NCAA COMPLIANCE AND ELIGIBILITY
The mission of the American University Athletic Compliance Office is to provide guidance to the campus community regarding institutional, NCAA, and Patriot League rules and regulations. This guide will inform you of the pertinent rules and regulations that apply to student-athletes.
These rules and regulations are established and enforced by American University, the Patriot League, and the National Collegiate Athletic Association (NCAA). This guide is not intended to be a comprehensive inventory of all applicable regulations; rather, it is meant to inform you of the most basic and most frequently addressed areas surrounding athletic participation.
It is the policy of American University and its Athletics Department to self-report all violations of NCAA and Patriot League rules. If you have direct knowledge of any violation, it is your responsibility to notify the Athletic Compliance Office, your head coach, or another member of the Athletics Department staff.
Above all else, our office's goal is to promote equity, fairness, and the health and well-being of our student-athletes.
NCAA ELIGIBILITY GUIDELINES
As a student-athlete—whether recruited or non-recruited—you must meet the following requirements to be eligible to participate in intercollegiate athletics at American University:
- Be certified as an academically eligible freshman or transfer student-athlete.
- Be enrolled in at least a minimum full-time program of studies, be in good academic standing, and maintain satisfactory progress toward a baccalaureate or equivalent degree.
- Not accept pay—or have accepted the promise of pay—in any form for participation in your sport.
- Not engage in unethical conduct.
- Not receive financial aid other than that authorized by the NCAA.
- Not participate for more than five (5) seasons in one sport. NCAA Division 1 Age-Based Eligibility Rules effective Aug 1, 2026
- Not participation beyond your NCAA five-year clock. NCAA Division 1 Age-Based Eligibility Rules effective Aug 1, 2026
- Not accept non-permissible awards, extra benefits, or excessive or improper expenses not authorized by NCAA legislation.
- Not compete for another team during the academic year, unless otherwise permitted by NCAA regulations.
- Complete all required NCAA, University, and departmental eligibility and consent forms, medical forms, and proper insurance documentation, and be medically cleared for participation.
Important: Outside Competition
Student-Athletes must file in writing to the Athletic Compliance Office any participation on outside teams, or participation as an unattached athlete. You must receive written approval before engaging in outside competition or as an unattached athlete. Failure to do so may result in a loss of eligibility.
NCAA ATHLETIC CERTIFICATION
The NCAA requires that all student-athletes be certified for competition prior to the start of each semester. In conjunction with the Student-Athlete Support Program (SASP) Office, the Office of the University Registrar, and the Faculty Athletic Representative, the Compliance Office will confirm that all student-athletes:
- Are enrolled in a minimum of 12 credit hours per semester. A student-athlete may not drop below full-time enrollment without prior written approval from the Compliance Office and SASP Office. Student-athletes enrolled in a post-baccalaureate program must be enrolled in the equivalent full-time course load for that program.
- As a first-year student-athlete, have successfully completed and met the required Academic and Athletic Certification as verified by the NCAA Eligibility Center.
- As a returning student-athlete, have successfully completed 24 credit hours during the preceding academic year and summer, with at least 18 of those credit hours completed during the fall and spring semesters. In addition, you must pass at least 6 credit hours toward your degree each semester.
- Have read and signed the NCAA Student-Athlete Statement, the Student-Athlete Health Insurance Portability and Accountability Act (HIPAA) Authorization / Buckley Amendment Consent Form, and the Drug Testing Consent Form.
- By the beginning of your third year of enrollment at any collegiate institution (including junior colleges and institutions outside the United States), designate a major that will lead to a baccalaureate degree. The major must be declared in writing through the Dean's Office at the beginning of the fifth semester (typically the fall semester of the junior year).
- After declaring a major, meet all required NCAA Progress Toward Degree requirements. Those requirements are certified in writing by the Athletic Compliance Office and Faculty Athletic Representative before the student-athlete is eligible for the subsequent academic year.
- Maintain a cumulative grade point average (GPA) of 2.0 or higher as required by your declared major.
IMPORTANT: Course Selection and Academic Advising Choose your courses carefully and in consultation with your academic advisor. Do not add or drop courses without proper guidance. Use the SASP staff, the Compliance Office, and your academic advisor when making decisions about your schedule. Failure to enroll in courses required for your declared major may result in a loss of eligibility.
