Records Management and Archives

University System of Georgia records retention policies and procedures

USG Records Retention Schedules

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CATEGORY:  Intercollegiate Athletics     Total: 18


Athletic Eligibility Records

Number:  0472-07-001

Description:  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 academic progress reports.

Retention:  10 years.


Athletic Recruiting Records

Number:  0472-07-002

Description:  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; information request cover sheets; grade transcripts; Information for Certification of NCAA Freshman Athletics Eligibility Compliance; letters of intent; copies of admissions forms and materials; performance reports; telephone and conversation notes; mailing lists; and related correspondence.

Retention:  5 years or end of eligibility whichever is longer.


Claims Payment Records

Number:  0472-07-003

Description:  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 for reimbursement of the institution; proof of loss forms; intercollegiate athletic reports; and ledgers of providers.

Retention:  7 years after claim is settled.


Competition Record Forms

Number:  0472-07-004

Description:  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.

Retention:  10 years.


Game Arrangement Records

Number:  0472-07-005

Description:  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; and bus lists.

Retention:  3 years.


Game Officials’ Evaluation Forms

Number:  0472-07-006

Description:  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.

Retention:  1 year.


Game Statistics

Number:  0472-07-007

Description:  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; and play-by-play written reports.

Retention:  PERMANENT.


Individual Athletes Records

Number:  0472-07-008

Description:  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: 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; and records of awards.

Retention:  Historical documents: PERMANENT; All other records: 5 years after separation from the institution.


Insurance Records

Number:  0472-07-009

Description:  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; and payment of insurance records.

Retention:  7 years.


Intramural Sports Waivers

Number:  0472-07-010

Description:  This series documents the legal and medical status of students, faculty, and staff participating in intramural sports activities.

Retention:  3 years after the conclusion of the intramural sports season.


Play Books

Number:  0472-07-011

Description:  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.


Practice Schedule Records

Number:  0472-07-012

Description:  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 practice, meeting, training, conditioning, and competition.

Retention:  5 years.


Scheduling Records

Number:  0472-07-015

Description:  This series documents competition schedules set up with other institutions by coaches and the athletic director.

Retention:  6 years after expiration of contract.


Sporting Event Attendance Records

Number:  0472-07-013

Description:  This series documents the total ticket sales, concessions for each sporting event, visitor pass records, and ticket requests.

Retention:  3 years.


Sports Merchandising Records

Number:  0472-07-014

Description:  This series documents the sale of institutional and NCAA or NAIA-licensed merchandise at sporting events. Records may include sales reports and merchandise comment sheets.

Retention:  4 years.


Student Athletes Academic Advising Records

Number:  0472-07-016

Description:  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; and students' requests for release from athletic programs.

Retention:  5 years after last enrollment.


Student Athletes Dining Rosters

Number:  0472-07-017

Description:  This series documents the meals consumed by student athletes as part of the training table.

Retention:  2 years.


Student Athletes Medical Records

Number:  0472-07-018

Description:  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: drug test records; 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; and psychological counseling records.

Retention:  Positive drug test results: 5 years or end of eligibility, whichever is longer; Negative drug test results: 2 years; All other records: 3 years after student is last enrolled.


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