Working with Student-Athletes

A travel letter is a form of communication that is used to inform professors and campus about varsity student-athlete travel and specific missed class dates. Travel letters do not serve as an official university excuse to miss class. Professors have the discretion to set their own attendance policies and may not automatically excuse absences due to missing class. Student-athletes are encouraged to follow up directly with their professors to make-up assignments or class.

Travel letters for regular season competition are sent on Day 1 of Week 1 and Day 1 of Week 4 to capture any changes made by the Final Study List deadline. Post-season travel letters are sent as teams qualify for post-season competition.

Regular season travel letters are sent for each team on Day 1 of Week 1 and Day 1 of Week 4 for competition that occurs either before conference competition or during conference competition. Teams must qualify for post-season competition in order for them to have post-season travel letters sent on behalf of the team. 

This information is intended as a resource for faculty regarding exams proctored off-campus for varsity student-athletes during athletics-related travel. It relates to both proctored and non-proctored exams.

Academic integrity, adherence to faculty instructions, efficient communication with faculty, and facilitation of appropriate exam conditions for student-athletes, are the key considerations underlying the protocols set out in this document.

The Athletic Academic Resource Center (“AARC”) play a central role in supporting faculty on exam-related matters. The key contact for faculty regarding exams proctoring during athletic travel is a designated AARC staff member (“Student-Athlete Program Associate”) through studentathletecourseconflicts@stanford.edu.

The term “exams” as used in this document means final exams, mid-term exams, and quizzes. The content in this document relates to students participating in varsity athletics, not to students participating in club sports, intramurals, or other activities not involving Stanford’s intercollegiate programs. The AARC does not provide communication and coordination support relating to those students.

1.1 Varsity competitions

Coaches and other team staff, and undergraduate advising directors (“UADs”) and other staff resident in the AARC may proctor exams taken by student-athletes during travel for varsity competitions involving Stanford varsity teams.

1.2 Non-Stanford-related athletic activities

Some Stanford student-athletes travel to national team, Olympic, invitational or other athletic competitions or activities that are not Stanford varsity competitions. If a Stanford coach during such travel, team staff member, or a UAD or other AARC staff members accompanies the student-athlete, such person may proctor exams taken by the student-athlete. Unless otherwise permitted by the instructor and any applicable University policy, no other person may proctor exams during such travel, and the instructor has discretion regarding the appropriate action.

2.1 Proctor training

All coaches and staff who proctor exams are required to complete the Stanford Proctor Training course.

2.2 Checklist

The AARC provides proctors with a detailed proctoring preparation and execution checklist. The checklist reflects the Stanford Proctoring Bylaw, the related best practice guidance published by the Academic Integrity Working Group (“AIWG”), and factors relating to athletic travel, and reinforces the importance of adherence to instructor exam instructions. It covers topics such as

• exam site procurement and preparation
• instructor communications and instructions
• exam materials transmission
• student check-in including device collection
• student seating
• exam distribution
• student monitoring and proctor diligence
• bathroom breaks, student questions
• dealing with possible misconduct
• exam return to instructors

A copy of the checklist is available from the Student-Athlete Program Associate.

2.3 Attestations

All proctors must sign and submit pre- and post-season attestations regarding adherence to instructor exam instructions, the Stanford Proctoring Bylaw, the checklist, and the NCAA rules relating to academic integrity referenced in Section 7.2 of these Guidelines. The post-season attestation includes representations regarding proctor and student conduct.

3.1 AARC communication to instructors

The AARC each quarter provides consolidated travel information to individual faculty members by email and publishes team travel information on the AARC website. The AARC sends travel communications at the beginning of the term and again at the start of week 4 to account for any adjustments in course schedules during the add / drop period.

3.2 Student-athlete communication to instructors

Student-athletes are responsible for timely communication and follow-up with instructors regarding travel and known schedule conflicts.

4.1 Coordination

The Student-Athlete Program Associate coordinates exam-related communications among student-athletes, instructors, and proctors and, along with other AARC staff, is in regular communication with student-athletes.

4.2 Copying Student-Athlete Program Associate on communications

To facilitate coordination and efficiency, instructors and proctors should copy studentathletecourseconflicts@stanford.edu on all communications regarding proctored exams including, without limitation, exam instructions, exam materials, and completed exams.

4.3 Notification forms

Student-athletes are expected to submit notification forms to the Student-Athlete Program Associate regarding known regular season conflicts with scheduled exam dates. Such forms are due no later than the end of week 2 of the quarter. With respect to exams scheduled during the post-season (such as conference and NCAA championships), the Student-Athlete Program Associate will coordinate with teams and student-athletes upon their qualification for post-season competition, and communicate accordingly with instructors and proctors.

