INFORMATION FOR YALE OFFICES :: RECORDS SCHEDULES
In an effort to preserve
and maintain its history, Yale University seeks to retain certain documentation
concerning student athletics at Yale. Specific topics of interest
include:
- Role of athletics in student life at Yale;
- Development and implementation of policies and procedures relating to athletics at Yale;
- Development and
existence of teams and sports (intercollegiate, intramural, and club)
at Yale in which students may participate;
- Accomplishments of competitive teams and athletes at Yale;
- Impact of the NCAA on Yale athletics;
- Existence and availability of athletic facilities; and
- Interest and involvement of Yale alumni and the local community in Yale athletics.
Archival records
(Permanent records should be transferred to the Archives.
Please arrange timing and frequency of records transfer with Archives
staff.)
- Game and cumulative statistical reports
- Lists of physical
education classes and facilities open to students (1 copy per semester
or when finalized, whichever is later)
- Meeting minutes and related materials concerning athletics and recreation
- Photographs of teams and individual athletes
- Policies and procedures relating to Yale athletics
- Press releases for varsity sports
- Topical files and correspondence of the director of Athletics, the associate
directors of Varsity Sports and Sport and Recreation, and the Office
of the Provost
- Team rosters
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Office of record
The Yale Athletic Department and the Office
of the Provost maintain the record copy of documentation concerning
student athletics. Individual units that are not responsible
for the creation of such records, but that maintain duplicates of
such works or related materials, should destroy these files after
they are no longer needed. |
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Non-permanent records
requiring temporary retention for legal purposes
(Unless
otherwise noted, destroy 7 years following active use or fiscal year of
creation, whichever is later.)
- Athletes' medical records
- Athletic eligibility records. Destroy 10 years after active use.
- Catastrophic injury records. Destroy 75 years after incident.
- Competition record
forms used to comply with NCAA requirements. Destroy 10 years
after active use.
- Donor and gifts records when the donation or gift was minor and used solely for athletics
- Drug test records used to comply with NCAA requirements
- Evaluation of
game official records used to comply with NCAA requirements. Destroy
after 1 year.
- Game arrangement and scheduling records for NCAA sports
- Individual athletes records
- Insurance records
for athletes and athletic events. Destroy 10 years after incident
or active use.
- Playbooks
- Sports merchandising records
Routine administrative
records
(Destroy following their immediate administrative
use.)
- Game arrangement and scheduling records for non-NCAA sports
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