American University

Dear Eagle Student-Athletes, 

Welcome back for the 2024-2025 academic year!

While I’ve only been here for a short time, I have already experienced so much joy in being your Director of Athletics and Recreation. American University is a special place, and affords opportunities that can only be found at a select few institutions. My job is to create and nurture an environment where each one of you can reach your full potential while feeling welcome and safe.  

What I ask of you is to always conduct yourself with the character and integrity expected of an American student-athlete.  Remember, your behavior is not only a reflection on yourself, but your family, your team, and our institution as well. It’s a privilege to be able to put on the American University uniform each and every day. I’ve already seen first-hand the extremely high level at which you all compete athletically, and perform academically. I truly cannot wait to see the results of that commitment.

Last year you all celebrated the 13th Patriot League Championship for our incredible field hockey program, as well as numerous individual medals including a fourth and fifth gold for swimmer Mimi Watts.

The many honors earned for your athletic and academic achievements are only possible because you are so focused on both sides of the student-athlete equation, I know our upperclassmen do a wonderful job serving as role models and mentors to our underclassmen, and I thank you for that.

Our core values of Integrity, Respect, Accountability and Excellence will always serve us well. Whether it’s joining together to fight inequality and stand for anti-racism, serving the community through events such as the Special Olympics, or working with your teams on community service projects, you each make us so proud every day.

The enclosed manual is provided to you as a comprehensive source outlining your responsibilities as an American University student-athlete. It is the responsibility of every student-athlete to read this manual thoroughly and be familiar with its contents.  However, should you ever have questions, or issues arise, please feel free to contact your coaches, my staff or me directly. We are all part of the Eagles team, and your success on the field, in the classroom and in the community is our primary goal.

Welcome back. If you see me walking around campus, please stop me and say hello....I look forward to getting to know each of you!

GO EAGLES!

-JM Caparro

American University Department of Athletics is committed to building an anti-racist and inclusive community. To this end, we have engaged expert guidance to lead anti-racism training. This mandatory series puts into action our values of embracing diversity, advancing a culture of allyship, minimizing bias and ensuring equitable opportunities for all. We acknowledge this is an ongoing process and we are committed to imbedding growth in these areas as part of our drive toward excellence.

As educators and leaders, we continually prioritize and are committed to the overall well-being of our student-athletes and ensuring their voices are heard. Our talented student-athletes come from a broad range of races, ethnicities, sexual orientations, gender identities, and religions. Our community values you and will continue to combat racism and discrimination in all forms while actively promoting a diverse, inclusive, and equitable environment.

AMERICAN UNIVERSITY STUDENT-ATHLETE CODE OF CONDUCT
I certify that as a participant in the Department of Athletics at American University, I understand that participation is a privilege and not a right. To enjoy the privileges of athletics participation, I will adhere to and abide by all elements of the AU Student-Athlete Code of Conduct (“Code”) including, but not limited to, those listed below. I understand that in order to represent American University, I am expected to behave in a manner that is consistent with the Department of Athletics’ Core Values of Integrity, Accountability, Respect and Excellence.  As American University’s most visible ambassadors, student-athletes are expected to always represent themselves in a manner befitting the high standards expected of an AU student-athlete. I understand my behavior represents not only me, but my teammates, coaches, family, the Department of Athletics, and American University. I must therefore act accordingly. The failure to conduct oneself responsibly may result in sanctions, up to and including suspension or dismissal from my team and may also lead to the immediate cancellation of any athletically related aid. Any determinations on will be made by the Director of Athletics and Recreation or designee.  Sanctions can vary based on the severity of the violations and are at the sole discretion of the Director of Athletics and Recreation or designee. The Director of Athletics and Recreation or designee has the complete and discretionary authority to interpret and implement this Code. The Code may be modified or amended at any time. Student-athletes are responsible for keeping themselves informed of the requirements of the Code. 

 Student-Athlete Responsibilities 

As some of the most visible students at American, student-athletes’ behavior and actions are judged continually.  Student-athletes set an example and establish an American University standard through their conduct.  Responsible conduct consists most specifically of two areas:  general responsibilities and athletic conduct.  Both are equally crucial toward their success in both roles of a student-athlete. It is a privilege, not a right, to be a student-athlete at American University. 

 General Student-Athlete Responsibilities 

• Knowing, understanding, and following University Rules and Regulations as outlined in your Student Handbook, Student-Athlete Code of Conduct, and Team Rules  
• Obeying all residence hall policies and regulations 
• Obeying all Federal, District, and State Laws 
• Maintaining yourself in top physical condition within accepted health standards 
• Striving to achieve your degree in four years, including meeting NCAA, Patriot League, and AU standards for satisfactory progress 
• Attending all scheduled classes and completing all academic assignments 
• Informing instructors ahead of time of all expected absences due to official athletic events 
• Taking proper care of equipment and athletic uniforms 
• Attending all scheduled practices unless excused by the coaching staff or in case of a class conflict 
• Abiding by all team, Athletic Department, Patriot League, EIWA and NCAA rules 
   

Your athletic conduct responsibilities include, but are not limited to: 

• Treating officials and opponents with respect 
• Avoiding undue confrontation during athletic contests 
• Maintaining control during emotionally charged situations, including assisting teammates and colleagues who appear to be losing control 
• Reacting in a positive manner to an aggressive action by an individual or group (an opposing crowd, taunting by opponents, etc.) 
   

Negative athletic conduct which you are to refrain from includes, but is not limited to: 

• Physically abusing officials, coaches, opponents, spectators, teammates, classmates, boyfriends, girlfriends, or any other individual(s). 
• Publicly criticizing game officials, Patriot League and NCAA personnel, another institution’s student-athlete or personnel. 
• Inciting players or spectators to negative actions or to any behavior which insults game officials or opponents. 
• Using obscene or otherwise inappropriate language and gestures. 
• Engaging in negative recruiting by speaking poorly about another institution, its personnel, or its athletic program. 
   

Rights and Responsibilities of Student-Athletes 

By agreeing to be a member of a varsity athletic team at American University, I possess certain rights: 

• Right to be an INDIVIDUAL, unique in my beliefs and abilities that make me the person I am. 
• Right to DIGNITY, free from behavior designed to humiliate and embarrass me. 
• Right to EQUALITY, to be treated as fairly as all other student-athletes are treated. 
• Right to PRIVACY, secure in the knowledge that I retain time for myself, and with the expectation that my personal possessions will be safeguarded. 
• Right to RESPECT for my culture and my beliefs, especially when they differ from the culture and beliefs of others. 
• Right to SUPPORT, from my teammates, fellow student-athletes, coaches, the Athletic Department administration and the University community. 
   

While I acquire certain rights because of my membership on a varsity intercollegiate athletic team, I also assume certain responsibilities; 

• Responsibility for GROWTH to the best of my ability in all that I set out to do, and to develop my body, mind and spirit for both my well-being and that of my team.    
• Responsibility for RESPONSIBLE CONDUCT, including positive deeds, not just refraining from negative endeavors, since my actions not only reflect on my, but on my family, friends, teammates, fellow student-athletes, coaches, the Department of Athletics and the University. 
• Responsibility for RESPECT, for the individuality, dignity, equality, privacy, culture and beliefs of my teammates, fellow student-athletes, my coaches, the Department of Athletics and other members of the University Community. This includes refraining from the use of racial slurs or any other hateful, hurtful or insensitive language 
   

The Athletics Department administration will investigate suspected violations of the Athletic Department’s Student-Athlete Code of Conduct  guidelines. The Director of Athletics has ultimate and final discretion on sanctions up to and including suspension, removal from the team, or loss of athletic grant-in-aid. 

Violations of these guidelines may also be violations of the American University Code of Conduct, which is contained in the AU Student Handbook. The University may also bring conduct charges against student-athletes whose behavior and actions warrant such charges. These charges are separate from any sanctions specific to one’s status as a student-athlete.   

American University’s Discrimination and Non-Title IX Sexual Misconduct Policy and Title IX Sexual Harassment Policy 

American University does not discriminate on the basis of race, color, national origin, religion, sex, pregnancy or parenting, age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under applicable federal and local laws and regulations (collectively “Protected Bases”) in its programs and activities.  The University expressly prohibits any form of discriminatory harassment including sexual harassment, dating and domestic violence, rape, sexual assault, sexual exploitation and stalking.  Moreover, the Department of Athletics and Recreation is committed to protecting the health, safety, welfare and fair treatment of its student-athletes at all times.   

If a student-athlete ever feels that he or she has been discriminated against or treated unfairly or inappropriately by a fellow student-athlete, a coach, or any other university staff member, the student-athlete should refer to the university’s reporting policies in the University’s Discrimination and Non-Title IX Sexual Misconduct Policy and/or Title IX Sexual Harassment Policy. American University Title IX website

PATRIOT LEAGUE CODE OF CONDUCT
9.1 Purpose. The Patriot League was founded upon the principles of fairness, equality, and excellence in academics as well as in athletic participation.  It strongly supports the NCAA’s core principle: promoting character development of participants and fundamental values such as respect, fairness, civility, honesty, and responsibility.  The Patriot League member institutions will ensure that their athletic programs promote and require the highest standards of sporting behavior and ethical conduct by all participants (student-athletes, coaches, staff, and faculty).  Additionally, the member institutions will require and demand the highest standards from all program supporters (bands, cheerleaders, spirit groups, student bodies, and spectators). 

Host institutions must provide venues that foster an environment of fair play, civility and respect.  This will allow the conducting of sporting events that properly showcase the student-athletes, member institutions, and the Patriot League as a whole. 

The Commissioner of the Patriot League is empowered to monitor and require member institutions to enforce this Code of Conduct. 

9.2 Institutional Responsibilities.  Institutions will ensure that good sporting behavior and ethical conduct is promoted at all times.  Each institution will actively support the Patriot League Code of Conduct and ensure that the policy is presented to all members of the institution annually.  The contents of the Code of Conduct will be discussed in an annual meeting with coaches and administrators.  This information will also be provided at the annual orientation of incoming student-athletes and reviewed with all other student-athlete groups at the beginning of each academic year. 

