Lorado Taft Field Campus – Outreach, Engagement and Regional Development

Field Campus Participant Registration Files

Arrangement: Chronological by date of event
Application Number: 21-07
Item Number: 1

Purpose

This record series consists of registration files completed by participants, and parents/guardians of minor participants, attending programs hosted by Lorado Taft Field Campus. Contents of this record series may include, but are not limited to: consent, waiver, and release forms; behavior exception contracts; health and dietary information; contact information; supporting documentation and any related correspondence/memoranda.

 

Procedure

Retain for five (5) years after date of program participation, then destroy or delete/over-write in a secure manner pursuant to the provisions of 44 Ill. Adm. Code 4400.40 provided all audits have been completed, if necessary; no litigation is pending or anticipated; upon receipt of an approved State of Illinois Records Disposal Certificate.

 

 

Minor Attendee Health Forms

Arrangement: Chronological by date of Participation; Alphabetical by name
Application Number: 21-07
Item Number: 2

Purpose

This record series consists of required health forms for minors attending outdoor and/or education programs as part of a school's registration in a selected program at Lorado Taft Field Campus. Contents of this record series may include, but are not limited to: medical and dietary requirements and restrictions, supporting documentation, and any related correspondence/memoranda.

Procedure

Retain for five (5) years after date of program participation, then destroy or delete/over-write in a secure manner pursuant to the provisions of 44 Ill. Adm. Code 4400.40 provided all audits have been completed, if necessary; no litigation is pending or anticipated; and upon receipt of an approved State of Illinois Records Disposal Certificate.

Photo Release Forms

Arrangement: Chronological by date of participation; Alphabetical by name
Application Number: 21-07
Item Number: 3

Purpose

This record series consists of photo release forms completed by parents/guardians of minors attending outdoor and/or education programs as part of a school's registration in a selected program at Lorado Taft Field Campus. These forms allow staff to take photos of students for marketing and social media purposes.

Procedure

Retain for five (5) years after date of program participation, then destroy or delete/over-write in a secure manner pursuant to the provisions of 44 Ill. Adm. Code 4400.40 provided all audits have been completed, if necessary; no litigation is pending or anticipated; and upon receipt of an approved State of Illinois Records Disposal Certificate.

Incident Report Files (Originals)

Arrangement: Alphabetical by name
Application Number: 21-07
Item Number: 4

Purpose

This record series consists of files documenting incidents at Lorado Taft Field Campus involving employees and/or program or conference participants. Contents of this record series may include, but are not limited to: description of incident; exact location; date/time of incident; first reported by; name/address of individual(s) involved; type and extent of injury (if applicable); police and fire department participation (if applicable); name of hospital/ambulance company (if applicable); name and address of witness(es) (if applicable); name of supervisor or other management; medical bills (if applicable); documentation of on-site or outside medical care (if applicable), claims submitted to Lorado Taft Field Campus' limited camper insurance policy carrier (if applicable); supporting documentation; and any related correspondence/memoranda.

Procedure

Retain for twenty (20) years after date of the respective incident report or last date of medical treatment (if applicable), whichever is later, then destroy or delete/over-write in a secure manner pursuant to the provisions of 44 Ill. Adm. Code 4400.40 provided all audits have been completed, if necessary; no litigation is pending or anticipated; and upon receipt of an approved State of Illinois Records Disposal Certificate.

Service Contracts

Arrangement: Alphabetical by school/group name
Application Number: 21-07
Item Number: 5

Purpose

This record series consists of final and signed/executed contracts and/or agreement riders entered into between Lorado Taft Field Campus and other schools or universities, park districts, homeschool organizations, churches, and other entities for outdoor education programs and facility rentals. Contents also include all related supporting documentation and correspondence/memoranda.

Procedure

Retain for ten (10) years after date of the completion or termination of the terms of the contract, then destroy or delete/over-write in a secure manner pursuant to the provisions of 44 Ill. Adm. Code 4400.40 provided all audits have been completed, if necessary; no litigation is pending or anticipated; and upon receipt of an approved State of Illinois Records Disposal Certificate.

Client/Group Facility Rental and Program Enrollment Files

Arrangement: Alphabetical by participant name
Application Number: 21-07
Item Number: 6

Purpose

This record series consists of files retained by Lorado Taft Field Campus to document the history of client/group facility rentals and program enrollments. These files are created for each client/group and are used by Lorado Taft employees to track required services for future rentals and enrollments. Contents of this record series may include, but are not limited to: copies of signed contracts/agreements, reservation information (e.g., date, time, duration, housing and food requirements, etc.), program itineraries, post-program/rental evaluation of services, staff notes, supporting documentation, and any related correspondence/memoranda.

Note: Original signed contracts/agreements are maintained for "ten (10) years after the completion or termination of the terms of the contract" per item 5 of this Records Retention Schedule/Application.

Procedure

Retain for five (5) years after date of program participation, then destroy or delete/over-write in a secure manner pursuant to the provisions of 44 Ill. Adm. Code 4400.40 provided all audits have been completed, if necessary; no litigation is pending or anticipated; and upon receipt of an approved State of Illinois Records Disposal Certificate

Contact Us

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