetical by name
Application Number: 89-23
Item Number: 380.13

Purpose:

This record series consists of a document concerning acquisition of a gate entry card for designated parking. The above form must be completed and is utilized as a prerequisite in obtaining permission to drive motor vehicles through specific entrances. In addition, all vehicle owners are required to make down payment prior to receiving the entry cards from Campus Parking Services. The document contains name of owner, date, amount of deposit, and specific card number.

Procedure:

Retain in office for one (1) year, 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: Central file number and Chronological
Application Number: 89-23
Item Number: 380.14

Purpose:

This file series contains the Department's original and/or record copy documentation maintained from its handling of a range of incidents compromising or potentially affecting campus public safety. Specific kinds of incidents documented by the files include investigations, arrests, citations, or police assistance in crimes, misdemeanors, accidents or hazards (fires, bodily injury, etc.), lockouts, security patrol observations, and vehicle tows and/or impounds. Specific forms or documents composing this file series include: Annoyance/Complaint Fact Sheet(s), the primary case file document, showing the central file number, date, time, and remarks of what took place; copies of complaints; voluntary statements; supplementary reports concerning incidents; investigative reports; fingerprint cards; "rap" sheets; evidence receipts; various duplicate court proceedings documents as applicable; Monitor Authorization(s); Disposition Report(s); Request to Open Locked Vehicle; Vehicle Tow and Impound Record; and related correspondence. (Selected data/Complaint Fact Sheet are computerized on hard disk for internal reference.).

Procedure:

For all case files no involved with an arrest and/or prosecution, retain two (2) years in office then dispose of without microfilming providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated. For all case files documenting arrest and/or prosecution, retain two (2) years in office, then microfilm and dispose of original paper. Retain Departmental use record series microforms in office for twenty (20) years, 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. Transfer security microforms to the University Archives and/or campus Record Center for twenty (20) years retention, then dispose of. Maintain and dispose of hard disk information upon discretion of the Department.

Arranged By: Chronological
Application Number: 89-23
Item Number: 380.15

Purpose:

These assignment sheets serve as a supervisory monitoring document of investigative and police work activity.

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.

Arranged By: Chronological
Application Number: 89-23
Item Number: 380.17

Purpose:

These forms are filled out as lost items of personal property are received or discovered by the Department of Public Safety. Such property is reported based on the Department's assessment of its value. A brief form is filled out for property valued at $50.00 or under. This form and the actual property have been purged at the end of the semester in which the item was discovered or received. Another short but more detailed report is made for property received or discovered and assessed for a value of over $50.00. This report briefly describes the events and/or circumstances surrounding the discovery and/or receipt of the item(s) and the processes applied for determining the legitimate claimant and/or owner. These forms for property valued over $50.00 have been purged with the auctioning of these items after a year of unresolved custody (per provision of Ill. Rev. Stat. 1989, ch.141, par. 143) or upon the proper disposition of the property via its return to the rightful owner and/or claimant.

Procedure:

For property having an assessed value of $50.00 or under, retain in office until the legitimate claimant and/or owner is determined and the property is accordingly disposed of or until the end of the semester in which the item was discovered or received, whichever occurs first, 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. For property with a value of over $50.00, retain in office until the legitimate claimant and/or owner is determined and the property is accordingly disposed of or until the lapse of six (6) months of unresolved custody and the subsequent auctioning of the property, whichever occurs first, 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.

Arranged By: Chronological
Application Number: 89-23
Item Number: 380.18

Purpose:

This card file and computerized data base on disc/tape provides a summary of incident case file data. The recommended disposition for this file is therefore identical to the recommendation made for incident case files.

Procedure:

For all cards referent to cases not involved with an arrest and/or prosecution, retain two (2) years in office 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. For all cards referent to cases involving an arrest and/or prosecution, retain twenty (20) years in office, 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.

Arranged By: Chronological
Application Number: 89-23
Item Number: 380.19

Purpose:

This record series consists of two (2) types of departmental monthly reports of activities. One report is extracted from time sheets showing the general activity of the staff for the month which includes the quantity of tickets issued for a month, while the other report provides statistical breakdowns of criminal and non-criminal offenses. Copies of this report are transmitted to the administrative office of the Vice President for Business and Operations. Moreover, monthly report information is summarized in the Department's annual reports, a copy of which is sent to the University Archives.

Procedure:

Retain in office for ten (10) 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: Alphabetical
Application Number: 89-23
Item Number: 380.2

Purpose:

These records have been maintained if an officer is active. Upon an officer's separation from employment, the clothing and equipment assignment and return documentation has been placed in the respective personnel folder and maintained and disposed of as a personnel file item.

