High Performance Athlete academic flexibility

This summary has been developed to enable dual-career support for highly talented sporting individuals to complete a route of study whilst balancing competing at a high level in their sport.

The University of Nottingham Sports’ Scholarship and Recruitment Manager (SRM) will highlight High Performance Athletes (HPAs).

Students on the Sports Scholarship Programme (SSP) and/or on the Talented Athlete Scholarship Scheme (TASS) would automatically qualify as an HPA and thus eligible to receive the appropriate support from this guidance document. Additionally, not all HPAs at the University of Nottingham will be on the SSP or TASS (as these are highly competitive programmes with a high bar so it is possible, and indeed likely, that some students would be operating at elite sport level and not be on these programmes).

Therefore, at the start of each Academic year, the SRM will draw up a list of students recommended as ‘HPAs’. This will be shared with the Faculty Associate Pro-Vice Chancellors for Education and Student Experience (FAPVCs for ESE) (or their nominated deputy) for approval. These HPAs would then be eligible for the support outlined in this document.

This approved list will then be shared by the SRM with the Faculty HPA Leads and Students Services Managers to distribute to appropriate HPA tutors and teaching staff for each Faculty. For avoidance of doubt, HPA Tutors are additional to the School/Course’s usual Personal Tutor and are special tutors especially for HPAs who act as a key liaison for the student with their course teams. These academic staff would be identified by the FAPVC for ESE (or nominated deputy) and training provided, as necessary, by the SRM and their team.

The SRM will meet all identified HPAs at the beginning of the academic year to outline the academic support available. These HPAs are then expected to identify and organise a meeting with their HPA Tutor and, if appropriate (for instance, for HPAs who are also SSP and TASS athletes) jointly with their Performance Lifestyle Advisor (PLA), where a range of support will be discussed and identified between them and to review the academic and sporting schedules for the year. This support will be reviewed periodically throughout the academic year where needed, depending on the training and competition schedule of the HPA.

Support to HPAs will be provided in a number of ways. In terms of academic support (relevant to this document), this includes wider support from the University where flexibility may be required with respect to a student’s ability to complete their academic workload due to sporting commitments. This academic support is demonstrated in the following areas:

Extenuating Circumstances for coursework deadlines.

Extenuating Circumstances (EC) panels have a remit to determine the length of extension provided in a claim in the event of an extension request being approved.

• This is in line with the University's Extenuating Circumstances policy. For more information, please consult the following:

Student Services - Extenuating Circumstances Procedure

• For avoidance of doubt, we clarify the acceptable circumstance to be applied for High performance Athletes (HPAs). The meaning of “Representing the University at a national event or involvement in some other significant/prestigious event” includes a training or competition event deemed as key to their elite pathway. This will be confirmed by the University of Nottingham Sports’ Scholarship and Recruitment Manager (SRM), a written statement from whom would be considered sufficient evidence.
• For more information about acceptable circumstances, please consult the following:

Guidance on Acceptable Circumstances and Evidence (EC Procedure)

• The HPA Tutor can provide a written statement to confirm that due to these sporting commitments the HPA is unable to complete their work by the original deadline.
• Flexibility is encouraged in the consideration of the duration of the extension granted.

Extenuating Circumstances to request to sit the exam on the next sit date.

This would generally be enacted when an HPA is unable to attend the originally scheduled assessment date due to sporting commitments. When that is the case, with supporting evidence, an HPA can receive a ‘same sit’ at the next attempt date (usually this would normally be, but not limited to, a ‘first sit’ during the assessments re-sit period).

• This is in line with the University's Extenuating Circumstances policy. For more information, please consult the following:

Student Services - Extenuating Circumstances Procedure

• For avoidance of doubt, we clarify the acceptable circumstance to be applied. The meaning of “Representing the University at a national event or involvement in some other significant/ prestigious event” includes a training or competition event deemed as key to their elite pathway. This will be confirmed by the SRM, a written statement from whom would be considered sufficient evidence. 

For more information about acceptable circumstances, please consult the following:

Guidance on Acceptable Circumstances and Evidence (EC Procedure)

• The HPA Tutor can provide a written statement to confirm that due to these sporting commitments the HPA is unable to complete their work by the original deadline.
• This policy may also be used when there either is not time to apply to sit an exam overseas (covered  in the 'Exams overseas' section, further down this page) or when the nature of the event is such that a different time for the assessment is more suitable.
• This policy may also be applied if the event is in the immediate period (up to 4 weeks) prior to the exams not just on the date of the actual exam (the revision period).

Extenuating Circumstances for practical assessments.

• Where an HPA is unable to attend a test, lab or practical summative assessment, then the School will consider the most appropriate course of action under the Guidance on Recommendations to EC Panels.  This will normally be, but is not limited to, the same as for the policy in relation to exams (as outlined above).
• Where the event is impacting a formative assessment/practical, these will be addressed on a case by case basis - for more information, please consult the the 'Timetable' section further down this page.

