University of Oregon

EFFECTIVE FEBRUARY 3, 2016: The UO is transferring responsibility for records management oversight, policy, and training from the Libraries to the Office of the Vice President/General Counsel. While the transition is underway, UO offices may continue to submit records management questions though this form or via e-mail to spcarref@uoregon.edu. Library staff will consult with the Office of the General Counsel as needed to address your inquiry. We anticipate the transition to be completed by Summer 2016.

University Archives: Records Retention Schedule

Functional Sections: Intercollegiate Athletics Records

166-475-0080

This General Schedule is applicable to 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.

List of Series

1. Annual Fund Drive Records

Fund Raising Records-Intercollegiate Athletics Records document 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, destroy.

Other Copies: Units
Retention: 7 years, destroy.

2. Athletic Eligibility Records

Records document 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, destroy.

Other Copies:
Retention: 1 year, destroy.

3. Catastrophic Injury Records

Records document 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, destroy.

Other Copies: Business Affairs
Retention: 75 years, destroy.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the Confidential Recycling Procedure for more information.

4 . Claims Payment Records

Records document 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, destroy.

5. Competition Record Forms

Records document 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, destroy.

Other Copies: Sports directors
Retention: 2 years, destroy.

6. Donor Recognition Records

Records document 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, destroy.

7. Game Arrangement Records

Records document 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, destroy.

8. Game Officials' Evaluation Forms

Records document the head coach’s evaluation of judging officials’ performance at individual sporting events 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, destroy.

9. Game Statistics

Records document 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: Intercollegiate Athletics
Retention: Permanent

Transfer the records to the University Archives after 20 years.

10. Gift-In-Kind Donors Records

Records document 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: (a) 5 years after discontinuation of donations for donor records, destroy; (b) 5 years for fiscal documentation, destroy.

11. Individual Athletes Records

Records document 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: (a) 5 years after separation from the institution for student records containing confidential information, destroy; (b) 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 Confidential Recycling Procedure for more information.

12. Insurance Records

Records document 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, destroy.

Other Copies: Business Affairs
Retention: 7 years, destroy.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the Confidential Recycling Procedure for more information.

13. Play Books

Records document 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, destroy.

14. Positive Drug Test Records

Records document 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 longer, destroy.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the Confidential Recycling Procedure for more information.

15. Practice Schedule Records

Records document 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, destroy.

16. Recruiting Records

Records document 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), destroy.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the Confidential Recycling Procedure for more information.

17. Scheduling Records

Records document 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
Retention: 6 years after expiration of contract, destroy.

18. Sports Merchandising Records

Records document 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
Retention: 4 years, destroy.

19. Student Athletes Academic Advising Records

Records document 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, destroy.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the Confidential Recycling Procedure for more information.

20. Student Athletes Dining Rosters

Dining Rosters-Student Athletes Records document 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, destroy.

Other Copies: Food Services
Retention: 2 years, destroy.

21. Student Athletes Medical Records

Records document 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, destroy.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the Confidential Recycling Procedure for more information.

University of Oregon Libraries
1501 Kincaid Street Eugene, OR
97403-1299
T: (541) 346-3053
F: (541) 346-3485
Make a Gift