Each institution will promote sporting and ethical conduct throughout the year.  Institutional representatives and event management staff will be most vigilant during the conduct of any game or athletic event.  In that regard host institutions will do the following: 

1. Ensure than an administrative representative of the host institution is present (or readily accessible) at all Patriot League contests and that he/she is charged with the enforcement of the League’s Code of Conduct.  The representative will identify him/herself to the visiting coach or administrator prior to the start of the contest. 
2. Provide for adequate security, police and other game management measures necessary to protect the safety of student-athletes, coaches and officials, and to maintain adequate crowd control during home athletic events. 
3. Announce a statement promoting good sporting behavior before each home athletic event where a public address system is available and/or print the announcement in the game program.  Public address announcers will be directed to announce the game in a manner that is respectful and not demeaning of the visiting team and assist event management with the promotion of good sporting behavior throughout the game. 
4. Reserve or protect the seating or spectator areas immediately behind the visiting team bench for fans of the visiting team. 
5. Ensure that members of the institution’s band, cheerleading squad, mascot and other such spirit groups in attendance at athletic events adhere to the League’s Code of Conduct.  The home team’s band is to be seated in areas on the home team’s side or half of the playing venue. The cheerleaders and mascot must remain in the area designated for their team’s spectators, and on the same side or half of the playing surface of their respective team bench, unless pre-approved by the League and host institution. 
6. Report incidents of poor sporting behavior or unethical conduct by student-athletes, coaches or institutional representatives to the institution’s Director of Athletics or Senior Woman Administrator within 24 hours of the incident. 
7. The Director of Athletics (or designee) of the institution(s) alleged to have been involved in an incident of poor sporting behavior or unethical conduct shall provide a written report of any incident that is a direct violation of Patriot League Standards as defined below to the Commissioner within 48 hours of the incident.  The report will include the identities of the individual(s) involved and the Director of Athletics’ recommendation for a penalty and/or remedial action.  The Commissioner is authorized to approve or alter the recommended penalty and/or remedial action.  Should notification set forth in Article 9.2.f above occur more than 24 hours after the incident, the Director of Athletics (or designee) shall have 24 hours from the time he/she is notified of the incident to provide the written report to the Commissioner. 
8. Report in writing the removal or suspension of a student-athlete or institutional personnel from a contest for fighting or flagrant behavior to the Commissioner within 24 hours following the contest. The Director of Athletics will administer an immediate suspension of that individual(s) from the next intercollegiate contest, including Patriot League or NCAA championship competition, or if the last contest of the season, the suspension will be extended to the beginning of the next season.  During a suspension, the coach involved may not be in the team bench area, nor make any attempt to coach the team from one hour before the contest begins until one hour after the contest ends.  Similarly, a suspended student-athlete(s) may not dress nor sit on the team bench prior to, during or following the game, but at the institution’s discretion may attend the game and/or or travel with the team.  If warranted, the Commissioner may impose additional penalties for repeated suspensions by an individual within the same sporting season. 
    

9.3 Patriot League Responsibilities and Procedures.  The Council of Presidents is responsible for approving and modifying the Patriot League Code of Conduct.  The Council of Presidents will invest authority in the Patriot League’s Commissioner to ensure that all member institutions abide by the League’s Code of Conduct and the authority to impose sanctions as deemed appropriate. 

The Commissioner will ensure that all facts regarding an alleged violation of the Code of Conduct are reported promptly following the incident. After all interested institutions and affected individuals have had an opportunity to present any facts or arguments regarding the violation, the Commissioner may issue a directive to an institution to take action on the violation.  This action may include admonishment or warning, a private or public reprimand, suspension of any person from attendance or participation in one or more events or games, forfeiture of any game or other actions as the Commissioner deems appropriate. 

Any member institution has the right to appeal the directive of the Commissioner to the League Appellate Body consisting of the current and incoming chairs of the Athletic Director and Senior Woman Administrator groups.    The member institution must submit a written appeal to the Patriot League office within 48 hours of receipt of the directive. This written statement will include the institution’s objection and its alternative recommendation of action concerning this violation.  Upon receipt of the appeal, the Commissioner may withdraw or modify the original directive. If an appeal occurs during a Patriot League Championship and must be acted upon prior to the end of the championship, the League Appellate Body will be charged with hearing the appeal and determining the appropriate course of action. 

Any member institution may obtain a stay of the Commissioner’s directive upon submission of the written statement until the Commissioner withdraws the directive or the Executive Committee of the Council of Presidents hears the appeal and takes final action.

9.4 Patriot League Standards.  The Patriot League requires the highest ethical conduct by all institutional personnel and demands the highest commitment to integrity, ethical behavior, and fair play in all athletic endeavors.  In this regard, the following actions are considered to be inconsistent with the high standards the League strives to represent and instill: 

1. Publicly criticizing or making derogatory statements (verbal, written or through all forms of social media) of an official, the Patriot League personnel or League policies, another member institution or any of its personnel, especially student-athletes by any member of the athletic department or associated representative. This includes comments with respect to their conduct, character, competence, integrity, or appearance and involves all forms of communication, including talking with media, all forms of social media as a representative of the institution and electronic mail. 
2. Striking, attempting to strike, or otherwise physically abusing an official, coach, staff member, student-athlete, cheerleader, mascot or other person in attendance at an athletic event.  This includes throwing objects at an individual or onto the playing surface. 
3. Acts dangerous to others, unsafe behavior, inciting participants or spectators to violent or abusive action, obscene gestures, profanity or provocative language or action toward an official, student-athlete, coach, spectator, bench or score-table personnel. 
4. Defacing, destruction or theft of property associated with an athletic event, including property of the opposing team or a staff member or game official. 
5. Harassment by spectators or cheering actions directed at opposing players, officials, or coaches.  Harassment includes disrespectful cheers focusing on an opponent’s race, religion, sexual orientation or physical characteristics, or any “cheer” which is vulgar or obscene. 
6. Displaying signs or banners that contain offensive language or pictures, particularly displays that may be vulgar or obscene, and messages that incites others to engage in unsporting-like behavior. 
7. Cheating by coaches, staff, or student-athletes in connection with any athletic event.  This includes the use of drugs or unauthorized substances, in addition to actions that violate League or NCAA policies. 
8. Negative recruiting, including derogatory statements about another member institution, its personnel, or its athletic program to a prospective student-athlete, the prospect’s parents, high school coach, or other persons interested in the prospective student-athlete. 
9. Any violation of local law, federal law, or generally recognized standards of good conduct by any individuals. 
    

9.5 Statement Requirement of Coaches.  Coaches are expected to support all game officials and any public criticism of a game official is a violation of the League’s Code of Conduct.  In that regard, coaches are to refrain from making any comments to the media concerning game officials through all forms of media and communication, including social media.  Coaches are not permitted to enter or attempt to enter the locker room of a game official preceding or following a contest or follow the officials off the field of play or out of the venue. 

Coaches are expected to support the League staff and staff of the member institutions.   Public criticism of a League decision or of an institutional staff member through any form of media is a violation of the League’s Code of Conduct. 

Coaches are to remain in their designated coaching and team areas and refrain from any action that would incite others in attendance at the contest. Coaches are expected to make reasonable efforts to discourage spectators from engaging in poor sporting behavior during athletic events. 

Coaches are expected to promote high standards of fair play and good sporting behavior by their student-athletes by disciplining them for acts of misconduct or unethical behavior during games, practice and related functions. 

Coaches are to be mindful that a determination regarding the continuation of play of any scheduled contest is the responsibility of the game officials and that taking a team from any playing area is not the coach’s prerogative. However, in instances where institutional policies related to safety direct a coach to vacate a playing area, the coach should respond accordingly. 

9.6 Specific Requirements of Athletics Administrators and Institutional Staff Members. Athletics administrators and institutional staff are expected to support the officials of a game and any public criticism of a game official is a violation of the League’s Code of Conduct.  In that regard, administrators and staff are to refrain from making public comment concerning game officials through any form of communication (i.e. verbal, written, electronic, social media).  Administrators are not permitted to enter or attempt to enter the locker room of a game official preceding or following a contest, unless specifically authorized to interact with the officials (i.e. game operations). 

Athletics administrators and institutional staff are expected to support the League staff and staff of another member institution. Public criticism of a League decision or of another institution’s staff member is a violation of the League’s Code of Conduct.     

9.7 Contest Statement.  One of the following statements or a similar institutional statement should be read before or during all athletic events where a public address system is utilized. 

“Ladies and gentlemen, [Host Institution] and the Patriot League welcome you to today’s contest.  We ask that you join us and coaches, student-athletes and officials in practicing good sporting behavior in supporting your teams and in your conduct toward student-athletes, coaches, officials and other spectators.  Unruly and disrespectful behavior will not be tolerated.  Please note that the use of tobacco is prohibited.  Spectators are not allowed on the playing field at any time.”  Thank you. 

Or: 

“Ladies and gentlemen, [Host Institution] and the Patriot League promote good sporting behavior by student-athletes, coaches and spectators. We encourage everyone to actively support all participants of today’s game, and ask that you express your enthusiasm in a respectful and sportinglike manner.  Please note that the use of tobacco is prohibited.  Spectators are not allowed on the playing field at any time.” Thank you. 

9.8 Patriot League Award of Good Sporting Conduct.  In the spirit of ethical conduct and sporting behavior, the Patriot League has established an Award of Good Sporting Conduct to recognize and honor exemplary sporting behavior.  All Patriot League student-athletes, coaches, a team as a whole and staff members associated with a member institution’s intercollegiate athletic program are eligible for the award.  The definition of good sporting conduct is left to the discretion of the member institution with the understanding that the behavior should be at a standard beyond what is normally expected during the course of play.  Award recipients will receive an Award of Good Sporting Conduct. 

9.9 Patriot League Male and Female Sportsmanship Award.  Created in 2006, the Patriot League Male and Female Sportsmanship Award is open to all Patriot League student-athletes, with one male and one female winner selected. Each Patriot League institution is eligible to nominate candidates which are then voted on by the Patriot League Student-Athlete Advisory Committee (SAAC) Institutional Administrators. (See Article 10.4) 

9.10 Award of Leadership of Character. The Patriot League has established an Award of Leadership and Character to recognize and honor those who demonstrate excellence in leadership and service while participating in Patriot League athletics. All Patriot League student-athletes and a team as a whole associated with a member institution's intercollegiate athletic program are eligible for the award. (See Article 10.5)

Please visit our university website to view the Title IX Sexual Harassment Policy at the following link:

https://www.american.edu/policies/au-community/title-ix-sexual-harassment-policy.cfm

Please visit our university website to view the Hazing Policy at the following link:

https://www.american.edu/policies/students/hazing-policy.cfm

STUDENT-ATHLETE SUPPORT PROGRAM (SASP)
 

The term “student-athlete” embodies the vision of the Department of Athletics and Office of Undergraduate Education and Academic Student Services at American University.  Each student-athlete is a student first and an athlete second.  Integrating achievements in the athletic arena with high academic standards is fundamental to the mission of the Department. The Student-Athlete Support Program shares in this mission by fostering an atmosphere of academic achievement and personal development for all student-athletes.   

The Student-Athlete Support Program (SASP) is a service of the Office of Undergraduate Education and Academic Student Services. It promotes integrity, excellence, responsibility, and initiative in achieving educational, athletic, personal and social goals.  The emphasis is on the development of the total person. 

Services Provided by the Student-Athlete Support Program 

The SASP staff offers academic support and student-athlete development for all student-athletes, including assistance with academic skills development, time management, organizational skills, personal development, leadership development, transition support, career development, and preparation for life after sport. In addition, the SASP provides referrals to other campus offices as necessary.  The Senior Academic Counselor, Student-Athlete Development and Leadership will serve as the AU Experience (AUx1) instructor for the first-year athletes in Fall of their first year.     

One-on-One Academic Support Meetings 

One-on-one academic support meetings involve weekly meetings throughout a semester with a student-athlete and academic counselor.  SASP staff will monitor academic progress and aid the development of academic skills, such as time management and study strategies. Student-athletes must attend a weekly meeting during any semester in which he/she earned less than a GPA of 3.0 for the previous semester and/or cumulative GPA at the discretion of the assigned academic counselor.  Some coaches, however, in conjunction with academic counselor approval, may require student-athletes to attend academic support meetings, regardless of GPA, if they feel that such meetings are in the student-athlete’s best interest.  Student-athletes may also elect to attend academic support meetings on a voluntary basis. All incoming student-athletes will be required to meet with their SASP counselor at least once during the first 4 weeks of the fall semester. Additionally, incoming student-athletes may be required to attend weekly academic support meetings, as determined by their SASP counselor and coach. Weekly one-on-one academic support meetings are added to a student-athlete’s Teamworks calendar.  