Extenuating Circumstances for group work/projects.

• EC requests which involve summative group work will be addressed on a case by case basis given the different nature of group work.
• This is in line with the University's Extenuating Circumstances policy and the summative coursework and exams sections above, as applicable.

For more information about the Extenuating Circumstances policy, please consult the following:

Student Services - Extenuating Circumstances Procedure

• It is possible for HPAs to be granted ECs for an assessment for group work, although the decision making must include the potential impact to others within their group if ECs are approved.
• The SRM, HPA Tutor and Module Convenor (liaising with Exams Officer as necessary) will work together to do their best to develop a workable solution.
• The solution may involve an alternative form of summative assessment for the HPA if appropriate - for more information, please consult the 'expectations and responsibilities of High Performance Athletes (HPAs) receiving support' section further down this page.

Alternative methods of assessment.

This would be discussed (SRM, HPA Tutor, Module Convenor, Exams Officer of the relevant academic department, and EC panel) and approved on a case by case basis.

• This is in line with the University's Extenuating Circumstances policy. For more information, please consult the following:

Student Services - Extenuating Circumstances Procedure

• A possible recommendation from an EC panel is an alternative form of assessment “Recommend a different form of re-assessment, as determined by the School, if the same or equivalent of the original is no longer possible, to assess whether the learning outcomes are achieved. Students have no automatic right to individual assessment of this nature.” For more information, please consult the following:

Student Services - Guidance on Recommendations for EC Panels

• It is noted that usually Quality and Standards Committee (QSC) approval would be needed if this alternative form of assessment was outside regulation (which would often be the case). This QSC case would still need to be prepared and approved (involving relevant school staff), to determine whether the alternative form of the assessment was suitable (the grounds are established here) and would be undertaken by the HPA Tutor.

Ability to takes exams in situ.

At times it is recognised that in exceptional circumstances an High Performance Athlete (HPA) may need to take an exam abroad if no other option is possible to them to complete the exam. An alternative may be to take the exam in the UK on the next sit date - for more information, please consult the previous section.

• The Overseas Examinations Arrangements policy already exists. For more information, please consult the following:

Services for Students - How to apply for an overseas examination

• What is being established here is that being an HPA with a match/event overseas at the time of the exams, qualifies as a reason to take the exam overseas in accordance with the established policy, where permitted by the School. For avoidance of doubt, this could equally be a key training camp as much as a competitive event.
• HPAs should be aware that travel within country may be required in order to access an approved centre to sit exams overseas.
• The importance of the event (and whether it qualifies as a reason) will be confirmed by the SRM, a written statement from whom would be considered sufficient evidence.
• It is noted that the HPA will need to apply by the Exams Office Overseas published deadlines, which are usually approximately 3 months before the start of an exam period. No extension on this is afforded by this policy.
• If change is needed at short notice, it is likely that an alternative sit date is likely to be a useful alternative. This would be achieved using the Extenuating Circumstances policy - as outlined in the previous section.

For more information about the University's Extenuating Circumstances policy in general, please consult the following:

Student Services - Extenuating Circumstances Procedure

Administration charge to take exams in situ.

The University has an administration charge for students taking exams in situ. It is requested that HPAs have this fee waived.

• The administrative fee for overseas exams is currently (November 2021) £150 per examination period no matter how many individual examinations are taken overseas in that session.
• This fee would be paid for the HPA under the Performance sport budget where possible within the department of Sport (approval through Assistant Director of Sport – Performance).
• Note, there may also be local fees to pay applied by the host venue where the exam is to take place, which would be for the HPAs’ or their National governing body to meet.
• The University of Nottingham Sports’ Scholarship and Recruitment Manager (SRM) and HPA Tutor would support the HPA in identifying a suitable local venue.

Adjustments to personal timetable

Where possible and with enough notice, an High Performance Athlete (HPA) may be allowed to change seminar groups for the academic year to facilitate balancing their training and academic commitments. The University of Nottingham Sports’ Scholarship and Recruitment Manager (SRM), HPA Tutor and Module Convenor in collaboration with timetabling will work together to develop a viable solution.

Timetable adjustment for practical assessments.

Where an HPA is unable to attend a test, lab or practical formative assessment, then the Extenuating Circumstances policy does not apply.

• In these circumstances, the SRM and/or HPA Tutor will liaise with the Module Convenor to see if the HPA is able to attend an alternative session.
• If no alternative sessions are available, the SRM, HPA Tutor and Module Convenor will work together to do their best to develop a different solution, but if this is not possible it is understood that an HPA may need to attend the original formative assessment/practical.

Explore flexible or revised placement dates/times/locations.

Though it is respected that placements can be a challenge to alter, where foresight is possible and flexibility available, an academic department will do their best to ensure an HPA receives placements that allow the HPA to continue their training and ability to compete via being provided with placements in closer proximity to Nottingham and/or are understanding of HPA’s situations.

