NOTE: See also the Athletics section in this Schedule.

1[506] Participation, attendance, or enrollment records

a. Summary record or report

RETENTION: 6 years

b. Underlying attendance or enrollment records involving financial transactions, such as tickets or vouchers

RETENTION: 6 years after attendance or participation ends

c. Underlying attendance or enrollment records not involving financial transactions

RETENTION: 3 years after attendance or participation ends

2[508] Parental consent records allowing child’s participation in camp activities, including authorization for medical treatment

RETENTION: 6 years, or 0 after child attains age 21, whichever is longer

3[843] Field trip records, including but not limited to trip request data, bus driver and staff assignments, list of attendees, and trip reports

RETENTION: 6 years after last entry

4[844] Bus or other vehicle use file, covering school bus or other vehicle used for transporting persons involved in camp activities, including but not limited to copies of contracts, certificates of insurance, driver information, daily logs or other reports, and copies of applicable rules and regulations

RETENTION: 6 years

5[845] Applications for individual acceptance to camp, or participation in specific camp programs and activities

a. If applicant is accepted or allowed to participate, and a fee is charged

RETENTION: 6 years after attendance or participation ends

b. If applicant is accepted or allowed to participate, and no fee is charged

RETENTION: 3 years after attendance or participation ends

c. If applicant is not accepted

RETENTION: 3 years

6[846] Facility information data record containing basic data on camp facilities

RETENTION: 6 years after facility no longer exists

7[847] Permits and approvals to operate camp, covering pool, beach, food service and all related permits, including applications and related materials

RETENTION: 3 years after approval, denial, withdrawal, or expiration

8[848] Reports of camp operation and inspection, including facility safety, health, and food service reports

RETENTION: 21 years

9[849] Routine reports, including analysis of pool or beach water samples

RETENTION: 1 year

10[850] Health records for individual camper

RETENTION: 6 years, or 0 after camper attains age 21, whichever is longer

11[851] Log or list of illnesses, accidents, injuries, or other health- and safety-related incidents

a. When information is also contained in individual health records files

RETENTION: 1 year

b. When information is not contained in individual health records files

RETENTION: 6 years, or 0 after youngest person listed in record attains age 21, whichever is longer

12[854] Scholarship records, including but not limited to applications, recommendations, authorization of awards, financial statements, accounting data, list of scholarships awarded campers, and correspondence

RETENTION: 6 years