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Academic Status Report

Arranged By:   Chronological
Application Number:   89-27
Item Number:   160.01

Purpose

This record series consists of reports on academic status as gathered by the Office of Registration and Records.  These reports include students who failed all hours, academic dismissal list, academic probation list, graduate student academic trouble list, academic status tabulation, freshman warning list, and freshman follow-up list.

Procedure

Retain the following reports for four (4) years, then dispose of provided no litigation is pending or anticipated:  students who failed all hours and academic dismissal list. Retain academic probation list two (2) years, then dispose of provided no litigation is pending or anticipated. Retain all other reports in this record series one (1) year, then dispose of provided no litigation is pending or anticipated.

Approved Exception File

Arranged By:   By category
Application Number:   89-27
Item Number:   160.02

Purpose

This record series consists of reports which identify students who have completed a course but their enrollment in that course represents an approved exception to an academic policy.  These reports show:  graduate student in courses for undergraduate credit; undergraduates in courses for graduate credit; graduate students with overloads; and undergraduate students with overloads.

Procedure

Retain in office for two (2) years, then dispose of provided no litigation is pending or anticipated.

Audit Trails

Arranged By:   Chronological
Application Number:   89-27
Item Number:   160.03

Purpose

This record series consists of audit trails maintained by the Office of Registration and Records.  The records contain printouts of audit trails for all course requests, general registration, and add/drops.

Procedure

Retain in office for one (1) year, then dispose of provided all administrative value has expired.

Cancelled or "No-Show" Application Files

Arranged By:   Chronological, then Alphabetical
Application Number:   89-27
Item Number:   160.04

Purpose

This record series consists of individual files on prospective undergraduate students (who sent the University a completed application or a transcript) who did not subsequently enroll at Northern Illinois University.  Files include admission applications, ACT scores, high school and college transcripts, and correspondence interview sheets. Applicants need to reapply if not enrolled within a year from the date of application.

Procedure

Retain in office for one (1) year, then dispose of.

lass List Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   160.05

Purpose

This record series consists of the class list files maintained by the Office of Registration and Records. The records contain computer printouts of class lists after late registration and after add/drops have been completed.

Procedure

Retain in office for one (1) class term, then dispose of provided all administrative value has expired.

Commencement Bulletins

Arranged By:   Chronological
Application Number:   89-27
Item Number:   160.06

Purpose

Commencement Bulletins

Procedure

Retain one master copy of each bulletin in office permanently.

Course Tally Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   160.07

Purpose

This record series consists of the course tally files maintained by the Office of Registration and Records.  The records contain printouts of tallies for:  preliminary course requests, final course requests, scheduling courses, late registration courses, reporting courses, and end-of-term courses.

Procedure

Retain reporting course and end-of-term tally printouts in office for five (5) years, then dispose of.  Retain all other record series documents in office for three (3) years, then dispose of providing all administrative value has expired.

Degree Summarization Reports

Arranged By:   By type of report, then Chronological
Application Number:   89-27
Item Number:   160.08

Purpose

This record series consists of various reports listing and summarizing the types of degrees conferred by the University.

Procedure

Retain permanently in the office.

Diploma Order

Arranged By:   Chronological
Application Number:   89-27
Item Number:   160.09

Purpose

Diploma order.

Procedure

Retain permanently in the office.

Enrollment Reports

Arranged By:   By term
Application Number:   89-27
Item Number:   160.1

Purpose

This record series consists of final enrollment reports for all courses offered by the University.  Each list for each class the course name, course number, section number, instructor's name, and number of students enrolled.

Procedure

Retain five (5) years in office, then transfer to the University Archives for permanent retention.
General Registration

Arranged By:   Chronological
Application Number:   89-27
Item Number:   160.11

Purpose

This record series consists of the general registration files maintained by the Office of Registration and Records.  The record contains printouts for various curriculum and scheduling data including curriculum change information, schedule of classes, schedule working report, reference number report, classroom scheduling reports, and faculty instructional schedules.

Procedure

Retain in office for three (3) years, then dispose of provided all administrative value has expired.

Grade Distribution Report File

Arranged By:   By subject/Chronological
Application Number:   89-27
Item Number:   160.12

Purpose

This record series consists of reports tabulating the distribution of grades awarded in each term and mean GPA.  These are broken into reports on grade distribution (section, grade distribution/section off-campus courses, grade distribution by course load, grade distribution by course level off-campus courses, grade distribution by student classification and grade distribution by student class off-campus).

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.

Grade Rolls

Arranged By:   Chronological by term
Application Number:   89-27
Item Number:   160.13

Purpose

This record series consists of the University's original grade rolls showing, for every class taught each term, the names of all students enrolled with corresponding hours earned, grade earned, identification number, and class rank (i.e., freshman, sophomore, junior, or senior).  This record series is currently being microfilmed on an ongoing basis.

Procedure

Microfilm record series as generated.  Upon successful completion of microfilming process, dispose of hard copy, provided no litigation is pending or anticipated.  All microfilm is to be retained permanently in the office.

Grade Point Average Reports File

Arranged By:   By subject/Chronological
Application Number:   89-27
Item Number:   160.14

Purpose

This record series consists of reports on grade point averages for the students of Northern Illinois University as compiled by the Registration and Records Department.  Reports contained in this series consists of academic summary graduate students and S.A.L.'s, academic summary by major department, term G.P.A. academic summary, and all other academic summaries.