4.4 Connecting instructors and proctors

The Student-Athlete Program Associate will connect instructors with proctors on a team-by-team basis.

4.5 OAE accommodations

If a student-athlete traveling for competition also has an OAE exam accommodation, the instructor should work directly with the student-athlete and the Student-Athlete Program Associate. The Student-Athlete Program Associate will involve the relevant UAD as needed.

4.6 Department requirements

Student-athletes are responsible for complying with any instructor or departmental notice or other requirements relating to off-campus exam coordination.

5.1 Exam start time determination

The instructor, proctor, and the Student-Athlete Program Associate communicate regarding, and confirm, the exam start time. Instructors have discretion regarding exam timing.

5.2 Timing considerations

Instructors determining exam start times are encouraged to consider:

• permitting student-athletes to take exams before or after trips, to allow for on-campus testing and proctoring by non-athletic staff under conditions closer to those for other students in the class
• if exams are taken during travel, not setting a start time that is before the start time of the classroom exam
• if exams are taken during travel, avoiding situations where student-athletes are taking an exam during a flight, late at night, or right before or after a competition (there is a two- or three-hour time difference between Stanford and all Atlantic Coast Conference schools other than UC Berkeley)
• allowing student-athletes to take exams during the 24-hour period beginning at the start time of the scheduled classroom exam (that will help address time zone realities and minimize conflicts with flights, bus rides, and competition-related activities)

AARC staff is available to proctor exams on campus before or after trips should an instructor so choose that timing.

6.1 Testing location

Proctors are responsible for securing or identifying a testing location such as a hotel conference room.

6.2 Transmission of exam materials

Instructors send the exam and exam instructions by email to the proctor and the Student-Athlete Program Associate. Instructors are encouraged to provide exam instructions and materials earlier than the day of the exam in order to facilitate smooth execution.

6.3 Exam conduct

The proctor is responsible for following the instructor’s exam instructions, the Stanford Proctoring Bylaw, and the guidelines set out in the checklist referenced in Section 2.2 including those relating device collection, dealing with student questions, and dealing with potentially concerning behavior.

6.4 Exam return to instructors

At the conclusion of the exam, the proctor collects the exams and returns them in line with the instructor’s instructions. Unless other instructed, proctors typically scan completed exams promptly after exam conclusion, send the scans by email to the instructor and Student-Athlete Program Associate, and deliver the hard copies of completed exams to the Student-Athlete Program Associate.

7.1 Instructor concerns regarding academic integrity

If an instructor suspects an academic integrity issue relating to a proctored exam taken during travel by a student-athlete, the instructor should follow the same process they follow with students generally, and should not contact the proctor, the head coach, other athletic staff, or the staff in AARC.

7.2 Instructor concerns regarding proctoring

NCAA bylaw 14.9.4.3 bars any coach or staff member from being “involved.. in a violation or breach of an institutional policy regarding academic honesty or integrity related to a student-athlete.” If an instructor has concerns about off-campus proctoring by coaches or other team staff, they should contact the Associate Dean of Academic Advising or the faculty athletics representative.

Non-proctored exams

1.1 Coordination

Arrangements for non-proctored (“administered”) exams are coordinated directly by the instructor, student-athlete, and coach or team staff member. The Student-Athlete Program Associate does not play the same central role with respect to administered exams as they do for proctored exams. The Student-Athlete Program Associate is available to assist faculty, however, if issues arise with respect to administered exams. If you need assistance with an adminstered exam, please contact a UAD.

1.2 Team Contact

The team coach or staff member who is proctor-trained generally also handles administered exams.

1.3 Instructor concerns regarding academic integrity

If an instructor suspects an academic integrity issue relating to an administered exam taken during travel by a student-athlete, the instructor should follow the same process they follow with students generally, and should not contact the coaches, other athletic staff, or the AARC.

What are key things for faculty to know about student-athletes?

