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ATHLETIC DEPARTMENTS AUTHORIZATION NO. 77-119

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  1. Compliance - Student-Athlete Eligibility, Participation and Squad List Records
  2. Compliance - Student-Athlete Files
  3. Compliance - Recruiting Records
  4. Compliance - General Compliance Documents
  5. Student Athletes Academic Advising Records
  6. Sports Medicine - Insurance Records
  7. Sports Medicine - Student-Athlete Medical and Injury Reports
  8. Development - Gift-in-Kind Donors Records
  9. Development - Annual Fund Drives
  10. Development - Donor Recognition Records
  11. Game Ops - Scheduling Records and Contracts
  12. Films - Game Films
  13. Athletic Facility Events/Concerts
  14. Novelties - Sports Merchandising Records
  15. Athletic Ticket Office - Student Comp Tickets
  16. Athletic Ticket Office - Ticket Orders
  17. Athletic Ticket Office - Batch Summaries

 

ITEM NUMBER

1. Compliance - Student-Athlete Eligibility, Participation and Squad List Records

These records are generated by UM Athletic Department and verify the student-athlete’s academic progress and seasons of eligibility for the National Collegiate Athletic Association (NCAA).

Authorized Retention:

Retain for ten (10) years with optional review by Athletic Department staff, then destroy.

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2. Compliance - Student-Athlete Files

This record series may include, but is not limited to: NLIs (National Letters of Intent), FAAs (Financial Aid Agreements), eligibility information including academic transcripts, financial aid information, recruitment information documents, media articles, photographs, drug testing consent forms, release of information forms, and correspondence.

Authorized Retention:

Retain for ten (10) years with optional review by Athletic Department staff, then transfer to Campus Archives.

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3. Compliance - Recruiting Records

These records document the recruitment of athletes into the institution’s intercollegiate athletic programs. The series, created by the institution to comply with the NCAA and Conference rules and regulations, provides records of the recruitment process for prospective student-athletes.  This record series may include, but is not limited to: the institution’s contact/evaluation log, information requests cover sheets, grade transcripts, Information Certification for UM Athletic Department and/or NCAA  Freshman  Athlete’s Eligibility Compliance By-Laws, telephone conversation  notes, and other correspondence.

Authorized Retention:

Retain for ten (10) years with optional review by Athletic Department staff, then transfer to Campus Archives.

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4. Compliance - General Compliance Documents

These records include, but are not limited to, camps and clinics documents, interpretation files, education initiatives and other general compliance efforts.

Authorized Retention:

Retain for ten (10) years with optional review by Athletic Department staff, then destroy.

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5. Student Athletes Academic Advising Records

These records document the academic advising of prospective and current students in athletic programs at the institution and comply with NCAA and conference reporting requirements.  This record series may include, but is not limited to: transcripts, grade reports, petitions, academic evaluations, advanced standing reports, advisors report sheets showing progress towards academic degree, program planning sheets, NCAA Progress Reports, disciplinary memoranda and other correspondence.

Authorized Retention:

Retain for ten (10) years with optional review by Athletic Department staff, then destroy.

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6. Sports Medicine - Insurance Records

These records document medical treatment services rendered on and off-campus for practice or playing related injuries or illnesses that are eligible for partial payment by intercollegiate athletic insurance.  This record series may include, but is not limited to: copies of policies, accident reports, annual insurance questionnaires, notes, claim forms, negotiations correspondence, payment of insurance records and other correspondence.

Authorized Retention:

Retain for ten (10) years, then destroy.

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7. Sports Medicine - Student-Athlete Medical and Injury Reports

These records document the medical history of each athlete before and during his/her attendance at the University.  This record series may include, but is not limited to: annual health appraisals, authorization to release information forms, treatment consent forms, assumptions of risk forms, accident reports, X-ray reports, prescription records, off-campus treatment source records, insurance questionnaires, psychological counseling records and related correspondence.

Authorized Retention:

Retain for ten (10) years, then destroy.

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8. Development - Gift-in-Kind Donors Records

These records document donors who provide services to athletic events as donations and the use of donated funds.  This record series may include, but is not limited to: names of donors, names of businesses, types of donations, contribution notices, receipts and level of giving, past gift records and correspondence.

Authorized Retention:

Retain for 10 years after discontinuation of donations and then destroy.

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9. Development - Annual Fund Drives

These records document plans, arrangements, and results of annual athletic fund drives.  This record series may include, but is not limited to: brochures, pledge cards, mailings, reports, fiscal summaries and related correspondence.

Authorized Retention:

Retain for ten (10) years and then transfer to Campus Archives.

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10. Development - Donor Recognition Records

These records document athletic fund donors of various levels and the recognition given.  This record series may include, but is not limited to: lists of donors by gift level, award lists and related documentation, and correspondence.

Authorized Retention:

Retain for ten (10) years with optional review by Athletic Department staff, then destroy.

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11. Game Ops - Scheduling Records and Contracts

These records document competition schedules set up with other institutions by coaches and the athletic director.  The record series may include, but is not limited to:  correspondence, phone notes, contracts, and final schedules.

Authorized Retention:

Retain for ten (10) years after contract expires and then destroy.

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12. Films - Game Films

These are films and videos of University sporting events used to analyze the team’s game performance.

Authorized Retention:

Retain in department as long as deemed necessary, but not to exceed five (5) years, then transfer to Campus Archives.

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13. Athletic Facility Events/Concerts

These records document the history of events and concerts held at athletic facilities (Hearnes Center, Mizzou Arena, Amphitheater, Swinney Recreation Center and Bullman Center).  This record series may include, but is not limited to: contracts, comparison ticket sales, memorabilia, photos, etc.

Authorized Retention:

Retain in department for as long as deemed necessary, but not to exceed twenty (20) years, then transfer to Campus Archives.

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14. Novelties - Sports Merchandising Records

These records document the sale of institutional and NCAA licensed merchandise at sporting events and the University Team Store.  These records may include: sales reports, invoices, merchandise comment sheets, and correspondence.

Authorized Retention:

Retain for five (5) years and then destroy.

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15. Athletic Ticket Office - Student Comp Tickets

These records include names of students and number of tickets or pass lists of complementary tickets given to student athletes for sporting events.

Authorized Retention:

Retain for ten (10) years and then destroy.

This item supersedes authorization 00-011 (Tickets of University Functions) only as it relates to athletic event tickets.

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16. Athletic Ticket Office - Ticket Orders

These records contain order forms, correspondence, etc. related to orders for tickets to various sporting events.

Authorized Retention:

Retain for five (5) years and then destroy.

This item supersedes authorization 00-011 (Tickets of University Functions) only as it relates to athletic event tickets.

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17. Athletic Ticket Office - Batch Summaries

These records contain information to daily sales vital to any information requested/needed and by/for customers.

Authorized Retention:

Retain for five (5) years and then destroy.

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This authorization supersedes 77-119 dated 2/26/02.


 

 

 

 

 

 


Reviewed 2012-08-03.