• The SRM, HPA tutor and Module Convenor (or whoever most appropriate School person is) will work together to do their best to develop a workable solution.

Extenuating Circumstances for group work/projects.

ECs requests which involve formative group work will be addressed on a case by case basis given the different nature of group work.

• It may be possible to offer an alternative mode for the HPA and/or a different submission date, although the decision making must include the potential impact to others within their group.
• The SRM, HPA Tutor and Module Convenor (liaising with Exams Officer as necessary) will work together to do their best to develop a workable solution.

Splitting academic years.

In exceptional circumstances and where possible an HPA will be granted the ability to split an academic year into two, ensuring equal balance of credits for each year.

• This is currently only possible for home HPAs (due to visa restrictions preventing part time study for international students).
• This will be arranged by the HPA. If part time (PT) study is in regulations for the programme, a transfer form can be submitted. If part time study is outside of regulations, and where PT study is possible then with the Personal Tutor and Course Leader’s agreement a case to Quality and Standards Committee (QSC) can be submitted for consideration and approval.
• In addition, 2 year full time masters courses are being explored for a small number of key PGT subject areas, although these have not been approved yet. 

Authorised absence recording

It is understood and respected that some academic departments request a certain level of mandatory attendance and engagement for a student. An High Performance Athlete (HPA) will do their best to attend as much as possible, but at times due to sporting commitments may need to receive an authorised absence, which does not count against their mandatory attendance record.

• The University attendance and engagement policy can be found here:

Regulations governing attendance and engagement

• Attendance monitoring requirements are managed at a local level
• The University policy requires that students “who know that they will be absent from the University for any period of time should make this known to their School, Division or Department in order that appropriate discussions can take place” (Taught course students: non-engagement with one or more modules, clause 2.1.1 of the Regulations governing attendance and engagement).
• These discussions would take place involving the University of Nottingham Sports’ Scholarship and Recruitment Manager (SRM), HPA Tutor and Course Lead.
• This policy states that “the School and student should discuss how long the likely absence will be and what effect this may have on the student’s ability to undertake their programme satisfactorily. When the absence is with good cause, the School will where possible be flexible in responding to the needs of individual students” (Clause 2.1.3 of the Regulations governing attendance and engagement). An HPA’s sporting commitments would be considered ‘good cause’.
• The policy goes on to state that “if the absence is for a period of more than two weeks or any period considered to be significant by the School and notified to students (normally in the Course Handbook), the School may require the student to suspend their studies and return at a specified time in the future that will enable the student to resume the programme appropriately” (Clause 2.1.4 of the Regulations governing attendance and engagement).
• The Policy on Circumstances Affecting Students' Ability to Study and Complete Assessments details the processes that students and schools should follow where a student’s ability to study or take assessments is in any way affected. For more information, please consult the following:

Policy on circumstances affecting students' ability to study and complete assessments

• HPAs should work closely with their HPA Tutor and Personal Tutor at the start of each academic year to carefully choose any optional modules to minimise any obvious issues.
• This will need to be carefully managed for accredited courses with minimum attendance/placement hours requirements.

1:1 academic support.

Due to the nature of an HPA having to balance their academic and sporting commitments, this may result in an HPA missing some aspects of their academic studies.

• All students are allocated a Personal Tutor by their School, as explained in the Personal Tutoring policy (see here).
• Personal tutors are not expected to be able to advise on all matters of personal and professional development and support. They are, however, expected to have sufficient knowledge of their school and the wider University so that they can help students to find the assistance they require.
• In addition, it may be the case that if an HPA misses some key aspects of their academic studies, an academic department may agree to support an HPA with a small number of 1:1 academic tutorials, where necessary and possible (for example, staff workload may not permit this).
• This would be discussed on a case by case basis with the HPA Tutor, Course Lead and relevant Module Convenor.

At certain times, due to major sporting competitions, an High Performance Athlete (HPA) may need to take some time out from their studies. An academic department will allow an HPA to interrupt their studies for one, whole academic year on these grounds.

• This is in line with the Voluntary Interruption of Studies (VIS) policy.
• The HPA would apply for VIS in the usual way with support from the HPA tutor.

For more information, please consult the following:

Voluntary interruption of study

• Ensure initial meetings are held with their respective Performance Lifestyle Advisor (PLA) and HPA Tutor within a month of the start date of their course and appropriate follow-up meetings are scheduled regularly (particularly for periods where a high degree of flux relating to sporting events is likely to occur) and take place.
• To provide their training and competition schedules at the start of the academic year and/or as soon as possible thereafter and to ensure that they keep this updated and advise their PLA and personal tutor accordingly.
• Liaise with coaches to explore the possibility of revising training commitments where possible.
• Take accountability for ensuring their studies remain a priority and are pro-active in seeking support where needed via the University of Nottingham Sports’ Scholarship and Recruitment Manager (SRM) , PLA, or personal tutor.
• Update their PLA, personal tutor, HPA tutor and SRM with changes to sporting commitments in a timely manner.