Records Retention

Georgia Tech individuals or units sponsoring youth programs or activities are responsible for keeping documentation about their program/activity, employees, volunteers, and youth participants, and retaining the documentation for the proper records retention period – until 3 years after youth participants reach the age of 18. These documents may include: applications, enrollment records, lists of attendees, parental consent forms, staff/volunteer records, and activity records.

These documents must include but are not limited to: ​

• proof of an individual’s background check clearance, ​
• training completion certificates which include code of conduct attestations, ​
• application/registration forms, ​
• parental consent forms, ​
• activity records, ​
• incident reports, and ​
• attendance records for participants and individuals working with the youth program​

Additional documentation may also include, but is not limited to: IRB approval, Minors in Labs approval, Youth Programs Facilities Use /License Agreements, COI verification, and youth program registration approval.​

Georgia Tech Youth Programs should transfer records annually to Georgia Tech Library Archives to keep for records retention period. Learn more at the Georgia Tech Records Management.