ETHICAL CONDUCT
In addition to the expectations of honesty and sportsmanship that apply to all student-athletes, the NCAA outlines specific rules regarding conduct that is contrary to its standards. Pursuant to NCAA bylaws, unethical conduct by a prospective or enrolled student-athlete may include, but is not limited to, the following:
- Refusing to furnish information relevant to the investigation of a possible NCAA violation when requested to do so by the NCAA or the student-athlete's institution;
- Knowingly participating in the arrangement of fraudulent academic credit, falsification of transcripts, or fraud in connection with entrance or placement examinations for a prospective or enrolled student-athlete;
- Participating in any gambling activity involving any intercollegiate or professional team or sporting event, including any gambling activity that involves intercollegiate or professional athletics;
- Using banned substances, including both performance-enhancing and recreational drugs;
- Engaging in athletic competition under an assumed name or with intent to deceive; and
- Engaging in any form of dishonesty to evade or circumvent NCAA regulations.
TRANSFER PORTAL POLICY
Division I student-athletes must complete the Division I Transfer Module and notify the Compliance Office in writing of their desire to be entered into the NCAA Transfer Portal. Student-athletes may not speak to other schools about transferring directly or indirectly through others (e.g., family members, former teammates, NIL agent, club coaches) until they receive notice that they have been input into the Transfer Portal. The Compliance Office will place the student-athlete's name in the NCAA Transfer Portal no later than two (2) business days after notification is received.
Prior to submitting written notification to the Compliance Office, it is strongly recommended that the student-athlete have a conversation with the head coach. The Compliance Office will provide written notice to the head coach once the student-athlete's portal entry has been submitted.
Resources:
Access to Facilities and Team Activities
Once a student-athlete's name has been entered in the Transfer Portal, the head coach, sport administrator, and Director of Athletics will determine, on a case-by-case basis, whether the student-athlete will retain access to:
- Athletic facilities (including the locker room and weight room);
- Team training and practice activities.
Student-athletes will continue to have access to their assigned academic support and Sports Medicine team members regardless of portal status.
Athletic Grant-in-Aid During Portal Period
The Director of Athletics, in consultation with the head coach and sport administrator, retains ultimate discretion regarding the renewal of athletic grant-in-aid for a student-athlete who has entered the Transfer Portal for the subsequent semester, regardless of whether the student-athlete remains enrolled at the institution.
Contact with Transfer Student-Athletes from Other Institutions
NCAA Bylaw 13.1.1.4 governs contact with prospective student-athletes who are currently enrolled at another NCAA institution:
NCAA Bylaw 13.1.1.4 — Four-Year College Prospective Student-Athletes An athletics staff member or other representative of the institution's athletics interests shall not communicate or make contact with a student-athlete of another NCAA Division I institution, or any individual associated with that student-athlete (e.g., family member, scholastic or non-scholastic coach, advisor), directly or indirectly, without first obtaining authorization through the notification of transfer process. Before making contact with a student-athlete from an NCAA Division II, Division III, or NAIA four-year institution, athletics staff must comply with the applicable division or NAIA contact rules. [See Bylaw 19.1.3-(f).]
STUDENT-ATHLETE EMPLOYMENT AND NAME, IMAGE & LIKENESS (NIL)
Employment Unrelated to NIL Activities
Student-athletes may receive compensation for employment unrelated to name, image, and likeness (NIL) activities, subject to the following conditions:
- Compensation must be paid only for work actually performed; and
- Compensation must be at a rate commensurate with the going rate in that locality for similar services.
Reminder Student-athletes must report any outside employment to the Athletic Compliance Office before beginning work. Failure to do so may jeopardize eligibility.
Name, Image & Likeness (NIL)
American University supports student-athletes in pursuing NIL opportunities in accordance with NCAA regulations, University policy and Washington, D.C. All student-athletes engaging in NIL activities must review and comply with the American University NIL Policy.
Resources:
PLAYING AND PRACTICE SEASON LIMITATIONS
Weekly Hour Limits
During the playing season, student-athletes are limited to four (4) hours per day and twenty (20) hours per week of Countable Athletically Related Activities (CARA). Outside the playing season, student-athletes are limited to eight (8) hours per week of CARA, with no more than four (4) of those hours dedicated to skill-related instruction.
A coach shall declare the start date of their playing season. For purposes of this system, a "week" is defined as a rolling period of seven (7) consecutive days, which may overlap standard calendar week boundaries.
