SAAS Policies and Procedures
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ATTENDANCE, TRAVEL LETTERS AND PRE-TRAVEL ARRANGEMENTS |
Student-athletes are expected to attend all classes and adhere to the attendance policies set by each course instructor. While participation in NCAA-sanctioned competition requires travel, it is ultimately up to the discretion of each professor to accept absences and permit make-up work. There is no university policy mandating that instructors allow exams or assignments to be completed while a student-athlete is away.
To support academic planning, academic advisors will send professors a digital travel letter via Teamworks at the start of the quarter, and student-athletes are responsible for reviewing their course syllabi to identify any potential academic conflicts within the first week. It is the student-athlete’s responsibility to communicate with their professors to make alternative arrangements as needed.
If travel will interfere with an exam or assignment, student-athletes must make arrangements in advance with their instructor or TA. In some cases, professors may prefer alternative arrangements rather than proctoring an exam during travel. If a professor agrees to have an exam proctored on the road, the student-athlete must inform a SAAS staff member, who will then send an Exam Proctor Form to the instructor to collect detailed exam instructions (e.g., open/closed book, time limits, etc.). These instructions must be followed precisely.
It is the student-athlete’s responsibility to:
- Present travel letters to instructors promptly.
- Make up any missed work or arrange for alternate exam times
- Communicate early and clearly with instructors and SAAS staff.
- Avoid last-minute requests for academic accommodations.
SAAS staff are always available to assist with academic arrangements—don’t hesitate to reach out with questions or concerns.
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ADDITIONAL ICA TRAVEL POLICIES |
- Every attempt should be made in scheduling travel to minimize the amount of missed class time for student-athletes.
- With the exception of mandated Big Ten conference or other athletic conference of which UW is a member/NCAA regular season or championship competition, no travel shall occur during finals week of each quarter. Teams will be permitted to travel during finals week for non-mandated competition only if all exams have been completed. (e.g. a team may travel for a competition on Friday if all team members have completed their final exams).
- Notification and conditions of championship travel during final exams must be sent to the Office of the Provost by the Faculty Athletics Representative (FAR).
- No team travel shall occur during the first week of classes. Any exceptions must be cleared in advance with the Sport Supervisor and Faculty Athletics Representative.
- If a student-athlete is not able to participate in competition due to injury, or illness, they may not travel with the team if they will miss class to do so. Exceptions can be made by the sport supervisor in extenuating circumstances.
