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Field Trip Form Retention Guidelines

Off Campus Activity/Event – Day & In-County

1.

Risk Assessment Form

Fiscal Office retains as official record for 3 years

2.

MCCD Assumption of Risk Form

Department retains as official record for 3 years

3.

Emergency Information Card

Activity Coordinator retains, then shreds after the activity/event

4.

PVCC Student Behavior Contract

Activity Coordinator retains for 1 year, then shreds

5.

Official Absence Excuse (if applicable)

Student retains for their record

6.

Chaperone Responsibilities Agreement

Department retains as official record for 3 years

 

Off Campus Activity/Event – Overnight and/or Out-of-County

1.

Travel Request Form

Fiscal Office retains as official record for 3 years

2.

Travel Assumption of Risk & Release of Liability

Department retains as official record for 3 years

3.

Out of State Activities Form (if applicable)

One form per activity, forward to Fiscal Office

4.

Emergency Information Card

Activity Coordinator retains, then shreds after the activity/event

5.

PVCC Student Behavior Contract

Activity Coordinator retains for 1 year, then shreds

6.

Official Absence Excuse (if applicable)

Student retains for their record

7.

Overnight Parking Form (if applicable)

One form per activity, forward to College Safety Office

8.

Chaperone Responsibilities Agreement

Department retains as official record for 3 years