Safety, Health, and Legal Compliance

Agreements, Hold Harmless (Adults)

Who can use this?

All Offices

Record Description

Acknowledgment of risk and hold harmless agreement signed by adults participating in university activities, such as sports and recreational events and theatre productions. Holds university harmless from liability for injuries and/or damages not caused by negligence. May include hold harmless for field trips.

Retention Requirement

Retain for 6 years after termination or expiration of agreement

Disposition after Retention

Destroy

Record Status

ESSENTIAL RECORD

Disposition Authority Reference

GS 01050.0001.18352

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

This record's title or description has not been updated or revised since its initial writing.

Agreements, Hold Harmless (Minors Under Age 18)

Who can use this?

All Offices

Record Description

Acknowledgment of risk and hold harmless agreement signed by parents or others on behalf of minors under age 18 who participate in university activities, such as sports and recreational events, and special academic institutes and programs. Holds university harmless from liability for injuries and/or damages not caused by negligence. May include authorization for emergency treatment and acknowledgment that participant is responsible for medical costs in event of injury. May also include medication hold harmless agreement stating that WWU will not be held responsible for missed doses of medication or any consequences thereof.

Retention Requirement

Retain for 6 years after minor reaches age 18

Disposition after Retention

Destroy

Disposition Authority Reference

14-09-68610.0001.18558

Approved by State Records Committee

2021 June 02

Last Updated / Revised by UARM

This record's title or description has not been updated or revised since its initial writing.

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

Destroy

Record Status

ESSENTIAL RECORD

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.

COVID-19 Screening Records

Who can use this?

All Offices

Record Description

Records of screening done of individuals entering university locations for signs of infection. May include individuals' attestations of health. Does not include records of actual COVID-19 tests. These records may include personal health information, like temperatures and symptoms, and should be kept confidential.

Retention Requirement

Retain for 1 month after date of document

Disposition after Retention

Destroy

Disposition Authority Reference

GS 25009.0001.19119

Approved by State Records Committee

2020 August 03

Last Updated / Revised by UARM

2020 August 05

COVID-19 Vaccination Status Verification Records

Who can use this?

All Offices

Record Description

Records documenting the agency’s compliance with its process for verifying the COVID-19 vaccination status of its employees in accordance with Department of Labor and Industries’ Division of Occupational Safety and Health (DOSH) Directives 1.70 and 11.80. Includes, but is not limited to:

  • Attestations relating to vaccination status;
  • Lists/logs of employees documenting the verification of their vaccination status;
  • Evidence of COVID-19 vaccinations (only if captured/retained by agency). Excludes records covered by Policies and Procedures – Administrative Functions (DAN GS 09028).

Retention Requirement

Retain until until no longer needed for agency business

Disposition after Retention

Destroy

Disposition Authority Reference

GS 03058.0001.19170

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

2021 November 02

Display Notes

WWU employee documentation is maintained by WWU Human Resources; WWU student documentation is maintained by WWU Student Health Center.

Safety Data Sheets (SDS)

Who can use this?

All Offices

Record Description

Safety data sheets or allowed substitute records identifying hazardous chemical(s) by the chemical and common names(s) and listing all ingredients which have been determined to be health hazards in accordance with WAC 296-901-14014. Note: Safety Data Sheets were formerly known as Material Safety Data Sheets prior to May 2014.

Retention Requirement

Retain for 30 years after superseded or 30 years after chemicals are no longer used

Disposition after Retention

Destroy

Record Status

ESSENTIAL RECORD

Disposition Authority Reference

GS 09017.0001.19087

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

2020 January 08