During the playing season, student-athletes must receive at least one (1) day off per week free from CARA. Outside the playing season, student-athletes must receive at least two (2) days off per week free from CARA.
Activity Classification
Countable Athletically Related Activities (CARA) | Required Athletically Related Activities (RARA) | Neither CARA nor RARA |
Practice
Competition
Strength & Conditioning
Team Meetings / Film Review | Compliance Meetings
Promotional Activities
Media Activities
Recruiting Activities
Community Service | Academic Meetings
Life Skills Activities
Medical Activities |
SEASONS OF COMPETITION
NCAA Division I period of eligibility rules are changing starting with the 2026-27 academic year.
The new age-based eligibility rule establishes a simpler, single five-year eligibility period tied to age and college enrollment, replacing rules that counted seasons of competition and included multiple waiver options and rules that varied by sport.
The new rules make eligibility easier to administer and more predictable for student-athletes, families, coaches, compliance staff and schools.
What Is Changing?
Under the new Division I age-based eligibility rule, student-athletes who meet all eligibility requirements and enter college no later than the academic year after their 19th birthday generally will have up to five years of eligibility. While some have referred to this as the NCAA “5 for 5” rule, that is not accurate. The age-based rule actually centers on a student-athlete’s age and when the student enrolls full time in college, and it does not guarantee five years for all student-athletes, particularly those who delay enrollment.
The previous rules included several elements that required more tracking for student-athletes and their schools, including athletics redshirts, delayed enrollment and other sport-specific rules, seasons of competition, and waiver opportunities. The new age-based rule replaces those variables with one consistent eligibility period.
Key Shift
Previous Eligibility Rule | New Age-Based Eligibility Rule |
| Counted seasons of competition. | Based on a continuous five-year eligibility period. |
| Included multiple waiver options. | Uses limited exceptions written into the rules. |
| Could vary by sport or circumstance. | Applies a consistent framework across all Division I sports. |
TIME DEMANDS POLICIES
Post-Championship Segment
All Required Athletically Related Activities (RARA) are prohibited for a seven (7)-day period following the conclusion of the championship segment. Exceptions to this policy include:
- Multi-sport student-athletes who compete in a second sport following the conclusion of the first sport (e.g., Cross Country and Indoor Track);
- Individual sports in which a student-athlete qualifies for the NCAA Championships—the seven-day period may be applied on a student-by-student basis in those cases.
During the seven-day period, student-athletes may not request skill instruction or film review. Voluntary strength and conditioning workouts are permissible provided attendance is not reported to the coaching staff. Community service and life skills activities are also permitted during this period.
Overnight Travel
Travel that occurs as part of a return to campus from away competition between midnight and 5:00 a.m. may be counted as a day off, provided that student-athletes receive a continuous 24-hour period free from RARA following their release from travel.
Preseason and Vacation Periods
Student-athletes must receive one (1) day off per week during preseason practice periods and during vacation periods when classes are not in session, if the team is in-season. Exceptions are permitted for team building activities, life skills programming, community service, and team entertainment.
Weekly Schedule Distribution
Student-athletes must be provided with a weekly schedule identifying all CARA and RARA for the following week (defined as Monday through Sunday) no later than Thursday of the prior week. Student-athletes must be given reasonable advance notice of any changes to this schedule.
Exceptions
In situations involving extenuating or uncontrollable circumstances, a head coach may request an exception to any of the above guidelines with written approval from the sport administrator and the Director of Athletics.
EXTRA BENEFITS
Student-athletes are prohibited from receiving extra benefits. An "extra benefit" is defined as any special arrangement by an institutional employee or athletics booster to provide a student-athlete, or the student-athlete's relatives or friends, with benefits not generally available to the student body.
Receiving an impermissible extra benefit may render you ineligible for competition and could result in your team forfeiting contests in which you participated while ineligible.
Complimentary Admissions
If your sport charges admission for home contests, you will be provided a maximum of four (4) complimentary admissions per home contest. All admissions are processed through Teamworks, and your guest information is subject to review by the Athletic Compliance Office.
Ticket Request and Approval Process
- Ticket requests for home games close five hours before game time. No requests will be accepted after this deadline.
- Ticket requests for road games close 24 hours before game time.
- Teamworks reminders will be sent to all student-athletes at 48 hours, 24 hours, and six hours before game time.
- Any guest not on the approved list upon arrival will be required to purchase a ticket.
