Overview
At the beginning of each term, the ASC uses the team's travel schedule, along with enrollments of our cohort of student's, to create a Travel Conflicts table in our system. We use this to inform instructors about potential conflicts for all students in their class, and also offer our proctoring services, if needed. If student's report exam conflicts to us, we reach out to instructors to help with options for accommodations.
VPUE, FAR, ASC Letter
The Vice Provost for Undergraduate Education, the Faculty Athletics Representative, and the Executive Director of the Athletic Study Center, sends a letter to instructors as a reminder of campus procedures regarding flexibility for students who are fulfilling their athletic commitments while maintaining their academic responsibilities
Instructors
We send an initial email to all instructors in our Travel Conflicts table. It describes our proctoring service, and has two pdf attachments:
- A list of all students in their class with a potential conflict, listing all of the dates for all students.
- The official travel schedule for each of the sports for the reported students.
When student's submit exam conflicts to the ASC, and the instructor agrees to use our proctoring service, our system creates a Box folder for the exam, puts a fillable pdf in the folder for instructions to the proctor, and a list of all expected students. Then our advisors share the folder with the instructor, and work with them to ensure that we understand the needed details for proctoring the exam.
Students
Students should review their travel schedule and communicate to instructors about their conflicts before the end of the second week of classes.