Overview
At the beginning of each term, ASC Advisors use a team's travel schedule to create Travel Conflict Letters for each member of the team. The letters are shared with each student, and an email is sent with instructions on how to use the letter as part of their communication with instructors about handling their scheduling conflicts.
The Travel Conflict Letter
The letter confirms that the student is a member of a varsity team, and lists the dates of each travel event.
The Instruction Email
When the Travel Conflict Letter is shared with the student, the Instruction Email that is sent out explains to the student that the letter is supporting data for their conversation with instructors of the possible conflicts they might have with each of their classes. It is their job to confirm the conflicts with each of their classes, and start the conversation with their instructors.
Below is a generic version of the actual instruction email sent to students:
Hello <Student Name>,
The ASC has created a Travel Conflict letter for you that is sanctioned by Oliver O'Reilly, the Faculty Athletic Rep, as well as Dr. Derek Van Rheenen, the Athletic Study Center Director.
Where is the letter? It is in your ASC Portfolio bDrive folder.
What do I need to do? You need to have a conversation with your professors about how to handle your scheduling conflicts.
When do I need to do this? By the end of the second week of instruction.
How? Your travel letter is the supporting data, with a list of events that might conflict with your classes - you need to determine the conflicts for each class. Then create a letter for each class and give your letter and the Travel letter to your professor when you discuss options with them. If you cannot meet with them by the deadline, then attach the letters to an email and ask if you can meet with them to discuss your situation.
Consider the following notes when formatting your letter and when you are discussing your situation with your professor:
- Explain your upcoming conflict or the possibility of one (the Travel letter mentions that you may be traveling as early as 48-hours before your competition, and so you may need to include that travel information when you communicate with your instructors).
- List the dates YOU will be missing for that specific class. The Travel Letter lists the dates of competition for your TEAM, so maybe YOU do not have as many conflicts due to YOUR class schedule.
- Request alternate arrangements for the conflict.
- Propose a possible solution to the conflict.
What are some of my proctoring options?
The ASC and our staff will provide proctoring through 3 different channels:
- One of the Compliance Officers or Sports Administrators from Athletics will travel with the team to proctor the exam.
- An ASC staff will travel with the team to proctor the exam.
- An Academic Advisor at the host institution will proctor the exam.
Your instructor or GSI might be concerned that a coach might proctor (conflict of interest) - please share with them that your coaches CANNOT proctor exams.
Please know that some instructors just assume you want to have the exam proctored on the road. In many cases, it may be less stressful to you, our staff, and others involved, for you to take the exam earlier. The ASC can provide proctoring in those instances as well. However, we know that some instructors prefer to have students take their exams as close to the time of the exam on campus.
What else do I need to do?
If you do have exam conflicts, we want to know about them - even if you have made arrangements with your instructors and you don't need our assistance. Please fill out the following Google form AFTER you have spoken with your professors. It will help us get everything mapped out over the course of the semester.
Please fill this form out by the end of the third week of instruction:
<Link to Exam Information Form>
In closing:
Please also remember that it is an academic integrity violation to falsify your attendance or absence in a course, and as such, if you do not have a conflict because you may not be traveling, you must inform your instructors accordingly. In other words, you are not excused from class simply because the Travel letter says your team is off-campus.
Here is a link to campus policies regarding extracurricular activities and academic requirements:
<Link to Scheduling Conflicts>
Thank you for reading this entire email (I know it was long) and please let me know if you have any questions!
All the best,
Advisor Name