General Record Category Type of Record Retention Period OAR #
Annual Fund Drive Records Brochures 10 years 166-475-0080(1)
Annual Fund Drive Records Prize lists 10 years 166-475-0080(1)
Annual Fund Drive Records Pledge cards 10 years 166-475-0080(1)
Annual Fund Drive Records Mailing arrangements 10 years 166-475-0080(1)
Annual Fund Drive Records Reports 10 years 166-475-0080(1)
Annual Fund Drive Records Fiscal summaries 10 years 166-475-0080(1)
Annual Fund Drive Records Related Documentation and Correspondence 10 years 166-475-0080(1)
Athletic Eligibility Records Computer generated academic progress records 10 years 166-475-0080(2)
Catastrophic injury Records Accident reports 75 years 166-475-0080(3)
Catastrophic injury Records Annual insurance questionnaires 75 years 166-475-0080(3)
Catastrophic injury Records Notes 75 years 166-475-0080(3)
Catastrophic injury Records Claim forms 75 years 166-475-0080(3)
Catastrophic injury Records Related Documentation and Correspondence 75 years 166-475-0080(3)
Claims Payment Records Lists of requests for claims payment 5 years after claim is settled 166-475-0080(4)
Claims Payment Records Transmittal letters (CO 163-Rev 10/91) to the Controller's Division for reimbursement of the institution 5 years after claim is settled 166-475-0080(4)
Claims Payment Records Proof of Loss (CO-164-02/92) forms 5 years after claim is settled 166-475-0080(4)
Claims Payment Records Intercollegiate athletic reports of OUS Human Resources 5 years after claim is settled 166-475-0080(4)
Claims Payment Records Ledgers of providers 5 years after claim is settled 166-475-0080(4)
Claims Payment Records Payment amounts 5 years after claim is settled 166-475-0080(4)
Claims Payment Records Reference numbers 5 years after claim is settled 166-475-0080(4)
Claims Payment Records Related Documentation and Correspondence 5 years after claim is settled 166-475-0080(4)
Competition Record Sport name 10 years 166-475-0080(5)
Competition Record Opponent name 10 years 166-475-0080(5)
Competition Record Date 10 years 166-475-0080(5)
Competition Record Event location 10 years 166-475-0080(5)
Competition Record Final score 10 years 166-475-0080(5)
Competition Record Player names and positions 10 years 166-475-0080(5)
Competition Record Time played per athlete 10 years 166-475-0080(5)
Competition Record Signature of the head coach or athletic director 10 years 166-475-0080(5)
Donor Recognition Records Lists of donors by gift level 5 years after discontinuation of donations 166-475-0080(6)
Donor Recognition Records Award lists 5 years after discontinuation of donations 166-475-0080(6)
Donor Recognition Records Related Documentation and Correspondence 5 years after discontinuation of donations 166-475-0080(6)
Game Arrangement Records Team practice schedules 5 years 166-475-0080(7)
Game Arrangement Records Team position assignments/depth charts 5 years 166-475-0080(7)
Game Arrangement Records Itineraries 5 years 166-475-0080(7)
Game Arrangement Records Bus lists 5 years 166-475-0080(7)
Game Arrangement Records Notes 5 years 166-475-0080(7)
Game Arrangement Records Related Documentation and Correspondence 5 years 166-475-0080(7)
Game Officials' Evaluation Forms Records Team names 1 year 166-475-0080(8)
Game Officials' Evaluation Forms Records Site 1 year 166-475-0080(8)
Game Officials' Evaluation Forms Records Game date 1 year 166-475-0080(8)
Game Officials' Evaluation Forms Records Judging officials' names 1 year 166-475-0080(8)
Game Officials' Evaluation Forms Records Evaluative scores 1 year 166-475-0080(8)
Game Officials' Evaluation Forms Records Comments 1 year 166-475-0080(8)
Game Officials' Evaluation Forms Records Coach's signature 1 year 166-475-0080(8)
Game Statistics Records Player academic statistics Permanent 166-475-0080(9)
Game Statistics Records Attendance figures Permanent 166-475-0080(9)
Game Statistics Records Player training charts Permanent 166-475-0080(9)
Game Statistics Records Season and game player statistics Permanent 166-475-0080(9)
Game Statistics Records Recruitment records Permanent 166-475-0080(9)
Game Statistics Records Special teams statistics Permanent 166-475-0080(9)
Game Statistics Records Rankings Permanent 166-475-0080(9)
Game Statistics Records Award information Permanent 166-475-0080(9)
Game Statistics Records NAIA and NCAA game statistics Permanent 166-475-0080(9)
Game Statistics Records Media releases Permanent 166-475-0080(9)
Game Statistics Records All-conference nominations Permanent 166-475-0080(9)
Game Statistics Records Spring and fall camp depth charts Permanent 166-475-0080(9)