Procedure:

Retain in office until separation of the assigned officer, then continue to maintain in the respective personnel folder for five (5) years, 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.

Arranged By: Alphabetical by officer
Application Number: 89-23
Item Number: 380.21

Purpose:

This record series consists of the test results of handgun proficiency training received by officers of the Department.

Procedure:

Retain in office until termination of employment, then place in the corresponding Departmental personnel file for that file series recommended retention period of five (5) years after termination of employment.

Arranged By: Alphabetical
Application Number: 89-23
Item Number: 380.27

Purpose:

These are the Department's copies of personnel files covering all classes of employees working for the Department, which include security guards, investigators, and student workers. File contents include: Employment Record showing career development data, starting date, birthdate, and leave date; officers' handgun proficiency training testing records; Hiring Authorization; performance evaluations; applications for employment; background investigation materials; Interview Committee Evaluations; and disciplinary history (if applicable). Master personnel files are maintained by the University's Personnel Office administered under the direction of the Vice President for Finance and Planning.

Procedure:

Retain in office for five (5) years after termination of employment and/or the termination of the last period of enrollment, 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 and by subject
Application Number: 89-23
Item Number: 380.28

Purpose:

These manuals contain the Department's copies of University-wide and Police Department procedures which are both in effect and superseded.

Procedure:

Retain in office until superseded, then offer superseded procedure(s) to University Archives for accessioning. If offer for accessioning is refused by University Archives staff, maintain and dispose of in office on a discretionary basis the superseded procedures.

Arranged By: Chronological
Application Number: 89-23
Item Number: 380.29

Purpose:

This record series consists of radio logs (which were reformatted in 1987) completed daily detailing the particulars of the communication (i.e. name of person calling, time of the call, and the purpose of the call). The logs are now computerized on hard disk and printed for internal reference. (SIU/Edwardsville-Police Department has scheduled their radio logs for a retention period of three (3) years per Application 85-89, item 12).

Procedure:

Retain the original or initial radio logs in office for three (3) years, 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. Retain the computer printout radio logs and call for service modules in office for one (1) year, 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. Computer tape/disc record series formats are to be retained in office for three (3) years, then reuse and/or dispose of providing 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: 89-23
Item Number: 380.3

Purpose:

This record series consists of repair and servicing summary sheets provided by vendor repair services for the maintenance of the Department's radio.

Procedure:

Retain in office until the corresponding radio is traded in, retired, or condemned, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipate.

Arranged By: Chronological
Application Number: 89-23
Item Number: 380.31

Purpose:

This report completed for each shift lists personnel absences, car mileage, radio checkouts, time and attendance, assignment records, keys checked out by watchmen, etc.

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.

Arranged By: Chronological
Application Number: 89-23
Item Number: 380.32

Purpose:

These are waivers signed by any individual wishing to ride in a squad car waiving much of the Department's liability in the event of damages occurring from such an incident.

Procedure:

Retain in office for ten (10) 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: Alphabetical and Chronological
Application Number: 89-23
Item Number: 380.34

Purpose:

In addition to the time sheets, personnel production and activity sheets referred to by the agency as "Supervisor's Sheets" are frequently attached for showing personnel activity, production, and the amount of time used for work product(s). Essential statistical information contained within this series is lifted for summary and presentation within the Department's Monthly Reports and Annual Reports. Annual reports have been routinely archived with the University Archives. Also, central employee time and attendance documentation is maintained by the Payroll and/or Personnel Offices of the University.

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.

Arranged By: Chronological
Application Number: 89-23
Item Number: 380.35

Purpose:

These sheets are filled out to show the results of vehicle inspections for general condition, upkeep, etc.

Procedure:

Retain in office for the period of possession of the respective vehicle or for two (2) years, whichever is longer, 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.

Arranged By: Chronological
Application Number: 89-23
Item Number: 380.36

Purpose:

These reports are filled out by watchmen noting observances from a watch, such a broken window, open door, other structural damage, and missing items.

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.

Arranged By: Alphabetical
Application Number: 89-23
Item Number: 380.37

Purpose:

This is a card file and a data base computerized on disc/tape of traffic violation warnings issued.

Procedure:

Retain in office for one (1) 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, then Alphabetical by Provider
Application Number: 89-23
Item Number: 380.42

Purpose:

This record series consists of agreements with third party transportation providers that provide bicycle and short-term car rentals to students and visitors to campus. The agreements allow these providers to operate on the NIU campus.

Procedure:

Retain third party provider agreements for three (3) years after the termination date of the agreement, then destroy or delete from the system provided all audits have been completed, if necessary, and no litigation is pending or anticipated. Retain electronic records in compliance with 44 Ill. Admin. Code 4400.80.