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Eligibility Book Requirements & Check Procedures

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Updated June 2024

Effective immediately, all clubs competing under the Red River Rugby Conference (RRRC) and Texas Rugby Union (TRU) are required to maintain an up-to-date eligibility book containing player identification and eligibility documentation. This book is essential for verifying compliance with USA Rugby’s current Eligibility Regulations.

Key Updates

  • Book Checks: Clubs are strongly encouraged to perform an eligibility book check before each match. Skipping a check waives your right to challenge a match on eligibility or citizenship grounds.
  • Spot Checks: RRRC Committee members may conduct spot checks at any point during the season. Be prepared for eligibility checks requested by opponents or during playoff verification.
  • Playoffs: Full eligibility documentation is mandatory for all postseason matches, including RRRC Quarterfinals and Championships. Non-compliance results in a forfeit—no protests will be allowed.
  • Playing Under Protest: If your team believes a player is ineligible, notify the referee before kickoff. Matches will be played “under protest” unless there’s a player safety concern.

Book Format and Contents

Eligibility books may be either digital or hard copy, though digital (on a tablet or laptop) is preferred for ease of access.

Due to identity theft concerns, redact sensitive information (e.g., Social Security numbers) from any digital copies stored online or shared with others.

Documentation Guide

Each eligibility book must include documentation that verifies a player’s identity, citizenship, and/or residency status (depending on the type of competition). Teams should maintain both a digital and printed copy, and all rostered players, coaches, and administrators should be prepared to show valid ID at any time.

Here’s what’s required and how the combinations work:

All Players Must Provide (at Minimum):

  • A government-issued photo ID (like a driver’s license or passport)
    OR
  • A school-issued photo ID (for students)

If You Need to Prove U.S. Citizenship (typically for Sevens)

Provide one of the following combinations:

  • Government-issued photo ID + U.S. birth certificate
  • U.S. passport (original or copy of the photo page)
  • Naturalization Certificate + photo ID
  • Native American Tribal ID card
  • School-issued photo ID + U.S. birth certificate

If You Need to Prove U.S. Residency (typically for 15s Nationals)

Provide one of the following combinations:

  • Government-issued photo ID + U.S. birth certificate
  • School-issued photo ID + U.S. birth certificate
  • U.S. passport or passport card
  • Naturalization Certificate + photo ID
  • Permanent Resident Card (Green Card) or Conditional Green Card
  • Native American Tribal ID card

Not Accepted as Proof:

  • Social Security Cards
  • Real ID Cards
  • EAD (Employment Authorization Document) Cards
  • Any documentation “in process” or not finalized

Other Required Match Documentation

In addition to ID and eligibility records, your eligibility book should include:

  • Proof of USA Rugby registration – Screenshot or printout showing current valid registration
  • Official waivers – If applicable, must be signed by the Senior Club Eligibility Committee Chair and delivered via email
  • Match day roster (23 players) – Printed and signed from RX/CMS, to be presented to the referee before kickoff
  • Post-match CMS rosters – To confirm participation and eligibility
  • Front Row Waivers – No longer required as of June 2024 (now included in RX)

Book Check Procedures

Eligibility book checks should be completed at least one hour before kickoff to avoid interfering with warm-ups.

Two types of checks may be conducted:

  • Records Only: Review of documentation without players present
  • In-Person: Full review of documents and player IDs (recommended for playoff matches)

Playing Under Protest Procedures

If a match is played under protest, notify the TRU or RRRC Administrator as soon as possible after the match and include the following:

  • Basis for the protest
  • Final score
  • Type of book check (Records Only or In-Person)

A successful protest may result in forfeiture and/or additional sanctions from the RRRC or TRU.

Random Checks

RRRC reserves the right to perform random eligibility book checks at any point during the season.

Postseason Play

Teams that qualify for postseason play will be notified by USA Rugby at least 12 days before a championship event.

Once notified, teams will have 72 hours to submit full eligibility documentation for each match, with one complete file per game.

For any questions or clarification, contact the TRU / RRRC Administrator or your RRRC divisional representative.

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