Forms for CYS Covered Camps and Programs
Records associated with Registered Covered programs are retained or disposed of according to the following chart:
|
Form |
When to Use Form |
Storage Location |
Document Retention |
|---|---|---|---|
|
Participant Roster |
For every camp or program |
Upload to CYS Register |
Minor Reaches 18 Years Plus 4 Years After |
|
CYS Parental Consent |
For every camp or program |
Upload to CYS Register |
Minor Reaches 18 Years Plus 4 Years After |
|
NYS-DOH Permit |
Required for NYS Permitted Camps |
Upload to CYS Register |
Archived with Program (do not delete) |
|
Required for NYS Permitted Camps |
Upload to CYS Register |
Archived with Program (do not delete) |
|
|
NYS-DOH Inspection |
Required for NYS Permitted Camps |
Upload to CYS Register |
Archived with Program (do not delete) |
|
Medical Forms |
Programs that are more than one consecutive day |
Stored with Covered Camp or Program |
Destroy immediately after the program has ended |
|
RMI Hold Harmless Forms |
For every camp or program |
Stored with Covered Camp or Program |
3 years after the program has ended |
|
RMI Transportation Forms |
When transporting minors during camp or program |
Stored with Covered Camp or Program |
3 years after the program has ended |
Note: RMI is Risk Management and Insurance
Records associated with Non-Covered programs are retained or disposed of in accordance with University Policy 4.7, Retention of University Records.