The sale or exchange of complimentary admissions—by you or your designated recipient—for any item of value constitutes a violation of NCAA regulations and places your athletic eligibility in jeopardy.
GAMBLING POLICY
NCAA regulations strictly prohibit student-athletes from engaging in gambling activities related to intercollegiate athletics. Specifically, student-athletes are prohibited from:
- Knowingly providing information to individuals involved in organized gambling activities concerning intercollegiate athletics competition;
- Soliciting a bet on any intercollegiate or professional team;
- Accepting a bet on any team representing American University; and
- Participating in any gambling activity involving intercollegiate athletics through a bookmaker, parlay card, or any other method employed by organized gambling.
Sanctions
Violations of the gambling policy may result in the following sanctions:
- If the gambling activity involves American University athletics, the student-athlete may lose all remaining eligibility in all sports.
- If the gambling activity involves any team other than American University, the student-athlete may be declared ineligible for a minimum of one (1) year, after which the institution may seek reinstatement. Any subsequent violation may result in the loss of all remaining eligibility in all sports.
Resources:
Any student-athlete who engages in activity designed to influence the outcome of an intercollegiate contest—including point shaving or similar conduct—shall permanently lose all remaining eligibility in all sports.
RECRUITING: STUDENT-ATHLETE HOST POLICY
Serving as a student-athlete host is an important responsibility that reflects upon both American University and the Athletics Department. All student hosts are required to conduct themselves in accordance with the University student-athlete code of conduct, AU's Official Visit Policy for Prospective Student-Athletes, and the rules and policies of the Patriot League and the NCAA.
Guidelines and Responsibilities
- The student host must be currently enrolled at American University. Freshman student-athletes must be certified by the NCAA Eligibility Center prior to hosting.
- The student host may receive meals in conjunction with hosting duties, not to exceed three (3) meals per day. Meals must be comparable to those provided to student-athletes during the academic year.
- The student host may be provided funds to cover entertainment expenses for themselves, the prospective student-athlete, and the prospect's parents or legal guardians only. Any other individuals accompanying the group (e.g., teammates, other relatives, or friends) must cover their own expenses.
- A prospective student-athlete may participate in physical workouts, provided the Athletics Department does not organize or observe the workout and the athletic ability of the prospect is not tested. The coaching staff or student host is responsible for notifying the Rec/Fit Department and following all applicable guest procedures.
- The student host must complete all assigned paperwork by the conclusion of the official visit.
Prohibitions
- The student host and prospective student-athlete may not consume or provide alcohol or controlled substances during the visit.
- The student host and prospective student-athlete may not engage in any activity that could be construed as sexually harassing or degrading to any person, including involvement with escort services, exotic dancers, or adult entertainment establishments.
- The student host may not give cash to the prospective student-athlete or any other individual.
- The student host may not use student host funds to purchase or provide gifts or any item of value (e.g., souvenirs or clothing) for the prospective student-athlete.
- The student host may not use vehicles provided or arranged by a University staff member or athletics booster.
- The student host may not transport the prospective student-athlete or the prospect's parents or guardians more than thirty (30) miles from the AU campus.
- The student host may not allow recruiting conversations to occur between the prospective student-athlete and a booster of the athletics program, whether on or off campus. If an unplanned encounter occurs, only an exchange of greetings is permissible.
Compliance Questions: Contact the Athletic Compliance Office:
Kari DeHof | kdehof@american.edu | 301-741-3300
ATHLETIC GRANT-IN-AID
American University awards athletic financial aid (athletic scholarships or Grant-in-Aid [GIA]) based on the recommendation of the head coach and pursuant to the rules of the NCAA, Patriot League, EIWA, and the University Financial Aid Office.
Awarding Process
The head coach recommends an athletic aid offer by submitting a Grant-in-Aid Request Form in Teamworks, completing all applicable sections, and forwarding the form to the Athletic Compliance Office.
The Athletic Compliance Office verifies the student-athlete's eligibility for a GIA and, for incoming student-athletes, confirms that all required recruiting paperwork has been submitted. The Athletic Business Office then verifies that the proposed GIA amount is available within the scholarship budget. Both offices must approve the request.
