Or. Admin. Code § 166-475-0080

Current through Register Vol. 63, No. 12, December 1, 2024

Section 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).

Or. Admin. Code § 166-475-0080

OSA 3-1999, f. & cert. ef. 10-11-99; OSA 2-2003, f. & cert. ef. 2-14-03; OSA 3-2004, f. & cert. ef. 7-29-04; OSA 4-2009, f. & cert. ef. 6-29-09

Stat. Auth.: ORS 192 & 357

Stats. Implemented: ORS 192.005-192.170 & 357.805-357.895