University Programming and Activities

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Budget and Fiscal Administration Files

Arranged By:   Numerical by account number
Application Number:   89-26
Item Number:   190.01

Purpose

This record series contains duplicates of budget printouts, account balances, requests for checks, bills, purchase orders, vouchers, and telephone bills. Originals of this record series are maintained by the University's Budgeting, Purchasing and Accounting 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.

Events Files

Arranged By:   Chronological by date of event
Application Number:   89-26
Item Number:   190.02

Purpose

This record series consists of files maintained on each event or activity scheduled by this office. Included in these files are ads, flyers and programs from each event, copies of check requests from performers, carbon copies of checks used to pay performers, record copies of contracts with performers, Requests for Room Reservations, Hallway Requisition forms, and Event Information forms.

Procedure

Retain in office for six (6) years, then transfer to the University Archives for permanent retention ads, flyers and programs from each event, and Event Information forms, then dispose of the remaining accumulation providing no litigation is pending or anticipated.

"GAS" Reports

Arranged By:   Chronological
Application Number:   89-26
Item Number:   190.03

Purpose

This record series consists of Generalized Accounting System Reports (e.g. GAS 310 and GAS 315) for all accounts supervised by this office. The University's record copies of these reports are maintained by the Accounting Office.

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.

General Administrative Files

Arranged By:   Alphabetical by subject
Application Number:   89-26
Item Number:   190.04

Purpose

This record series consists of the general administrative files of the University Programming and Activities Office.  Included are various reports, minutes from staff meetings, application for Institutional Tuition Waivers, bad check lists, correspondence and other related materials.

Procedure

Retain in office for three (3) years, then with the review and assistance of the University Archives staff, transfer documents possessing archival value to the University Archives for permanent retention and dispose of the remaining balance of materials providing that all administrative value has expired, all audits have been completed under supervision of the Auditor General, and no litigation is pending or anticipated.

Greek Files

Arranged By:   Alphabetical by semester
Application Number:   89-26
Item Number:   190.05

Purpose

This record series consists of information maintained by the Programming and Activities Office on the various fraternities and sororities at Northern Illinois University.  Included for each fraternity and sorority are lists of Greek Week activities, lists of yearly activities, pledge class rosters, listings of each member’s grade point average, etc.

Procedure

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

Leadership Class Files

Arranged By:   Alphabetical by semester
Application Number:   89-26
Item Number:   190.06

Purpose

This record series consists of various materials related to the three-credit hour leadership class conducted by the Programming and Activities Office.  Included in the files are copies of each student's grade in the class.  The original project report is returned to the student.  Original documentation of all grades is maintained in the Registration and Records Office.

Procedure

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

Payroll Administration Files

Arranged By:   By crew (or office division)
Application Number:   89-26
Item Number:   190.07

Purpose

Included are time sheets, copies of student worker contracts, and I-9 proof of citizenship forms. Originals of these records are maintained by the University's Personnel Office.

Procedure

Retain in office for two (2) years, then dispose of provided no litigation is pending or anticipated.

Personnel Files

Arranged By:   Alphabetical by name
Application Number:   89-26
Item Number:   190.08

Purpose

Included are copies of resumes, applications, evaluations, requests for vacation/sick leave, and supervisory notes. Original personnel files are maintained for sixty-five (65) years by the Personnel Office as per item 140.03 of State Records Application 89-24.

Procedure

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

Search Committee Files

Arranged By:   Chronological, then by position
Application Number:   89-26
Item Number:   190.09

Purpose

This record series consists of files resulting from national searches for administrative personnel for the Office of University Programming and Activities.  Included are copies of applicants' resumes, affirmative action reports, applicant rating sheets, copies of ads for the positions, and correspondence to and from applicants.

Procedure

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

Contact Us

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