TEXAS RUGBY UNION MEN’S COLLEGIATE RUGBY
MEN’S COLLEGIATE DIVISION ADMINISTRATION
Review TRU Contact sheet.
Tony Wagner, Frank Rizzo, Nick Flynn, Nick Wilson, Scott Courtney
COLLEGIATE DIVISION ORGANIZATION
The collegiate division of TRU is divided into three separate divisions, Division One, Two and Three.
Currently, USA Rugby hosts a National Championship for Division One and Division Two collegiate competitions. The Collegiate Division One Competition is run under the auspices of the West RFU and all Division One Clubs should check the West RFU website [www.wrfu.org] on a regular basis in regards to the regulations that apply to their competition.
Division III is a state competition under the TRU that does not currently lead up to any territorial or national championship, clubs that compete in this are expected to use it as a spring board into Division II.
COLLEGIATE PREMIER LEAGUE
Sam Houston State University (SHSU)
Texas State University (TxSt)
Texas Tech (Tech)
University of Texas at Austin (UT)
Angelo State University (ASU)
Stephen F. Austin (SFA)
Texas Christian University (TCU)
University of Dallas (UD)
University of North Texas (UNT)
Mid-Western State University (MSU)
Southern Methodist University (SMU)
Sul Ross University
St. Edward’s University
St. Mary’s University
Texas State University III (TxSt III)
University of Houston (UH)
University of Texas at Austin III (UT III)
University of Texas, San Antonio (UTSA)
University of North Texas III (UNT III)
CLUB CONTACT INFORMATION
The contact information for the Texas Colleges can be found under the club contacts section of the TRU Website.
TRU COLLEGIATE OPERATING PROCEDURES: Amended June 2003, updated July 2010
In addition to these Operating Procedures, all collegiate clubs have to abide by the rules of the TRU, WRFU and USA Rugby.
Article I - Name of Organization
The name of this organization is the Texas Rugby Union Collegiate Division
Article II - Purpose
The purpose of this organization is to further develop collegiate rugby in the Texas Rugby Union and USARFU.
Article III - Director of Collegiate Rugby Appointment
A Collegiate Director for each division shall be elected at the collegiate scheduling meeting by clubs in good standing with the Texas Rugby Union. A head collegiate coordinator will also be elected at the meeting; the head collegiate coordinator may be one of the divisional directors. In the event that a Collegiate Director or head collegiate coordinator resigns during the season, another Director or head collegiate coordinator will be appointed by the Texas Rugby Union President within two weeks of the formal resignation. Any TRU issues concerning the collegiate division can be forwarded to a director or coordinator and presented to members for a vote, consideration or discussion. A director or coordinator has the authority to present a proxy vote for the collegiate division at the TRU AGM, provided the proxy votes meet the standards outlined in this document or the TRU bylaws.
Article IV - Standards for Proxy Votes
A proxy vote can be made for a team that is not present, but must be accompanied by an e-mail or fax that clearly indicates the vote. In no case may a proxy vote be accepted verbally in the absence of anything in writing.
Article V - Changing Operating Procedures
Any change to the Operating Procedures requires a 2/3rds majority vote by all members in good standing with the Texas Rugby Union that are attending the scheduling meeting.
Article VI - Promotion/Relegation of teams
The West RFU has instructed the TRU that a promotion and relegation will be implemented from 2004 onwards. The team that finishes top of Division II has the option to challenge the team that finishes bottom of the Division One league. The game will be played at the home pitch of the Division I team and the winner of the game will play in Division One the following season and the losing team will play in Division Two, or the Collegiate Divisions will adopt the current format of Promotion/Relegation that the TRU has adopted and posted on the TRU web site.
Article VII - Team Contact Information
All teams must maintain updated e-mail and phone contacts. Any changes must be reported to the head collegiate coordinator, Webmaster and Executive Director of TRU. Current contact information for all teams must be updated one month prior to the scheduling meeting. The head collegiate coordinator will bring this information to the scheduling meeting.
Article VIII - Notification of the Collegiate Scheduling meeting
Teams must receive one month’s notice of the location and time of the collegiate scheduling meeting. All teams are required to attend the scheduling meeting. A team may send a proxy to the scheduling meeting if absolutely necessary. Notification of who the proxy is must be forwarded to, and confirmed by, the head collegiate coordinator 3 days prior to the scheduling meeting. The scheduling meeting will be held prior to July 1st to assure that teams can finalize schedules and issues and adhere to LAU, TU and USA Rugby scheduling requirements.
