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Forms for CYS Camps, Programs, Activities, and Events

Records associated with Registered camps, programs, activities, and events are retained or disposed of according to the following chart:

Required Forms for Children and Youth Programs

Form

When to Use Form

Storage Location

Document Retention

Participant Roster

As required by CYS

Upload to CYS Register

In perpetuity

CYS Parental Consent

As required by CYS

Upload to CYS Register

In perpetuity

NYS-DOH Permit

Required for NYS Permitted Camps

Upload to CYS Register

In perpetuity

Approved NYS-DOH Safety Plan

Required for NYS Permitted Camps

Upload to CYS Register

In perpetuity

NYS-DOH Inspection

Required for NYS Permitted Camps

Upload to CYS Register

In perpetuity

Medical Forms

Programs that are more than one consecutive day

Stored with School, Department, Unit, or Student Organization

Destroy immediately after the program has ended

RMI Hold Harmless Forms

As required by CYS

Upload to CYS Register

In perpetuity

RMI Transportation Forms

When transporting minors during camp or program

Upload to CYS Register

In perpetuity

Note: RMI is Risk Management and Insurance