Child-Related Program Compliance Records

Who can use this?

All Offices

Record Description

Records documenting Western-sponsored programs and events in which minors participate. Includes background checks on university representatives; permission slips/hold-harmless agreements signed by parents or guardians; participant registration records; registration of the program with the University; and records of trainings taken by University representatives (see University policy: POL-U5300.21). (This records series does not include medical records created by clinics and child-care centers on campus, or educational records of minors who are matriculated students at Western.)

Retention Requirement

Retain for 24 years after calendar year

Disposition after Retention


Record Status


Disposition Authority Reference

GS 01050.0001.18382

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

2018 December 20

Display Notes

Retention period is meant to ensure that records are kept until any minor participating in a Western program has reached the age of 18 plus an additional 6 years. This records series is based on the Contracts and Agreements records series, which governs the hold harmless agreements. Other documentation included in this records series is considered supporting documentation for this hold harmless agreement.