Or. Admin. R. 166-475-0080 - Intercollegiate Athletics Records
(1)Annual Fund Drive Records
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. (Retention: 10 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.
(Retention: 10 years, 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. (Retention: 75 years, destroy)
(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. (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.
(Retention: 10 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.
(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. (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.
(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.
(Retention: Permanent)
(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. (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. (Retention:
(a)5
years after separation from the institution for student records containing
confidential information, destroy
(b) Permanent for all other
records)
(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. (Retention: 10
years, destroy)
(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 (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. (Retention: 5 years or
end of eligibility, whichever is later, destroy)
(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. (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. (Retention: 5 years or end of eligibility
whichever is longer, destroy)
(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. (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.
(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. (Retention: 5 years after
degree completed or last enrollment, destroy)
(20)Student Athletes Dining Rosters
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. (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. (Retention:
7 years after student is last enrolled, destroy).
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805-357.895
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