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Ethics and Compliance Office
Office of the President

  1. Ethics and Compliance Office
  2. Records Management
  3. Records Retention Schedules
  4. Intercollegiate Athletics-Women

Intercollegiate Athletics-Women

Division I Committee on Women's Basketball

Arranged By:   Chronological, Alphabetical
Application Number:   89-22
Item Number:   170.02

Purpose

This record series consists of correspondence, state report forms, press releases, charts of team record, and files on each tournament site both, regional and national, maintained by the Women's Intercollegiate Athletic Department.

Procedure

Retain in office for five (5) years or until expiration of administrative value, whichever is longer, then dispose of.

Female Athletes' Financial Aid Files

Arranged By:   Alphabetical by sport
Application Number:   89-22
Item Number:   170.03

Purpose

This record series consists of financial aid records for female athletes.  Information includes name, address, social security number, amount of grant, tender of financial assistance, athlete’s grant-in-aid regulations, letter of intent (stating that the athletes will attend university), and various correspondence.

Procedure

Retain in office for ten (10) years, then dispose of provided all audits have been completed and no litigation is pending or anticipated.

NCAA Legislation

Arranged By:   Chronological
Application Number:   89-22
Item Number:   170.04

Purpose

This record series includes all new rules, interpretation, memoranda on rules, and memos pertaining to intercollegiate college athletics.

Procedure

Retain in office for ten (10) years or until the administrative value has expired, whichever is longer, then dispose of.

NCAA Squad Information

Arranged By:   By sport
Application Number:   89-22
Item Number:   170.05

Purpose

This record series consists of yearly NCAA squad information for women's athletic teams.  Included in these files are the following:  NCAA squad lists, which list the name and year of each athlete on a squad along with a summary of any financial aid received by that athlete, listings of all eligible athletes for each sport, and student athlete statements, which are signed by the athletes in regard to the Buckley Amendment.

Procedure

Retain in office for ten (10) years, then transfer to the University Archives for a minimum retention period of an additional ten (10) years and subsequent disposal or permanent archival preservation of those documents deemed to possess enough archival value from University Archives staff review(s).  No disposals are to proceed if any litigation is pending or anticipated.

NI Club Files

Arranged By:   Chronological
Application Number:   89-22
Item Number:   170.06

Purpose

This record series consists of materials of the booster club.  Information includes membership lists, mailings, activities, print material, files on all events put on by the club, correspondence pertaining to events, history of the club, board members, minutes and agendas, and miscellaneous information.

Procedure

Retain permanently.

North Star Conference Correspondence and Reference Files

Arranged By:   Alphabetical by subject
Application Number:   89-22
Item Number:   170.07

Purpose

This record series consists of correspondence and reference material regarding the North Star Conference.  This correspondence and reference material deals with topics such as sports policy, the conference constitution, conference procedures, various tournaments, officials for sporting events, etc.

Procedure

Retain in office for three (3) years, then review the file and retain permanently any records possessing legal, historical, administrative or fiscal value and dispose of remaining balance of extraneous materials.  All file series weeding to be done with the assistance of University Archives staff.

Personnel and Search Files

Arranged By:   By job, Alphabetical
Application Number:   89-22
Item Number:   170.08

Purpose

This record series consists of job search and personnel files for the Women's Intercollegiate Athletics Offices.  Information contained within the search files include name, address, social security number, etc. of the applicant, resume, rating chart for search, job advertisement, Affirmative Action Part 1 and 2, and all information on applicant.

Procedure

Retain job search files in office for five (5) years, then dispose of provided no litigation is pending or anticipated.  Retain personnel files for five (5) years after separation from employment, then dispose of provided no litigation is pending or anticipated.

Promotional Event Files

Arranged By:   Alphabetical
Application Number:   89-22
Item Number:   170.09

Purpose

This record series consists of various print material, schedules, correspondence, and other material related to special promotional events held in conjunction with women's athletic events.

Procedure

Retain in office for three (3) years, then review the file and retain permanently any records possessing legal, historical, administrative or fiscal value and dispose of remaining balance of extraneous materials.  All file series weeding to be done with the assistance of University Archives staff.

Title IX Interpretations

Arranged By:   Random
Application Number:   89-22
Item Number:   170.1

Purpose

This record series consists of interpretations of Title IX legislation as it relates to women's athletics.

Procedure

Retain permanently.

Contact Us

Ethics and Compliance Office
Health Services Building, 2nd floor
815-753-5560
eco@niu.edu