Article IX - Teams failing to attend the Collegiate Scheduling Meeting
Any team failing to make the scheduling meeting will be scheduled at the meeting by the teams in their division. Away and home situations for the previous year will be used as a basis for determining home games for the team not making the meeting. This schedule will be voted on by members in the division and is final once accepted by a majority of the teams in that division.
Article X - New Team Requirements
Any team requesting to compete in the collegiate division must indicate their desire to do so to the head collegiate coordinator one month prior to the collegiate meeting. A majority vote is required to allow a team to enter the lowest division. In order to be eligible to enter any collegiate division, the team must comply with all relevant USA Rugby eligibility requirements. Additionally, a representative from the team must be present at the scheduling meeting and verbally indicate that their team desires to enter the collegiate division, is capable of fielding a qualified team and that they will accept the responsibility of a schedule. The team will enter the collegiate division in the lowest division. A new collegiate team must produce 22 CIPP’d players by a date in September that is agreed upon at the collegiate scheduling meeting. In the event that a date is not decided upon at the scheduling meeting, the default date shall be the third Friday in September. In addition a new collegiate team must submit a formal application to the TRU President who will review the application with Executive Committee and then consult with the Collegiate Director on the acceptance of the new applicant.
Article XI - Affiliated Coach and Medical Personnel
Every team must have a Level I certified coach that runs practices for the team. Additionally, every team should make a reasonable effort to have a certified medical technician present at every home game.
Article XII - Notification of Game Cancellation and Resulting Fines
It is the responsibility of the home team to notify the referee society and Collegiate Director of any game forfeit or cancellation by 9:00 AM Wednesday on the week prior to the game being scheduled. If no notification is given, the team will be fined 50 dollars. Similarly, any visiting team not providing the same notice of a forfeit to the home team and Collegiate Director will be fined 50 dollars. In the event that a failure to notify resulted in a referee being sent to the game, the fine will be given to the referee society to offset the cost of sending a referee to the game. The Divisional Director, in the event of inclement weather or other unforeseen circumstances, will decide upon the assessment of fines, and this decision is final.
Article XIII - Player Eligibility
Any team playing an ineligible player by their division guidelines will receive an automatic forfeit for the cup match involved. If the number of games forfeited during one year due to an ineligible player(s) exceeds two, the team must pay a $100 fine for each game in excess. Teams playing in Division I and Division II must field a team with players that are eligible by current USA Rugby guidelines. Division I, II and III teams must also have a USA Rugby Eligibility Form available for review prior to each cup match. Players that are not listed on this form the day of a match are not eligible to compete in that match. It is the responsibility of each designated team captain to make sure that all players and reserves are CIPP registered and eligible prior to the start of each cup match game. Any issues concerning player eligibility will be reported directly to the referee prior to the start of the game and the division secretary following the game. The referee, however, will make no decision regarding eligibility issues, instead simply noting the specific details of the challenge in his match report. In no case shall a game be cancelled on the basis of eligibility questions. Any questions concerning eligibility will be addressed by the division director following the game.
New Collegiate Eligibility for Division III Clubs. Amended June 2009
1. This division will be exempt from the 5 year eligibility rule.
2. Clubs still have to register their clubs with USA Rugby and be CIPP compliant.
3. Clubs must complete a USA Rugby Eligibility Form, complete with Full and Part-time students.
a. Clubs can now field their sides with part-time students, but those students must carry a minimum of six (6) credit hours at a college or university that does not currently compete in the TRU. At least half of a club’s starting 15 manroster must be a full-time student. The remaining half of the roster may include part-time students, but those studentsmust carry a minimum of 6 credit hours to be eligible.
- If a club issues a challenge to move up a division the following season then that club must have fielded a side of Division I and Division II collegiate eligible players in the majority of their cup matches as well as the playoff matches leading up to the Division III championship. Furthermore, the club must demonstrate that it has a sufficient number ofreturning players that will be eligible to compete in Division II for the following season.