• They represent roughly 11.5% of the undergraduate population.
• Student-athletes do well in school. They historically have had GPAs and graduation rates closely in line with that for Stanford undergraduates generally.
• Student-athletes do well in athletic competition. Stanford has won more NCAA championships than any other institution. It has won at least one such championship for 50 consecutive years,
• Student-athletes are subject to the same academic standards and policies as other students.
• Under NCAA rules, a student-athlete may miss class only for competition and competition-related activities such as travel. They can’t miss class to attend practices, conditioning sessions, team meetings, or other athletics-related activities.
• Student-athletes regularly travel for competitions, including for some teams multiple cross-country trips during a quarter. Some student-athletes miss few class days; others miss a meaningful number of class days. 
• Instructors have discretion regarding allowances for absences from classes, including absences resulting from athletics-related travel/
• Faculty receive information at the beginning of each term regarding travel obligations for student-athletes in their classes.
• Stanford provides dedicated academic, community, and other support to student-athletes through a team of advisors resident in the Athletic Academic Resource Center (“AARC”). Staff regularly interact with faculty including supporting coordination of exams taken during athletic travel. Teams are equipped to proctor exams if necessary.
• There are multiple ways for faculty to engage with student-athletes and athletics generally. They include attendance at competitions (many of which are free), informal interactions with student-athletes and coaches, participation in a “faculty athletics fellow” program, assistance with recruiting, and research collaborations.

How many student-athletes are there at Stanford?

 There are roughly 850 varsity student-athletes at Stanford, or about 11.5% of the current undergraduate student population.

How many teams are there at Stanford?

There are 36 sport programs at Stanford. There are 16 men’s and 20 women’s varsity programs. Few institutions outside of the Ivy League have such a broad offering.

Why is Stanford in the Atlantic Coast Conference with the travel that entails for student-athletes?

Stanford is in the Atlantic Coast Conference (“ACC”) because the Pac-12, Stanford’s historic conference, collapsed in 2023. Entry into the ACC enabled student-athletes to continue to compete at the highest level of intercollegiate athletics. It also allowed the university to continue to benefit from the media relationships associated with membership in a major athletic conference. The move came at the cost of regular cross-country travel for many teams, competitions in a time zone three hours ahead, near-term adverse financial consequences, and loss of historic rivalries.

How do student-athletes do in the classroom?

Stanford student-athletes historically have had GPAs and graduation rates closely in line with those for non-athletes and Stanford undergraduates generally. For example, for the 2025 - 26 academic year, the difference in the average GPA between Stanford student-athletes and non-athletes was 0.071 points.

Are student-athletes concentrated in a small number of majors?

No. Student-athletes major in a variety of disciplines. The most recent data shows that the highest concentration of student-athletes in a single major was just under 7%, compared with roughly 10% for non-athlete undergraduates.

How do student-athletes do in athletic competitions?

They do well. Stanford has won more NCAA championships than any other institution. It has won at least one such championship for 50 consecutive years. Stanford produces more Olympic athletes than any other U.S. university.

Does Stanford have student-athletes who transferred from other schools through the “transfer portal?”

Yes, but not as many as Stanford’s athletic peers. The Committee on Undergraduate Admission and Financial Aid imposes tight limits on admission of transfer student-athletes. The University also requires that all students have a minimum of 90 units of credit at Stanford regardless of the number of credits earned at a prior school.

Does Stanford have student-athletes who are graduate students?

Yes. They are admitted by schools and departments through the same process as other graduate students.

What are “post-bacc” student-athletes?

Post-bacc student-athletes have completed their undergraduate work but have remaining athletic eligibility and, under University policy, may take courses on a non-degree basis.

Athletics involves competitions, travel, practice, conditioning, team meetings and other activities for student-athletes. What’s the time commitment?

The time commitment is meaningful, regulated, and monitored:

• The NCAA imposes limits on the amount of time student-athletes may spend on athletics-related activities each week and requires close time tracking by the teams and verification by the participants.
• When teams are in-season, student-athletes may not engage in more than four hours per day and 20 hours per week of practices, competitions, required conditioning, and other coach- and staff-supervised athletic activities. 
• Outside the playing season, the limit for such activities drops to eight hours per week. 
• The rules also mandate required days off every week both in-season and out-of-season. 
• Student-athletes also engage in required activities that don’t involve competition or preparation for competition. They include travel (including trips to the East Coast), media appearances, interactions with recruits, community service, and organizational leadership. These activities can occupy a meaningful amount of time. They do not count against the hourly limits but are subject to scheduling limitations. 

A small number of student-athletes also have obligations under “name, image, and likeness” licensing agreements with the university.

Is there a standard practice time block for all teams?

No. Practice schedule flexibility is limited for some teams given that they share facilities and support functions with other programs. Sport programs generally try to schedule practice sessions outside of standard class meeting times. For example, many teams practice in the 6 am – 9 am or 3 pm – 7 pm periods. 

Can DAPER schedule games whenever they want?

