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2023 Compliance Requirements for Club Rugby: Get Ready for the Season

We hope you enjoyed your summer break! As we gear up for the fall season, we’re sending out our annual club reminders and guide to ensure everyone is prepared. Below, you’ll find a comprehensive list of everything you’ll need. If you prefer a checklist format, you can visit our TRU Club Checklist.

  1. USA Rugby Club Registration & Payment: To maintain eligibility for matches and referee assignments, clubs must fulfill the annual requirement of registering with USA Rugby and submitting dues by September 1. Please note that completing registration and payment necessitates having an RX account with ‘Club’ permissions.
    1. If you require access to an RX account with ‘Club’ permissions to complete your registration and payment, please get in touch with us at admin@texasrugbyunion.com.
    2. We want to emphasize that the TRU has already initiated the process of verifying club compliance, and you can monitor the status of your club here.
      1. Clubs are deemed compliant when they meet the following criteria:
        1. They have completed registration with both USA Rugby and the TRU.
        2. They have a Level 1 Coach on their roster who is in compliance.
        3. They have a minimum of 15 players.
        4. There are no pending disciplinary actions or outstanding fines against the club.
  2. Player Registration: Encourage your club members to register as players. New players should register as soon as possible, and we offer a grace period to allow them to “try out” the sport.
  3. Certified Coach on Club Roster: To meet this requirement, it’s essential to have at least one coach on your roster who is USA Rugby Level 1 Certified. To attain this certification, coaches must follow these steps:
    1. Ensure they have an RX account.
    2. Make sure their coaching certification is viewable in RX.
    3. Complete the required learning modules, which can be accessed through the individual’s RX My Account:
      1. Complete SafeSport Certification
      2. Complete Rugby’s Safety Basics
      3. Complete Bi-Yearly Background Check (can take up to two weeks)
  4. Executive Administrator on Roster: We recommend having at least one executive administrator on your roster.
  5. CMS Administrator: Determine who your CMS Administrator will be and request ‘Team’ permissions for managing MatchDay app and RX Squads
  6. Verify Team Contacts on WTR: Please keep this updated as clubs and referees use this information on a daily basis. 
  7. Match Change Requests: Utilize this form to request match adds, updates or changes. Please note that changes or additions made within 14 days will incur a $50 fee.
  8. Confirm Referee Team: Confirm all details with assigned referees by Wednesday of match week.
  9. Eligibility Book: Update this information a minimum of two times annually, and please keep in mind that this updating will become mandatory if your team progresses to the postseason.
  10. Pitch Technical Zones: These are required for all matches.
  11. Touch Judge Requirement: Every club is required to have a minimum of two active touch judges, and they have the option to complete an online course for this role.

Other Reminders:

  • Familiarize yourself with our Operating Procedures and Disciplinary Procedures.
    • You can use the Manual Disciplinary Report form if you need to submit a disciplinary report for unreported foul play or issues with spectators, coaches, etc.
  • Send three to four representatives from your team to the annual Summit Conference each summer.
  • Be sure to attend our annual Annual General Meeting (AGM); information is posted on our website in the Spring with the meeting normally held in the Summer.
  • Note the USA Rugby Transfer Deadlines (April 1 for XVs and July 1 for 7s).
  • Use the Tournament Submission form to submit your tournament to the TRU calendar and to request referees.
  • Consider USA Rugby Event Sanctioning for tournaments or other club events.
  • If you need grants for players, coaches, or administrators, use the Grant Request form.
  • Learn more about our Brand.
  • Subscribe to the Feedburner to receive all TRU News via email.
  • Engage with us on social media: Like and tag us on TRU Facebook, Follow and tag us on TRU Twitter, TRU Instagram, and subscribe to our TRU Youtube channel.

Match Day Procedures:

Please ensure your team is aware of and follows all match day procedures, which have been in place for many years. Non-compliance may result in competition or disciplinary sanctions. You can find the policies here.

If you have any questions, feel free to email us at admin@texasrugbyunion.com, and we’ll be happy to assist you!