Records Retention
Records Retention Requirements
Records for all Programs and Activities Serving Minors (Programs/Activities) must be retained in accordance with Board of Regents and MGA policies. It is the Program/Activity Administrator’s responsibility, in coordination with department leadership, to understand the requirements and to ensure records are properly retained.
- Certain records pertaining to Minors should be retained for a period of three (3) years after the Minor reaches the age of eighteen (18).
- Records pertaining to Program/Activity Staff should be retained for five (5) years.
Minimum Retention Requirements
While Programs/Activities might have many different records, the following must be retained for all Programs/Activities:
(A) For Program/Activity Staff:
- Proof of Successful Background Investigation
- Proof of Required Training Completion (Mandated Reporter and Non-Discrimination and Anti-Harassment/Sexual Misconduct)- Vector training
- Signed Staff Code of Conduct
- Roster of anyone working with the program
(B) For Minors attending a Program/Activity:
- All Consent, Waivers, and Media Release forms signed by parent/guardians
- Signed Participant Code of Conduct
- Roster of participants
Departmental Responsibility:
Department leadership are highly encouraged to work with Program/Activity Administrators to ensure required records are retained in accordance with USG and MGA records retention policies. More than one staff member should have knowledge of and access to all minors program records. This will mitigate the potential loss of records if the Program/Activity Administrator departs the unit.
Contact the Compliance Coordinator at or 478.471.0223 with any questions on record retention requirements for Minors Programs/Activities.