Upon approval, the Athletic Business Office prepares the GIA agreement and forwards it to the Director of Financial Aid. The Financial Aid Office enters the award into the financial system, making any necessary adjustments to other aid sources. The Director of Financial Aid returns the agreement to the Athletics Department, where it is reviewed and signed by the Athletic Compliance Office. The Business Office then delivers the agreement to the student-athlete with a renewal letter no later than July 1 preceding the academic year for which the aid will be received.
The GIA offer is made in writing and is valid for seven (7) calendar days from the date of issuance. Acceptance occurs when the student-athlete—and, if applicable, the student-athlete's parent or guardian—signs and returns the athletic financial aid agreement.
Athletic grant-in-aid is awarded for one semester or one academic year only. Renewal from year to year is NOT automatic.
Conditions for Reduction or Cancellation During the Award Period
Athletically related financial aid may be reduced or canceled if a student-athlete:
- Renders themselves ineligible for intercollegiate competition through their own action or inaction;
- Fraudulently misrepresents information on any application, letter of intent, or financial aid agreement;
- Engages in serious misconduct warranting substantial disciplinary action;
- Voluntarily withdraws from the sport for personal reasons; or
- Provides written notification of transfer to the institution.
Aid may also be reduced or canceled for the following academic year if the student-athlete fails to meet the training and competition standards established by the head coach (see "Decision to Not Renew Athletic Financial Aid" below).
Disciplinary Process Prior to Cancellation
If athletic financial aid is to be canceled for disciplinary reasons, the following progressive steps must be completed:
- First Occurrence: The head coach meets with the student-athlete to address the issue. Within five (5) calendar days of the meeting, the head coach documents the discussion in writing to the student-athlete. Copies are sent to the Athletic Compliance Office, Director of Athletics, and sport administrator.
- Second Occurrence: The head coach and Athletic Compliance Office meet jointly with the student-athlete. Within five (5) calendar days of the meeting, the head coach and Compliance Office document the discussion in writing to the student-athlete. A copy is sent to the Director of Athletics.
- Third Occurrence: The head coach and Athletic Compliance Office meet with the student-athlete. Within five (5) calendar days of the meeting, the Director of Athletics documents the outcome and forwards a written recommendation regarding the GIA to the student-athlete, the student-athlete's parent or guardian (if applicable), and the Director of Financial Aid.
Egregious conduct warranting substantial disciplinary action, including cancellation of athletic aid and/or dismissal from the program, must be agreed upon jointly by the Head Coach, Sport Administrator, and Director of Athletics.
Any deviation from the above policy requires written approval from the Director of Athletics.
Decision to Not Renew Athletic Financial Aid
At the conclusion of each academic year, the head coach must determine whether to renew a student-athlete's GIA.
If the head coach decides to renew the GIA, the head coach must submit a new Grant-in-Aid Request Form and complete the awarding process described above.
If the head coach is uncertain about renewal, the student-athlete should be notified as early as possible and informed of any academic or athletic concerns. Student-athletes who fail to meet the NCAA or University satisfactory academic progress requirements are at risk of non-renewal. The Athletics Department reviews satisfactory progress requirements with all student-athletes at the team compliance meeting held prior to the first competition of each season and at the conclusion of each academic year.
Athletic reasons for non-renewal may include, but are not limited to: repeated and documented failure to attend practices, competitions, or other required team activities; failure to adhere to a prescribed rehabilitation program; multiple documented disciplinary incidents that are disruptive to team activities; and other violations of team or departmental rules.
Best Practice for Coaches Coaches should document all concerns regarding a student-athlete in writing and provide copies to the student-athlete, the sport administrator, and the Athletic Compliance Office in a timely manner.
Athletic Financial Aid Appeal Process
Notification of cancellation, reduction, or non-renewal of a GIA must be sent by the Director of Financial Aid as early as possible, but no later than June 30 of the year preceding the affected academic year.
This notification will inform the student-athlete of:
- Their right to an appeal under NCAA regulations; and
- The requirement that any appeal be submitted in writing to the Associate Director of Financial Aid within twenty-one (21) calendar days of the date of the notification letter.
Appeal Procedures
The Financial Aid Office follows its standard procedures for hearing financial aid appeals involving athletic aid, subject to the following:
A. Purpose
In accordance with NCAA, Patriot League, and University regulations, the reduction, cancellation, or non-renewal of an Athletic Grant-in-Aid may be appealed to the Athletic Financial Aid Appeals Committee (the "Committee").
