Testing Services

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ACT Score Reports

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   150.01

Purpose

This record series consists of ACT score reports.  Information contained within these files include student test profiles, interest inventory, and personal questions summary.

Procedure

Retain manual hard copy in office for three (3) years, then dispose of provided no litigation is pending or anticipated.  Retain computer printouts permanently.

ACT-PEP Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   150.02

Purpose

This record series consists of scores and reports for students who have taken tests at Northern Illinois University and other test sites.  Information contained in this file includes name, address, score, test date, correspondence, and test directions.

Procedure

Retain permanently in office or the University Archives.

Advanced Placement Program Test Files

Arranged By:   Alphabetical by year
Application Number:   89-27
Item Number:   150.03

Purpose

This record series consists of individual score reports, merged listings of scores for all individuals taking the test, and correspondence related to the Advanced Placement Program, which grants proficiency credit in various academic areas to incoming students.  Documentation of any credit granted would be contained in the student's permanent record maintained by the Registration and Records Office.

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.

Annual Report

Arranged By:   Chronological
Application Number:   89-27
Item Number:   150.04

Purpose

This record series consists of the annual report of the Office of Testing Services which documents the activities and services provided by the Office for a particular year.

Procedure

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

Billing Information

Arranged By:   Chronological
Application Number:   89-27
Item Number:   150.05

Purpose

This record series consists of billing information used by the Office to determine the charges for non-University scanning and processing jobs.  The documents contained within the series include rate sheets, computer printout accounting information, and various working papers.

Procedure

Retain in office for two (2) years or until all administrative value has expired, whichever is longer, then dispose of.
Budget and Fiscal File

Arranged By:   Numerical by account and line item number
Application Number:   89-27
Item Number:   150.06

Purpose

This record series consists of fiscal and budget files for the Testing Services Department.  Included in this are purchase requests, purchase orders, invoices, check carbons, cash receipts, payroll records (including copies of timecards and all budget related materials. Record copies of these documents are maintained by the Offices of Purchasing, Accounting and Budgeting.

Procedure

Retain in office for three (3) years, then dispose of provided all audits have been completed and no litigation is pending or anticipated.

Constitution Test Files

Arranged By:   Alphabetical by date
Application Number:   89-27
Item Number:   150.07

Purpose

This record series consists of completed test answer sheets, testing booklets, and summary reports of test score results for the Constitution Test, which must be passed by all students as a graduation requirement.  Documentation of the fulfillment of this requirement is contained in the student's permanent record maintained by the Registration and Records Office.

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.

General Administrative Correspondence and Reference Files

Arranged By:   Alphabetical by subject
Application Number:   89-27
Item Number:   150.08

Purpose

This record series consists of original and duplicate University correspondence to and from the Office of Testing Services and other departments of the University, various reports, and minutes and agendas from various staff, committee, and association meetings.

Procedure

Retain in office for three (3) years, then with the assistance of the University Archives staff, review files and transfer any materials possessing archival/research value (original minutes of meetings, policy formulation correspondence, departmental reports, etc.) to the University Archives for permanent retention.  Dispose of balance of materials after completion of the foregoing review(s) providing no litigation is pending or anticipated.

Graduate Assistant Records File

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   150.09

Purpose

This record series consists of graduate assistant applications, status reports and letters which are used to apply for graduate assistant positions.

Procedure

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

Undergraduate and Graduate Test and Information File

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   150.1

Purpose

This record series consists of information concerning the testing of new and current students.  Included in this are correspondence, information on who administered test, student sheet, test sheets, answer sheets, interpretation sheets and scores.  These tests are administered in areas such as Accounting, Business, Math, Chemistry, English, etc.

Procedure

Retain in office permanently.

Hardware Maintenance Report File

Arranged By:   By date
Application Number:   89-27
Item Number:   150.11

Purpose

This record series consists of maintenance reports of optical mark readers and are used for day-to-day upkeep of the hardware.

Procedure

Retain in office for three (3) years, then dispose of provided all audits have been completed no litigation is pending or anticipate.

New Student Testing Program Answer Sheets

Arranged By:   Alphabetical by date tested
Application Number:   89-27
Item Number:   150.12

Purpose

This record series consists of completed answer sheets from the University's New Student Testing Program proficiency, placement, qualifying, and core competency exams.  Documentation of any proficiency credit granted is contained in the student's permanent record maintained by the Registration and Records Office.  A permanent record of scores from these answer sheets is maintained in the testing services master file.

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.

