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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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; resumes; documentation of salary/ classification changes; copies of hiring/appointment papers; termination papers (if applicable); performance evaluations; job descriptions; applications; 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.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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
