University Legal Counsel

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General Administrative Correspondence and Reference

Arranged By:   By subject
Application Number:   89-22
Item Number:   190.01

Purpose

This record series consists of the general administrative correspondence and reference files maintained by the Office of the University Legal Counsel.  The records generally include copies of easements (e.g. DeKalb Sanitary District), NIU property acquisition files, damage claim file (e.g. correspondence), lease information, research materials, administrative policies, personnel policies, and all related correspondence.

Procedure

Retain in office for three (3) years, then with the assistance of the University Archives staff, review the file and transfer any materials possessing archival value to University Archives for permanent retention and dispose of any extraneous materials.

General Administrative Correspondence

Arranged By:   By academic year
Application Number:   89-22
Item Number:   190.02

Purpose

This record series consists of correspondence between the University Counsel and the Illinois State Legislature, other University Offices, individuals, and agencies.

Procedure

Retain in office for three (3) years, then with the assistance of the University Archives staff, review the file and transfer any materials possessing archival value to University Archives for permanent retention and dispose of any extraneous material.

Affiliation Agreements

Arranged By:   Alphabetical by program/facility
Application Number:   89-22
Item Number:   190.03

Purpose

This record series consists of Affiliation Agreements maintained by the Office of the University Legal Counsel.  The records generally include the written agreements between NIU and various hospitals and service agencies for the placement of NIU students into internship programs.  Some affiliation agreements are retained with the Office of the Provost.

Procedure

Retain in office for five (5) years following termination of agreement, 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.

Budget Files

Arranged By:   Chronological by fiscal year
Application Number:   89-22
Item Number:   190.04

Purpose

This record series consists of the budget files maintained by the Office of the University Legal Counsel. The records generally include copies of the office operating budget, purchase orders, check stubs, and various accounting reports.  Originals are maintained with the University Offices of Accounting, Purchasing, and Budget.

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.

Contract Files

Arranged By:   Alphabetical by vendor
Application Number:   89-22
Item Number:   190.05

Purpose

This record series consists of the contract files maintained by the Office of the University Legal Counsel. The records generally contain all documents generated from business contracts established between NIU and outside vendors including original contracts, original leases, and all related correspondence.

Procedure

Retain in office for five (5) years following termination of agreement, 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.

Construction Contracts

Arranged By:   By building and project
Application Number:   89-22
Item Number:   190.06

Purpose

This record series consists of the construction contracts maintained by the Office of the University Legal Counsel.  The records generally contain all documents generated from construction contracts established between NIU and various architects, engineers, and contractors including copies of contracts, rough drafts and work papers, copies of building specifications, and all related correspondence.  Originals are maintained with the Office of Business Affairs.

Procedure

Retain in office for ten (10) years following termination of contract(s), then transfer all building specifications to the University Archives for permanent retention and dispose of balance of the file series providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Constitution and By-Laws

Arranged By:   Chronological
Application Number:   89-22
Item Number:   190.07

Purpose

The University Counsel represents all segments of the University, participates in the establishment, direction, and control of educational policy, and must approve any proposed changes in the University's Constitution.

Procedure

Retain one set permanently in the office and send one set to the University Archives for permanent retention.

Leases of Property Files

Arranged By:   By facility name and lessor
Application Number:   89-22
Item Number:   190.08

Purpose

This record series consists of the leases of property files maintained by the Office of the University Legal Counsel.  The records contain original leases of properties leased by the University for buildings, office space, etc. and include all related correspondence and drafts.

Procedure

Retain in office for five (5) years following termination of lease(s), then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Litigation Files

Arranged By:   Alphabetical by subject
Application Number:   89-22
Item Number:   190.09

Purpose

This record series consists of the litigation files maintained by the Office of the University Legal Counsel.  The records generally contain all documents generated from cases of litigation involving Northern Illinois University and/or its employees and classified according to the following areas:  (1) general litigation, (2) court of claims, and (3) discrimination (e.g. federal government, administrative agencies).Specific examples of records include:  pleadings, witnesses' notes, investigative notes, depositions, legal memoranda, and general correspondence.