B. Filing a Written Appeal
A student-athlete who wishes to appeal must file a written appeal notice with the Director of Financial Aid within twenty-one (21) calendar days of receiving the GIA notification letter. The written appeal must include:
- The student-athlete's name, AU Identification Number, year in school, and sport;
- A detailed statement explaining why the student-athlete believes the decision is contrary to NCAA rules and regulations, including the names of all institutional staff members (e.g., coaches, athletics administrators) with whom the student-athlete discussed the matter; and
- Copies of all supporting documentation.
C. Procedures
- Within seven (7) calendar days of receiving the appeal notice, the Committee will provide copies to the Director of Athletics and the head coach.
- Within fourteen (14) calendar days of receiving the appeal notice, the Athletics Department will submit a written statement to the Committee explaining the basis for the decision and why it does not violate NCAA rules.
- Within fourteen (14) calendar days of receiving the Athletics Department's statement, the Committee will schedule a hearing at a time, date, and location convenient to both parties. Both the student-athlete and the Athletics Department will have the opportunity to present their positions.
- After completing its review, the Committee will issue a written decision to both parties. The Committee's decision is final and not subject to further institutional review.
Cancellation or Reduction During the Academic Year
If a student-athlete's financial aid is canceled or reduced during the academic year, the following escalation steps should be followed:
- The student-athlete discusses the matter with the head coach.
- If unresolved, the student-athlete and head coach meet with the designated sport administrator.
- If still unresolved, the student-athlete, head coach, and sport administrator meet with the Director of Athletics.
- If the matter remains unresolved, the student-athlete contacts the Director of Financial Aid to initiate the NCAA appeal process before the Athletic Financial Aid Appeals Committee, comprised of individuals outside the Department of Intercollegiate Athletics.
Additional Information: Contact the Director of Financial Aid for further details regarding the appeals process.
Designated Sport Administrators (2026–27)
| Sport | Sport Administrator |
| Volleyball | TBD |
| Women's Lacrosse | Kari DeHof / 2nd Noah Feinstein |
| Men's Basketball | Dave Bierwirth |
| Women's Soccer | JM Caparro |
| Swimming & Diving | Jocelyn Hill |
| Cross Country | Robby McFarland |
| Women's Basketball | TBD |
| Field Hockey | Kari DeHof |
| Men's Soccer | Nicole Feliz |
| Wrestling | JM Caparro |
ATHLETIC GRANT-IN-AID: SCHOLARSHIP COMPONENTS
The following describes each component of a full athletic grant-in-aid. A full scholarship includes tuition, room, board, mandatory fees, and books, and may include a cost-of-attendance stipend in some cases. If you receive a flat dollar amount, it will be applied first to tuition unless otherwise specified by your head coach in the original scholarship request.
Current estimated rates: See Cost of Attendance | American University, Washington, DC
Tuition
One flat fee covers undergraduate students enrolled in 12–17.5 credit hours. Coverage of additional credit hours above 17.5 must be approved by the head coach and Director of Athletics. For graduate students, the per-credit tuition rate varies by program.
Room (Housing)
Athletic scholarships cover the cost of an average double-occupancy residence hall room on campus. Student-athletes residing in a single room or off-campus are responsible for any additional housing costs unless an exception is approved by the Athletics administration.
Tax Notice The United States government has determined that room (housing) provided as part of an athletic scholarship is taxable income. It is the responsibility of the recipient to report this amount to the Internal Revenue Service.
Board (Meal Plan)
All student-athletes residing on campus and receiving board from the Athletics Department should be enrolled in the All-Inclusive Premium meal plan during the regular academic year.
Tax Notice The United States government has determined that board (meal plan) provided as part of an athletic scholarship is taxable income. It is the responsibility of the recipient to report this amount to the Internal Revenue Service.
Fees
Mandatory enrollment fees for students attending on-campus programs in Washington, D.C. include the Sports Center fee, Technology fee, UPASS, and Activity fee. Mandatory fees for online programs or programs at other locations will vary by program.
Special course fees (e.g., science lab, photography) are covered for student-athletes on a full scholarship. Student-athletes must report any additional course fees to the Athletic Business Office to ensure timely payment.
Books
An athletic grant-in-aid that includes books covers all required course materials and is assigned an NCAA value of $800.00 per academic year. Books not required by the course instructor are not covered under this allowance. The Athletic Business Office and SASP Office are available to assist student-athletes in navigating the book scholarship process.
