Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0080 - Intercollegiate Athletics Records

Current through Register Vol. 63, No. 7, July 1, 2024
(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)