Northern Illinois University
Ethics and Compliance Office
Office of the President

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.

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.

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.