Student Financial Aids

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.

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.

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.

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.

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.

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.

Contact Us

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