Article XIV - Payment of Fines
Teams will be notified of fines two weeks after any incursion resulting in fines. An invoice will be forwarded to the team to provide documentation of the fine. One month prior to the scheduling meeting, all teams will be notified of any outstanding fines. Teams must pay these outstanding fines to the Texas Rugby Union prior to being allowed to schedule any division games. Payment must be remitted by the beginning of the scheduling meeting.
Article XV - Reporting Game Results
All game results must be emailed to the Divisional Director and webmaster. The home team has the responsibility of reporting the game score and must include a copy of the reported score to the visiting team for approval.
Article XVI - Excess Forfeitures
If a team forfeits more than 35% of their cup match games for a year, all of their cup match games are considered null and void and will not have an effect on standings for other teams in their division.
Article XVII - Reporting Player Ejections
Both teams equally share the responsibility of reporting a player ejection in any game either in the State of Texas or outside the State of Texas to the divisional Director. This information should also be forwarded to the head collegiate coordinator, LRO, the TRU Disciplinary Director and the TRU President.
Article XVIII - Handling a Lack of a Referee at a Match
The home team must produce proof that the referee was requested 10 days prior to the match. They must also produce proof of a referee’s confirmation and subsequent cancellation. Emails and Faxes are acceptable forms of proof. Any person that is a Level One certified referee would be allowed to referee. Lacking a Level One referee, a Level One Certified Coach would be allowed to referee the match if agreed to by both clubs.
Article XIX - Eligibility Challenges
Every club has the right to challenge the eligibility of a player on a team. They must produce a challenge within one week after the game has been player or sooner.
Article XX - Fall Player Registration
In addition to registering teams and current players prior to the set TRU deadline during the spring, each team must CIPP and pay TRU/West dues for each current player by the required deadlines.
Article XXI - Handling Ties in standings
Ties in standings will be decided based upon the following:
1). Head to head results
2). The competitions point system adopted by the Texas Rugby Union
Article XXII - Appeal Procedures
Appeals concerning decisions by the Director must be made in the following order:
TRU Competitions Director
No correspondence should be made with the next higher body until the body reviewing the appeal has reached a decision.
Article XXIII - Competitions Committee
The competitions committee is composed of the Collegiate Director and 4 other members, which are appointed (and sanctioned by the TRU Governing Body). Are members in good standing with the TRU at the prior scheduling meeting. The committee may have a maximum of 2 representatives from each division with one alternate being elected. The competitions committee will have jurisdiction over promotion/relegation issues, appeals regarding Collegiate Secretary decisions and making recommendations concerning team alignments in each division.
CIPP and dues responsibilities
Deadline for all players is prior to their first game. All instructions on CIPP registration may be found athttp://www.usarugby.org.
Coaches have to be CIPP’d as well since that provides them with CIPP liability insurance..
CIPP dues may be paid for by credit card and should be done online via the USA Rugby website.
TRU club dues and officiating dues can be paid online via the TRU website or you can send a check in using the TRU dues form to the TRU Financial Director. If you need an invoice and/or receipt, please inform the TRU Financial Director
The address for the TRU financial director may be found at the TRU website (http://www.texasrugbyunion.com/template.php?sid=19).
Match responsibilities to LRO
Check the TRU website to see who is assigned to your match. Keep in mind that the LRO web site assignments page is not a substitute for direct confirmation between the home club and referees.
If nobody is assigned then contact your Referee Assignment Officer.
The home team must contact the referee and visiting team 10 days prior to the scheduled match to confirm the match. If you are playing at a neutral site, then BOTH teams equally share the responsibility of confirming the match with the referee AND the neutral site host. The neutral site host is only responsible for making sure that the field is properly prepared.
Match Secretaries need to confirm their referee assignments with their Referee Assignment Officer and listed referee early in the week before a match unless they are contacted directly with the referee. This will be particularly important for the geographically isolated clubs.
Match secretaries should copy the referee and the Referee Assignment Officer on all emails and clearly state the date, venue and home & away team names on all emails.
If you do not receive a confirmation from the visiting team within 3 days of sending out your confirmation, directly contact them to make sure that the match is still on. Once you contact them, tell them to confirm the match, by email with the referee
Game day responsibilities
All clubs should have the USA Rugby Eligibility form completed prior to their first cup match (Collegiate Player Eligibility Form; http://www.usarugby.org/championships/forms/collegiate.html)
Both teams must present a completed and current Collegiate Eligibility form listing ALL players on the Match Roster.
