Oct 2, 2020 10:15 am
ActivityOP2730 Administration of Student-athlete Information
Records Series

32 - Student-athlete Profile

OPRAthletics and Recreation
DescriptionRecords consist of information collected to determine the eligibility and monitor academic and athletic performance of student-athletes in both varsity teams and varsity clubs. Includes but is not limited to sport information, academic requirement tracking, scholarship information, tracking of educational training (e.g. anti-doping, anti-hazing, concussion education, Queen's Sexual Violence Policy, Queen's and Athletics Non-academic Misconduct Policy, etc.), awards and recognition, and athletic performance information (e.g. statistics, records, etc.).

Also includes consent forms for use of personal information and visual identity for Queen's Athletics and Recreation Department.
Retention TriggerLast activity recorded in the Athlete Information Management System.
Total Retention 5 years
Final ActionDP
Disposition PlanAt the end of the retention, biographical information and individual athletic achievements to be reclassified under -33; the rest of the records, such as key academic requirements for eligibility information, local address, citizenship, faculty, major to be destroyed.
Retention Rationale
Retention based on anticipated operational use.
Vital Records

This schedule applies to official records in all media. Convenience or duplicate copies of official records are considered transitory and should not be kept longer than necessary, and in no event longer than the official copy.


  • AR = Transfer to Archives
  • AY = End of Academic Year
  • CO = Continuous OVerwrite
  • CY = End of Calendar Year
  • D = Destroy / Delete
  • DP = Special Disposition Plan
  • FY = End of Fiscal Year
  • OPR = Office of Primary Responsibility
  • PIB = Personal Information Bank

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