RRS_Series: Assumption of Risk, Hold Harmless, and Liability Waivers

Activity
IV.05. FINANCE, ADMINISTRATION AND INFRASTRUCTURE/Public Safety
Series Name
Assumption of Risk, Hold Harmless, and Liability Waivers
Series ID
405-10-120
Description

Document informing prospective participants of potential risks involved with an activity, allowing an individual to voluntarily choose to incur risks, and securing an agreement from the individual to hold harmless/indemnify the university. In cases where agreements are part of contracts, retain for as long as the contract.

These records found in all media (paper, digital, or other) may include but are not limited to:

  • signed waiver of liability forms and related form data;
  • signed conditions of volunteer service forms and related form data;
  • signed international travel waivers and related form data;
  • signed intramural sports waivers;
  • signed Request to Use Personal Vehicle for University of Oregon Business form and related form data;
  • related documentation and correspondence, including e-mail.
Retention and Disposal Instructions

(a) 3 years after the end of the event or activity for which the waiver was signed, unless part of a contract, purge.

(b) In cases where agreements are part of a contract, retain for as long as the contract.

Exception: In the event of a subpoena, audit, legal hold, public records or similar state or federal information request, halt until further instructed any scheduled disposal activities, including purging or transferring material to University Archives.

Custodian
(a) Risk Management for volunteer service forms. Units must provide a copy of any volunteer service form to Risk Management for retention and may dispose of their copies as soon as confirming successful transfer. (b) Units for all other records.
Citations
2017 ORS 12.110
OAR Predecessors
OAR 166-475-0020 (5) Hold Harmless, Liability Waiver and Release Records
OAR 166-475-0020 (8) Intramural Sports Waivers