Vice President of Student Affairs-Administrative Office

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Foundation Account Transfer File

Arranged By:   Chronological
Application Number:   89-26
Item Number:   100.01

Purpose

This record series includes financial statements, check requests and supporting information and record of transfer of funds from the Foundation Fund to the Vice President for Student Affairs Office for the purpose of paying for special events.

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.

Budget Files

Arranged By:   Chronological
Application Number:   89-26
Item Number:   100.02

Purpose

This series consists of budget papers documenting line item transfers, student association and Activity Fund Account information and budget, G.A.S. monthly reviews for all departments under the Vice President, and recommendations of salary increases with supporting rationale.

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 Correspondence File

Arranged By:   By topic
Application Number:   89-26
Item Number:   100.03

Purpose

This record series consists of general correspondence and related reference material including administrative reports, minutes and agenda of the Student Affairs Committee and Board Meetings, policy drafts, report draft correspondence, fee review files, and departmental annual reports.

Procedure

Retain correspondence in office for three (3) years, then dispose of.  Maintain all minutes and agenda in office for ten (10) years or until value has expired, whichever is longer, then transfer to the University Archives for permanent retention. Retain all other record series documents in office for five (5) years or until administrative value has expired, whichever is longer, then dispose of.

Outgoing Correspondence

Arranged By:   Chronological
Application Number:   89-26
Item Number:   100.04

Purpose

Outgoing correspondence.

Procedure

Retain in office for three (3) years, then dispose of provided all administrative value has expired.

Department Files

Arranged By:   By department
Application Number:   89-26
Item Number:   100.05

Purpose

This record series consists of files documenting activities of the departments under the Vice President for Student Affairs.  A department by department file includes such things as correspondence, reports, drafts of policy and procedure, and various supporting reference materials.

Procedure

Retain in office for five (5) years or until administrative value has expired, whichever is longer, then dispose of.

Hardship and Medical Withdrawal Refund

Arranged By:   Chronological
Application Number:   89-26
Item Number:   100.06

Purpose

This record series consists of the Vice-President for Student Affair's record of refunds to students who have withdrawn for medical or hardship reasons.

Procedure

Retain in office for seven (7) years after separation from the University, 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.

Minutes and Agenda

Arranged By:   Chronological
Application Number:   89-26
Item Number:   100.07

Purpose

This record series consists of copies of meeting minutes, agenda, and reports.  The original minutes of these minutes and agenda are kept by the State Board of Regents as per Application #86-51, #3 providing for permanent retention of the minutes.

Procedure

Retain in office for three (3) years, then dispose of.

Personnel Files

Arranged By:   Alphabetical
Application Number:   89-26
Item Number:   100.08

Purpose

This record series consists of personnel files for all faculty under the Vice-President for Student Affairs. Included are vitae and transcripts. Record copy personnel files are kept in the Provost Office as per Application #89-27, item 11.

Procedure

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

Graduate Assistant Personnel Files

Arranged By:   Alphabetical
Application Number:   89-26
Item Number:   100.09

Purpose

This record series consists of the personnel files of graduate assistants for the Vice-President for Student Affairs which contain the employee's appointment papers, and related salary administration documents and various personal identifiers.

Procedure

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

Operating Staff Personnel Files

Arranged By:   Alphabetical
Application Number:   89-26
Item Number:   100.1

Purpose

This record series consists of civil service personnel files of staff in the Division of Student Affairs. Included are documents showing original and current salary, department, time accrued, account paid from, name, social security number, and date of employment. Record copy civil service employees' personnel files are maintained by the personnel office as per Application #89-24, item 140.03.

Procedure

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

Student Files of Students Receiving Disciplinary Actions Resulting in Discharge or Withdrawal

Arranged By:   Alphabetical
Application Number:   89-26
Item Number:   100.11

Purpose

This record series consists of files of those students who were forced to withdraw from the University due to disciplinary action(s).  Included are records of disturbances and the grounds for student dismissals.

Procedure

Retain in the office for twenty-five (25) years following separation from the University, 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