Waiver of Liability and Informed Consent Forms

UCLASS Primary: GV610 – Risk Management

Retention Rule Number: Specific Retention Rule 2000.17

Function/Activity: To document a participant’s acknowledgement of possible risks associated with activities they participate in at the University, including but not exclusive to outdoor programs, term abroad programs, field trips, excursions and international travel; and to waive the University’s liability for these risks. To provide an individual’s consent for the use of their image and define the purpose of that use.

Description/Type of Records: Waiver of liability, informed consent, and photo release and consent forms.

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition
All units Forms relating to adults: Retain for 12 years from the end of the activity the form relates to.


Forms relating to minors: Retain for 12 years following the year in which the participant reaches the age of majority, or 30 years from the end of the activity the form relates to if the participant’s date of birth is unknown.

Confidential shred or delete

In accordance with the principles of the Freedom of Information and Protection of Privacy Act, access to these records is restricted to staff assigned the functional responsibilities related to the records as well as those with the authority to compile, classify, annotate, read, retrieve, transfer or destroy this records series.

For Offices of Primary Responsibility (OPR):
Limitations Act, Chapter L-15.1,s.1(f); s.3(1).

Records Management Instructions:
To facilitate the retention and destruction of these records, campus units should maintain these files as a separate series organized by the year the activity the form relates to was completed.   Records relating to minors should be organized by the year of birth of the individual.

Approval Information:

  • Linda Barry-Hollowell, General Counsel and Director, Risk Management, Safety and Security
  • Frits Pannekoek, Acting University Archivist
  • Bonnie Woelk, University Records Committee (Chair)

3 December 2004; amended 8 February 2017.