New Student Testing Program Correspondence and Reference File

Arranged By:   Chronological
Application Number:   89-27
Item Number:   150.13

Purpose

This record series consists of a correspondence/ reference file regarding the University's New Student Testing Program.  Included in the file are:  any correspondence related to the coordination of the testing; procedure and criteria guidelines for awarding placement credit, etc.; information regarding when, where, and to whom the test was administered; interpretation sheets regarding what the test scores mean; and summary listings of each student's score for that particular test date.

Procedure

Take the following steps for disposition: A) Retain all correspondence in office for three (3) years, then dispose of providing no litigation is pending or anticipated. B) Retain all reference material in the office until revised or superseded, then dispose of providing no litigation is pending or anticipated.
Personnel Files - Active and Inactive

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   150.14

Purpose

This record series consists of active and inactive personnel files for faculty, no-rank faculty, and civil service workers of the Office of Testing Services.  Types of documents found within the files include the following:  copies of contracts; tenure evaluations; notices of leave and/or sabbatical; resumes; documentation of salary/ classification changes; copies of hiring/appointment papers; termination papers (if applicable); performance evaluations; job descriptions; applications; and time and attendance records.  Original faculty and no-rank faculty personnel files are maintained by the Provost's Office.  Original civil service personnel files are maintained by the Civil Service Personnel Office.

Procedure

Retain in office for five (5) years after 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.
Planning and History of Equipment Additions and Maintenance File

Arranged By:   Chronological
Application Number:   89-27
Item Number:   150.15

Purpose

This record series consists of documents used for the planning for repair of, and implementation of hardware and equipment (i.e. computers, paper cutters, etc.) for the Testing Service Department.

Procedure

Retain in office until the trade-in, condemnation, or retirement of the corresponding equipment, then dispose of.

Proctor List

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   150.16

Purpose

This record series consists of lists of those who help administer tests.  Information contained includes name, phone number, and address.

Procedure

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

Proficiency Notice Files

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   150.17

Purpose

This record series consists of duplicate Notice of Credit by Proficiency forms, which are used to notify the Registration and Records Office that a student has successfully completed a proficiency exam and been given proficiency credit so it can be placed on his/her permanent student record.  Originals are maintained in the student's permanent file in the Registration and Records Office.

Procedure

This record series consists of duplicate Notice of Credit by Proficiency forms, which are used to notify the Registration and Records Office that a student has successfully completed a proficiency exam and been given proficiency credit so it can be placed on his/her permanent student record.  Originals are maintained in the student's permanent file in the Registration and Records Office.

SAT Score Report File

Arranged By:   By date/Alphabetical
Application Number:   89-27
Item Number:   150.18

Purpose

This record series consists of individual student SAT scores and reports.  The computer printout contains the permanent record data for the department.

Procedure

Retain manual copy in office for three (3) years, then dispose of.  Retain computer printouts permanently.

Student Employment Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   150.19

Purpose

This record series consists of documentation of student employed by Testing Services.  Entries or forms include name, social security number, salary, eligibility papers, starting/ending date, etc. Record copies of these documents are maintained by the Office of Financial Aids.

Procedure

Retain in office for five (5) years following separation from University, then dispose of provided all audits have been completed no litigation is pending or anticipated.

Test Processing Information Request Forms

Arranged By:   By department
Application Number:   89-27
Item Number:   150.2

Purpose

This record series consists of job description requests for people inquiring about scanner processing.

Procedure

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

Test Service Master File

Arranged By:   Chronological
Application Number:   89-27
Item Number:   150.21

Purpose

This record series consists of test results for all incoming students along with all test data.

Procedure

Retain in office for twenty (20) years, then transfer to the University Archives for permanent retention.

Testing Summaries

Arranged By:   Chronological
Application Number:   89-27
Item Number:   150.22

Purpose

This record series consists of summary information (the location of testing site, number of individuals taking the test, name of staff, person(s) administering the test, etc.) regarding each date that a test is administered by the Office of Testing Services.

Procedure

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

Files of University Mandated Student Evaluations of Instructors

Arranged By:   By academic department
Application Number:   89-27
Item Number:   150.23

Purpose

This record series consists of condensed versions of student's faculty evaluations.

Procedure

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

Varco Payment Receipts

Arranged By:   By receipt number
Application Number:   89-27
Item Number:   150.24

Purpose

This record series consists of receipts given by the office for payment for Testing Services.  Originals or record copies of the receipts are maintained by the Bursar's Office.

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.

Contact Us

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