This General Schedule is applicable to the Intercollegiate Athletics Records of the Oregon University System. Retention periods apply to the record copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.
(1) Annual Fund Drive Records
(2) Athletic Eligibility Records
(3) Catastrophic Injury Records
(4) Claims Payment Records
(5) Competition Record Forms
(6) Donor Recognition Records
(7) Game Arrangement Records
(8) Game Officials' Evaluation Forms
(9) Game Statistics
(10) Gift-In-Kind Donors Records
(11) Individual Athletes Records
(12) Insurance Records
(13) Play Books
(14) Positive Drug Test Records
(15) Practice Schedule Records
(16) Recruiting Records
(17) Scheduling Records
(18) Sports Merchandising Records
(19) Student Athletes Academic Advising Records
(20) Student Athletes Dining Rosters
(21) Student Athletes Medical Records
(1) Annual Fund Drive Records
This series documents the plans, arrangements, and results of
annual athletic fund drives. This series may include but is not
limited to: brochures; prize lists; pledge cards; mailing arrangements;
reports; fiscal summaries; and related documentation and correspondence.
Record Copy: Intercollegiate Athletics
Retention: 10 years
Other copies: Units
Retention: 7 years
(2) Athletic Eligibility
Records
This series is used to provide a record of verification by intercollegiate
athletics of student athletes' academic progress to the NCAA or
NAIA. These records include computer generated academic progress
reports.
Record Copy: Intercollegiate Athletics
Retention: 10 years
Other copies: Budgets & Planning
Retention: 1 year
(3) Catastrophic Injury
Records
This series documents on-going insurance activity on cases that
qualified for catastrophic status by having claims of over $50,000
for NCAA schools and $25,000 for NAIA schools in the first two
years of the claim. This series may include but is not limited
to: accident reports; annual insurance questionnaires; notes;
claim forms; and related documentation and correspondence.
Record Copy: Intercollegiate Athletics
Retention: 75 years
Other copies: Business Affairs:
Retention: 75 years
 CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(4) Claims Payment Records
This series documents the verification and payment of secondary
coverage insurance claims of injured student athletes. This series
may include but is not limited to: lists of requests for claims
payment; transmittal letters (CO 163-Rev 10/91) to the Controller's
Division for reimbursement of the institution; Proof of Loss (CO-164-2/92)
forms; intercollegiate athletic reports from OUS Human Resources;
ledgers of providers, payment amounts, and reference numbers;
and related documentation and correspondence.
Record Copy: Intercollegiate Athletics
Retention: 5 years after claim is settled
(5) Competition Record Forms
This series provides a summary record of individual games and
competitions and is used to comply with NCAA and NAIA reporting
requirements for both revenue and non-revenue producing sports.
Information on the individual forms includes: sport name; opponent
name; date; event location; final score; player names and positions;
time played per athlete; and the signature of the head coach or
athletic director.
Record Copy: Intercollegiate Athletics
Retention: 10 years
Other copies: Sports Information, Sports directors
Retention: 2 years
(6) Donor Recognition Records
This series documents athletic fund donors of various levels and
the recognition given. This series may include but is not limited
to: lists of donors by gift level; award lists; and related documentation
and correspondence.
Record Copy: Intercollegiate Athletics
Retention: 5 years after discontinuation of donations
(7) Game Arrangement Records
This series is used to provide a reference record of arrangements
made for and the schedules of past games. This series may include
but is not limited to: team practice schedules; team position
assignments/depth charts; itineraries; bus lists; notes; and related
documentation and correspondence.
Record Copy: Intercollegiate Athletics
Retention: 5 years
(8) Game Officials' Evaluation
Forms
OAR 166-475-0080(8)
This series is used to provide a record of the head coach's evaluation
of judging officials' performance at individual football games.
The series is also used to comply with NCAA, NAIA and conference
rules and regulations. Information on the individual forms includes:
team names; site; game date; judging officials' names; evaluative
scores; comments; and coach's signature.
Record Copy: Intercollegiate Athletics
Retention: 1 year
(9) Game Statistics
This series documents the practice, playing, and attendance statistics
about each game and the season for each sport by playing year.
This series may include but is not limited to: player academic
statistics; attendance figures; player training charts; season
and game player statistics; recruitment records; special teams
statistics; rankings; awards information; NAIA and NCAA game statistics;
media releases; all-conference nominations; spring and fall camp
depth charts; numerical rosters; media guides; narrative reports
on games and scrimmages; final team statistics for each game;
NAIA and NCAA official scoring summaries; play-by-play written
reports; and related documentation and correspondence.
Record Copy: Sports Information
Retention: Permanent
Transfer the records to the University Archives after 20 years.
(10) Gift-In-Kind Donors
Records
This series documents donors who are available to provide services
to athletic events as donations and the use of donated funds.
Information in this series may include: names of donors, names
of businesses, type of donations, and level of giving; past gift
records; and related documentation and correspondence. The series
may also include contribution notices; invoices; purchase orders; and
receipts.
