Student Financial Aids

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Accounting and Budget Ledgers

Arranged By:   Chronological by year
Application Number:   89-26
Item Number:   150.01

Purpose

This record series consists of line items which concern the various accounts for scholarship programs of the University.  The forms are used to record monies for the Evans Scholarship Fund, Millinger Foundation, Department of Rehabilitation Fund, Clara Abbott Scholarship, Andrews Foundation, William Cook Fund, DeKalb Farm Bureau Fund, Furnace Foundation, National Merit Program, Pullman Fund, and University's Grant-in-Aids Fund.  Data in the ledgers include name of fund, document number, account received and paid, balance figures, and date.

Procedure

Retain in office for six (6) years following the expiration of grant or date of endowment, 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.

Administrative Correspondence and Reference File

Arranged By:   Alphabetical and Chronological
Application Number:   89-26
Item Number:   150.02

Purpose

The files include copies of federal and state reports, various financial aid material, and correspondence.

Procedure

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

Agreements for Employment of Students Under the College Work Study Program (Originals)

Arranged By:   Alphabetical by agency name
Application Number:   89-26
Item Number:   150.03

Purpose

This record series consists of agreements between the University and agencies (public or private nonprofit organization) to employ students in the College Work Study Program within the rules and guidelines of such program established under the Higher Education Act of 1965, Part C, Title IV.         Data in the record series comprise the agency's name, address, signature of person signing for agency, time period of agreement, date approved, and appropriate signatures.

Procedure

Retain in office for five (5) years following the termination of agreement, 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.

Annual Pell Grant Fiscal Files

Arranged By:   Chronological by year
Application Number:   89-26
Item Number:   150.04

Purpose

This record series consists of fiscal documents generated from the administration of the Pell Grant Program.  Universities and institutions of higher learning which receive such monies are subject to the requirements of the Federal Register Chapter 34, Part 690 et seq. and the retention period recommended for this series is in conformance with those provisions.

Procedure

Retain in office for six (6) 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.

Budgetary and Fiscal Management Printouts-Pell, Illinois Veterans Grants

Arranged By:   Chronological by year
Application Number:   89-26
Item Number:   150.05

Purpose

This record series consists of ledger printouts which contain fiscal reference data for accounting reconciliations, audit trails, and controls. Data in the record series include name of student, amount paid, identification number, eligibility points, social security number, student aid index, and statistics of enrollment and validation.

Procedure

Retain in office for five (5) years following expiration of grant(s), 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.

Check Requests

Arranged By:   Chronological by year
Application Number:   89-26
Item Number:   150.06

Purpose

Contents of the record series includes date, name of account, account number, purchase order number, check amount, total amount of check, and appropriate signatures.  The original is maintained by the Accounting Office (ref. Application 89-23, item #210.06).

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.

Computer Printouts - Student Employment Report

Arranged By:   Chronological by year, Alphabetical by name
Application Number:   89-26
Item Number:   150.07

Purpose

Data in the record series include name of student, social security number, type of employment, department number, earnings level, balance of earning, and number of hours enrolled.

Procedure

Retain in office for six (6) 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 Payroll Vouchers

Arranged By:   Chronological by year, Alphabetical by name
Application Number:   89-26
Item Number:   150.08

Purpose

Data in the record series include name of student, amount of earnings, department name, fund number, payroll date, check number, and document number.  The originals are maintained by the Payroll 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.

Employment Eligibility Verification

Arranged By:   Alphabetical by name
Application Number:   89-26
Item Number:   150.09

Purpose

This record series consists of a document which substantiates the citizenship of immigrants for the verification of an individual's qualifications for employment under provisions of an individual's qualifications for employment under provisions of (1987, Title 8, United States Code, Section 1324A).    Data in the series include name and address of applicant, social security number, status of entry, appropriate signatures, document verification checklist and employer name and address.

Procedure

Retain in office for three (3) years following date of hiring or one (1) year following the termination of employment, whichever is later, 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.

Employment Payroll Card (Student Card File)

Arranged By:   Alphabetical by name
Application Number:   89-26
Item Number:   150.1

Purpose

This record series consists of a card file which documents the employment history of each student worker. Entries in the file include name of student, social security number, department and fund number, starting date, termination date, job title, supervisor, rate, promotions, comments, and raises.

Procedure

Retain in office for five (5) years following termination of employment of the corresponding students, 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.

Legislative Scholarship Nomination Forms

Arranged By:   Alphabetical by name
Application Number:   89-26
Item Number:   150.11

Purpose

This record series consists of scholarship recipient nomination documents for scholarships established under the auspices of the Illinois General Assembly.  All aspirants are also verified through the State Board of Education. Data in the series include name of applicant, address, social security number, designated academic year, and proper certification.  

Procedure

Retain in office for one (1) year following termination of the scholarship assistance, 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.

Off-Campus Agency Time Sheets

Arranged By:   Chronological by year
Application Number:   89-26
Item Number:   150.12

Purpose

This record series consists of documents which record student-worker hours per earnings period. Data in the record series include agency name and work location, agency number, work location telephone, student's social security number, name of student, number of hours worked, appropriate signatures, total hours worked, rate per hour, gross pay, and University's share total.  

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.

Requests for Changes in Students' Hourly Rates

Arranged By:   Alphabetical by name
Application Number:   89-26
Item Number:   150.13

Purpose

Data in the record series include specific fund, designated department, student's supervision, date, name of student, social security number, present job classification, new job classification, present rate, recommended rate, effective date of change and appropriate signatures.

Procedure

Retain in office for five (5) years following termination of employment, 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.

Records of Payments from Student Athletic Scholarships (Desk Cards)

Arranged By:   Alphabetical by name
Application Number:   89-26
Item Number:   150.14

Purpose

Data in the card file include name of student, address, designated sport, social security number, year of award, type of grant in aid, date and amount paid, and refund tabulations.

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.

Requests for Permission to Work More Than 43 Hours Per Pay Period and/or on Academic Probation

Arranged By:   Alphabetical by name
Application Number:   89-26
Item Number:   150.15

Purpose

This record series consists of student applications to work beyond the normal standards of the University's student employment guidelines.  The documents serve to verify approval for students to continue employment while on academic probation and/or to work in excess of 43 hours per week.        Record series data include student name, date, social security number, year in school, hours carried per term of application, department, name of supervisor, supervisor's approval or denial, grade point average, earned hours, honor points, permit granted, date given, date coded, and supervisor's signature.

Procedure

Retain in office for five (5) years following termination of employment, 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 Employment Eligibility Forms

Arranged By:   Chronological by year
Application Number:   89-26
Item Number:   150.16

Purpose

Data in the record series include academic year, designated semester, general fund selection, account number, name of student, social security number, job classification, hourly wage, hours per week, date of signature, date of employment, supervisor signature, and name of department.

Procedure

Retain in office for five (5) years following termination of employment, 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 Employee-Work Performance Reports

Arranged By:   Alphabetical by name
Application Number:   89-26
Item Number:   150.17

Purpose

Data in the record series include name of employee, date of initial work, job classification, year in school, where employed, date work assignment ended, reason for termination, evaluative criteria, decision of rehire, current hourly rate, information release authorization, rating date, and appropriate signatures.  

Procedure

Retain in office for five (5) years following termination of employment, 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 Employment Application and Grant Option Forms

Arranged By:   Alphabetical by name
Application Number:   89-26
Item Number:   150.18

Purpose

This record series consists of applications for job positions exclusively reserved for students.  In addition, grant option forms are also attached to the applications. The Student Employment Application form contains the following entries:  date, name and address of student, phone number, date of birth, resident status, motor vehicle status, grade point average, designated trimester, time preference, major field, activities and interests, and social organizations.  The grant option form documents the academic year, selection of grant type, choice of student loan option, date, signature of student, and social security number.

Procedure

Retain in office for five (5) years following termination of employment/grant, 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 Employment Certification Form

Arranged By:   Alphabetical by name
Application Number:   89-26
Item Number:   150.19

Purpose

Form entries include student name, social security number, employing department, account number, job classification, hourly rate, hours per week, appropriate signatures, date, type of payment, earning limitations, effective time period, hours enrolled and grade point average.  

Procedure

Retain in office for five (5) years following termination of employment, 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 Employment Payroll Account Number Change Forms

Arranged By:   Chronological by year
Application Number:   89-26
Item Number:   150.2

Purpose

Series entries include date, employing department, type of employment, name of student, social security number, hourly rate, current account number, new account number, effective date of change, and appropriate signatures.  

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.

Comprehensive Student Assistance Case Files

Arranged By:   Chronological by year, Alphabetical by name
Application Number:   89-26
Item Number:   150.21

Purpose

This record series consists of individual student files which document student financial aid, loan assistance and the collection of loan debts.  Every program of student assistance is documented in the record series. Contents contained in the series include university applications, financial aid forms, award notices, tax returns, Guaranteed Student Loan Applications, Applications for Private Scholarships, Social Security Benefit Form, correspondence, signed statements, adjudication documents, award of aid notices, and denial of aid notices.

Procedure

Retain in office for five (5) years following graduation or date of last attendance, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, no litigation is pending or anticipated, and all accounts have been fully settled and closed.

Student Personnel Files

Arranged By:   Alphabetical by academic year
Application Number:   89-26
Item Number:   150.22

Purpose

This record series consists of the record copy of student personnel files maintained by the Student Financial Aids Office.  Included in these files are student employment authorization forms (regular and federal work study), student work applications, and student work evaluations.

Procedure

Retain in office for five (5) years after separation from employment and/or the last term of enrollment at NIU, 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.

Teacher Special Education Scholarship Certificates

Arranged By:   Alphabetical by name
Application Number:   89-26
Item Number:   150.23

Purpose

This record series consists of documents which establish eligibility of recipients of teacher education scholarship benefits. Data in the record series include name of student, social security number, academic year, eligibility status, and signature of applicant.  

Procedure

Retain in office for five (5) years following graduation or date of last attendance, 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.

Veteran Student Case Files

Arranged By:   Alphabetical by name
Application Number:   89-26
Item Number:   150.24

Purpose

This record series consists of case files of students receiving veterans benefits pursuant to United States Code, Title 38, Chapter 36 et seq.  and Ill. Rev. Stat. 1989, ch.122, article 30 et seq. The Veterans case files contain applications for assistance issue forms, copies of discharge papers, student certifications, and correspondence.  All case files are duplicates as the original sets are maintained by the Federal Veterans Administration Office.

Procedure

Retain in office for three (3) years following graduation or date of last attendance, 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.

Work Study Student Authorization Forms

Arranged By:   Alphabetical by department
Application Number:   89-26
Item Number:   150.25

Purpose

The record series contains name of student, social security number, maximum wage, approval or denial, starting date, number of hours per week, number of weeks, fund number from which individual is to be paid, department or agency, job classification, wage rate, appropriate signatures, and date.

Procedure

Retain in office for five (5) years following termination of employment, 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.

Contact Us

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