RRDS Athletics Records

Records Retention & Disposition Schedule

Athletics Records

Schedule Number: 166-450-0075


Athletic Eligibility Records
Schedule Number: 166-450-0075 (1)

Records document verification by the athletic director of student athletes' academic progress to the Northwest Athletic Association of Community Colleges (NWAACC). These records include computer generated academic progress reports. 

Retention: 5 years
Disposition: transfer to Records Center, destroy
Responsible unit: Athletics Department


Athletic Scheduling Records
Schedule Number: 166-450-0075 (2)

Records document competition schedules set up with other colleges by coaches and the athletic director. Records may include but are not limited to:

Contracts,
Final schedules,
Related documentation and correspondence

Retention: 6 years after expiration
Disposition: transfer to Records Center, destroy
Responsible unit: Athletics Department


Game Arrangement Records
Schedule Number: 166-450-0075 (3)

Records provide a reference record of arrangements made for and the schedules of past games. Records may include but are not limited to:

Bus lists,
Itineraries,
Notes,
Team position assignments/depth charts,
Team practice schedules,
Related documentation and correspondence.

Retention: 1 year
Disposition: destroy
Responsible unit: Athletics Department


Game Statistics
Schedule Number: 166-450-0075 (4)

Records may include but are not limited to:

All-conference nominations,
Awards information,
Final team statistics for each game,
Media guides,
Narrative reports on games,
Numerical rosters,
NWAACC game statistics,
NWAACC official scoring summaries,
Player academic statistics,
Rankings,
Season and game player statistics,
Related documentation and correspondence.

Retention: 20 years
Disposition: transfer to Records Center, destroy
Responsible unit: Athletics Department


Practice Schedule Records
Schedule Number: 166-450-0075 (5)

Records are used to monitor practice time for athletic teams and assist in complying with NWAACC rules and regulations. Records consist of team rosters indicating time spent in practices, meetings, training and conditioning, and competition. 

Retention: 1 year
Disposition: transfer to Records Center, destroy
Responsible unit: Athletics Department


Student Athletes Eligibility Records
Schedule Number: 166-450-0075 (6)

Records document the participation of student athletes; providing records of academic progress while students are involved in athletic programs at the institution; and complies with NWAACC and other applicable conference reporting requirements. These records include:

Athletic scholarships or Talent Grants awarded,
Disciplinary memoranda,
Letters of intent and renewals of letters of intent,
NWAACC Progress or other conference reports,
Students' request for release from athletic programs,
Related correspondence.

Retention: 3 years
Disposition: destroy
Responsible unit: Athletics Department


Student Athlete Medical History Records
Schedule Number: 166-450-0075 (7)

Records document the medical history of each athlete before and during his/her attendance at the college. Records may include but are not limited to:

Accident reports,
Annual health appraisals,
Assumption of risk forms,
Authorization to release information forms,
Insurance questionnaires,
Off-campus treatment source records,
Treatment consent forms. 
[Some records may be duplicated in Medical Records in Health Services.]

Retention: 3 years
Disposition: transfer to Records Center, destroy
Responsible unit: Athletics Department

SEE ALSO: Medical Records

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.