Mandatory Study Hall 

All first-year and transfer student-athletes are required to complete Study Hall hours for their first semester at American University.  Study Hall weekly hour requirements are established by each individual head coach. Student-athletes who successfully complete all the requirements of Study Hall and achieve the semester or cumulative GPA determined by their coach, will not be required to attend Study Hall during the following semester.  Some coaches may require team members to attend Study Hall during the following semester, regardless of GPA, if they feel that continued attendance is in the student-athlete’s best interest. 

Study Hall is conducted in the University Library.  As a courtesy to all those studying in the library and as a representative of the Athletic Department, student-athletes must exhibit exemplary behavior while attending Study Hall. 

STUDY HALL CRITERIA

• Men’s Basketball – 3.2 average across 2 most recent semesters
• Men’s Cross Country and Track – 3.2 cumulative
• Men’s Soccer – 3.0 semester
• Men’s Swimming and Diving – all first-year students
• Men’s Wrestling – all first-year students 
• Women’s Basketball – 3.2 cumulative GPA
• Women’s Cross Country and Track – 3.2 cumulative GPA
• Women’s Field Hockey – 3.5 semester GPA
• Women’s Lacrosse – 3.2 semester GPA
• Women’s Soccer – 3.3 cumulative GPA
• Women’s Swimming and Diving – all first-year students
• Women’s Volleyball – all students will participate in team study hall regardless of GPA
   

The following rules apply to all student-athletes attending Study Hall in the Bender Library: 

1.  Study Hall is open whenever the University Library is open.  A Study Hall week will begin on Sunday and end on Saturday. Coaches will be e-mailed weekly hours every Monday. Student-athletes are required to meet your study hall hours every week. Hours will not be adjusted if the Library is closed for a holiday or for weather.  

2.  Student-athletes must check-in and check-out of Study Hall through Teamworks in the University Library lobby though the Student-Athlete Support Program computer station.  Failure to check in and out of Study Hall will result in the removal of all hours for that day.   

3.  Study Hall is for serious study only.  You must bring appropriate study material to the library. 

4.  All University Library rules apply in full to student-athletes attending Study Hall. 

Time spent in office hours, Math and Statistics Lab/Writing Center/CLEAR appointments, SI sessions, and and tutoring appointments can count towards Study Hall hours. Student-athletes are required to fill out an Alternative Study Hall sheet with the appropriate signature. Forms can be submitted via Teamworks or delivered  to your SASP counselor by Friday of the same week to receive your hours. 

Requesting SASP Individual Tutoring 

Scheduling a tutor: To schedule a tutoring session, a student-athlete must schedule a tutor through their own Teamworks account.  

Requesting a tutor:  If a tutor is not already available for scheduling, students may request a tutor in a particular subject. To do so, a student-athlete must place a request through the Teamworks system. Student-athletes should contact their SASP counselor for support. Please be sure to request a tutor in advance, as it may not be possible to fill last-minute requests.      

Payment of tutor: The Department of Athletics covers the charges for tutoring needs of the student-athletes when hired directly through the SASP.  The Tutor must complete a Tutoring Report through the Teamworks software at the conclusion of each tutoring session; otherwise, the tutor will not be paid. Student-athletes interested in pursuing writing, mathematics, statistics, and/or foreign language tutoring can utilize services through the Writing Center, Math and Statistics Lab, and/or CLEAR.    

TUTOR SCHEDULING RULES AND REGULATIONS 

The following rules apply to all student-athletes using tutoring through the Student-Athlete Support Program. 

1. Student-athletes are not permitted to schedule tutoring with a SASP hired tutor outside of the Teamworks system.  

2. All communication between student-athletes and SASP tutors must be conducted through the Teamworks messaging feature or AU email.  

4.  All tutoring is virtual. Meetings will take place on Zoom. 

5.  Student-athletes and tutors are expected to log in to appointments on time.  Arriving late to a tutoring session may result in appropriate action. A student-athlete will be considered a “No-Show” if they are at least 15 minutes late to the start of a session.

6.  SASP counselors must be notified of any tutoring appointment cancellations. Student-athletes are expected to cancel all appointments directly through the Teamworks calendar event. Student-athletes and tutors may not cancel by Teamworks messaging or through any outside channels such as e-mail and text message.   

7.  Student-athletes are required to cancel an appointment at least one hour in advance of the scheduled appointment.  Should a student-athlete cancel within the one-hour window prior to the start of the appointment, this will be considered a late cancellation.

Late cancellations and no-shows will be shared with the athletes’ head coach and may result in appropriate action. 

The following areas cannot be supported during tutoring sessions:

• Any graded assignments, including but not limited to:
• Take home tests
• Online quizzes or exams
• Homework assignments
• Projects
• Papers
• Online discussion posts
• Any form of writing support, including brainstorming, outlining, writing, or editing
  • All writing support MUST be provided by the University’s Writing Center. Student-athletes may contact their SASP counselor for support  

Excusal Letters for Team Competition 

In accordance with academic regulation 4.1.1, “Individual instructors may have different attendance requirements; it is the student's responsibility to check each course syllabus and communicate with instructors in advance regarding any reasonably anticipated absence. For unanticipated absences, students have a responsibility to communicate with instructors in a timely fashion.” Further, academic regulation 4.1.1.a indicates, “Excused absences include major religious holidays (posted annually by the Office of the Provost and Kay Spiritual Life Center as an excused absence for religious observance); significant or lengthy personal or medical events documented by the Office of the Dean of Students; approved disability-accommodation-related absences; approved championship season athletic team competition, preparation, and travel for eligible Division I varsity student-athletes, spirit team members, and managers; attendance at academic events approved by the sponsoring school or college Dean’s office; military service obligations; and absences prior to a student’s enrollment in a course during the university add/drop period.” Student-athletes are expected to attend ALL classes while they are enrolled at American University except for those classes that fall within an approved excused travel or competition period for athletic team events.  Eligible students must discuss the SASP published excusal letter to each professor, including online classes, at the beginning of the semester in which they are competing, request a confirmation signature from each faculty member, and return the completed travel card to the SASP by the end of the third week of classes for the current semester.  Students on academic probation after their second semester of full-time enrollment are not eligible for excusal for athletic team events.    

Excusal Letter Procedures: 

1.  At the beginning of each semester, an official “Excusal Letter” will be provided to each eligible student to discuss with their faculty.  Students will also receive a “Travel Card.” Faculty will also receive a copy of the excusal letter from SASP.

2.  Upon receipt of the “Excusal Letter,” each faculty will sign the “Travel Card” to verify that he/she has received the athlete’s “Excusal Letter.”   

3.  After all faculty have signed your “Travel Card,” return your “Travel Card” to the SASP. The “Travel Card” is due no later than the end of the third week of class.  

4.  If an updated “Excusal Letter” is provided, or you change your class schedule during the add/drop period, you are responsible for sharing the “Excusal Letter” with your faculty.

Student-athletes are responsible for discussing excused absences with faculty members at the start of each semester and prior to each competition. If a student fails to discuss the excused absences with each faculty member and obtain signatures on the “Travel Card” the student may suffer academic penalties due to their failure to communicate. Finally, university policy states that faculty may not penalize students eligible for excused absences for athletic team events due to athletic competition or travel. Please note that students are responsible for making up all work or equivalent work from the excused class day. 

If a student-athlete is going to miss an exam due to an athletic contest and arrangements cannot be made with the professor or the department to make-up the exam, SASP staff may proctor a make-up exam through the Athlete Courtesy Testing Service.  The deadline for requesting Courtesy Testing Services is 3 business days prior to the date that the exam is to be administered.  Failure to comply with this timeline may result in the inability of the Courtesy Testing Service staff to proctor the exam. 

Periodically, student-athletes may have an athletic contest during final exams.  It is the student-athlete’s responsibility to speak with the professor in advance of the scheduled contest to notify them of this possibility so that special arrangements can be made. 

If you have any difficulties navigating excused absences, please contact the Student-Athlete Support Program. 

Study Table

The Student-Athlete Support Program (SASP) provides intensive academic support to student-athletes who are on probation, at risk of being on probation, or whose NCAA eligibility is at risk. Study table is a resource for student-athletes which provides a supervised study space 1-3 times/week to help students reach deadlines, refine academic behaviors, and enhance academic skills. The goal is to support student-athletes in developing into independent learners that eventually graduate out from the program. For returning student-athletes, SASP counselors determine who will have study table requirements each semester based on previous semesters’ academic outcomes and student academic habits. Student-athletes who are new to the University will be required to participate in the study table program if they demonstrated great academic challenges at their previous institutions.

SASP counselors meet weekly with student-athletes who have study table requirements. Meetings are designed to assist in developing academic plans for the week, to conduct a thorough review of grades as posted on Canvas or other academic platforms, and to provide additional support as needed.

Priority Registration 

American University recognizes that Division I student-athletes have many time restrictions and considerations when planning their academic schedules.  Therefore, student-athletes are given priority provided they have no financial or other university restrictions.  This privilege has been granted to allow student-athletes to set their academic schedules and eliminate any conflict with team practices and competitions.  

Students must follow all registration procedures set out by their academic unit before registering. Academic advisors assist students in obtaining a well-balanced education and in interpreting university policies and procedures.   

It is important for student-athletes to prepare for priority registration before it begins by meeting with their advisor and removing any stops on their account. Student-athletes who wait to register may face academic and athletic conflicts due to closed courses.  

Referral to University Services 

The Student-Athlete Support Program maintains close contact with various services of the university.  As such, student-athletes seeking support outside of the realm of SASP will be referred to the proper office on campus, including the Academic Support and Access Center for disability resources and accommodations, and the Counseling Center for mental health support. 

The Student-Athlete Support Program is not a confidential campus resource.  SASP staff will follow American University protocol when necessary to submit Care Reports to the Dean of Students Office, Title IX reports, and Cleary reports, among other referrals, as required of all non-confidential staff. 

Student-Athlete GPA Reports  

The Student-Athlete Support Program provides cumulative GPA, semester GPA, and team GPA reports at the end of each semester.  Student-Athlete GPA reports are provided to the University President, Dean of Undergraduate Education, Athletics administration, and head coaches. All students who are on their respective team's compliance roster at any point after the last day to add or drop a class, as published on the University calendar, will be included in all student-athlete GPA reports for that semester. Students who are removed from their respective team's compliance roster after the last day to add or drop a class, as published on the University calendar, will still be included in all student-athlete GPA reports for that semester. Student-athlete GPA reports include both scholarship and non-scholarship athletes.  Students who are removed from their respective team's compliance roster before the last day to add or drop a class, as published on the University calendar, will be excluded from all student-athlete GPA reports for that semester.   

