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Student Engagement Conference 2021

Athena Swan FAQs: Submitting

The answers to some frequently asked questions about submitting to the Athena Swan charter.

When do we need to notify you of our intention to submit?

We require departments and institutions intending to submit to inform us at least two months in advance of the deadline via a form that will be made available on our website (a few weeks prior to the two-month deadline). We will remind institutions to do this via Advance HE Connect. This helps us to plan the assessment panels and awards ceremony. If we have not been informed of an institution or department’s intention to submit by this deadline, the application may not be accepted.

When is the deadline for submitting applications?

The deadline for all submissions is 5.00pm on the last working day of April or November, by which time we need to have received the application by email in PDF format. Applications should be sent to AS-Submissions@advance-he.ac.uk.

Can we request an extension to the deadline?

An extension may be granted in exceptional circumstances. The decision to grant an extension is at Advance HE's discretion. More information on applying for an extension can be found in Section 1.3 of our Guide to Processes. If the request for an extension is refused, Advance HE will provide reasons.

Do we need to submit hardcopies of the applications?

We no longer accept or request hard copies, or send hard copies of submissions to panellists.  However, some panellists may choose to print their own copies so we advise applicants to ensure documents are accessible and readable when printed in black and white, even if produced in colour.

Is a fee charged for submissions?

There is an administrative fee of £500 (VAT exempt) for UK departmental submissions. This fee is to help cover the costs involved in administering awards rounds and assessment panels.  There is no fee for institutional applications. To pay the fee, a purchase order must be raised for £500 and addressed to Advance HE, referencing ‘Athena Swan submission fee’ along with the name of the submitting department. Invoices are sent out after the submissions have been received.

Where can I find more information on gold award applications?

You can find out more information about gold awards applications on our dedicated page and our Athena Swan transformation page