No. DAPER has influence over non-conference game scheduling but otherwise scheduling is largely out of its control. Conference schedules are set by the Atlantic Coast Conference or other relevant league. Post-season championship schedules and locations are set by the NCAA or other relevant body. Media firms have meaningful influence on scheduling decisions. That all said, under the University’s end-quarter policy, DAPER may not schedule regular season athletic competitions during the end of quarter and final exam periods unless specifically approved by the Committee on Undergraduate Standards and Policy.

How often do student-athletes travel?

Student-athlete travel varies markedly across teams. Many teams travel frequently during the season, including multiple trips to the East Coast, with the result that students on those teams spend substantial time away from campus. A smaller number of teams compete primarily on the West Coast and are rarely away from campus for long. For many teams, travel is concentrated in one quarter. Several teams see individual student-athletes compete in events occurring throughout the year.

Which teams travel most often to the East Coast for games?

Most teams make at least one East Coast trip during their season. The heaviest travel loads fall on basketball, soccer, softball, women’s volleyball, and baseball. Student-athletes on some individual sports teams such as tennis also may have material travel obligations.

Will instructors get advance notice when student-athletes in their class will be traveling?

Yes. At the beginning of each academic term, the AARC will provide instructors with information about known travel commitments for student-athletes in their classes. Those messages will come by email via studentathletecourseconflicts@stanford.edu, be course-specific, and include travel dates for the student-athletes in the course. The AARC communicates travel information at the beginning of the term and again right after the end of the add/drop period.

What are the student-athlete's obligations with respect to schedule conflicts?

Student-athletes are expected to alert instructors to upcoming absences and initiate discussion of potential ways for the student-athlete to fulfill class responsibilities. The academic advising website encourages student-athletes to talk "to your instructors early on about any upcoming absences or potential conflicts with scheduled class exams.” Instructors are encouraged to reiterate that message to their students. Note also that, because conflicts can sometimes arise with little advance notice, such as when a student-athlete is added to a travel roster or qualifies for an event, or when television broadcasters change competition schedules, there may be last-minute notice and requests for flexibility. 

Can a student-athlete miss class, lab, studio, or other academic obligation in order to go to practice or to attend a team meeting or conditioning session?

No. A student-athlete may miss class only for competition and competition-related activities such as travel. 

Does Stanford have a formal class absence policy?

No. Instructors have discretion regarding whether and how to address student-athlete class absences. Instructors are encouraged to address class attendance and absence matters in their syllabus, make the syllabus available before registration opens, and be understanding and supportive of student-athletes.

If attendance isn’t required, or if the instructor excuses individual student attendance because of medical appointments, work commitments, or other reasons, may student-athletes be treated in the same manner?  

Yes. Student-athletes are subject to the same policies applicable to, and should receive the same allowances provided to, other students. 

Is a student-athlete entitled to an allowance (e.g., submitting an assignment after the due date) if the student-athlete is traveling to an ACC game on the East Coast or other competition?

No. Instructors have broad discretion in setting attendance policies and addressing absences from class and requests for allowances. Instructors are encouraged to be understanding and supportive of student-athletes. When dealing with absences and requests for allowances regarding assignments, instructors are encouraged to work with these students in ways that promote academic continuity and neither unduly penalize nor provide an unfair advantage.

What are some ways to address student-athlete absences?

Minimizing absences is a central goal of academic planning for student-athletes. When there are absences, an instructor might consider these actions:  

• excusing an absence in a class where attendance is required
• allowing a missed class to be made up through office hours
• arranging for additional assignments to be completed in place of missed class participation
• extending assignment due dates that fall within periods of travel
• excluding missed midterms or quizzes from the final grade and assigning more weight to later assessments or the final exam
• offering remote access to office hours and scheduling an office hour segment earlier in the day to allow for time zone differences
• facilitating access to course materials via Canvas well in advance of travel
• permitting student-athletes to attend a different section of the same course for that week

Each suggestion may work better in some course contexts than others. The list is not exhaustive, and it is at the discretion of the instructor to employ these, or similar, approaches.

If a student-athlete tells an instructor that a coach said the student-athlete wouldn’t play if the student-athlete misses a special team meeting scheduled during class time, what should the instructor do?

The instructor should contact the Associate Dean of Academic Advising. A coach may not retaliate against a student-athlete for missing team activities because of academic commitments.

Can a friend of a student-athlete who’ll be traveling record a class session on their phone or laptop and give the recording to the student-athlete?

