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General Administrative Correspondence and Reference Files

Arranged By:   Alphabetical by subject
Application Number:   89-26
Item Number:   180.01

Purpose

This record series consists of the general administrative correspondence and reference files maintained by the University Judicial Office.

Procedure

Retain for three (3) years in office, then review the files in order to take the following steps for disposition: 1) Dispose of correspondence/reference materials that have no value; 2) Transfer all original or only existing copies of minutes of meetings, significant reports, and documentation of policies and procedures as formulated to the University Archives for permanent retention.

Budget and Fiscal Administration Files

Arranged By:   By fiscal year
Application Number:   89-26
Item Number:   180.02

Purpose

This record series consists of duplicate vouchers, purchase orders, purchase requests, requisitions and printing forms.  Originals of these records are maintained by the Accounting Office and Purchasing Offices.

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.

Judicial Files

Arranged By:   Alphabetical by student
Application Number:   89-26
Item Number:   180.03

Purpose

This record series consists of closed and pending student case files of the University Judicial Office.  The cases result from charges that are brought against students by the Judicial Office for such actions as theft, fighting, alcohol violations, etc.  The student can plead guilty to the charges or request a hearing before a judicial officer or board which will determine the student's guilt or innocence and any subsequent punishment.  Documents contained within the files include case work sheets, incident reports, notices of charges, wavier or hearing option forms, the final decision of the officer or board, and summary letters.

Procedure

Take the following steps for retention and disposal: 1) Retain files for routine cases (for minor infractions not resulting in suspension or expulsion of students) for two (2) years after final closure of case, then dispose of providing no litigation is pending or anticipated. 2) Retain files for cases which result in the suspension or expulsion of a student for five (5) years after the final closure of the case, then dispose of providing no litigation is pending or anticipated.

Training Reference Files

Arranged By:   Chronological
Application Number:   89-26
Item Number:   180.04

Purpose

This record series consists of reference materials utilized in the training of the University Judicial Office's board members and hall resident assistants.  Included would be copies of university policies, student council guidelines and other training materials.

Procedure

Retain in office for one (1) year or until expiration of administrative value, whichever is longer, then dispose of provided no litigation is pending or anticipated.

Contact Us

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