KEY CONTACTS
American University Athletics Grant-In-Aid- Agreement
This document refers only to an athletics grant-in aid and is the sole agreement between American University and hereafter referred to as the “Student-Athlete”) regarding an athletics grant-in-aid. In the event of multiple signed agreements, the most recently signed agreement shall supersede any other agreements. Notice of any additional financial aid the Student-Athlete is to receive will be sent by the financial aid office.
This award is granted in conformity with American University regulations with respect to financial aid and the regulations of organizations to which the university belongs, including but not limited to the National Collegiate Athletic Association (NCAA), the Patriot League.
As a student-athlete, LAST, FIRST, is awarded an athletics grant-in-aid in the sport of SPORT for the period of Fall 2026 and Spring 2027. The grant-in-aid award total is $AMOUNT to be distributed: $ tuition, required fees, room (based on a standard double occupancy rate), board (based on Unlimited Meal Plan) books, health insurance (qualified foreign national students only) and is payable in installment(s). (Note: IRS regulations stipulate that any grant-in-aid money exceeding tuition costs to be taxable. The Student-Athlete is responsible for such taxes. Foreign national student-athletes may be taxed on room & board grant-in-aid depending on treaty agreement between the student’s country of citizenship and the USA. Taxes for foreign national students will be billed to the student account.)
This Athletics grant-in-aid agreement is awarded to the Student-Athlete under the following terms and conditions:
A. Period/Term of Award:
An athletics grant-in-aid shall not be awarded in excess of one (1) academic year. If approved, this document supersedes any previous verbal or non-verbal commitments that have been made to the Student-Athlete, contains a complete listing of the benefits to which he/she is entitled, and is ONLY for the award period stated above. By signing below, the Student-Athlete affirmatively agrees that no other promises of athletically related aid have been made to the Student-Athlete.
B. Student-Athlete Requirements:
- Acceptance of this offer of grant-in-aid by incoming students is contingent upon being admitted to American University. The Athletics Department may not waive the admission requirement. The offer is also contingent upon the student being certified as an NCAA Division I Qualifier by the NCAA Eligibility Center or the NCAA.
- Once signed by the Student-Athlete, the NCAA imposes a recruiting ban to the effect that the Student-Athlete, his/her parents/guardians, may not contact/communicate or be contacted or communicated with by coaches/staff of any other NCAA institution. If such occurs, it will be considered tampering, an NCAA violation, and may impact the eligibility of the student-athlete. Contact with another institution is prohibited unless and until the Student-Athlete:
a. Request a release within 30 days after the institution’s head coach departs or announces their departure;
b. Request, and the institution grants, a release from the agreement. Any such request shall be subject to applicable NCAA rules and institutional policies and procedures. Please contact the institution for any further information.
- Furthermore, this athletics grant-in-aid is contingent upon the Student-Athlete making satisfactory progress toward a degree and complying with all university, NCAA and Patriot League regulations, including but not limited to:
- Maintaining a cumulative grade point average of 2.0 or above;
- successful completion of 18 credits between the fall and spring semester and 6 credits per term; and
- successful completion of 24 or more credit hours per academic year (Fall & Spring) that apply to the Student-Athlete’s specific baccalaureate degree program.
- This athletics grant-in-aid is contingent upon voluntary participation in the stated sport.
- The Student-Athlete must give his/her fullest cooperation to his/her coaches and abide by the rules and regulations of the American University, the Patriot League, and the NCAA. The Student-Athlete must participate fully in any testing program designed to detect the presence of banned substances.
- The Student-Athlete’s conduct must at all times meet the requirements as stated in the university’s student-athlete handbook, student code of conduct, academic integrity code and academic regulations. Should the Student-Athlete violate any requirements, the Department of Athletics may remove the Student-Athlete’s privilege of participating in the intercollegiate athletics program and/or terminate this athletics grant-in-aid agreement.
- The Student-Athlete must conform to Athletic Department regulations in such matters as attendance at practices, participation in athletic contests, training and conduct as listed in the university’s student-athlete handbook and as established and distributed by the Student-Athlete’s head coach.
- Should the Student-Athlete receive any additional institutional, federal or state awards, or any scholarships from outside organizations or agencies, the athletic scholarship and all other sources will be reviewed and possibly adjusted to comply with federal and institutional guidelines and NCAA individual and team financial aid limits. In addition, the Student-Athlete is required to notify the Department of athletics of any employment earnings during the academic year.