 No. The University’s recording policy provides that “[e]xcept with permission from the Office of Accessible Education or the instructor in question, students may not audio- or video-record lectures. Even with permission, students may only use such recordings for personal use; no posting or further distribution or use is permitted.” Under that policy, an instructor may arrange or permit a recording for a student-athlete who will be traveling, subject to the same personal use limitation.

Does athletics monitor class attendance?

Yes and no. The AARC closely monitors and reports on student-athlete travel. It does not monitor whether student-athletes attend class when they’re on campus.

If a student-athlete is regularly missing class or not meeting course requirements, is there someone in athletics an instructor can contact to discuss the problem?

Yes. The instructor should contact the UAD for the relevant team.

A student-athlete told an instructor that they are missing class because they have a concussion/injury, but the instructor doesn’t have an OAE letter addressing accommodations for that student-athlete. What should the instructor do?

The sports medicine unit in DAPER notifies the relevant UAD if a student-athlete is diagnosed with a concussion and issues a letter from a provider directly to the student-athlete. The UAD encourages the student-athlete to promptly contact the OAE to provide documentation and request an accommodation as appropriate. During the period between the diagnosis and the issuance by OAE of a letter, the instructor should work directly with the student-athlete and consult with the relevant UAD regarding appropriate actions.

What happens if a student-athlete is traveling on the date of a final exam?

Varsity student-athletes may participate in NCAA, conference, and similar championship tournaments or competitions during final exam periods. The University’s end-quarter examinations policy provides that, in those cases, instructors “should make alternative arrangements on an individual basis.” Instructors are encouraged to make such alternative arrangements for mid-term and other exams as well.

What are examples of “alternative arrangements?” 

Arrangements could include:

• scheduling the exam before the student‐athlete leaves campus
• scheduling the exam after the student‐athlete returns from competition
• having the exam administered (proctored if appropriate) away from campus 

AARC staff is available to proctor exams on campus before or after trips should an instructor so choose that timing.

How does proctoring during travel work?

Proctoring planning, coordination, and execution are addressed in guidelines maintained by the AARC and developed in collaboration with the Academic Integrity Working Group. The guidelines are available here [link]. The goal is to ensure that the exam is carried out with integrity and in accordance with the instructor’s directions.

What can instructors do to facilitate appropriate exam administration, quality proctoring, and student-athlete focus on the exam?

Instructors are encouraged to:

• allow student-athletes to take exams before or after trips
• if exams are taken during travel, be flexible on timing to avoid situations where student-athletes are taking an exam during a flight, late at night, or right before or after a competition (note that there is a two- or three-hour time difference between Stanford and all ACC schools other than UC Berkeley)
• to that end, allow student-athletes to take exams during the 24-hour period beginning at the start time of the scheduled classroom exam (that will help address time zone realities and minimize conflicts with flights, bus rides, competitions, and competition-related activities such as meetings, meals, warm-up activities, recovery, treatment, and media obligations)
• provide proctors and other exam administrators with exam instructions and materials earlier than the day of the exam in order to facilitate smooth administration

In making exam arrangements, instructors are asked to consider the realities of travel and competition and the pressure on a student-athlete facing both a final exam and participation in an athletic competition and public event,

A student-athlete traveling for competition during the final exam also has an OAE exam accommodation. Who should an instructor contact to ensure that these accommodations are implemented? 

 The instructor should work directly with the student-athlete and UAD.

Are student-athletes subject to the Honor Code in the same manner as other students?

Yes. 

Are there DAPER-imposed consequences for a student-athlete who violates academic integrity requirements?

Yes. Academic integrity violations may result in a variety of outcomes including loss of eligibility, cancellation of athletic aid (scholarship) agreements, and removal from the team. Depending on the circumstances, such violations can also lead to penalties for the team or University such as loss of access to post-season play, vacation of records, and payment of financial penalties.

Are coaches subject to academic integrity requirements?

Yes. NCAA rules bar any coach or staff member from being “involved…in a violation or breach of an institutional policy regarding academic honesty or integrity related to a student-athlete.” A violation can subject both the institution and the individual to substantial penalties.

If an instructor suspects an academic integrity issue relating to an exam taken on the road by a student-athlete, should they contact the coach who proctored the exam or the AARC? 

No. The instructor should follow the same process they follow with students generally.

Who should an instructor contact if they have concerns about off-campus proctoring by coaches or other team staff?

They should contact the Associate Dean of Academic Advising or the faculty athletics representative (‘’FAR”).

Can an instructor ask a student to disclose whether a student is a student-athlete?

