Student - Athletics Records, Information Technology Services, UNCG

UNC General Records Retention and Disposition Schedule:
Student - Athletics Records

This Schedule applies to records in all media, unless otherwise specified.

Items – a sample listing of items found within a series. Other related records not listed may also be part of a series.
Disposition – all dispositions are minimum requirements and include, where applicable, transfer to the custody of the University Archives for appraisal and final disposition.
Destruction – takes place in the office. Any record with confidential or sensitive information shall be properly destroyed by shredding or by means to ensure that the records cannot be physically recreated.
Original and Reference Copy –original copy (also known as a record copy) is the official authorized copy kept by the office charged with creating or maintaining the record copy. Reference copies (also known as convenience copies) are preserved for the convenience of reference or ease of access.

No destruction of records may take place if litigation or audits are pending or reasonably anticipated or foreseeable.

Refer to prefatory material for additional instructions or contact your university's records officer for clarification.

GU254 Academic Counseling
GU255 Athletic Drug Testing
GU256 Athletic Eligibility
GU257 Athletic Injury and Treatment
GU258 Athletic Programs
GU259 Athletic Scholarships
GU260 Athletic Team Travel Itinerary
GU261 Coaches’ Records
GU262 Drug Dispensing
GU263 Films / Videotapes
GU264 Game Contracts
GU265 Player Recruitment
GU266 Receipts from Income
GU267 Season Ticket Records
GU268 Sports Information
GU269 Ticket Sales

Student - Athletics Records

Series #	Series Title	Series Description	Items	Disposition
GU254	Academic Counseling	Personal and academic counseling of student athletes. Comply with 20 U.S.C. 1232g.	transcripts, grades, class schedule, academic test reports, correspondence	Destroy in office 5 years after graduation or separation.
GU255	Athletic Drug Testing	Comply with 20 U.S.C. 1232g and NCAA rules and regulations	lab reports, interpretations, correspondence	Destroy in office negative results after 1 year. Destroy in office positive results after 6 years or end of eligibility to compete whichever is later.
GU256	Athletic Eligibility	Reference copies of eligibility declarations for each student athlete. Comply with 20 U.S.C. 1232g and NCAA rules and regulations.	student status, grades, hours enrolled	Destroy in office when reference value ends.
GU257	Athletic Injury and Treatment	Comply with 20 U.S.C. 1232g and HIPAA.	injury report, treatment log, medication log, medical history, NCAA Injury Surveillance System Individual Injury forms, NCAA Weekly Expose forms	Destroy in office records after 6 years and at end of student’s eligibility as a student athlete, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
GU258	Athletic Programs	Administration of university sports programs.	programs, descriptions, proposals, reports, correspondence	Transfer to University Archives after 5 years.
GU259	Athletic Scholarships	Comply with 20 U.S.C. 1232g and NCAA rules and regulations.	applications, recommendations, authorization of awards, financial statements, correspondence	Destroy in office 5 years after graduation or separation.
GU260	Athletic Team Travel Itinerary	See Series Title		Destroy in office when superseded or obsolete.
GU261	Coaches’ Records	See Series Title	playbooks, scouting reports, recruitment information.	Transfer playbooks and scouting reports to University Archives when administrative value ends. Destroy in office remaining records when reference value ends.
GU262	Drug Dispensing	Drugs dispensed to student athletes. Comply with applicable provisions of 20 U.S.C. 1232g and NCAA rules and regulations.		Destroy in office 3 years after released from all audits.
GU263	Films / Videotapes	Produced by and for the university including sporting events, interviews and other related activities. Comply with applicable provisions and restrictions of copyright and NCAA rules and regulations on distribution, use, disposition and/or copying.	film, videotape, audiotape, dvd, cd-rom	Original: Transfer to University Archives after 10 years. Reference: Destroy in office when reference value ends.
GU264	Game Contracts	Comply with NCAA rules and regulations.	agreements, contracts, correspondence	Destroy in office after 4 years and when released from all audits.
GU265	Player Recruitment	Comply with NCAA rules and regulations.	scouting reports, list of prospects, recruitment proposals, correspondence, newsletters, literature, pamphlets, brochures and audiovisual recordings	Destroy in office when administrative value ends.
GU266	Receipts from Income	Income generated from athletic events.	accounts receivable, gate receipts, advertisement, sponsorships	Destroy in office after 5 closed fiscal years.
GU267	Season Ticket Records	See Series Title	name, seat location, sales	Destroy in office when superseded or obsolete.
GU268	Sports Information	Includes program and student athletic information.	correspondence, schedules, promotional literature, programs, media guides, press releases, calendars of events, photographs, sports statistics	Transfer to University Archives upon publication or distribution.
GU269	Ticket Sales	See Series Title	itemizations, check requests, order invoices, reports	Destroy in office after 5 closed fiscal years and when released from all audits.

Information Technology Services

UNC General Records Retention and Disposition Schedule: Student - Athletics Records

Student - Athletics Records

UNC General Records Retention and Disposition Schedule:
Student - Athletics Records