Academic Integrity Code 

“The Academic Integrity Code ("Code") for American University defines honorable conduct, outlines attendant rights and responsibilities, and describes procedures for handling allegations of academic misconduct. American University views academic integrity as integral to its mission, treating it as far more than a disciplinary matter: All members of the university must join in educating students about the value of integrity and the ways in which intellectuals acknowledge their debts. In each course, faculty should remind students of the standards of integrity, and faculty may ask students to include with their submissions a signed statement pledging adherence to the Code in completing the assignment.” (https://www.american.edu/policies/students/upload/academic-integrity-code-2020-2-2.pdf) Academic dishonesty includes but is not limited to: plagiarism, inappropriate collaboration, dishonesty in examinations (in-class or take-home), dishonesty in papers, work done for one course and submitted to another, fabrication of data, interference with other students’ or scholars’ work, bribes, favors, and threats, copyright violations, and other academic misconduct. 

American University faculty and staff, including graduate students and tutors who report to the Student-Athlete Support Program are required to report any suspicion of academic misconduct to the Associate Athletic Director, Compliance and Dean of Undergraduate Education.   

The Department of Athletics treats violations of the Academic Integrity Code very seriously.  Student-athletes charged with violating the Academic Integrity Code are required to discuss the situation with a member of the Student-Athlete Support Program staff or the Associate Athletic Director, Compliance. 

Academic Probation 

An undergraduate student who fails to maintain the required 2.00 cumulative GPA may be placed on probationary status by their School. Students should refer to the Academic Regulations for more detail.  

A student-athlete on academic probation may be INELIGIBLE TO PARTICIPATE IN INTERCOLLEGIATE ATHLETICS. Academic probation carries other restrictions, which are outlined in the American University Academic Regulations.   
 

STEPHANIE M. BENNETT-SMITH LIFE SKILLS AND LEADERSHIP ACADEMY  
 

In addition to academic support, the Student-Athlete Support Program (SASP) carries out the Leadership Academy to provide individual growth opportunities for student-athletes. The mission of the AU Eagles Leadership Academy is to create opportunities for student-athletes to be challenged, to grow in their leadership and develop personally, and to have formational experiences that will guide their futures. Specifically, the academy seeks to achieve the following goals: To develop student-athletes into lifelong learners and leaders. 

• To provide student-athletes opportunities to learn leadership skills and theories and reflect on their own abilities.  
• To create an environment for growth and transformation through active, diverse and experiential learning. 
• To build engagement in student-athletes that will inspire action - carrying the vision to their teams, our department, and the community. 
   

In addition, the various components of the Leadership Academy will aim to enhance interpersonal relationships in the lives of student-athletes and enable student-athletes to make meaningful contributions to their communities. The Leadership Academy is made up of four main components: Emerging Eagles, Rising Eagles, Soaring Eagles, and Eagles in Service. 

Emerging Eagles 

Emerging Eagles is the foundation of the Leadership Academy, a program that all student-athletes will participate in during their second year at AU (first year for transfer student-athletes). Its mission is to engage all student-athletes in personal growth and exploration of their leadership style, and to establish a foundation of self-leadership that they can expand on through their time at AU on their teams and in the classroom.  

Rising Eagles 

Rising Eagles is the second phase of leadership development, and student-athletes are eligible to apply to participate after they have completed Emerging Eagles. Its mission is to create an environment that promotes a deeper exploration of leadership and various leadership styles and theories. It also aims to foster leadership growth among student-athletes dedicated to developing their skills and becoming leaders on their team and on campus. 

Soaring Eagles 

Soaring Eagles is focused on supporting the transitions of student-athletes. Its mission is to provide opportunities for student-athletes to learn the professional leadership skills they need to be prepared for life after AU. It also seeks to support the process of the athlete identity shift.  Soaring Eagles consists of many different initiatives such as workshops and signature events, including those listed here.  

Individual Career Development 

These initiatives are designed to support the individual needs of student-athletes. Individual Career Development includes events such as the Student-Athlete Resume Workshop and the Student-Athlete Alumni Panel. It also consists of one-one-one career development support from their SASP Counselor. Student-Athletes are also encouraged to take advantage of career and professional development resources offered by the AU Career Center and Kogod Center for Career Development, which include but are not limited to: resume and cover letter construction/critique, networking, interview prep, internships and/or job opportunities, academic major exploration and graduate school applications. 

Orin R. Smith Life Skills Etiquette Dinner 

All students in their final spring semester of eligibility are required to attend the Orin R. Smith Life Skills Etiquette Dinner. The etiquette dinner serves as the culmination of the AU Eagles Leadership Academy. Helping to ensure a successful transition from the classroom to the boardroom, this is the final chance for student-athletes to connect with coaches and administrators and to finely tune the soft skills that contribute to personal and professional success.  

Eagles in Service 

Eagles in Service is the final component of the Leadership Academy, and it aims to complete the academy’s mission. Specifically, it focuses on creating opportunities for student-athletes to have formational experiences that will guide their futures. Overall, Eagles in Service aims to engage student-athletes in a service-learning project, focusing on developing leadership through experiential learning. 

Other Events 

In addition to the four components of the AU Eagles Leadership Academy, additional events are planned based on student need and curriculum objectives.

Individual Team Supports 

The SASP offers support on a team-by-team basis to each of the athletic programs. These efforts include leadership & teambuilding activities, including facilitating session such as the DiSC Behavioral Assessment or on other important areas as identified by the coaches and student-athletes. It also includes sponsoring a team “book club” for reading on leadership, team culture, or other topics.

STUDENT-ATHLETE ADVISORY COMMITTEE
Each team has at least two SAAC members who are chosen by their coaches to represent their team. The information below is provided by the NCAA regarding the role of campus SAACs. SAAC leadership is also responsible for representing AU at Patriot League Conference SAAC meetings. A list of SAAC representatives by team will be distributed to all student-athletes in the fall. For more information or any concerns regarding SAAC, please contact SAAC Advisor- Patty Medina, Associate AD/Diversity, Equity, Inclusion and Belonging (pmedina@american.edu).  

Source: http://www.ncaa.org/student-athletes/ncaa-student-athlete-advisory-committees-saacs 

Student-athletes have a voice in the NCAA through advisory committees at the campus, conference, and national level. Each committee is made up of student-athletes assembled to provide insight on the student- athlete experience and offer input on the rules, regulations and policies that affect student-athletes' lives on campus. Functions of campus SAACs include:  

• Promote communication between athletics administration and student-athletes.  
• Disseminate information.  
• Provide feedback and insight into athletics department issues.  
• Generate a student-athlete voice within the campus athletics department formulation of policies.  
• Build a sense of community within the athletics program involving all athletics teams.  
• Solicit student-athlete responses to proposed conference and NCAA legislation.  
• Organize community service efforts.  
• Create a vehicle for student-athlete representation on campus-wide committees (e.g., student government).  
• Promote a positive student-athlete image on campus. 
   

Members of a SAAC have the opportunity to address issues affecting student-athletes at their institution; furthermore, members have the opportunity to offer input on issues which may be national in scope. SAAC is meant to serve as a local student-athlete voice in addressing issues of student-athlete welfare at their respective institutions. Campus committees can facilitate better communication among student- athletes from various athletics teams to address issues common to all. 

SAAC may also serve as a conduit of communication among student-athletes, coaches and athletics administrators on issues to improve the student-athlete experience and promote growth and education through sports participation. Concerns can be voiced and solutions offered regarding any issue that may be relevant to NCAA student-athletes. 

Through the grass-roots efforts of campus SAACs, student-athletes have the opportunity to change the face of intercollegiate athletics.

NCAA COMPLIANCE/ELIGIBILITY
The mission of the American University Athletic Compliance Office is to provide guidance to the campus community with regard to 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 created and enforced by American University, the Patriot League, and the National Collegiate Athletic Association (NCAA). This guide is by no means comprehensive, nor is it intended to be a complete inventory of all regulations of the involved organizations. This guide is meant simply to inform you of the most basic, most frequently asked 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 violations it is your responsibility to either inform the institution’s Office of Compliance, your head coach, or another member of the Athletic 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, to be eligible to participate in the intercollegiate athletics program you must:  

1.  Be certified as an academically eligible freshman or transfer student-athlete.  
2.  Be enrolled in at least a minimum full-time program of studies, be in good academic standing and maintain progress toward a baccalaureate or equivalent degree.  
3.  Not accept pay or have accepted the promise of pay in any form for participation in your sport.  
4.  Not engage in unethical conduct.  
5.  Not receive financial aid other than that authorized by the NCAA.  
6.  Not participate for more than four (4) seasons in one sport, unless granted a fifth season by the Patriot League.   
7.  Not accept non-permissible awards, extra benefits or excessive or improper expenses not authorized by NCAA legislation.  
8.  Not play for another team during the academic year, unless otherwise permitted by NCAA regulations.  
9.  Complete all required NCAA, University and departmental eligibility and consent forms, medical forms, and provide proper insurance information and be medically cleared for participation.    

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 SASP office, Office of the University Registrar and our Faculty Athletic Representative, the compliance office will confirm that all student-athletes:  

1.  Be enrolled in a minimum of 12 credit hours every semester; and may not drop below that without approval from the compliance office and student-athlete support program.  
2.  As a first-year student-athlete, have successfully completed the required high school core curriculum.  
3.  As a returning student-athlete, have successfully completed 24 credit hours during the preceding academic year and summer, with at least 18 credit hours completed during the fall and spring semesters. In addition, you must pass at least 6 credit hours toward your degree each semester.  
4.  Read and sign the NCAA Student-Athlete Statement, Student-Athlete Health Insurance Portability and Accountability Authorization/The Buckley Amendment Consent Form and the Drug Testing Consent Form.  
5.  By the beginning of the third year of enrollment at any college, including junior colleges and colleges outside the United States, designate a major which will ultimately lead toward a baccalaureate degree. The major must be declared in writing through the Dean’s Office at the beginning of the 5th semester (usually the fall semester of the junior year).  
6.  After the designation of a major, the student-athlete must meet the required NCAA Progress towards Degree requirements. Those requirements are certified in writing by the Associate Athletic Director for Compliance & Internal Operations and Faculty Athletic Representative before the student-athlete is eligible for the next academic year.  
7.  Maintain a cumulative GPA of 2.0 or higher as designated by your major area.    

It is important that you choose your classes with the proper advisement, and that you do not indiscriminately drop and add courses. Use the Academic Support Program Staff, the Compliance Office and your academic advisors when you make a decision about your courses. You can render yourself ineligible if you are not taking the classes necessary to graduate in your declared major!  

Ethical Conduct  

In addition to stating its expectations of honesty and sportsmanship from each student-athlete, the NCAA outlines specific rules concerning conduct that will be considered contrary to its standards.  

According to NCAA bylaws, unethical conduct by a prospective or enrolled student-athlete may include, but is not limited to the following:  

1.  Refusal to furnish information relevant to the investigation of a possible NCAA violation of an NCAA regulation when requested to do so by the NCAA or the individual’s institution;  
2.  Knowing involvement in arranging for fraudulent academic credit, false transcripts or fraudulence in connection with entrance or placement examinations for a prospective or an enrolled student-athlete;  
3.  Participating in any way in gambling activities involving any intercollegiate or professional team or sporting event, or participating in any gambling activity that involves intercollegiate or professional athletics;  
4.  Use of banned drugs, both performance-enhancing and recreational;  
5.  Engaging in any athletics competition under an assumed name or with intent otherwise to deceive; and  
6.  Dishonesty in evading or violating NCAA regulations.    

