Paper records (academic worksheets, check sheets, waivers and other special documentation pertaining to a student’s eligibility status) related to the certification of student-athletes will be maintained in current hard copy files, by sport, until the athlete has exhausted eligibility or is no longer competing in athletic competition. All paper documentation on previously competing athletes is then imaged to student files and retained in the University Registrar’s record storage system.
Certification documentation connected to student files follow the retention and disposition schedule of “Student Folders File”, currently held for 10 years from the student’s initial enrollment. (Retention of these records exceeds the ACC recommendation that all certification records be kept for at least seven years from initial enrollment). The Declaration of Eligibility Rosters approved and signed by the University Registrar are maintained separately and retained permanently.
In addition to paper documentation, effective with the creation of the University Registrar’s NCAA eligibility tracking database in fall 2005, all electronic information on athlete’s statuses are maintained in perpetuity.