Records of the management and operation of recreation programs, intramural and varsity sports at the University.
This records class includes Personal Information Banks.
Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Archival Records | Authority | Retention Rationale | Personal Information Banks | Version Information
Content & Scope
The Athletics and Recreation department is responsible for recreation and wellness programs, intramural and varsity sports, and supporting services.
This class excludes records of: ticket sales and event attendance; and, the management and maintenance of athletics and recreation facilities.
The records include: promotional information on Athletics and Recreation programs, services, facilities, and events; guidance and instructions for athletes, program participants, teams and clubs; scheduling, correspondence, and other administrative records supporting the design and delivery of services, programming, and events.
Records of individual athletes and recreation/wellness program participants include: recruitment and eligibility forms, personal profiles; completed questionnaires, attendance records, personal training and other records of service interactions with Athletics & Recreation staff; and related correspondence/communications.
Related Records
- For records of health and therapy services provided to athletes, see HS20 – Athlete Therapy Files.
- For records of event registration, attendance, and ticket sales, see UR20 – Event, Activity & Conference Management
- For records of fees paid by athletes and recreation program participants, see FN20 – Revenues and Accounts Receivable.
- For records of the maintenance and management of athletics and recreation facilities, see the records classes in the Property & Facilities (PF) function.
Responsible Unit
Athletics & Recreation.
Information Steward
Associate Provost, Students.
Information Confidentiality Classification
- Public: promotional and other information intended for public release.
- Restricted: membership and contact lists, and other records of individual athletes and recreation/wellness program participants.
- Confidential: all other records.
Retention
- Records of individual athletes and recreation/wellness program participants: minimum of 2 years and no more than 7 years after last contact with the individual.
- All other records: minimum of 2 years after last administrative use, and then retain until superseded or obsolete. Units should document the specific retention periods within this range that they are using for their records (contact the University Records Manager for assistance, if required).
Note: anonymized data derived from these records may be retained by the University until superseded or obsolete.
Disposition
Archives Selection.
Records which are not selected for the University archives should be destroyed at the end of their retention period. All confidential – including restricted and highly restricted – records must be securely destroyed.
Note
Responsible Units should document the disposal/destruction of official records using the University records destruction form or equivalent documentation, to verify that we are following our records retention rules.
Archival Records
Selected records and publications on Athletics and Recreation programs and services are of long-term historical value. Please contact the University Records Manager for assistance with these records at the end of their retention period. Records of long-term historical value to the University will be selected by the Library Special Collections & Archives department.
Authority
University of Waterloo Act, 1972
Retention Rationale
Retention is based on operational use.
Personal Information Banks
Information on athletes and participants may include: name, student number, gender, date of birth, telephone number, local and permanent addresses, email address, academic information, date of graduation, height, weight, sport, position, hometown, high school club, high school coach, previous years of eligibility, other post-secondary institutions attended, other teams played for, provincial and national team experience, last date of competition, other sports played, awards and bursaries.
Under Review Date
12 February 2020