American University Athletics Department Transfer Portal Policy  

Student-athletes who provide notification of their intent to transfer will have their names placed in the NCAA Transfer Portal no later than two days after providing notification to the Compliance Office. This notification of intent to transfer must be provided in writing. Before being put on the database, the Compliance Office will provide written notification to the student-athlete’s head coach that the student-athlete has submitted the notification of intent to transfer. It is highly recommended that a conversation between the student-athlete and head coach takes place prior to the written notification to the Compliance Office.   

Once a student-athlete has his/her name placed on the portal, it is at the discretion of the head coach, sport administrator, and director of athletics whether or not to restrict student-athlete access to athletic facilities (including the locker room, weight room, and Sports Medicine Room) and whether or not the student-athlete may remain training with the team. Student-athletes will continue to have access to their assigned academic support team member. All decisions will be made on a case-by-case basis.  

The Director of Athletics, with consultation from the head coach and sport supervisor, will have the ultimate discretion as to the renewal of athletic grant-in-aid of a student-athlete who has his/her name placed on the transfer database for the subsequent semester, regardless of whether or not the student remains at the institution.  

 13.1.1.3 Four-Year College Prospective Student-Athletes. An athletics staff member or other representative of the institution's athletics interests shall not make contact with the student-athlete of another NCAA Division I institution, directly or indirectly, without first obtaining authorization through the notification of transfer process. Before making contact, directly or indirectly, with a student-athlete of an NCAA Division II or Division III institution, or an NAIA four-year collegiate institution, an athletics staff member or other representative of the institution's athletics interests shall comply with the rule of the applicable division or the NAIA rule for making contact with a student-athlete. [See Bylaw 19.1.2-(f).] (Revised: 1/10/91, 1/16/93, 1/11/94, 4/26/01, 4/29/04    

effective 8/1/04, 4/29/10 effective 8/1/10, 10/30/14, 8/8/18 effective 10/15/18)    

Student-Athlete Employment (Traditional Employment) 

There is no limit on the amount that can be earned when employed, provided the following three prongs are met:  

a.  The student-athlete’s compensation does not include any remuneration for the value or utility that the student-athlete may have for the employer because of the publicity, reputation, fame or personal following that he or she has obtained because of athletics ability;  
b.  The student-athlete is compensated only for work actually performed; and  
c.  The student-athlete is compensated at a rate commensurate with the going rate in that locality for similar services.    

NCAA Name, Image, Likeness Interim Policy Resources: 

https://www.ncaa.org/sports/2021/2/8/about-taking-action.aspx#resources 

American University Name, Image, Likeness Policy: 

https://american0-my.sharepoint.com/personal/cray_american_edu/Documents/Attachments/NIL%20Policy.pdf  

Playing and Practice Season Limitations  

During the playing season, student-athletes are limited to four hours per day and twenty (20) hours per week of countable athletically-related activity (CARA). Outside the playing season, student-athletes are limited to eight hours per week of CARA, including a limit of no more than four hours for skill-related instruction.  

During the playing season student-athletes are required to be provided one day off per week without any CARA and two days off per week outside the playing season.  

Time Demands Policies  

All RARA (Required Athletically Related Activities) shall be prohibited for a 7-day period after the completion of the championship segment.  

This would not apply to a multi-sport athlete who competes in a second sport after the conclusion of the first sport. (I.E. Cross Country & Indoor Track)  

The seven days can be applied on a student-by-student basis for individual sports. (I.E. individual qualifies for NCAA Championships)  

This includes requests made by the student-athlete for skill instruction or film review. Voluntary strength & conditioning workouts are permissible as long as attendance is not reported back to the coaching staff. Community service and life skills activities would be allowed.  

Travel that occurs as part of return to campus following away-from-home competition between midnight and 5 a.m. may be considered as a day off, provided that student-athletes receive a continuous 24-hour period free from RARA following release from the return travel.  

Student-athletes shall be provided with one day off per week during a preseason practice period and during a vacation period when classes are not in session, if a team is in-season.  Exceptions would be allowed for team building activities, life skills activities, community service or team entertainment.  

Student-athletes shall be provided with a schedule identifying all CARA and RARA for the following week (defined as Monday to Sunday) by Thursday of the prior week. Student-athletes should be given reasonable notice of any changes to the schedule.   

For situations involving extenuating or uncontrollable circumstances, a head coach can request an exception to any of the above guidelines with approval by his/her sport administrator and the Director of Athletics.    

Extra Benefits  

You are not permitted to receive extra benefits, which refers to any special arrangements by an institutional employee or booster to provide you, your relatives, or friends with benefits that are not available to the institution’s student body in general. By receiving an extra benefit, you may render yourself ineligible and could cause your team to forfeit any contest in which you played while ineligible.  

Complimentary Tickets  

If the sport in which you participate charges admission for home contests, you will be provided a maximum of FOUR complimentary admissions for each home contest.  

All admissions are by a pass list and your guest MUST provide proper identification and a signature to be honored.  

The sale or exchange of your complimentary admissions (by you or your designated recipient) for any item of value is a violation of NCAA regulations and places your eligibility for intercollegiate athletics in jeopardy.  

Gambling  

You may NOT knowingly provide information to individuals involved in organized gambling activities concerning intercollegiate athletics competition.  
• You may NOT solicit a bet on ANY intercollegiate team or on ANY professional team.  
• You may NOT accept a bet on any team representing American University or participate in any gambling activity that involves intercollegiate athletics through a bookmaker, a parlay card or any other method employed by organized gambling.  

Any violation of the above regulations may be sanctioned as follows:  

If the gambling activity involves American University, you may lose all remaining eligibility in all sports. If the gambling activity involves any other team aside from American University, you may be ineligible for a minimum of one year, at which time we may elect to seek reinstatement for you. Any subsequent violation may result in the loss of all remaining eligibility in all sports.  

Any student-athlete who engages in activity designed to influence the outcome of an intercollegiate contest (i.e., point shaving), shall permanently lose all remaining eligibility in all sports.  

Recruiting  

Student-Athlete Host Instructions & certification 

Acting as a student host is an important service to American University and the Athletics Department. Your actions should reflect positively on the university and department. Appropriate conduct is required by the university, including adhering to the university’s student-athlete code of conduct, AU’s Official Visit Policy for Prospective Student-Athletes, and the rules and policies of the Patriot League and NCAA. 

 Guidelines and Responsibilities 

· You must be enrolled at American University. If you are a freshman, you must be certified by the NCAA Eligibility Center. 

· The university will provide a meal for only one student host per prospect, if at a restaurant. 

· You will be given money with which to entertain only yourself, the prospect, and the prospect’s parents or legal guardians. Anyone else accompanying you and the prospect (e.g., teammates, other relatives, or friends) must pay for themselves. 

· The prospect is allowed to participate in physical workouts provided the department does not organize or observe the workout and the athletic ability of the prospect is not tested. 

· If the prospect wishes to participate in physical workouts he/she will need to purchase a $12 guest pass for the day.  As the prospect’s host, you will need to accompany them to the recreation facility front desk to purchase a pass.  

· On the Monday following the recruiting weekend, you must submit to the athletics department all receipts and remaining cash from the funds you received. 

Prohibitions 

· You and the prospect may not consume or provide alcohol or controlled substances during the visit. 

· You and the prospect may not engage in any activity that could be deemed as sexually harassing or degrading to another person (including, by implication, involvement with escort services, exotic dancers, or visits to adult entertainment establishments). 

· You may not give cash to the prospect or anyone else. 

· You may not student host funds to purchase or provide gifts or anything of value (e.g., souvenirs or clothing) for the prospect. 

· You may not use vehicles provided or arranged by a university staff member or booster of the athletics program. 

· You may not transport the prospect or the prospect’s parents or guardians more than 30 miles from the AU campus. 

· You may not allow recruiting conversations to occur, on- or off-campus, between the prospect and a booster of the athletics program; if an unplanned meeting occurs, only an exchange of greetings is permissible. 

Important Phone Numbers- Compliance Office 
TBD, Associate AD, Compliance/Internal Operations  
TBD | p: 202-885-3046  
Fred Reynolds, Assistant Director of Compliance  
freynolds@american.edu | p: 202-885-3039 

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, the Patriot League, EIWA, and the University Financial Aid Office. 

The head coach recommends the athletic aid offer to the Athletics Department by submitting the Grant-in-Aid (GIA) Request Form in TeamWorks. The head coach completes the applicable sections of the form and submits the form to the Director of Compliance. 

The Associate Athletic Director of Compliance & Internal Operations verifies that the student-athlete is eligible for a GIA and certifies that the head coach has submitted all necessary recruiting paperwork if it is for an incoming student-athlete.  The Assistant Athletic Director of Business Operations then verifies that the head coach has the proposed GIA money available in the scholarship budget.  Both will then approve the request.  

Upon approval by the Assistant Athletic Director of Business Operations and the Associate Athletic Director of Compliance & Internal Operations, the Business Assistant prepares the GIA agreement and sends it to the Director of Financial Aid. The Financial Aid Office enters the amount of the grant-in-aid into the financial system, making any adjustments to other sources of aid if necessary. The Director of Financial Aid then returns the Athlete’s Grant-In-Aid Agreement to the Athletics Department. It is then reviewed by the Associate Director of Athletics for Compliance & Internal Operations, who signs the GIA. The Business Assistant then sends the GIA to the student-athlete with a letter announcing the renewal of athletic financial aid no later than July 1 proceeding the academic year for which the student-athlete will receive the aid. 

The offer of a GIA is made in writing by the Business Assistant and is valid for a period of thirty (30) days from the date of issue. The offer of athletic financial aid is accepted when the student-athlete, and if necessary, the parents or guardians of the student-athlete, sign and return the athletic financial aid agreement. For prospective student-athletes only, acceptance of the athletic financial aid agreement can also require the student-athlete and the student-athlete’s parents or guardian to sign the National Letter of Intent if it is applicable. 

An athletic grant-in-aid award is valid for only one semester or one academic year. Renewal of athletic grant-in-aid from year to year is NOT automatic. 

During the period of the award, athletically related financial aid may be reduced or canceled if a student-athlete: 

1. Renders himself or herself ineligible from intercollegiate competition; 
2. Fraudulently misrepresents any information on an application, letter of intent or financial aid agreement; 
3. Engages in serious misconduct warranting substantial disciplinary penalty; or 
4. Voluntarily withdraws from a sport at any time for personal reasons. 
5. Requests notification to transfer not in compliance with institutional policies.    

Aid may also be reduced or canceled for the following academic year if the student-athlete fails to meet the training and competition rules for their respective head coach (see Decision to not Renew Athletic Financial Aid below). 

If athletic financial aid is to be canceled based on disciplinary reasons, the Athletic Department should complete the following steps prior to canceling the athletic financial aid: 

1. First occurrence of a disciplinary problem – the head coach should meet with the student-athlete to discuss the problem. Within five (5) days of this meeting, the head coach reviews the meeting in a letter to the student-athlete. A copy of this letter is sent to the Associate Director of Athletics for Compliance/Internal Operations and the Director of Athletics and Sport Administrator 
2. Second occurrence – the head coach and the Associate Director of Athletics for Compliance/Internal Operations meet with the student-athlete to discuss the problem. Within five (5) days of this meeting, the head coach and the Associate Director of Athletics for Compliance review this meeting in a letter to the student-athlete. A copy of this letter is sent to the Athletics Director. 
3. Third occurrence – the head coach and the Associate Director of Athletics for Compliance/Internal Operations meet with the student-athlete to discuss the problem. Within five (5) days of this meeting, the Director of Athletics reviews the meeting and forwards a recommendation regarding the GIA to the student-athlete, his or her parents and the Director of Financial Aid. 