Procedure

Retain in office for five (5) years following the final disposition and closure of case, then dispose of.

Personnel Files

Arranged By:   Alphabetical by name
Application Number:   89-22
Item Number:   190.1

Purpose

This record series consists of personnel files for the full-time employees of the University Council. Included are copies of resumes, job descriptions, applications, and copies of advertisements for the position. Original personnel files for all civil service employees are maintained for sixty-five (65) years by the Personnel Officer as per item 41 of State Records Application 89-24.

Procedure

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

University Policies and Procedures

Arranged By:   Alphabetical by subject
Application Number:   89-22
Item Number:   190.11

Purpose

This record series contains the official copies of all university policies and procedures passed by the University Counsel.  Also included is a synopsis of these policies and procedures and their evolution.

Procedure

Retain in the office for ten (10) years, then transfer to the University Archives for permanent retention.

Student Loan Case File

Arranged By:   Alphabetical by defendant
Application Number:   89-22
Item Number:   190.12

Purpose

This record series consists of student loan case files maintained by the Office of the University Legal Counsel.  The files generally contain all documents generated from litigation involving NIU students who are delinquent in the repayment of student loans including original pleadings, and all related legal correspondence.

Procedure

Retain in the office for ten (10) years, then transfer to the University Archives for permanent retention.

Wage Garnishment Files

Arranged By:   Alphabetical by employee
Application Number:   89-22
Item Number:   190.13

Purpose

This record series consists of the wage garnishment files maintained by the Office of the University Legal Counsel.  The files generally contain forms completed to initiate and hold garnishments of payroll for the satisfaction of employees outstanding liabilities.  The files reach inactive status when liabilities are disposed of through full collection of monies owed or settlement.  Specific examples of records include wage deduction forms, summonses, affidavits, and wage deduction replies.

Procedure

Retain in office for six (6) years after the attainment of inactive status, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Faculty Bulletins

Arranged By:   Chronological
Application Number:   89-22
Item Number:   190.14

Purpose

The Faculty Bulletin is published eight times yearly and is distributed to all NIU faculty members. These bulletins generally contain articles written by faculty members, letters to the faculty from NIU's President and other officials, faculty news (e.g. awards given, obituaries, retirees), and copies of the University Council's meeting minutes.

Procedure

Retain one complete set permanently in the office and send one complete set to the University Archives for permanent retention.

Fiscal Administration Files

Arranged By:   By account
Application Number:   89-22
Item Number:   190.15

Purpose

This record series consists of duplicate copies of vouchers, requisitions, G.A.S. reports, inventories, 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.

Board of Regents Reports

Arranged By:   Chronological
Application Number:   89-22
Item Number:   190.16

Purpose

This record series consists of duplicate copies of Board of Regent's reports maintained by the Office of the University Council.

Procedure

Retain in office for two (2) years, then dispose of.

Committee Books

Arranged By:   Chronological
Application Number:   89-22
Item Number:   190.17

Purpose

This record series consists of books which list all committees which have connection to the University Council (a copy of these books is transferred to the University Archives).

Procedure

Retain in office for three (3) years, then dispose of provided all administrative value has expired and provided a copy of each is first transferred to the University Archives for permanent retention.

University Council Minutes

Arranged By:   By committee/date
Application Number:   89-22
Item Number:   190.18

Purpose

This record series consists of original minutes of the University Council along with a duplicate security copy.

Procedure

Retain in the office for ten (10) years, then transfer to the University Archives for permanent retention.

Faculty Assembly Minutes

Arranged By:   Chronological
Application Number:   89-22
Item Number:   190.19

Purpose

This record series consists of original copies of faculty assembly minutes maintained by the Office of the University Council.

Procedure

Retain in the office for ten (10) years, then transfer to the University Archives for permanent retention.

Contact Us

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