Game Statistics Records Numerical rosters Permanent 166-475-0080(9)
Game Statistics Records Media guides Permanent 166-475-0080(9)
Game Statistics Records Narrative reports on games and scrimmages Permanent 166-475-0080(9)
Game Statistics Records Final team statistics for each game Permanent 166-475-0080(9)
Game Statistics Records NAIA and NCAA official scoring summaries Permanent 166-475-0080(9)
Game Statistics Records Play-by-play written reports Permanent 166-475-0080(9)
Game Statistics Records Related Documentation and Correspondence Permanent 166-475-0080(9)
Gift-In-Kind Donors Records Names of donors 5 years after discontinuation of donations 166-475-0080(10)
Gift-In-Kind Donors Records Names of businesses 5 years after discontinuation of donations 166-475-0080(10)
Gift-In-Kind Donors Records Type of donations 5 years after discontinuation of donations 166-475-0080(10)
Gift-In-Kind Donors Records Level of giving 5 years after discontinuation of donations 166-475-0080(10)
Gift-In-Kind Donors Records Past gift records 5 years after discontinuation of donations 166-475-0080(10)
Gift-In-Kind Donors Records Related Documentation and Correspondence 5 years after discontinuation of donations 166-475-0080(10)
Gift-In-Kind Donors Records Contribution notices 5 years for fiscal documentation 166-475-0080(10)
Gift-In-Kind Donors Records Invoices 5 years for fiscal documentation 166-475-0080(10)
Gift-In-Kind Donors Records Purchase orders 5 years for fiscal documentation 166-475-0080(10)
Gift-In-Kind Donors Records Receipts 5 years for fiscal documentation 166-475-0080(10)
Individual Athletes Records Academic major information including performance reports Permanent 166-475-0080(11)
Individual Athletes Records Admissions verification Permanent 166-475-0080(11)
Individual Athletes Records Academic transcripts Permanent 166-475-0080(11)
Individual Athletes Records Financial aid information 5 years after separation from the institution for student records containing confidential information 166-475-0080(11)
Individual Athletes Records Recruitment information documents Permanent 166-475-0080(11)
Individual Athletes Records Media articles Permanent 166-475-0080(11)
Individual Athletes Records Photographs Permanent 166-475-0080(11)
Individual Athletes Records Release of information forms Permanent 166-475-0080(11)
Individual Athletes Records Personal data questionnaire 5 years after separation from the institution for student records containing confidential information 166-475-0080(11)
Individual Athletes Records Records of awards Permanent 166-475-0080(11)
Individual Athletes Records Related Documentation and Correspondence Permanent 166-475-0080(11)
Insurance Records Copies of Policies 10 years 166-475-0080(12)
Insurance Records Accident reports 10 years 166-475-0080(12)
Insurance Records Annual insurance questionnaires 10 years 166-475-0080(12)
Insurance Records Notes 10 years 166-475-0080(12)
Insurance Records Claim forms 10 years 166-475-0080(12)
Insurance Records Negotiations correspondence 10 years 166-475-0080(12)
Insurance Records Payment of insurance records 10 years 166-475-0080(12)
Insurance Records Related Documentation and Correspondence 10 years 166-475-0080(12)
Play Books Records Practice plans 5 years 166-475-0080(13)
Play Books Records Game plans 5 years 166-475-0080(13)
Play Books Records Game results 5 years 166-475-0080(13)
Positive Drug Test Records Lab reports 5 years or end of eligibility, whichever is later 166-475-0080(14)
Positive Drug Test Records Interpretations 5 years or end of eligibility, whichever is later 166-475-0080(14)
Positive Drug Test Records Related Documentation and Correspondence 5 years or end of eligibility, whichever is later 166-475-0080(14)
Practice Schedule Records Team rosters indicating time spent in practices 5 years 166-475-0080(15)
Practice Schedule Records Meetings 5 years 166-475-0080(15)
Practice Schedule Records Training and conditioning 5 years 166-475-0080(15)
Practice Schedule Records Competition 5 years 166-475-0080(15)
Recruiting Records Institution's football questionnaire forms with personal, scholastic, football, general, and transcript release information 5 years or end of eligibility, whichever is longer 166-475-0080(16)
Recruiting Records Information request cover sheets 5 years or end of eligibility, whichever is longer 166-475-0080(16)
Recruiting Records Grade transcripts 5 years or end of eligibility, whichever is longer 166-475-0080(16)
Recruiting Records Information for Certification of NCAA Freshman Athletics Eligibility Compliance (with By-Law 5-1-j forms, number 40-c) 5 years or end of eligibility, whichever is longer 166-475-0080(16)
