OAR 166-450-0075
Intercollegiate Athletics Records

The General Schedule is applicable to the intercollegiate athletics records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 (Public Records Retention and Disposition Authorization (Local Agencies)) before disposing of records.


Athletic Eligibility Records: Records document verification by the athletic director of student athletes’ academic progress to the Northwest Athletic Association of community colleges (NWAACC). These records include computer generated academic progress reports. (Minimum retention: five years).


Athletic Scheduling Records: Records document competition schedules set up with other colleges by coaches and the athletic director. Records may include but are not limited to contracts; final schedules; and related documentation and correspondence. (Minimum retention: six years after expiration).


Game Arrangement Records: Records provide a reference record of arrangements made for and the schedules of past games. Records may include but are not limited to team practice schedules; team position assignments/depth charts; itineraries; bus lists; notes; and related documentation and correspondence. (Minimum retention: one year).


Game Statistics: Records may include but are not limited to player academic statistics; season and game player statistics; rankings; awards information; NWAACC game statistics; all-conference nominations; numerical rosters; media guides; narrative reports on games; final team statistics for each game; NWAACC official scoring summaries; and related documentation and correspondence. (Minimum retention: 20 years).


Practice Schedule Records: Records are used to monitor practice time for athletic teams and assist in complying with NWAACC rules and regulations. Records consist of team rosters indicating time spent in practices, meetings, training and conditioning, and competition. (Minimum retention: one year).


Student Athletes Eligibility Records: Records document the participation of student athletes; providing records of academic progress while students are involved in athletic programs at the institution; and complies with NWAACC and other applicable conference reporting requirements. These records include letters of intent; Talent Grant or athletic scholarships awarded, renewals of letters of intent; NWAACC Progress or other conference reports; students’ request for release from athletic programs; disciplinary memoranda; and related correspondence. (Minimum retention: three years).


Student Athlete Medical History Records: Records document the medical history of each athlete before and during his/her attendance at the college. Records may include but are not limited to annual health appraisals; authorization to release information forms; treatment consent forms; assumption of risk forms; accident reports; off campus treatment source records; and insurance questionnaires. Some records may be duplicated Medical Records in Health Services. SEE ALSO: Medical Records in Health Services Records section. Information may be exempt from public disclosure per ORS 192.502(2). (Minimum retention: three years).

Source: Rule 166-450-0075 — Intercollegiate Athletics Records, https://secure.­sos.­state.­or.­us/oard/view.­action?ruleNumber=166-450-0075.

Last Updated

Jun. 8, 2021

Rule 166-450-0075’s source at or​.us