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Athletics Records

Student Records

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.

No destruction of records may take place if litigation or audits are pending or reasonably anticipated or foreseeable.

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


  • GU254 Academic Counseling
  • GU255 Athletic Drug Testing
  • GU256 Athletic Eligibility
  • GU257 Athletic Injury and Treatment
  • GU258 Athletic Programs
  • GU259 Athletic Scholarships
  • GU260 Athletic Team Travel Itinerary
  • GU261 Coaches' Records
  • GU262 Drug Dispensing
  • GU263 Films / Videotapes
  • GU264 Game Contracts
  • GU265 Player Recruitment
  • GU266 Receipts from Income
  • GU267 Season Ticket Records
  • GU268 Sports Information
  • GU269 Ticket Sales

Student - Athletics Records

Series # Series Title Series Description Items Disposition
GU254 Academic Counseling Personal and academic counseling of student athletes. Comply with 20 U.S.C. 1232g. transcripts, grades, class schedule, academic test reports, correspondence Destroy in office 5 years after graduation or separation.
GU255 Athletic Drug Testing Comply with 20 U.S.C. 1232g and NCAA rules and regulations lab reports, interpretations, correspondence 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.
GU256 Athletic Eligibility Reference copies of eligibility declarations for each student athlete. Comply with 20 U.S.C. 1232g and NCAA rules and regulations. student status, grades, hours enrolled Destroy in office when reference value ends.
GU257 Athletic Injury and Treatment Comply with 20 U.S.C. 1232g and HIPAA. injury report, treatment log, medication log, medical history, NCAA Injury Surveillance System Individual Injury forms, NCAA Weekly Expose forms 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 involved.
GU258 Athletic Programs Administration of university sports programs. programs, descriptions, proposals, reports, correspondence Transfer to University Archives after 5 years.
GU259 Athletic Scholarships Comply with 20 U.S.C. 1232g and NCAA rules and regulations. applications, recommendations, authorization of awards, financial statements, correspondence Destroy in office 5 years after graduation or separation.
GU260 Athletic Team Travel Itinerary See Series Title Destroy in office when superseded or obsolete.
GU261 Coaches' Records See Series Title playbooks, scouting reports, recruitment information. Transfer playbooks and scouting reports to University Archives when administrative value ends. Destroy in office remaining records when reference value ends.
GU262 Drug Dispensing Drugs dispensed to student athletes. Comply with applicable provisions of 20 U.S.C. 1232g and NCAA rules and regulations. Destroy in office 3 years after released from all audits.
GU263 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 rules and regulations on distribution, use, disposition and/or copying. film, videotape, audiotape, dvd, cd-rom Original: Transfer to University Archives after 10 years.
Reference: Destroy in office when reference value ends.
GU264 Game Contracts Comply with NCAA rules and regulations. agreements, contracts, correspondence Destroy in office after 4 years and when released from all audits.
GU265 Player Recruitment Comply with NCAA rules and regulations. scouting reports, list of prospects, recruitment proposals, correspondence, newsletters, literature, pamphlets, brochures and audiovisual recordings Destroy in office when administrative value ends.
GU266 Receipts from Income Income generated from athletic events. accounts receivable, gate receipts, advertisement, sponsorships Destroy in office after 5 closed fiscal years.
GU267 Season Ticket Records See Series Title name, seat location, sales Destroy in office when superseded or obsolete.
GU268 Sports Information Includes program and student athletic information. correspondence, schedules, promotional literature, programs, media guides, press releases, calendars of events, photographs, sports statistics Transfer to University Archives upon publication or distribution.
GU269 Ticket Sales See Series Title itemizations, check requests, order invoices, reports Destroy in office after 5 closed fiscal years and when released from all audits.
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ECSU holds Student and Family Appreciation Day for freshmen