Procedure

Retain in office for two (2) years, then dispose of provided all audits have been completed, if necessary, and no litigation is pending or anticipated.

Grade Reports File

Arranged By:   By subject
Application Number:   89-27
Item Number:   160.15

Purpose

This record series consists of various grade and academic reports.  Included in this are grade count (number of A's, B's, C's, D's, etc.), grade edit (indicates potential inconsistencies).

Procedure

Retain in office for one (1) year, then dispose of provided no litigation is pending or anticipated.

Honor Society Reports File

Arranged By:   By honor society
Application Number:   89-27
Item Number:   160.16
Purpose:

This record series consists of identification of students whose GPA qualifies them for one or more of the following:  LAMBDA Sigma, Mortar Board, Phi Kappa Phi, Honors, Upper 10% of class by state and city, and honor by county.
Procedure:

Retain in office for one (1) year, then dispose of provided no litigation is pending or anticipated.

Incomplete and Non-Received Grade File

Arranged By:   By subject
Application Number:   89-27
Item Number:   160.17

Purpose

This record series consists of reports which indicate students who received an incomplete grade or for whom a grade was not received from instructor by the grade processing deadline.  These are broken down into reports on:  no grade received or incomplete by section; no grade received or incomplete by student name; and reports (this identifies students who are repeating a course).

Procedure

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

Rank-In-Class Report File

Arranged By:   By report subject
Application Number:   89-27
Item Number:   160.18

Purpose

This record series consists of reports which indicate a student's rank-in-class based on GPA as of the end of the given term.  These reports are:  1) rank-in-class/term GPA and gender, 2) rank-in-class/term GPA and alpha, 3) rank-in-class/term GPA and parameters, 4) rank-in-class/term GPA and ranges used, 5) rank-in-class summary total cumulative GPA, 6) rank-in-class/cumulative GPA and gender, 7) rank-in-class/cumulative GPA and alphabetical, 8) rank-in-class/cumulative GPA and parameter, 9) rank-in-class/cumulative GPA and ranges used, and 10) rank-in-class summary totals term GPA.

Procedure

Retain reports 2, 3, 4, 5 and 10 for two (2) years, then dispose of provided no litigation is pending or anticipated.  Retain all other reports permanently.

Schedule Booklets

Arranged By:   Chronological by term
Application Number:   89-27
Item Number:   160.19

Purpose

Schedule booklets

Procedure

Retain in office for ten (10) years, then transfer to the University Archives for permanent retention.

Status of Admissions

Arranged By:   Chronological
Application Number:   89-27
Item Number:   160.2

Purpose

This record series consists of various weekly and monthly Status of Admissions Reports showing the number of students at each phase of the admission process.  These reports are generated mainly for planning purposes. The record copies of these reports are maintained by the University Admissions Office (item #120.07 of this application).

Procedure

Retain in office for two (2) years, then dispose of.

Student Records File

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   160.21

Purpose

This record series consists of the permanent student record for who attends and have attended Northern Illinois University.  The following information is included in the student's file:  application for admission, ACT scores, correspondence relating to undergraduate admissions decisions, corresponding relating to academic progress primarily of undergraduates, transcripts from other schools (primarily undergrads), concurrent registration approvals, graduation documents for undergraduates, relevant correspondence, graduation progress reports, degree verifications, graduation evaluation information sheets, transfer adjustment/substitution/waiver forms, graduation fee payments forms, athletic eligibility documents, grade changes (all students), course withdrawal forms (all students), university withdrawal forms (all students), proficiency credit forms (all students), major change forms (all students), and Northern Illinois University academic transcripts.

Procedure

Retain all material permanently in microform, hard copy, or computer format.  All hard copy may be disposed of if first microfilmed in accordance with State Records Commission regulations.

Student Registration Files

Arranged By:   By term
Application Number:   89-27
Item Number:   160.22

Purpose

This record series consists of registration forms, course request forms, and add/drop forms for all students registering for classes at Northern Illinois University.

Procedure

Retain in office for two (2) years, then dispose of provided no litigation is pending or anticipated.

Teacher Certification Files

Arranged By:   Chronological and Alphabetical
Application Number:   89-27
Item Number:   160.23

Purpose

Cards and certification work sheets, entitlement notification letters, selection and retention appeals, and certification correspondence.

Procedure

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

Unclaimed Diplomas

Arranged By:   By graduation date
Application Number:   89-27
Item Number:   160.24

Purpose

This record series consists of original student diplomas either held by the University due to an encumbrance or returned to the University by the U.S. Postal Service. Western Illinois University has a corresponding record series on schedule for the same retention period as recommended herein as per item #153 of approved Application #85-149.

Procedure

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

University Catalogs

Arranged By:   Chronological
Application Number:   89-27
Item Number:   160.25

Purpose

This record series consists of the University's master copies of catalogs - graduate and undergraduate.

Procedure

Retain in office for ten (10) years, then transfer to the University Archives for permanent retention.

Unsatisfactory Academic Progress File

Arranged By:   By subject
Application Number:   89-27
Item Number:   160.26

Purpose

This record series consists of reports which indicate students who are not making satisfactory academic progress.  Contained in this file are the following reports:  unsatisfactory academic progress/college, unsatisfactory academic progress/name, part-time student exempt from satisfactory progress checks, and academic progress totals.

Procedure

Retain in office for one (1) year, then dispose of.

Contact Us

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