It’s better if instructors don’t ask students to disclose their status as a student-athlete in a public setting or as a mandatory requirement for the class. While a student-athlete may choose to self-identify for purposes of discussing travel, exam scheduling, or other matters, they are not obligated to disclose their athletic participation. The AARC may, however, disclose that status in connection with scheduling matters. Instructors are encouraged to include a general statement in their syllabus inviting students who need academic adjustments for any reason, including university-sponsored activities such as athletics, to speak with them during office hours.

Must student-athletes meet specified academic standards in order to participate in sports?

Yes. Under NCAA rules and Stanford policy, eligibility for competition requires that student-athletes:

• be in good academic standing at Stanford
• be enrolled full-time (at least 12 units for undergraduates and typically eight units for graduate and post-bacc student-athletes)
• pass six degree-applicable units each term
• maintain specified academic progress toward a degree

DAPER provides student-athletes with detailed information about quarter-by-quarter academic requirements. The undergraduate academic advisors for student-athletes (“UADs”) work closely with those students to ensure they are meeting graduation and NCAA progress to degree requirements.

Can an instructor prohibit a student-athlete from enrolling in a class on the basis that participation in athletics is incompatible with course requirements?

Instructors are encouraged to discuss course requirements with student-athletes including whether missed class time related to athletics-related travel may make it highly unlikely that the student-athlete can meet course requirements. In those cases, and absent identification of alternative arrangements, the student‐athlete generally should not enroll in that course during the term in question. Instructors and student-athletes are encouraged to consult with the *YU or Associate Dean of Academic Advising for assistance in establishing workable arrangements, and, when necessary, the UADs can help student-athletes find an appropriate alternative course.

Do student-athletes enroll before other students or otherwise have a priority in term of access to classes?

No. Student-athletes enroll in the same manner as other students.

Is it appropriate to waive a degree requirement for a student because the requirement conflicts with athletic obligations?

No. Student-athletes are held to the same academic requirements as all other students. Student-athletes are subject to the same policies applicable to, and should receive the same allowances provided to, other students. If a student-athlete requests a waiver solely by reason of their athletic status, the department should contact the Associate Dean of Academic Advising.

Are there any special rules relating to transfer or post-bacc student-athletes?

No. Instructors should view and treat them in the same way as other student-athletes. Under University policy, all courses available to degree-seeking graduate students are available to post-bacc student-athletes unless the course is expressly identified as not available to non-matriculated graduate students generally or requires satisfaction of prerequisites not met by an individual student.

Does Stanford provide dedicated academic and other support to student-athletes? 

Yes. Stanford provides academic, community, and career support to undergraduate, graduate, and post-bacc student-athletes through a team of dedicated advisors. The team includes UADs who are part of the advising unit in VPUE and a student-athlete success and wellbeing team that is part of DAPER.

What’s the “AARC?”

The AARC is the Athletic Academic Resource Center. The advising and support team, including the Associate Dean for Academic Advising, is resident at the AARC. It is located on the second floor of Arrillaga Hall. The space includes shared study and social connection areas, conference rooms, and advisor offices.

What do the UADs for student-athletes do?

The UADs:

• work closely with student-athletes on academic planning including major selection, course selection and scheduling, eligibility, and graduate and professional school preparation
• assist with resolution of schedule conflicts
• provide coordination and exam administration support to faculty members
• oversee drop-in, group, and remote tutoring support
• monitor and report on student-athlete academic performance and experience, including requirement fulfillment and degree progression

UADs each support a set of teams. Student-athletes also have access to academic support and other resources available to all students, including those available through the Center for Teaching and Learning and the Hume Center for Writing and Speaking.

 Do student-athletes have faculty advisors in their major?

Yes. Student-athletes, like other students, have major advisors.

Does Stanford provide mental-health support to student-athletes?

Yes. DAPER maintains a sport psychology unit that offers confidential individual counseling and performance psychology counseling, team services, educational outreach, and consultation with coaches regarding mental health concerns and performance psychology. Student-athlete mental health needs are met through a combination of Stanford Medicine and DAPER resources. Student-athletes also have access to campus resources available to all students. 

If a student-athlete tells an instructor that they’re struggling, should the instructor contact the coach? Or UAD? The sport psychology staff in the athletic department?

No. The instructor should take the same actions they would take with students generally. The Red Folder, and the resources maintained by the Dean of Students, apply to student-athletes as well as other students. Faculty may also contact the UAD for the student-athlete, who in appropriate cases engage with sport psychology, athletic training, the Dean of Students’ office, and other resources with a goal of holistic support for the student-athlete.

