2021-002
Consent/Release Forms
Athletics and Recreation
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Consent / release forms | CY + 1 | 15 | CY + 16 | Destruction |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Record series consists of consent forms signed by parents/guardians of minors who participate in SFU Athletics and Recreation programs (e.g., camps) and/or release forms signed by parents/guardians of minors who access SFU Athletics and Recreations facilities (e.g., Aquatic Centre).
Records include standardized form with a signature. Originally these records were created in paper and maintained in paper; as Athletics and Recreation adopt a digital workflow these forms are being created electronically and paper copies are being digitized and stored electronically.
Records are made and received by the Athletics and Recreation Department.
This series is a Personal Information Bank; click here for PIB description.
These records are created, used, retained and managed in accordance with the following authorities:
The Limitations Act s.6(1) for individuals over the age of majority (19 years old) states that "a court proceeding in respect of a claim must not be commended more than 2 years after the day on whcih the claim is discovered." These forms are for minors (ages 5 and up) participating in SFU programs. Per the Limitations Act s.18, the discovery period for individuals under the age of majority is suspended until they reach the age of majority (i.e., turn 19) or a claim is discovered at which point the 2 year discovery rule would apply.. Since Athletics does not store the forms based on the age of the program participant and instead based on the date that they participate in programs retaining theses forms for CY + 16 ensures that the obligations under the Limitations Act can be fulfilled.
Forms are stored chronologically by year. In situations where they is an injury the Consent/Waiver form is pulled and used to create a new file.
RRSDA is in force.
Approved by the University Archivist: 29 Oct 2021