The ONLY acceptable format is the Collegiate Eligibility form (sometimes referred to as the Registrars form). The form is available on both the West and USA Rugby web sites.
Download a copy of your CIPP roster from the USA Rugby website. Indicate your starters and reserves on the roster. Make sure that you indicate who your front row reserves are.
Each player on the Match Roster must present a government issued photo ID. See the USA web site for a list of acceptable photo IDs. A collegiate player may also use a current, valid student ID card as their photo ID requirement.
For collegiate matches there are no eligibility issues regarding the citizenship of the players.
Check the TRU website for current game day procedures. Below are some things that you will definitely need
Have your club notebook available for review. One of the things that your club notebook must have is a copy of your players photo ids. This should be collected at the same time that you collect the CIPP forms from new players
Match Score Report Responsibilities
The home team is responsible for sending a copy of their cup match scores to their divisional director. The opposing team should be cc’d in the email for verification purposes. For neutral matches, both teams equally share the responsibility of sending the match score to their division director. Scores for friendly matches do not need to be reported to your division director.
Scores reported by the referee will be the scores that the TRU will take as correct. Please check the TRU website under the Match Results and League Standings section. Particularly for cup matches, make it a point to check the TRU website to make sure that a score has been posted for your match.
If a cup match score is not posted for your match after one week notify the referee that did your match and ask them to post the results. If, after another week, your score is still not reported, contact David McPhail
All clubs competing in D1 are also required to submit match reports via the West website – failure to so will result in heavy fines – consult the West website for the deadlines in regards to match reports.
STARTING A COLLEGE RUGBY CLUB
These are some insights and requirements about how to start a rugby club on campus. There are several things that you need to do to get the ball rolling:
1. Determine where the non-varsity sports clubs are administratively housed on campus. This will typically be under either the Student Life Office or the Intramural Sports Department. This is where you need to get the club recognized as an organization on campus. Specifically ask what the club has to do in order to get recognized on campus.
2. Attend the annual Collegiate Scheduling meeting during the summer. This is where you will ask for your club to be recognized as a member of the Collegiate Division of the Texas Rugby Union.
3. Pay your annual (CIPP), regional (Westerns) and Local (TRU) dues. TRU Dues run on a January-January basis and these need to be paid in order for your club to be able to play rugby games.
4. Heavily publicize your club using school newspapers, posters and local television stations if you have access to them.
5. FIND A COACH. It is very debilitating it is to have a player coach instead of a regular coach whose sole job is to oversee the technical development of the club. Do not saddle the coach with administrative responsibilities if you want your club to be successful on the pitch. Also, we are requiring that each recognized club, have a certified coach(Introducing Rugby or Developing Rugby Skills certification) associated with them. You can find information about certification and the Coach Development Program (CDP) on the USA Rugby Website.
6. Typical roadblocks and good replies to those roadblocks:
a). Liability insurance. – This one is easily solved since having all of your players CIPP registered with USA Rugby (more on that later) provides Liability Insurance to coaches, players and the university.
b). Money issue – Realize that the university may say that they can not afford to pay for the costs associated with a rugby club. The typical costs for rugby clubs can reach 4,000 to 6,000 dollars a year, depending on travel and equipment needs. Basic equipment needs are outlined below for you to consider. You are going to have to come up with the money somewhere; sponsorships, or getting a men’s club to help out the first couple of years may be an alternative. Realize that you may have to have players buy their first set of jerseys.
c). Reputation of Rugby – Many clubs have dug their own graves in regard to trying to propagate the manly image of rugby. There are some things that you can do to alleviate administrator’s fears of a rugby club. My personal suggestion is that you eliminate alcohol from any activities directly associated with the rugby match on Saturday. The social aspects do help build club morale, but event incidents related to alcohol are also the primary reason that clubs will get kicked off campus. Additionally, USA Rugby will not help sponsor a club that has been removed from campus due to disciplinary action.
d). Refusal to be recognized by university – If your club is not initially recognized by your university, then you can get USA Rugby to recognize the club allowing you to play. However, keep in mind that clubs that are not recognized by their university due to disciplinary matters will lose, or not receive, recognition from USA Rugby.