Recruiting Records Letters of intent 5 years or end of eligibility, whichever is longer 166-475-0080(16)
Recruiting Records Copies of admissions forms and materials 5 years or end of eligibility, whichever is longer 166-475-0080(16)
Recruiting Records Performance reports 5 years or end of eligibility, whichever is longer 166-475-0080(16)
Recruiting Records Telephone and conversation notes 5 years or end of eligibility, whichever is longer 166-475-0080(16)
Recruiting Records Mailing lists 5 years or end of eligibility, whichever is longer 166-475-0080(16)
Recruiting Records Related Documentation and Correspondence 5 years or end of eligibility, whichever is longer 166-475-0080(16)
Scheduling Records Correspondence 6 years after expiration of contract 166-475-0080(17)
Scheduling Records Phone notes 6 years after expiration of contract 166-475-0080(17)
Scheduling Records Contracts 6 years after expiration of contract 166-475-0080(17)
Scheduling Records Final schedules 6 years after expiration of contract 166-475-0080(17)
Scheduling Records Related Documentation and Correspondence 6 years after expiration of contract 166-475-0080(17)
Scheduling Records Sports Merchandising Sale reports 4 years 166-475-0080(17)
Scheduling Records Merchandise comment sheets 4 years 166-475-0080(17)
Scheduling Records Related correspondence 4 years 166-475-0080(17)
Student Athletes Academic Advising Records Letters of intent 5 years after degree completed or last enrollment 166-475-0080(19)
Student Athletes Academic Advising Records Renewals of letters of intent 5 years after degree completed or last enrollment 166-475-0080(19)
Student Athletes Academic Advising Records Transcripts 5 years after degree completed or last enrollment 166-475-0080(19)
Student Athletes Academic Advising Records Grade reports 5 years after degree completed or last enrollment 166-475-0080(19)
Student Athletes Academic Advising Records Petitions 5 years after degree completed or last enrollment 166-475-0080(19)
Student Athletes Academic Advising Records Academic evaluations 5 years after degree completed or last enrollment 166-475-0080(19)
Student Athletes Academic Advising Records Advanced standing reports 5 years after degree completed or last enrollment 166-475-0080(19)
Student Athletes Academic Advising Records Advisors' report sheets showing progress towards academic degree 5 years after degree completed or last enrollment 166-475-0080(19)
Student Athletes Academic Advising Records NCAA Progress Reports 5 years after degree completed or last enrollment 166-475-0080(19)
Student Athletes Academic Advising Records Students' request for release from athletic programs 5 years after degree completed or last enrollment 166-475-0080(19)
Student Athletes Academic Advising Records Disciplinary memoranda 5 years after degree completed or last enrollment 166-475-0080(19)
Student Athletes Academic Advising Records Related correspondence 5 years after degree completed or last enrollment 166-475-0080(19)
Student Athletes Dining Rosters Records Rosters with names of athletes partaking of meals and absent from meals 2 years 166-475-0080(20)
Student Athletes Dining Rosters Records Menus 2 years 166-475-0080(20)
Student Athletes Dining Rosters Records Related Documentation and Correspondence 2 years 166-475-0080(20)
Student Athletes Medical Records Annual health appraisals 7 years after student is last enrolled 166-475-0080(21)
Student Athletes Medical Records Authorization to release information forms 7 years after student is last enrolled 166-475-0080(21)
Student Athletes Medical Records Treatment consent forms 7 years after student is last enrolled 166-475-0080(21)
Student Athletes Medical Records Assumption of risk forms 7 years after student is last enrolled 166-475-0080(21)
Student Athletes Medical Records Accident reports 7 years after student is last enrolled 166-475-0080(21)
Student Athletes Medical Records X-rays and X-ray reports 7 years after student is last enrolled 166-475-0080(21)
Student Athletes Medical Records Prescription records 7 years after student is last enrolled 166-475-0080(21)
Student Athletes Medical Records Off campus treatment source records 7 years after student is last enrolled 166-475-0080(21)
Student Athletes Medical Records Insurance questionnaires 7 years after student is last enrolled 166-475-0080(21)
Student Athletes Medical Records Psychological counseling record 7 years after student is last enrolled 166-475-0080(21)
Student Athletes Medical Records Related Documentation and Correspondence 7 years after student is last enrolled 166-475-0080(21)