Egregious acts which warrant substantial disciplinary penalty, including cancellation of athletic aid and/or dismissal from the program must be agreed upon by the Head Coach, Sport Administrator, and the Director of Athletics. 

Notification of renewal or cancellation of a GIA must come from the University’s Director of Financial Aid. If a student-athlete’s GIA is not renewed, the student-athlete must be informed that he or she may request, and shall have the opportunity for a hearing on the denial. 

**Any deviation from the above policy must be approved in writing by the Director of Athletics.** 

Decision to Not Renew Athletic Financial Aid 

At the end of each academic year, the head coach who has awarded a GIA to a student-athlete must make a decision whether to renew that student-athlete’s GIA. 

If the head coach decides to renew the GIA, the head coach must submit the Grant-in-Aid Request Form and complete the process for awarding athletic financial aid (see Awarding Process above). 

If the head coach is uncertain as to whether to renew the GIA, the head coach should talk to the student-athlete as early in the decision-making process as possible, alerting the student-athlete to the concerns that the head coach has regarding the student-athlete’s progress academically and athletically.  Student-athletes who fail to meet academic satisfactory progress requirements as established by the NCAA and American University are at risk for having their scholarship not renewed. The Athletics Department explains satisfactory progress requirements to all student-athletes at the team compliance meeting held prior to the first competition each season and at the end of the academic year. Athletic reasons for deciding not to renew a student-athlete’s GIA include but are not limited to documented failure to show up repeatedly for practices, competitions, or other team requirements; failure to follow a rehabilitation program, multiple documented disciplinary problems of a disruptive nature to the team during team activities, and other violations of team or department rules.  

Coaches should always document concerns they have with student-athletes in writing to the student-athlete, their respective sport administrator, and the Associate Director of Athletics for Compliance. 

Athletic Financial Aid Appeal Process 

Notification of cancellation or reduction of an Athletic-Grant-in-Aid (GIA) must be sent to the student-athlete by the Director of Financial Aid as early as possible, but no later than June 30th before the ensuing academic year. 

This notification will inform the student-athlete: 

1. of his/her right to an appeal based on NCAA regulations; and 
2. Any appeal request must be submitted in writing to the Associate Director of Financial Aid within 21 calendar days of the date of the non-renewal notification letter. 

Should the student-athlete request an appeal, the Associate Director of Financial Aid shall arrange for an appeal. 

The Financial Aid Office shall follow its standard procedures for hearing financial aid appeals when the appeal involves athletic financial aid. The standard procedures of the Athletic Financial Aid Appeal Process are as follows: 

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 (“Committee”). 

B. Filing a Written Appeal 

A student-athlete who wishes to appeal a decision related to the reduction, cancellation, or non-renewal of his/ her Athletic Grant-in-Aid must file a written appeal notice to the Associate Director of Financial Aid within twenty-one (21) calendar days of the student-athlete’s receipt of his/her Athletic Grant-in-Aid notification letter.  The student-athlete’s written appeal notice must include the following: 

(i) The student-athlete’s name, AU Identification Number, year in school and sport; 
(ii) A detailed statement of the reason(s) the student-athlete believes the decision to reduce, cancel, or not renew his/her Athletic Grant-in-Aid is contrary to NCAA rules and regulations.  The statement also shall include the names of each institutional staff member (e.g., coach, athletics administrator) with whom the student-athlete discussed his/her situation; and  
(iii) Copies of all supporting documentation to all claims made by the student-athlete. 

C. Procedures 

Within seven (7) calendar days after the receipt of the student-athlete’s written appeal notice, the Committee will provide the Director of Athletics and the head coach of the student-athlete’s sport with copies of the written appeal notice.  

Within fourteen (14) calendar days after the receipt of the student-athlete’s written appeal notice, the Athletic Department will provide a written statement to the Committee detailing the reason(s) the department has determined to reduce, cancel or not renew the student-athlete’s Athletic Grant-in-Aid and why the department believes its decision is not contrary to NCAA rules and regulations. 

Within fourteen (14) calendar days after the receipt of the Athletic Department’s written statement, the Committee shall set a time, date and campus location for a hearing of the case. The student-athlete and the Athletic Department will have an opportunity to state their case at the hearing; the Committee will have the right to ask questions and make further inquiries, as necessary.  

After the Committee completes the review and makes findings, it will render a written decision and forward it to the student-athlete and Athletic Department.  The Committee’s decision is final and not subject to review by any other institutional body.  

Cancellation/Reduction of Financial Aid 

If a student-athlete’s financial aid is cancelled or reduced during the academic year, or from one academic year to the next, the student-athlete should first discuss the matter with his/her head coach.  If the issue is not resolved, the student-athlete and the head coach should meet with the member of the senior staff who has been designated as the sport administrator. If the issue is not resolved at this level, the student-athlete, the head coach and the sport administrator should meet with the Director of Athletics. If the issue is not resolved at this level, the student-athlete should contact the Associate Director of Financial Aid to initiate the appeal procedures specified under NCAA regulations. This procedure involves an appeal to an Athletics Aid Appeals Committee comprised of individuals outside of the Department of Intercollegiate Athletics. (Additional details regarding the appeals process may be obtained from the Associate Director of Financial Aid.) The Associate Director of Financial Aid or his/her designee will make the appropriate arrangements for the appeal. The decision of the Athletics Aid Appeals Committee is final. 

Designated Sport Administrators 

• Volleyball – Katie Benoit
• Women’s Lacrosse – Katie Benoit, Noah Feinstein
• Men’s Basketball – Dave Bierwirth, Lindsey Campbell
• Women’s Soccer – Jocelyn Hill, Claire Leger
• Swim & Dive – Jocelyn Hill, Patty Medina
• Cross Country – TBD
• Women’s Basketball – TBD
• Field Hockey - Brian Chepulis
• Men’s Soccer – Brian Chepulis
• Wrestling – TBD, David Parker
   

Athletic Grant-in-Aid 

The following is a description of each of the elements of an athletic grant-in-aid, more commonly called an athletic scholarship. If you are on a full scholarship, this includes tuition, room, board, fees, and books, and in some cases cost of attendance. If you received a flat dollar amount, this is first applied to your tuition unless otherwise specified by the head coach in the original scholarship request. 

The rates and terms for the 2024-25 academic year are estimated to be as follows: Cost of Attendance | American University, Washington, DC 

TUITION 

$57,952 for 12-17.5 credits. Coverage of extra credit hours must be approved by your head coach and the Director of Athletics. 

ROOM (HOUSING) 

$11,924.00 per year. Athletic scholarships at American University only the cost of an average double-occupancy residence hall room on campus; therefore student-athletes living in a single room or off-campus must cover any additional housing cost, unless approved by the administration. The United States Government has declared that this portion of a scholarship is taxable income and it is the responsibility of the recipient to report this money to the Internal Revenue Service. 

BOARD (MEAL PLAN) 

$6,058.00 per year. All student-athletes living on campus and receiving board from the Department of Athletics should be signed up for the All-Inclusive Premium meal plan during the regular academic school year. The United States Government has declared that this portion of a scholarship is taxable income and it is the responsibility of the recipient to report this money to the Internal Revenue Service. 

FEES 

$820.00 Student activity fees, loan fees, academic fees, and the U-PASS.  

SPECIAL COURSE AND FEES (I.E. SCIENCE LAB, PHOTOGRAPHY, ETC.): 

Special course and fees are covered for those student-athletes receiving a full scholarship. Student-athletes must report these additional fees to the Athletic Business Office to ensure payment in a timely manner. 

BOOKS 

An athletic grant-in-aid, which includes books, will provide all required books for a course and is assigned an NCAA value of $800.00. Books not required by the instructor are not included. Please note, all books must be returned at the end of each semester. You will be instructed on the process at that time. 

Important Phone Numbers – Scholarship Renewal 

xxx-xxx-xxxx Your Head Coach 
202-885-3046 TB, Associate Director of Athletics for Compliance/Internal Operations  
202-885-3039 Fred Reynolds, Assistant Director of Compliance                                                                  
202-885-3001 JM Caparro, Director of Athletics  
xxx-xxx-xxxx Office of Financial Aid 

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. Student-Athletes in the sport of Men’s Wrestling must also conform to regulations of the Eastern Intercollegiate Wrestling Association.  

As a student-athlete, «NAME», is awarded an athletics grant-in-aid in the sport of «Sport» for the period of «Term».  The grant-in-aid award total is «Award_Amount» to be distributed: «Tuition» tuition, «Fees» required fees, «Room» room (based on a standard double occupancy rate), «Board» board (based on All-Inclusive Premium Meal Plan) «Books» books, «Insurance» health insurance (qualified foreign national students only) and is payable in «Installments» 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, and for incoming freshmen signing a National Letter of Intent unless the Athletics Department waives the signing of the National Letter of Intent. 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.  

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, 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. 

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.  

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.  

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.  

Acceptance of this offer must be completed within thirty (30) days of the date of issuance. 

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 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 under age of 18) 

Student-Athlete should keep one signed copy of GIA Agreement and MUST return one signed copy 
to American University Department of Athletics within thirty (30) days. 

Department of Athletics Student-Athlete Grievance Procedure

Guideline:

The University encourages student-athletes to come forward by expressing concerns through the Athletics Grievance Procedure if a student-athlete believes that he or she has been treated unfairly, or treated improperly by another team member, a coach and/or staff member of the Division of Recreation and Intercollegiate Athletics.  

The American Athletics Grievance Procedure exist to provide the student-athlete with the opportunity to express concerns as a result of their athletics participation. This grievance process is not intended to interfere with, or be a substitute for, the professional judgement or expertise of the coach i.e., issues of team membership, playing time, or position. Lastly, this process is intended to provide an opportunity for student-athletes to come forward and encourages their doing so in a timely manner. A grievance submitted under this process must ordinarily be filed within 30 days of the incident occurring. 

If a student-athlete has concerns about discrimination, the student-athlete should contact the Office of Equity and Title IX at equityoffice@american.edu or by phone at 202-885-8080. 

In addition, concerns expressed that fall under the purview of the University department outside of Athletics will be forwarded to the appropriate office and the student-athlete will be notified of such referral.

Procedure:

A student-athlete should follow the steps below to initiate the grievance procedure: 

Step 1: Informal Resolution with Teammates or Coaching Staff When a student-athlete has an issue with a teammate or the coach, whenever possible, the student-athlete should attempt to resolve the issue directly with the individual(s) involved or responsible. 

Step 2: Informal Resolution with Sport Administrator 

If no resolution is determined, or if the student-athlete feels uncomfortable initiating direct contact with the other person(s) for any reason, the student-athlete should express the concerns to the Head Coach and/or the Sport Administrator assigned to the sport.  

Step 3: Written Complaint to Director of Athletics 

If the concern remains unresolved after progressing through Step 1 and Step 2, the student-athlete should submit a formal written complaint to the Director of Athletics. This written complaint should include the student-athlete’s name, sport, steps already taken to resolve the matter and why the responses in the previous steps are not satisfactory, the date of the incident along with a detailed description, and where possible, any supporting materials The Director of Athletics or his designee will review and respond in writing.  This is the final step in this grievance procedure.  The decision of the Director of Athletics or designee is final. 