7. Basic costs of a rugby club
a). Goal-post pads, these are now required equipment on rugby fields. You can go down to “Wal-mart” and get some Egg Crate cushions to use until you can afford actual pads. These do satisfy the minimal safety requirements though they don’t look too aesthetically pleasing. The egg crate cushions and tape will run you about $100 per year or season. Goal post pads will run you about $500.
b). Rugby balls. You can usually get a good deal from dealers for practice balls at a cost of 5-7 for $100. You will need a match ball for your home matches that will run you 30-40 dollars.
c). CIPP registration. This will cost you $50 dollars per player per year in addition to TRU club dues. Typically, these costs run from 800-1000 dollars per year..
d). Tournament costs These will vary according to what you travel with (vans or caravan) but usually run from 800-1000 dollars after you pay for vans (200), hotels (400) and entry fees (200-300)
e). Jerseys. These can run about $40 dollars apiece so you are looking at about $800 for jerseys depending on the amount that you buy.
f). Field equipment. Field equipment costs will vary according to the level of sophistication of your team and coaching staff. Scrum sleds, tackling dummies, ruck pads can add up pretty quickly.
8). Electronic help
Collegiate Director: Tony Wagner
TRU President: David McPhail
TRU Director of Discipline: Scott Courtney
TRU Competitions Director: Alan Sharpley
USA Rugby website: http://www.usarugby.org/
TRU Website: http://www.texasrugbyunion.com/
Applying for Membership to the Texas Rugby Union
Member Clubs of the Texas Rugby Union will only be eligible to field their playing members who are in good standing with USA Rugby, West RFU and the TRU. All players belonging to Member Clubs must be enrolled in the USA Rugby Club & Individual Participant Program (CIPP). Member Clubs have to ensure that they have paid their annual club TRU and West RFU membership dues and all TRU and West RFU dues for each individual player by the required deadlines.
Application for Membership to the TRU must be made to the TRU President and must include (at a minimum) the following:
1). A letter requesting membership (to include a brief history and/or need for a club in that area).
2). By-Laws and/or Constitution
3). A list of team officers with addresses, phone numbers, and E-mail addresses. Officers should include President, Match Secretary, Treasurer, CIPP Coordinator, and TRU Representative. Other appointments such as Coach, Referee, Medical Personnel-Trainer & a Permanent Address (a P.O. Box No. for the club) must also be included. (School & summer addresses with phone numbers are required for college & graduate school teams). First & second choices for colors of jerseys, shorts, socks and style of each (can be cut from a rugby supplier catalog).
4). Date of officer elections. Colleges & graduate schools must include their Faculty Advisor’s name, address & phone number, along with a letter from this Advisor stating their willingness to ensure that the “Duties of A Faculty Advisor” are carried out.
5). Colleges & graduate schools must include the name, address & phone number of their Athletic Director and Director of Club Sports. A letter (on school letterhead) from one of these persons regarding the school’s support for rugby (use of school facilities, fields, trainers, equipment, funding & future plans) is required.
6). A check payable to “TRU” for $100 must be enclosed with your application. This amount will be credited as your total dues payment for that year or refunded if your application is denied.
7). All players must be covered by a $100,000 medical/sports accident insurance policy (either through employers, college, parents, or individual plan). The club is responsible for obtaining proof of coverage from each player.
8). After acceptance of Membership to the Texas Rugby Union, the club will then need to become fully enrolled in USA Rugby’s Club & Individual Participant Program (CIPP). Each Club must have completed the Club CIPP Enrollment and must have a minimum of 22 players enrolled. Members will be under the jurisdiction of the TRU Disciplinary Committee and are expected to uphold the rules and regulations of the Texas Rugby Union. Disciplinary action may be taken against a Member Club if the Disciplinary Committee feels it is warranted. All Member Clubs MUST keep the Union President appraised of their current officers, their addresses and phone numbers.
The Texas Men’s Collegiate Rugby Divisions are sanctioned by the Texas Rugby Union, the Western Rugby Union, and USA Rugby. All Players in Division One and Division Two are subject to the eligibility rules established by the Eligibility Committee of USA Rugby. Eligibility rules are available online at www.usarugby.org. Details regarding post-season competition are available at www.wrfu.org.
Texas Rugby Union
The International Rugby Board Home Page
Western Rugby Football Union
Boots, Jerseys and Equipment
Red Rhino Sports – Official Supplier of the Texas Rugby Union
UPDATED: July 2010