What should an instructor do if a coach contacts an instructor about a particular student-athlete’s academic performance?

Coaches are not primarily involved in or responsible for providing academic support and coordination for student-athletes. The best thing to do is to decline the conversation and contact the UAD for the relevant team.

If an instructor is concerned about the academic performance of a student-athlete, should they contact the coach? 

No. The instructor should contact the UAD for the relevant team.

What should an instructor do if a coach contacts them and asks for an allowance for a student-athlete or tries to pressure the instructor?

If an instructor believes that a coach, athletics department staff member, student-athlete or other person has put pressure on the instructor or engaged with them in an inappropriate way regarding schedule conflicts, allowances, grades or other academic matters, the instructor should contact the Associate Dean of Academic Advising or the FAR. 

Are there FERPA limits on what information an instructor can share with UADs? 

Instructors may share information from a student-athlete educational record with UADs and the Associate Dean of Academic Advising if the sharing is necessary for the UAD or Associate Dean to perform their official institutional duties. Instructors should ensure that the information shared is limited to what is relevant to the recipient’s role in supporting the student-athlete’s academic performance and planning.

What should an instructor do if a parent, donor, agent, pro scout, or media representative contacts an instructor about a particular student-athlete’s academic performance?

An instructor cannot discuss an individual student-athlete’s academic performance with outside parties (except for parents for student-athletes under the age of 18) without obtaining appropriate FERPA consent from the student. The best thing to do is to decline the conversation and contact the UAD for the relevant team.

Is it okay for an instructor to have coffee and informal conversation with a coach?

Yes. Such contact is encouraged. The key is not discussing an individual student-athlete’s academic performance.

Is it okay for a coach to invite a faculty member to attend competitions, practices, team meetings, and the like?

Yes. Such interactions are encouraged. The same guidelines apply with respect to discussing individual student-athletes. 

Who does the athletic director report to?

The athletic director reports to the President and, on academic and budget matters, the Provost.

What academic committees are involved with athletics?

The Committee on Undergraduate Admissions and Financial Aid (“C-UAFA”), the Committee on Undergraduate Standards and Policy (“C-USP”), and the Committee on Graduate Studies (“C-GS”) have the greatest involvement in athletics matters:

• C-UAFA establishes “the standards and policies by which applicants for admission and applicants for financial aid are to be selected,” including student-athletes generally and early enrollment and transfer student-athletes specifically.  
• C-USP sets policies regarding a variety of matters relating to undergraduate education, including policies relating to registration, exam schedules, acceptance of transfer credits, and competition scheduling during the end-quarter and finals period.
• C-GS sets policies regarding a variety of matters relating to graduate education including collaborating with C-USP regarding registration and exam policies and overseeing student-athlete participation in post-bacc study. 

What’s “CAPER?

The Committee on Athletics, Physical Education, and Recreation (“CAPER”) is an advisory group to the President and Provost focused primarily on the intercollegiate athletic program. The members are faculty members, student-athletes, and one student from the general student body. Ex-officio members include the Director of Athletics, a VPSA representative, and the Associate Dean of Academic Advising or other VPUE representative. The FAR chairs the committee.

What’s the “FAR?”

The FAR is the Faculty Athletics Representative. The FAR position is required of all institutions by the NCAA and must be a member of the faculty or an administrator who holds faculty rank. The role at Stanford centers on athletics program alignment with the core academic mission of the University, student-athlete academic opportunities and performance, academic integrity, student-athlete experience including experience as members of the Stanford community, and athletics program governance and institutional control. More information about the FAR’s responsibilities appears here.

Is there formal reporting to committee and other faculty leaders regarding athletics and student-athletes?

Yes. Such reporting includes:

• DAPER provides an annual report to C-UAFA regarding student-athlete admissions generally, early enrollees, and transfer student-athletes, an annual report to C-USP regarding competition scheduling, and an annual report to C-GS regarding post-bacc student-athletes. 
• The AARC provides academic performance and travel information to CAPER every quarter and, in collaboration with the FAR, an annual report to the Provost, the Vice Provost for Undergraduate Education, and other academic leaders regarding travel, exam proctoring, and related matters.
• The FAR provides Faculty Senate chairs, key committee chairs, the Provost, the VPUE, and CAPER members with an extensive “athletics overview” document that is updated annually.
• Various constituents collaborate with Institutional Research and Decision Support on commissioned reports regarding academic and other aspects of the student-athlete experience at Stanford.

DAPER, the Associate Dean of Academic Advising, and the FAR provide information and present to the Faculty Senate, Academic Council committees, and other faculty groups as requested. 