Sports Medicine
Overview

American University staff athletic trainers provide comprehensive medical services to our 14 varsity programs in conjunction with team physicians. Certified Athletic Trainers (ATC) are regulated and licensed healthcare professionals specializing in injury/illness prevention and wellness protection, clinical evaluation, emergency care, treatment, and rehabilitation. If you have any questions regarding Sports Medicine or the services we provide, please reach out your staff ATC or the Assistant AD for Sport Medicine. 

Athletic Training Room Rules

The Athletic Training Room is here as a service to you. Your cooperation in the operation of the facility will help us provide better care for all student-athletes.  The following are rules that must be adhered to for effective and efficient operation of the Athletic Training facility.

1. Everyone must shower before receiving treatment or using the cold whirlpools, NO EXCEPTIONS. 
2. BEFORE receiving treatment; all student-athletes must sign-in
   1. Sign-in sheet is now located in the front of the ATR by the clock
3. No cell phone use in the athletic training room; leave your phone in your locker or by the door.
4. Towels are for treatments only; we do not supply towels to teams for showering or use during practice, towels are not to be taken out of the room for any reason. 
5. There are no shoes on the athletic training tables.
6. There is NO EATING OR DRINKING in the Athletic Training room. 
7. Please put rehab equipment away neatly after use.
8. The dress code for treatments/rehab is a t-shirt and shorts or AU issued practice attire and shoes/sandals; NO bare feet, NO nude bodies.
   1. No other college / university or high school logos
   2. No white/light colored spandex in the cold whirlpool
   3. Appropriate clothing for the rehab you are expected to do 
   4. Closed toe shoes are required for rehab
       

Athletic Training Room Hours of Operation

Hours of Operation during the academic year:

Hours of Operation during the academic year:

• Monday - Friday: 0800-1800
  • Staff follow a 7hr schedule around in-season team practices.
• Weekends: Follow the competition schedule for the day or by appointment.
• Actual hours of operation are more extensive:
  • Fall: Open at 0600 for FH practice; 0700 for women’s soccer practice.
  • Winter: 0700 for women’s basketball practice.
     

Winter Break/Spring Break/Holidays:

• Will operate on an abbreviated schedule, typically 1000-1500.
• Typically closed during major holidays as team schedules allow.
• Hours of operation and closings will be distributed via TeamWorks.
   

Appointments are preferred, walk-in athletes are seen on a first come first served basis, practice preparation and in-season athletes will be given priority during open hours.

Important Documents

Student-Athlete Responsibilities
Insurance Procedures
2nd Opinion-Outside Provider
NCAA Concussion Fact Sheet
Concussion Safety Protocol
Cold Weather Management
Heat Management Strategies
Lightning Policy
AQI Guidelines

Institutional Drug Awareness, Testing And Education Program

All-Site EAP

STRENGTH & CONDITIONING
Rules and Expectations 

• Be punctual. If a training session is scheduled for a specific time, be there on time and ready to go.  
• American University issued clothing must be worn at all time in the Varsity Weight Room. 
• Movements utilized in training sometimes require barbells to move quickly and with purpose to positions overhead, creating dangerous situations if an athlete is not focused and attentive during both the instructional and execution phase of the lift.  It is expected that all athletes understand the importance of following directions and the technical aspects of these lifts.    
   

Important Phone Numbers
Alex Lee, Head Assistant AD, Strength & Conditioning Coach | 202-885-3056 
Glen Kalbaugh, Asst. Strength & Conditioning Coach | 202-885-3091 

FUELING STATION

• All current student-athletes will have access to the fueling station in the fall and spring semesters when classes are in sessions.  Supplemental food products are provided to our athletes to maximize their training and practice potential while minimizing the amount of time they spend without consuming healthy food.  
• Products are currently stored in each team’s locker room.  Each team has a fueling station representative that places the monthly order for the team.  Each student-athlete will have access to five or six products each week (depending on if they are in-season or off-season).
• All questions regarding the fueling station can be directed to the Strength & Conditioning staff. 

TRAVEL PROCEDURES 

While it is the goal of the athletic training staff to provide an athletic trainer to accompany all student-athletes for away events, this is not always possible.  The following teams will travel to away contests without the services of a Staff Athletic Trainer: 

In-Season: 
M/W Swimming & Diving, M/W Cross Country, 
M/W Indoor/Outdoor Track & Field  

Off-Season (Non-traditional): 
M/W Soccer, Women’s Lacrosse, Volleyball, Field Hockey and M/W Swimming/Diving 

In the event that your team is on the road without an accompanying athletic trainer, the Staff Athletic Trainer assigned to your team will perform the following before your team departs: 

1.  Provide the head coach with a list of the insurance, current medications, known allergies and emergency contact information for each member of the travel squad. 
2.  Provide to the head coach a medical kit with the necessary supplies.  When you return please return the kit to the Athletic Training Room where it will be restocked and kept until your next away event. 
3.  Provide the head coach with list of important contact numbers and procedures on how to access the medical services of the host institution.  In some cases this will be in the form of a letter sent by the host institution. 
4.  Discuss with the head coach all current injuries, treatment requirements and any special requests that need to be made of the host institution. 
5.  Provide the head coach with a treatment request letter listing the student-athlete, their injury(s) and the appropriate treatment.  This letter should then be given to the host Athletic Trainer when services are requested. 
6.  Call ahead and notify the host athletic training staff that the team will be traveling unaccompanied and detail all injuries and treatments that may require attention. 
7.  Provide the head coach with information and phone numbers for contacting the appropriate Staff Athletic Trainer if a need should arise. 

A list of Athletic Training Staff team responsibilities for the year will be provided to all Head Coaches and Administrators before the beginning of fall practices. If you have any questions about coverage or services that can be provided please contact the Head Athletic Trainer. 

Operations & Procedures

Athletic Equipment Operations and Services are responsible for overseeing the procurement, inventory, distribution, and return of equipment/apparel as well as the laundry operations for the athletic department and some adjunct groups.?The equipment staff strives to improve the student-athlete experience by providing support services to coaches, staff, AU administration and the student-athletes themselves with the goal of helping students to enjoy their time at American University. If you are unsure about equipment or apparel issues speak with the equipment staff for clarity on the subject.  

American University Varsity Athletics is contracted through Under Armour team sports.  

This sponsorship comes with strict guidelines that must be followed by coaches, athletes and staff at all times. As outlined in the contract, this is an agreement with AU Athletics and the Under Armour Brand distributed through BSN Sports. As a representative of the Varsity Athletics Programs, you will be expected to adhere to the guidelines of the contract as follows: 

“AU Athletics shall be held responsible to advise each team (including coaches, athletic staff and players) to use or wear Under Armour products if purchased by the school whenever the school’s athletic teams or coaches are…”: 

•Traveling to or playing games 
•Being filmed by motion picture or video tape 
•Posing for photographs 
•Conducting or participating in AU athletic camps, clinics and team practices/workouts 
•Recruiting 
•Engaged in athletic activities where such attire is appropriate. AU athletics further agrees that it will prohibit players, coaches or staff from altering the Under Armour logo in any way.” 

Apparel and Equipment 

The apparel and equipment needed to participate and practice varies from sport to sport. Each head coach must determine which sport-specific items to issue to the student-athletes on his or her respective teams. The head coach also must determine which items are reusable the subsequent season and as such need to be returned by the student-athletes after the season. The head coach will provide the Equipment Manager with a list of sport-specific apparel the equipment room is to issue each team member. All issued apparel and equipment is the property of American University Athletic Department.  

Issue and Return of Apparel 

All equipment and apparel that is issued to a student-athlete will be accounted for by the Equipment Manager. In the event an item is misplaced, lost or stolen, the equipment manager will consult the head coach (or the designate from the coaching staff) to determine the replacement process. Following the completion of the season, each team must return all apparel that the head coach determines to be reusable, as well as all equipment, at a specific time and date designated by the head coach in consultation with the Equipment Manager. Each head coach may determine how his or her team is to return these items (i.e. directly to the equipment room, to the coach at a team meeting, etc.). At the discretion of the head coach, sport-specific apparel may be used for team practice sessions throughout the academic year, including out of season practice and non-championship seasons.  If any of your equipment rips, tears, or becomes unusable please DO NOT THROW IT AWAY. Please return it to the equipment staff so it can be exchanged and also so it can be recorded into proper inventory systems and documented accordingly. Each student-athlete is responsible for returning the equipment that was specifically issued to them. Do not leave apparel or equipment unsecured at the equipment room door or at the front desk. ALL EQUIPMENT MUST BE RETURNED DIRECTLY TO EQUIPMENT STAFF.  

Removal from a Team (Voluntary or Involuntary) 

Student-athletes who voluntarily leave or are dismissed from a team, or render himself or herself ineligible to remain a member of a team, are required to turn in all items of apparel and equipment immediately upon removal from the team roster (this excludes any items the student-athlete may have purchased personally). Together, the equipment manager and head coach will monitor the situation and apprise the designated athletic department administrator on any further action needed until the outstanding items are returned (i.e., financial hold placed on student account). 

Retention of Apparel and Equipment at the End of Collegiate Participation 

The head coach of each team has the discretion to allow those student-athletes who reach the end of their collegiate participation through exhaustion of eligibility to retain sport-specific apparel. Student-athletes may purchase used equipment on the same cost basis as anyone else interested in purchasing used equipment. 

Bill for Equipment and Apparel 

Student-athletes who are required to return these items but fail to do so will be billed for their replacement. Due to the discounts received on orders placed in large quantity and by a certain date, the price for replacing individual items increases in this type of case. Therefore, the replacement rate that will be billed is full retail price plus embellishment costs. If equipment or apparel is not returned, a hold will be placed on the student-athlete’s account until the items are returned or paid for in full.   

The Equipment Manager will determine replacement cost based on current market pricing and the time frame for which the item(s) are needed. 

Athletic Laundry Procedures 

Laundry service is a privilege, and treated as such. It is critical in helping maintain cleanliness and in preventing certain types of disease and other medical conditions. Student-athletes must have items used for practice and competition laundered after each use before using them again.  

Laundry service for teams will be provided during the academic year and will be extended into the summer months (summer laundry policies). Laundering of gear will be provided for items used for practice and competition only, via the use of individually assigned laundry loops. No personal laundry will be permitted on loops. Laundry loops must be placed in the designated blue laundry bins. Only laundry placed in designated blue laundry bins will be laundered; loops left on locker room floor, “near” designated area or loose items not on a laundry loop will not be laundered. Each team is responsible for making sure their designated bin is brought down and picked up from the equipment room. Please make sure bins are placed in designated areas marked (CLEAN) and (DIRTY). Laundry loops are considered equipment and are governed by the same policies. In order to receive a new loop, the old loop must be presented for inspection. If a loop breaks, DO NOT THROW IT AWAY. Requests for a new loop, particularly those without an old loop for exchange, will be handled on a case-by-case basis. Please note that laundry bags are no longer an acceptable means of having clothes laundered for student-athletes. 

Competition items will be issued or packed, and subsequently returned by the student-athlete, in a manner and time frame agreed upon by the head coach and equipment manager. Gameday uniform items are to be placed in the red laundry bins immediately following the game/meet/match or upon return to Bender Arena.  