Record Copy: Intercollegiate Athletics
Retention: 5 years after discontinuation of donations for
donor records; 5 years for fiscal documentation
(11) Individual Athletes
Records
This series documents the athletic history of each athlete who
has competed at the institution. Frequently, this series is a
continuation of the recruitment file and includes recruitment
records if an athlete signs a letter of intent. Records may include
and may not be limited to: academic major information including
performance reports, admissions verification reports, academic
transcripts, and financial aid information; recruitment information
documents; media articles; photographs; release of information
forms; personal data questionnaires; records of awards; and related
documentation and correspondence.
Record Copy: Intercollegiate Athletics
Retention: 5 years after separation from the institution
for student records containing confidential information; Permanent
for all other records
Transfer the permanent records to the University Archives after
10 years.
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(12) Insurance Records
This series documents medical treatment services rendered off
campus for practice or playing related injuries or illnesses which
are eligible for partial payment by intercollegiate athletic insurance.
This series may include but is not limited to: copies of policies;
accident reports; annual insurance questionnaires; notes; claim
forms; negotiations correspondence; payment of
insurance records; and related documentation and correspondence.
Record Copy: Intercollegiate Athletics
Retention: 10 years
Other copies: Business Affairs
Retention: 7 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(13) Play Books
This series documents the strategies, practice time and game plays
for each game and the season. This series may include but is not
limited to: practice plans; game plans; and game results.
Record Copy: Intercollegiate Athletics
Retention: 5 years
(14) Positive Drug Test
Records
This series is used to provide the athletic director with a record
of the positive results of drug testing done on student athletes.
These records include: lab reports; interpretations; and related
documentation and correspondence.
Record Copy: Intercollegiate Athletics
Retention: 5 years or end of eligibility, whichever is
later
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(15) Practice Schedule
Records
This series is used to monitor practice time for athletic teams
and assist in complying with NCAA, NAIA and conference rules and
regulations. This series contains team rosters indicating time
spent in: practices; meetings; training and conditioning; and
competition.
Record Copy: Intercollegiate Athletics
Retention: 5 years
(16) Recruiting Records
This series documents the recruitment of athletes into the institution's
intercollegiate athletics program. The series also provides a
record of the recruitment process for prospective players created
by the institution to comply with NCAA, NAIA and conference rules
and regulations. This series may include but is not limited to:
the institution's football questionnaire forms with
personal, scholastic, football, general, and transcript release
information; information request cover sheets; grade transcripts;
Information for Certification of NCAA Freshman Athletics Eligibility
Compliance (with By-Law 5-1-j forms, number 40-c); letters of
intent; copies of admissions forms and materials; performance
reports; telephone and conversation notes; mailing lists; and
related documentation and correspondence.
Record Copy: Intercollegiate Athletics
Retention: 5 years or end of eligibility whichever is longer
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(17) Scheduling Records
This series documents competition schedules set up with other
institutions by coaches and the athletic director. This series
may include but is not limited to: correspondence; phone notes;
contracts; final schedules; and related documentation and correspondence.
Record Copy: Intercollegiate Athletics Business Office
Retention: 6 years after expiration of contract
(18) Sports Merchandising
Records
This series documents the sale of institutional and NCAA or NAIA-licensed
merchandise at sporting events. Records may include: sales reports;
merchandise comment sheets; and related correspondence.
Record Copy: Intercollegiate Athletics Business Office
Retention: 4 years
(19) Student Athletes Academic
Advising Records
This series documents academic advising of prospective and current
student athletes, provides records of academic progress while
students are involved in athletic programs at the institution,
and complies with NCAA, NAIA and conference reporting requirements.
These records include: letters of intent; renewals of letters
of intent; transcripts; grade reports; petitions; academic evaluations;
advanced standing reports; advisors' report sheets showing progress
towards academic degree; program planning sheets; NCAA Progress
Reports; students' requests for release from athletic programs;
disciplinary memoranda; and related correspondence.
Record Copy: Intercollegiate Athletics
Retention: 5 years after degree completed or last enrollment
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(20) Student Athletes Dining
Rosters
This series documents the meals consumed by student athletes as
part of the training table. This series may include but is not
limited to: rosters with the names of athletes partaking of meals
and absent from meals; menus; and related documentation and correspondence.
Record Copy: Intercollegiate Athletics
Retention: 2 years
Other copies: Food Services
Retention: 2 years
(21) Student Athletes Medical
Records
This series documents the medical history of each athlete before
and during his/her attendance at the institution. This series
may include but is not limited to: annual health appraisals; authorization
to release information forms; treatment consent forms; assumption
of risk forms; accident reports; X-rays and X-ray reports; prescription
records; off campus treatment source
records; insurance questionnaires; psychological counseling records;
and related documentation and correspondence.
Record Copy: Intercollegiate Athletics
Retention: 7 years after student is last enrolled
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |