CSU faculty and staff are responsible for conducting campus programs and activities in a manner that does not impose an unreasonable risk of loss or injury. If a department or program sponsors activities that involve risks of injury or damage to property and does not obtain a signed release, the department may be unnecessarily exposing the CSU, the campus, and yourself to costly claims or lawsuits. The department would also be missing an opportunity to inform participants about the risks associated with an activity or event. Although these agreements are primarily legal tools, they also serve an educational purpose by making participants aware of potential risks. Often providing participants with this information is all that is necessary to avoid preventable accidents.
Releases must be stored for at least three years after an activity ends.
Releases signed by a parent or guardian on behalf of a minor must be retained for at least three years after an activity ends or until the minor turns twenty, whichever is longer.
Electronically signed release forms should be signed and sent using an @mail.sfsu.edu or @sfsu.edu email address when possible. In the rare instances when the signer does not have a @mail.sfsu.edu or @sfsu.edu email address, other email address domains may be used provided the department retains all supporting documentation related to the signer, i.e., a copy of the email transmitting the informed consent form, etc., with the signed informed consent form and in compliance with record retention policies described below.
Departments or units that sponsor an activity requiring a release form are responsible for document retention and storage.
For additional information, refer to the Release of Liability Instructions under the Retention & Storage tab.