Towels 

Each student-athlete will be provided two department issued towels with his/her name or jersey number upon request. Equipment room will have documentation of towels that are issued to each student-athlete. These are the only towels to be placed in the designated blue laundry bins. Personal towels can be used but they will not be laundered by the equipment room and should not be placed in laundry bins. Personal towels found in laundry bin are subject to confiscation at the equipment department’s discretion. New towels are not provided each academic year. Replacements will be issued for towels that are lost or stolen as a one-time courtesy. No additional towels will be issued after that. It is strongly suggested by the equipment room that towels do not leave the facility.   

The Athletic Training and Sports Medicine Staff has towels for its own use. These towels are to only be used for athletic training/sports medicine purposes, and they are laundered and cared for separately. DO NOT use athletic training towels outside of their intended purpose, including for showers. 

Important Phone Numbers

Kevin McKeown, Director of Equipment Operations | 202-885-3061 
Hunter Walker, Asst. Equip Manager | 202-885-3060 

ATHLETICS COMMUNICATIONS POLICIES & PROCEDURES
Mission and Goals Statement

The mission of American University’s Office of Athletics Communications is to develop and distribute positive messaging through various channels to publicize, promote, inform and increase visibility about AU’s intercollegiate programs locally, regionally, nationally and internationally. 

The office will efficiently utilize distribution channels to include the athletics website (AUEagles.com), the Patriot League Network, interactions with legacy media and positive use of social media in order to maximize our effectiveness within our financial and personnel resources. 

Our goal will be to identify messages and stories inside the department and to “be our own media” in terms of producing and distributing those stories. We will strive to provide exceptional customer service to internal and external constituents, including student-athletes, coaches, alumni, fans and media. We will work with general campus communications staff and with internal and external operations units to create opportunities for visibility and revenue generation. Our office will recruit, train and mentor undergraduate students interested in sports communications, providing them hands-on opportunities for experiential learning in positions for Patriot League Network and video productions. 

Athletics Website

American University’s website can be found at AUEagles.com. From schedules, recaps, rosters and notes about all of American’s 16 intercollegiate sports to links to purchase merchandise and tickets and make donations, the website is a one-stop place to learn about everything regarding American University Athletics. 

Anyone finding errors on the website or who has suggestions should contact Karen Angell, Assistant AD/Communications at kangell@american.edu. 

American University Athletics Communications Staff 

Karen Angell, Assistant AD for Athletics Communications/Digital Media (Administration, Volleyball, Wrestling, Swimming and Diving)  
Olivia Henley, Associate Athletic Communications Director (Women’s Basketball, Field Hockey, Lacrosse, Indoor Track and Field, Cross Country) 
Jack Morel, Associate Athletic Communications Director (Men’s Basketball, Men’s Soccer, Women’s Soccer, Outdoor Track and Field) 
Cyprian Bowlding, Digital Media Coordinator (Video Production, Patriot League on ESPN+) 

AMERICAN UNIVERSITY ATHLETICS—SOCIAL MEDIA POLICY 

American University Athletics expects its student-athletes to conduct themselves in a manner that reflects the values of the University.  

AU’s video and social media policy is intended to offer direction and education to our student-athletes, coaches and staff, so we can use these tools to their most positive benefit. Be positive at all times and avoid any inappropriate or offensive behavior that can reflect on you personally, your team or the university. 

Once you’ve decided to wear an American University athletics jersey and be part of our team, your actions reflect on you and your team despite any privacy settings or notion that your posts do not have a larger impact. So, please avoid any inappropriate or offensive behavior in an online setting, including but not limited to the following: 

• Photos, videos, comments or posts showing the personal use of alcohol, drugs and tobacco e.g., no holding cups, cans, shot glasses, etc. 
• Photos, videos, and comments that are of a sexual nature. This includes links to websites of a pornographic nature and other inappropriate material. 
• Pictures, videos, comments or posts that condone drug-related activity. This includes, but is not limited to, images that portray the personal use of marijuana and drug paraphernalia. 
• Content online that is unsportsmanlike, derogatory, demeaning or threatening toward any other individual or entity (examples: derogatory comments regarding another institution; taunting comments aimed at a student-athlete, coach or team at another institution and derogatory comments against race and/or gender).  
• No posts should depict or encourage unacceptable, violent or illegal activities (examples: hazing, sexual harassment/assault, gambling, discrimination, fighting, vandalism, academic dishonesty, underage drinking, illegal drug use). 
• Content online that would constitute a violation of NCAA rules (examples: commenting publicly about a prospective student-athlete, providing information related to sports wagering activities, soliciting impermissible extra benefits). 
• Information that is sensitive or personal in nature or is proprietary to the AU Athletic Department or the university, which is not public information (examples: tentative or future team schedules, new uniform designs, student-athlete injuries and eligibility status, travel plans/itineraries or information). 

If ever in doubt of the appropriateness of your online public material, consider whether it upholds and positively reflects your own values and ethics as well as those of the AU Athletics Department and the university.  

For your own safety, please keep the following recommendations in mind as you participate in social media websites: 

• Set your security settings so that only your friends can view your profile -- including photos, information, links, shares and posts. 
• You should not post your email, home address, local address, telephone number(s), or other personal information as it could lead to unwanted attention, stalking, identity theft, etc. 
• Be aware of who you add as a friend to your site – many people are looking to take advantage of student-athletes or to seek connection with student-athletes. 
• Consider how the above behaviors can be reflected in all social media applications. 
   

Interview Policy

1. Our office requires the media to direct all interview requests through the media relations office. You should never agree to any interview unless the arrangements are coordinated through the AU athletic communications office.? This means you should never give your phone number out to the media. 

2. Your team’s media relations representative will contact you and work around your athletic, academic and social schedules. You’ll be asked to come to the athletics communications office, or meet prior to or following a practice at an appropriate location, and an agreed-upon time to be interviewed in person or to conduct a phone interview.? In addition, following the conclusion of games, coaches and athletes are expected to make themselves available for interviews within a reasonable period of time (generally after a 10-minute “cooling off” period). These postgame interviews occur in various forms:? a press conference in front of a group of media, a one-on-one interview with a reporter, or a live interview on radio, TV or in a live stream via social media. 

Interview Suggestions

WHO YOU REPRESENT – At all times you are a representative of American University, the Athletics Department, your team and your family. Make sure you remember this each time you are interviewed. 

NO “OFF-THE-RECORD” – Everything you say is quotable. If you don’t want your words to show up in tomorrow’s paper, don’t say them. You are always “on” with a reporter. Be careful with comments made in social conversations around members of campus media or posted through social media -- you may be quoted. 

THINK BEFORE YOU ANSWER – Reporters often appear to be in a hurry. Don’t feel rushed or pressured into giving quick answers. Speak clearly with a proper rhythm. Avoid clichés if at all possible. 

DON’T TRASH THE OPPOSITION OR OFFICIALS – Or anybody else for that matter. You don’t want to provide any “bulletin-board material.” That could come back to haunt you at a later date. 

AVOID “NO COMMENT” – It suggests that you may have something to hide. If you don’t feel comfortable answering a question, tell the reporter so and suggest they ask the coach or a member of the Athletics Communications staff. 

LISTEN TO THE QUESTION CAREFULLY – Make sure you understand the question before you answer. If you don’t understand, ask for clarification or have the interviewer repeat the entire question. 

THINK BEFORE YOU ANSWER - Speak clearly, provide short and simple answers and avoid clichés. When answers drag on, the likelihood increases of being misquoted, words or phrases taken out of context or saying something that was not intended for the media.? Adhere to the 25-second rule in media interviews.? Effective interviewees answer in 60 words or less. 

IF YOU DON’T KNOW, SAY SO – Talk about what you know, don’t speculate on what you don’t know. If you don’t know the answer to a question, tell the reporter you will look into it and make the Office of Communications aware of this.? This is better than giving incorrect, misleading or damaging information.  

PERSONAL APPEARANCE COUNTS – Maintain good eye contact with the reporter and not the camera (when applicable). Keep your voice strong and animated. If it is a pre-arranged interview, please show up in proper attire, usually a team-issued polo or warmup. 

SAY “THANKS” – Your final actions in the interview may leave the strongest impression with the reporter. Make every encounter a memorable one – chances are you’ll get more favorable stories in the future. Also try to learn reporters by name – it makes a big impression. 

MAKE AN IMPRESSION – It’s easy to be a great interview when we win. Most often, a positive and lasting impression can be made when we are cooperative, thoughtful and honest after a tough loss. Make the effort to be a good interview even in difficult situations. The impression will last and could create a more positive story next time. Negative comments make headlines. When the game ends, speak to the progress being made and the tasks facing your team in the coming days. Find a way to be optimistic. 

Parting Tips: 

* The media aren’t our adversaries. We need them to help promote you, your sport, your team and the American athletics brand.  
* Organize your thoughts before a scheduled interview.? Ask your communications contact to suggest some practice questions. 
* Don’t say something if you don’t want to see it in print, on the Internet or hear it on radio or TV. If you see a microphone, assume it’s on.  
* Before the interview, relax and take a deep breath if you are nervous or angry. Try to clear out all negative thoughts before the interview. Remember to remain positive and optimistic, looking toward the future. 

If you have any questions or concerns, contact your media relations representative. We are here to help you! 

STUDENT-ATHLETE WELL-BEING 
Commitment to Student-Athlete Well-Being  

The American University Department of Athletics is committed to providing the best overall experience possible for its student-athletes. The department and the University will work to provide the best educational, athletic, social and personal environment to ensure that all student-athletes are able to reach their potential both athletically and academically. Additionally, the department and the University will work to ensure the dignity of all student-athletes is upheld regardless of national origin, sport, scholarship status and recruitment status. If at any point a student-athlete has concern about their experience, they are encouraged to follow the Student-Athlete Grievance Procedure.  

The administrators and staff members of the Department of Athletics do not have this responsibility alone. All student-athletes must strive to become the best possible athletes and citizens they can be. To help American University student-athletes achieve these goals, the Department of Athletics in conjunction with the Student-Athlete Advisory Committee (SAAC) has established the following Statement of Expectations, and explanation of Rights and Responsibilities of American University Student-Athletes.  

Expectations of American University Student-Athletes  

I will know and understand the ideas expressed in the American University Student-Athlete Handbook. 
I will take seriously the values of respect, honesty and responsibility when relating to my peers, coaches, officials, professors, administrators and campus community members. 
I will behave in an exemplary manner, which includes honesty in academic endeavors, courtesy to professors, faculty, staff and fellow students, and the traits of good citizenship. 
I will endeavor to bring credit upon myself, my family, my team and American University. 
I will be sensitive to and respect the diversity of my peers, coaches, faculty and other members of the campus community. 
I will strive for the highest levels of academic achievement of which I am capable. 
I will meet my financial obligations in a timely manner. 
I will neither use nor support the use of illegal drugs; I will neither abuse nor support the abuse of alcohol.  

American University Student-Athlete Exit Interview  

At the end of your senior year, you will be provided the opportunity to meet directly with the department administrator who oversees your sport program. Student-athletes are encouraged to take advantage of this opportunity to provide feedback on their overall student-athlete experience at American University. 

Center for Well-Being Programs and Psychological Services Guide