What are “faculty athletics fellows?”

Faculty athletics fellows are faculty members who wish to engage with teams and athletics generally. Program goals include advancing relationships among faculty, student-athletes, and coaches, building faculty awareness of athletics considerations and the student-athlete experience, and providing student-athletes with additional support and mentoring.

Volunteer faculty participants are asked to:

• serve as mentors for student-athletes on a team of their choice and, if requested, for other student-athletes
• serve as discussion partners with student-athletes, whether on the FAF’s team or not, to discuss the faculty member’s field, research, and related post-graduate and career opportunities 
• share information and raise athletics considerations as appropriate in department, faculty committee, resident fellow, and other faculty meetings and discussions
• consult as requested with the Associate Dean of Academic Advising, the faculty athletics representative, and the athletics department

There are no time commitment expectations. Depending on team and individual FAF preferences, FAFs may also participate in team-related activities such as meetings with coaches; attending team practices; participating in game-related activities (e.g., sitting on bench, visiting locker room); or attending team functions. DAPER also provides FAFs with invitations to all-sport activities and with free access to selected competitions each quarter.  The FAFs typically meet as a full group quarterly with the FAR, the Associate Dean of Academic Advising, and often DAPER executives. 

How does a faculty member become a FAF?

Faculty that are interested in becoming a FAF or learning more about the program should contact Kristen Azevedo, Assistant Athletics Director/Assistant Dean for Student-Athlete Success and Well-Being.

Can a faculty member take a student-athlete out for coffee or lunch and pay for it?

Yes, so long as the instructor is either providing the same sort of benefits they provide any other similarly situated student who is not a student-athlete or providing a one-off “occasional meal” (an NCAA term of art) pre-approved by the Compliance Services Office in DAPER. Student-athletes are responsible for complying with NCAA rules relating to acceptance of extra benefits and participation in gambling activities. For more information, instructors should contact that office at stanfordcompliance@stanford.edu.

How else can faculty engage with student-athletes and athletics?

There are lots of ways. Athletics can be a topic of research. The athletic department may ask a faculty member to consult regarding a specific area. Student-athletes may be participants in research studies, either as subjects or as researchers themselves. Faculty can serve as major advisors or on committees or task forces that deal with athletics matters. As noted, faculty can develop relationships with individual coaches, and instructors can assist with recruiting as discussed below.

May student-athletes be compensated for working as research or teaching assistants?

Yes, so long as they perform actual work and are compensated at the same rate as other students doing the same job. The pay cannot be increased based on the student-athlete’s athletic fame or status. Student-athletes are required to report the employment to the Compliance Services Office prior to starting work. 

Do instructors and staff get free admission to games?

Yes, in many cases. Free tickets are available for most sports at Stanford, with discount tickets available for the ticketed sports such as football, soccer, basketball, women’s volleyball, women’s gymnastics, wrestling, and softball. 

Can an instructor or staff member invite and pay a student-athlete to attend a child’s birthday party, youth team practice, nonprofit volunteer activity, or other community event?

There are NCAA rules relating to financial opportunities for student-athletes. As such, please do not engage in such activities prior to asking the Compliance Services Office about such arrangements.

Can an instructor participate in recruiting activities?

Yes, subject to NCAA rules. Generally, instructors may:

• meet with recruits on campus during a visit to Stanford
• talk with recruits on campus regarding educational programs, majors, courses, research opportunities, campus resources, university life, and Stanford in general
• lead a campus tour
• have a meal with recruits and coaching staff

Faculty members should not make promises or other statements about admission, access to research or other academic opportunities, athletic benefits, playing time, financial opportunities, or similar matters.

Instructors may not for recruiting purposes:

• have off-campus in-person contact with a prospective student-athlete (athletes in high school)
• evaluate high school or transfer athletes’ athletic abilities off-campus
• provide a recruit with any memorabilia, clothing, gear, or anything they may take home with them unless the benefit is available to everyone in the student body (e.g., items given away at a department public event)
• send electronic correspondence (text, email, direct message, etc.) or have phone conversations with recruits
• conversations with a recruit before June 15th after their sophomore year in high school for most sports

If a recruit reaches out to an instructor through text, email, or social media, before they reply instructors should contact the Compliance Services Office in DAPER at stanfordcompliance@stanford.edu. 

Do those rules apply to transfer and post-bacc recruits as well as high school recruits?

Yes.

Who do faculty members contact if they have questions about recruiting? 

They should contact the Compliance Services Office at stanfordcompliance@stanford.edu.