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General Administrative Correspondence and Reference Files

Arranged By:   Chronological
Application Number:   89-26
Item Number:   160.01

Purpose

This record series consists of the general administrative correspondence and reference files of the Office of Student Housing Services containing only correspondence and related documents of ephemeral value.

Procedure

Retain in office for three (3) years, then dispose of providing no litigation is pending or anticipated.

Room Billing Corrections

Arranged By:   By year, then Alphabetical
Application Number:   89-26
Item Number:   160.02

Purpose

This record series consists of corrected charges to room billings.  Each charge/rescission of charge shows the actual correction to be made and gives a brief explanation for that correction.

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.

Bond Revenue Facility Financial Statements

Arranged By:   Chronological
Application Number:   89-26
Item Number:   160.03

Purpose

This record series consists of monthly computer printouts received from the University's Accounting Office showing balance sheets and operating statements for each bond revenue facility at the University and for all bond revenue facilities. Original revenue bond statements are maintained by the Accounting Office for six (6) years as per item 210.19 of Application 89-23.

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.

Housing Contract and Application Files

Arranged By:   By school year, then Chronological
Application Number:   89-26
Item Number:   160.04

Purpose

This record series contains Residence Hall applications and contracts.  If a student or potential student seeks on-campus housing, he/she must submit a completed Residence Hall application to the Office of Student Housing Services.  If his/her application is accepted and on-campus housing is still desired, the student must complete and sign a Residence Hall contract which is legally binding for the remainder of the academic year. The recommended retention period is based on similar items on approved State Records Applications for EIU and WIU (see item 90 of Application 84-67 and item 66 of Application 85-148).  Selected record series data are entered in the agency's computer system.

Procedure

Retain all record series formats in office for two (2) years after expiration of contract, then reuse and/or dispose of provided no litigation is pending or anticipated.

Married Student Housing Apartment Leases

Arranged By:   Chronological by year
Application Number:   89-26
Item Number:   160.05

Purpose

This record series consists of yearly leases for Married Student Housing Apartments. The recommended retention period is based on similar items on approved State Records Applications for EIU and WIU (see item 90 of Application 84-67 and item 66 of Application 85-148).

Procedure

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

Fiscal Administration Files

Arranged By:   Chronological
Application Number:   89-26
Item Number:   160.06

Purpose

This record series consists of copies of purchase requisitions, purchase orders, supply orders, invoices, and various bills (printing, phone bills, etc.) maintained by Student Housing Services.

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.

Occupancy Reports

Arranged By:   Chronological, then by dormitory
Application Number:   89-26
Item Number:   160.07

Purpose

This record series consists of periodic occupancy reports showing the number of occupants in each dormitory on campus as recorded by the Office of Student Housing Services.  These reports are then reconciled with the figures reported by each dormitory.

Procedure

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

Room Condition Reports

Arranged By:   By dormitory, then Chronological
Application Number:   89-26
Item Number:   160.08

Purpose

This record series contains room condition reports for rooms where there is damage charged to the resident(s) and pro-rated floor damage reports which detail damage to public areas or dormitories. Also included are duplicate invoices for repairs completed and copies of billings sent to students.

Procedure

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

Resident Hall Staff Personnel Files

Arranged By:   Alphabetical
Application Number:   89-26
Item Number:   160.09

Purpose

This record series consists of personnel files maintained for Resident Hall Assistants and Graduate Assistants employed by the Office of Housing Services.  Included are employment applications, letters of appointment and evaluations.

Procedure

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

Senior Staff Personnel Files

Arranged By:   Alphabetical
Application Number:   89-26
Item Number:   160.1

Purpose

This record series consists of personnel files for the senior staff employed by Student Housing Services. Included are copies of resumes, leave requests, applications, evaluations and letters of reference. Original personnel files for all civil service employees are maintained for sixty-five (65) years by the Personnel Office as per item #140.03 of State Records Application 89-24.

Procedure

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

Fiscal Administration Files

Arranged By:   Chronological
Application Number:   89-26
Item Number:   160.11

Purpose

This record series consists of budget and fiscal files of the University Housing Department which include property contracts, equipment warranties, requisitions, telephone logs, check requests, vouchers, etc. Originals are maintained with the University's Office of Accounting.

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 Residence Hall Subject Files

Arranged By:   By subject
Application Number:   89-26
Item Number:   160.12

Purpose

This record series consists of reference material for the University Housing Department.  Included in this record series are maintenance records, janitorial records, complaints, work orders, equipment manuals, etc.

Procedure

Retain in office for three (3) years, then review files and dispose of any materials no longer possessing any administrative value.

Summer Apartments Lease Files

Arranged By:   Alphabetical/Chronological
Application Number:   89-26
Item Number:   160.13

Purpose

Summer apartment lease files.

Procedure

Retain in office for three (3) years following termination of lease, 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.

Annual Reports

Arranged By:   Chronological
Application Number:   89-26
Item Number:   160.14

Purpose

This record series consists of annual reports maintained by the Office of University Housing.

Procedure

Retain original reports permanently.  Retain any duplicate reports for two (2) years or until expiration of administrative value, whichever is longer, then dispose of.

Student Resident Application Files

Arranged By:   Chronological/Alphabetical
Application Number:   89-26
Item Number:   160.15

Purpose

The files contain applications for housing, related lease and maintenance contracts, and related correspondence.

Procedure

Retain in office for five (5) years after 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