OAR 166-475-0080
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.
Annual Fund
Drive Records
OAR 166-475-0080(1)
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.
Retention:
Record Copy: 10 years
Other copies: 7 years
Athletic
Eligibility Records
OAR 166-475-0080(2)
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.
Retention:
Record Copy: 10 years
Other copies: 1 year
Catastrophic
Injury Records
OAR 166-475-0080(3)
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.
Retention:
Record Copy: 75 years
Other copies: 75 years
Claims
Payment Records
OAR 166-475-0080(4)
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.
Retention: 5 years after claim is settled
Competition
Record Forms
OAR 166-475-0080(5)
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.
Retention:
Record Copy: 10 years
Other copies: 2 years
Donor
Recognition Records
OAR 166-475-0080(6)
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.
Retention: 5 years after discontinuation of donations
Game
Arrangement Records
OAR 166-475-0080(7)
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.
Retention: 5 years
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.
Retention: 1 year
Game Statistics
OAR 166-475-0080(9)
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.
Retention: Permanent
Gift-In-Kind
Donors Records
OAR 166-475-0080(10)
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.
Retention:
(a) 5 years after discontinuation of donations for
donor records
(b) 5 years for fiscal documentation
Individual
Athletes Records
OAR 166-475-0080(11)
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.
Retention:
(a) 5 years after separation from the institution
for student records containing confidential information
(b) Permanent for all other records
Insurance
Records
OAR 166-475-0080(12)
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.
Retention:
Record Copy: 10 years
Other copies: 7 years
Play Books
OAR 166-475-0080(13)
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.
Retention: 5 years
Positive
Drug Test Records
OAR 166-475-0080(14)
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.
Retention: 5 years or end of eligibility, whichever is later
Practice
Schedule Records
OAR 166-475-0080(15)
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.
Retention: 5 years
Recruiting
Records
OAR 166-475-0080(16)
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.
Retention: 5 years or end of eligibility whichever is longer
Scheduling
Records
OAR 166-475-0080(17)
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.
Retention: 6 years after expiration of contract
Sports
Merchandising Records
OAR 166-475-0080(18)
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.
Retention: 4 years
Student
Athletes Academic Advising Records
OAR 166-475-0080(19)
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.
Retention: 5 years after degree completed or last enrollment
Student
Athletes Dining Rosters
OAR 166-475-0080(20)
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.
Retention:
Record Copy: 2 years
Other copies: 2 years
Student
Athletes Medical Records
OAR 166-475-0080(21)
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.
Retention: 7 years after student is last enrolled
NOTE: Records may be exempt from public disclosure per ORS 192.502(2).
Maintained by OUS Records Management Services
ryan_hagemann@ous.edu
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