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Departmental Records Schedules
 
 
 
 
UNC General Records Retention and Disposition Schedule

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.

There must be no destruction of records if litigation or audits or other official action involving the records is pending or reasonably anticipated or foreseeable.

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


 
<h3>Student - Athletics Records</h3>
Item 254. ACADEMIC COUNSELING. Personal and academic counseling of student athletes. Comply with 20 USCA 1232g.
Items: transcripts, grades, class schedule, academic test reports, correspondence
DISPOSITION INSTRUCTIONS: Destroy in office 5 years after graduation or separation.

Item 255. ATHLETIC DRUG TESTING. Comply with 20 USCA 1232g and NCAA.
Items: lab reports, interpretations, correspondence
DISPOSITION INSTRUCTIONS: 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.

Item 256. ATHLETIC ELIGIBILITY. Reference copies of eligibility declarations for each student athlete. Comply with 20 USCA 1232g and NCAA regulations.
Items: student status, grades, hours enrolled
DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.

Item 257. ATHLETIC INJURY AND TREATMENT. Comply with applicable provisions of 20 USCA 1232g and HIPAA.
Items: injury report, treatment log, medication log, medical history, NCAA Injury Surveillance System Individual Injury forms, NCAA Weekly Expose forms
DISPOSITION INSTRUCTIONS: 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

Item 258. ATHLETIC PROGRAMS. Administration of university sports programs.
Items: programs, descriptions, proposals, reports, correspondence
DISPOSITION INSTRUCTIONS: Transfer to University Archives after 5 years.

Item 259. ATHLETIC SCHOLARSHIPS. Comply with 20 USCA 1232g and NCAA.
Items: applications, recommendations, authorization of awards, financial statements, correspondence
DISPOSITION INSTRUCTIONS: Destroy in office 5 years after graduation or separation.

Item 260. ATHLETIC TEAM TRAVEL ITINERARY. See Series Title
Items:
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

Item 261. COACHES' RECORDS. See Series Title
Items: playbooks, scouting reports, recruitment information.
DISPOSITION INSTRUCTIONS: Transfer playbooks and scouting reports to University Archives when administrative value ends. Destroy in office remaining records when reference value ends.

Item 262. DRUG DISPENSING. Drugs dispensed to student athletes. Comply with applicable provisions of 20 USCA 1232g and NCAA
Items:
DISPOSITION INSTRUCTIONS: Destroy in office 3 years after released from all audits.

Item 263. 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 on distribution, use, disposition and/or
Items: film, videotape, audiotape, dvd, cd-rom
DISPOSITION INSTRUCTIONS: Original: Transfer to University Archives after 10 years. Reference: Destroy in office when reference value ends.

Item 264. GAME CONTRACTS. Comply with NCAA.
Items: agreements, contracts, correspondence
DISPOSITION INSTRUCTIONS: Destroy in office after 4 years and when released from all audits.

Item 265. PLAYER RECRUITMENT. Comply with NCAA.
Items: scouting reports, list of prospects, recruitment proposals, correspondence, newsletters, literature, pamphlets, brochures and audiovisual recordings
DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

Item 266. RECEIPTS FROM INCOME. Income generated from athletic events.
Items: accounts receivable, gate receipts, advertisement, sponsorships
DISPOSITION INSTRUCTIONS: Destroy in office after 5 closed fiscal years.

Item 267. SEASON TICKET RECORDS. See Series Title
Items: name, seat location, sales
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

Item 268. SPORTS INFORMATION. Includes program and student athletic information.
Items: correspondence, schedules, promotional literature, programs, media guides, press releases, calendars of events, photographs, sports statistics
DISPOSITION INSTRUCTIONS: Transfer to University Archives upon publication or distribution.

Item 269. TICKET SALES. See Series Title
Items: itemizations, check requests, order invoices, reports
DISPOSITION INSTRUCTIONS: Destroy in office after 5 closed fiscal years and when released from all audits.