Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 450 - COMMUNITY COLLEGES › Section 166-450-0075 - Intercollegiate Athletics Records

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the intercollegiate
				athletics records of community colleges. Retention periods apply to the
				official 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
				166-030-0027  before disposing of
				records.
(1)
Athletic Eligibility
			 Records
: 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. (Minimum retention: five years).
(2)
Athletic Scheduling Records
:
			 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; and related documentation and correspondence.
			 (Minimum retention: six years after expiration).
(3)
Game Arrangement Records
:
			 Records provide a reference record of arrangements made for and the schedules
			 of past games. Records may include but are not limited to team practice
			 schedules; team position assignments/depth charts; itineraries; bus lists;
			 notes; and related documentation and correspondence. (Minimum retention: one
			 year).
(4)
Game
			 Statistics
: Records may include but are not limited to player academic
			 statistics; season and game player statistics; rankings; awards information;
			 NWAACC game statistics; all-conference nominations; numerical rosters; media
			 guides; narrative reports on games; final team statistics for each game; NWAACC
			 official scoring summaries; and related documentation and correspondence.
			 (Minimum retention: 20 years).
(5)
Practice Schedule Records
:
			 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. (Minimum retention: one year).
(6)
Student Athletes Eligibility
			 Records
: 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 letters of intent;
			 Talent Grant or athletic scholarships awarded, renewals of letters of intent;
			 NWAACC Progress or other conference reports; students' request for release from
			 athletic programs; disciplinary memoranda; and related correspondence. (Minimum
			 retention: three years).
(7)
Student Athlete Medical History
			 Records
: 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 annual health appraisals; authorization to release information
			 forms; treatment consent forms; assumption of risk forms; accident reports; off
			 campus treatment source records; and insurance questionnaires. Some records may
			 be duplicated Medical Records in Health Services. SEE ALSO: Medical Records in
			 Health Services Records section.
Information may be exempt from public
			 disclosure per ORS 192.502(2)
.
			 (Minimum retention: three years).
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS
				  192.005 -
				  192.170 &
				  357.805 -
				  357.895