World Languages and Cultures

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Academic Search Committee Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   780.01

Purpose

This record series consists of the academic search committee files maintained by the Foreign Language Residence Program.  The files include candidate's vitae, affirmative action data, travel vouchers for candidates, and related correspondence.

Procedure

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

Administrative Correspondence and Reference Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   780.02

Purpose

This record series consists of the administrative correspondence and reference files maintained by the Foreign Language Residence Program.  The files contain routine office correspondence and memoranda (i.e. food services meal transfer issuances).

Procedure

Retain in the office for three (3) years, then review files and dispose of all materials no longer possessing any administrative value.

Fall Program Evaluations

Arranged By:   Chronological
Application Number:   89-27
Item Number:   780.03

Purpose

This record series consists of the fall program evaluations maintained by the Foreign Language Residence Program.  These evaluations consist of information generated from survey questionnaires conducted by the Office of Housing.  These evaluations are primarily used as a basis for adjusting the program.

Procedure

Retain in the office for five (5) years, then dispose of provided all administrative value has expired.

Fiscal Administration Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   780.04

Purpose

This record series consists of the fiscal administration files maintained by the Foreign Language Residence Program.  The files include:  GAS report billings, copies of miscellaneous paid billings, budget work papers, and invoice vouchers.  Original fiscal information is retained with the University's Office of Business Services.

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.

Housing Assignment Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   780.05

Purpose

This record series consists of the housing assignment files maintained by the Foreign Language Residence Program.  The files contain a record of all room assignments for students enrolled in the program and any changes made to them.

Procedure

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

Personnel Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   780.06

Purpose

This record series consists of the personnel files maintained by the Foreign Language Residence Program.  The files contain personnel information for all administrative staff and student workers including vitae, time/attendance records, copies of grades, student worker authorizations, staff applications and contracts, weekly activity reports, and related correspondence.  Original personnel files are maintained with the University's Office of Personnel.

Procedure

Retain in the office for five (5) years after separation from employment, then dispose of.

Program Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   780.07

Purpose

Program files

Procedure

Retain in the office for five (5) years, then with the assistance of the University Archives staff, review the file series and transfer any documents of archival/historical value to the University Archives for permanent retention and dispose of the remaining accumulation of extraneous materials.

Recruitment and Orientation Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   780.08

Purpose

This record series consists of the recruitment and orientation files maintained by the Foreign Language Residence Program.  The files contain various materials relevant to fall and summer recruitment/orientation for the program including recruitment conference notes, test scores, program descriptions, participant lists, and related correspondence.

Procedure

Retain in the office for two (2) years, then review files and dispose of any materials no longer possessing any administrative value.

Residence Program Participant Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   780.09

Purpose

The files contain information retained on students participating in the program including letter of application forms, interview forms, denied or withdrawn applications, and related correspondence.

Procedure

Retain in office for five (5) years after graduation or date of last attendance, 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.

Student Grade and Schedule Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   780.1

Purpose

The files contain copies of grades and course schedules for all students enrolled in the program.  This information is retained to track the progress of students during their first two years in order to determine program effectiveness.

Procedure

Retain in the office for ten (10) years, then with the assistance of the University Archives staff, review the file series and transfer any documents of archival/historical value to the university archives for permanent retention and dispose of the remaining accumulation of extraneous materials.

Tuition Waiver Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   780.11

Purpose

The files contain tuition waivers for all administrative and teaching staff.

Procedure

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

Contact Us

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