High Performance Athlete academic flexibility

This summary has been developed to enable dual-career support for highly talented sporting individuals persue their studies whilst competing at a high level in their sport.

The University of Nottingham Sports’ Scholarship and Recruitment Manager (SRM) will identify 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 be eligible to receive support. Not all HPAs at the University of Nottingham will be on the SSP or TASS.

At the start of each Academic year, the SRM will share a list HPAs 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 as applicable.

The approved list will be shared by the SRM with the Faculty HPA Leads to distribute to appropriate HPA tutors and teaching staff for each Faculty, and the Director of Registry and Academic Affairs (or their delegate) to distribute to the approprate process senior managers. For avoidance of doubt, HPA Tutors are additional to the student'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 the ways detailed below. 

Staff and students referring to this guidance where the student is a student visa holder must note:

• There are specific limitations on sporting activity on a student visa as detailed in paragraph 6.14 – 6.19 of the student sponsor guidance (sponsorship duties).  

UK Visas and Immigration Student sponsor guidance

• The University UKVI academic engagement monitoring requirements apply at all times to all student visa holders. The statutory expectation is that the academic attendance of student visa holders will be prioritised. For the avoidance of doubt, this means that all students, including HPAs, must be regularly and consistently attending and engaging with their course. 
• Specific cases must be referred to the University’s Visa and Immigration team, where any doubt arises which might affect the student or the University from an immigration compliance perspective. 

Academic departments' primary support for students may be through the Extenuating Circumstances (EC) policy. Where an HPA’s sitting of an assessment is disrupted by sporting commitments, the EC Panel has discretion to award any relevant EC outcome. EC Panels are encouraged to be flexible.

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

Student Services - Extenuating Circumstances Procedure

• 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) whose written statement would be considered sufficient evidence.
• For more information about acceptable circumstances, please consult the following:

Guidance on Acceptable Circumstances and Evidence (EC Procedure)

3.1 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.

• 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.

3.2 Alternative methods of assessment.

In certain cases it may be necessary to explore alternative modes of assessment. Such cases would need to be discussed between 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. This QSC case would need to be prepared and approved (involving relevant school staff), to confirm that learning outcomes would be met and grounds for it are met, and this would be undertaken by the HPA Tutor.

4.1 Location of Exams

At times it is recognised that in exceptional circumstances a HPA may need to take an exam abroad if no other option is possible for them to complete the exam. An alternative may be to take the exam in the UK on the next assessment date.

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

Services for Students - How to apply for an overseas examination

• 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. This could equally be a key training camp as much as a competitive event. The importance of the event (and whether it qualifies as a reason) will be confirmed by the SRM, whose written statement would be considered sufficient evidence.
• HPAs should be aware that travel within country may be required in order to access an approved centre to sit exams overseas.
• 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 assessment date will be required. This would be achieved using the Extenuating Circumstances policy.

4.2 Administration charge.

The University has an administration charge for students taking exams as part of an Overseas Examinations Arrangement. It is requested that HPAs have this fee waived.

• Any 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 SRM and HPA Tutor would support the HPA in identifying a suitable local venue.

5.1 Adjustments to personal timetable

Where possible and with enough notice, a HPA may be allowed to change seminar groups for the academic year. The SRM, HPA Tutor and Module Convenor in collaboration with timetabling will work together to develop a viable solution.

5.2 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.

5.3 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, the SRM, HPA Tutor and Module Convenor (or whoever most appropriate school person is) will do their best to ensure an HPA receives placements that allow the HPA to continue their training and competition through being provided with placements in closer proximity to Nottingham and/or are understanding of HPA’s situations.

5.4 Splitting academic years.

In particular circumstances and if possible an HPA may be granted the ability to split an academic year into two within regulations relating to maximum number of credits per semester

For more information, please consult the following:

Taught module enrolment and registering for additional credits

• This is currently only possible for home fee status HPAs (due to student visa limitations meaning that the University will not act as the immigration sponsor for a student to undertake part time study).
• This will be arranged by the HPA. If part time (PT) study is within 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.

6.1 Authorised absence recording

Some academic departments request mandatory attendance and engagement from a student. Due to sporting commitments a HPA may need to receive a authorised absence, which does not count against their mandatory attendance record.

It is important to note that an exception to any flexibility with attendance applies where the student is in the UK on a student visa. Wherever the University acts as the student’s immigration sponsor in the UK, the student is expected to regularly and consistently attend and engage with their studies, prioritising academic studies and engagement over sporting activity and/or work, as required by their visa

• Attendance monitoring requirements are managed at a local level. Please refer to the University attendance and engagement policy which can be found here:

Regulations governing attendance and engagement

6.2 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, a HPA may need to take some time out from their studies. An academic School will allow an HPA to interrupt their studies on these grounds subject to regulations concerning maximum periods of registration.

• 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 also held (particularly for periods where a high degree of flux relating to sporting events is likely to occur).
• To provide their training and competition schedules at the start of the academic year and/or as soon as possible 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.
• Ensure 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/'Here for You' Academic Guide.
• For HPAs on a student visa, they need to take accountability for ensuring their studies remain a priority where   they are in the UK on a student visa and that they are aware of the limitations of the student visa route for their chosen sporting activities. Student visa holders should also know how to contact the Visa and Immigration team for further advice, support and guidance on immigration matters where applicable
• Update their PLA, personal tutor, HPA tutor and SRM with changes to sporting commitments in a timely manner.

Please note that students in the UK on a Student Route visa are also affected by the University's Policy on Immigration Sponsorship. Where academic policies and immigration policies seem to be contradictory, immigration policies will take precedence. For more information, please consult the following:

Limitations on immigration sponsorship and Graduate Visa reporting

 For more information on the University's Extenuating Circumstances policy, please consult the following:

Student Services - Extenuating Circumstances Procedure