- Financial aid or other funds received from any source other than the American University or persons upon whom the Student-Athlete is naturally or legally dependent must be reported to the Office of Financial Aid.
- The amount of this athletics aid, plus any forms of financial aid, will not exceed the maximum amount of a full athletic grant-in-aid (tuition, required course fees, room, board, books, and health insurance if applicable) allowable by NCAA regulations. The Athletic Department will not cover any additional costs of attendance.
- To be eligible for the athletics grant-in-aid, the Student-Athlete and his/her parents/guardians must affirm that they have no knowledge of any medical or physical problem that would prohibit the Student-Athlete from being medically or physically qualified to participate in a sport.
C. Reductions/Cancellations During the Term of the Award:
1. The Student-Athlete’s athletics grant-in-aid award may be immediately reduced or canceled during the term of the award if the Student-Athlete:
a. becomes ineligible for intercollegiate competition (e.g. by carrying less than 12 academic credit hours per semester);
b. knowingly provides false or inaccurate information on his/her application, letter of intent, financial aid agreement, tender, or any NCAA or American University form, including eligibility or medical forms;
c. engages in serious misconduct warranting substantial disciplinary penalty by the appropriate institutional committee;
d. voluntarily withdraws from the sport and/or the institution for personal reasons;
e. signs a professional contract for the sport;
f. accepts money for participating in an athletic contest;
g. receives any money, benefits or services from a professional sports agent or anyone attempting to market their skills to a professional sports organization;
h. possesses a total financial aid package (institutional, grant-in-aid, other aid) that exceeds institutional limits; or
i. fails to report financial aid from any other source than the institution, parents, or legal guardian.
2. The Student-Athlete’s athletics grant-in-aid will not be reduced, or cancelled during the period of the award on the basis of his/her athletic ability, performance, or contribution to the team’s success; because of injury or illness or physical or mental condition, except as permitted pursuant to Bylaw 15.3.4.1 (see #1 above) that prevents the Student-Athlete from participating in athletics.
3. If the Student-Athlete wishes to study abroad while participating in the sport, the Student-Athlete must obtain prior written approval from the Department of Athletics. Failure to obtain written approval may result in the immediate reduction or cancellation of the Student-Athlete’s grant-in-aid during the term of the award.
4. If the Student-Athlete incurs an injury, illness, physical or mental condition while participating in an athletically related activity that limits or prevents his/her participation in intercollegiate athletics, this athletics grant-in-aid will continue in effect only for the originally-stated period of the award provided that compliance is maintained with all other conditions of retaining the scholarship. Renewal of athletic aid beyond the stated term of this award is not automatic.
D. Renewal:
Renewal of this athletics grant-in-aid is NOT automatic. The Student-Athlete must satisfy all requirements in this Agreement for grant-in-aid renewal consideration. This grant-in-aid may be renewed for the succeeding periods of the Student-Athlete’s eligibility subject to the recommendation of the head coach, the approval of the Department of Athletics and the Office of Financial Aid, and the Student-Athlete’s compliance with the rules and regulations of American University, the Patriot League, and the NCAA.
E. Notice:
Notification of renewal or non-renewal of athletically related financial aid shall be made in writing by the Financial Aid authority no later than July 1 prior to the academic year in which it is to be effective.
F. Appeal:
When a Student-Athlete believes non-renewal or reduction of athletically related financial aid was improperly made, the Student-Athlete may request an appeal before the Appeals Committee. The final authority on an appeal rests with the Appeals Committee.
Statement of Acceptance:
By signing below, the Student-Athlete has read and understands the terms of this grant-in-aid agreement. The Student-Athlete hereby accepts this grant-in-aid under the conditions stipulated herein. The Student-Athlete further certifies that he/she is physically sound and that the Student-Athlete intends to participate in the sport listed above during the period of time for which the grant-in-aid has been awarded. Before this grant-in-aid is approved, the Student-Athlete must receive official notification of his/her admission to American University from the Director of Admissions.
Director of Athletics (or Designee): ________________________________________Date: ______________
Director of Financial Aid: _________________________________________________Date: ______________
Student-Athlete: _____________________________________________Date: ______________
Student-Athlete’s Parent/Guardian: ________________________________________Date: ______________
(If student-athlete is a minor)
Student-Athlete MUST return one signed copy to the Athletics Department.
