Regulations and Procedures

HEART OF AMERICA RUGBY FOOTBALL UNION


REGULATIONS AND PROCEDURES

1) Introduction

These regulations and procedures are to be utilized for all rugby Clubs in the Heart of America Rugby Football Union (HOARFU) beginning with the 2008-2009 competitive season. Unless specifically mentioned, the regulations are the same for all clubs and league competitions. Additional competitive programs and regulations may be added by the Western Rugby Football Union (WRFU) and/or the HOARFU Board.

2) Incorporation of Additional Rules, Standards and Procedures

All existing WRFU regulations and procedures for all competitive programs, and all regulations and procedures adopted by the United States of America Rugby Football Union (USARFU) in the areas of eligibility, appeal processes, discipline regulations and procedures, and any other regulations applying to competitions are considered part of these league regulations.

3) Name and Membership

Competitions will be called “Men’s Division III Club League”, Women’s Division II Club League”, Women’s Division II College League”, “Men’s Division II College League”, “Men’s Multi-School League”, “Men’s Single School League”, and Women’s Multi-School League.” Clubs included in the membership are noted below. Additional clubs may elect to join the competition under the regulations detailed below.

Men’s Division III Club League – Arkansas Gryphons, Northland, Wichita, Kansas City Rogues, Blues, Springfield, and Kansas City Carnivores. The clubs have agreed to play home or away during the course of the league season.

Women’s Division II Club League – Kansas Jayhawks, Kansas State University, Mid-Mo Women, Jazz, and Omaha from the Great Planes. The clubs have agreed to play a home or away schedule during the course of the league season. All competition will take place in the fall.

Men’s Division II College League –Benedictine, NWMS, Emporia, University of Central Missouri, John Brown, Pittsburg State, and Central Oklahoma University. The clubs have agreed to play a home and away schedule during the course of the

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league season.

Men’s Multi-School League- Blue Valley, Gentleman of Olathe, Kansas City Junior Blues, Junior Jayhawks, Schlagle (WYCO), Shawnee Mission East Lancers, Titans, Springfield, Mill Valley/De Valley, and South Central Spartans. These clubs have agreed to play a home or away schedule during the course of the competitive season.

Men’s Single School League – St. Thomas Aquinas, Park Hill South, and Liberty. These clubs have agreed to play a home and away schedule during the course of the competitive season along with playing crossover matches with the Multi-School clubs.

Women’s Multi-School League – Kansas City Dragons and Liberty United. Clubs in this league will schedule with Division II Women’s College Clubs and other region school teams.

4) League Season

a)The league season for all Men’s Club, Men’s College, Women’s Club, and Women’s College leagues will commence on September 1 of each year. The Women’s Club league will have all matches played in the fall. The Men’s Multi-School, Men’s Single School, and Women’s Multi-School will commence their season on January 1 of each year. As currently scheduled the Western Finals will take place at least two weekend before the USA Rugby Round of Sixteen competition for both club and collegiate competition. The HOARFU will have their championships no less than two weekends before the Western finals weekends. League matches may be scheduled at any time during the time period.

b)If any club forfeits and/or cancels more than one league match, they will be removed from the league competition. Said club will be on probation until the beginning of the next competitive cycle, at which time their status will be reviewed by the HOARFU Board. Clubs competing in the same league structure will not be required to play league matches against clubs put on probation, but are encouraged to schedule friendlies.

5) Scheduling of Matches

Match organizer is defined as the entity that is in charge of assigning referees for the match and any disciplinary issues that may arise related to the match. The HOARFU is the match organizer for all clubs in the HOARFU and all matches played within the HOARFU are subject to HOARFU Regulations and Procedures contained herein. The WRFU is the match organizer for leagues that include clubs from the HOARFU and surrounding local area unions. The WRFU shall recognize the HOARFU Regulations and Procedures relating to member clubs of the HOARFU and further utilize the HOARFU Referee Society as well as the WRFU Referee Association for match assignments.

The WRFU organizes and oversees matches for the Men’s Division I Club league, the Men’s Division II Club league, the Men’s Division I Collegiate league, and the Women’s Division I Club league. These leagues are based on USARFU and WRFU competitive structures and are subject to league and competition adjustments. All other matches played by participants of those leagues, by member clubs of the HOARFU, will be played with HOARFU as the match organizer and under the HOARFU Regulations and Procedures.

a)The HOARFU will provide a master schedule with available weekends for Merit Table matches to be scheduled to clubs in the following HOARFU leagues: Men’s Division III Club, Men’s Collegiate Division II, and Women’s Division II Club.

b) From that master calendar, teams must schedule all required Merit Table matches on the dates provided. Clubs are free to select opponents, venue, start time, etc. as long as all required Merit Table matches are scheduled. Teams are not required to utilize all available dates provided but must use those dates for all Merit Table matches.

c)Clubs are free to schedule friendly matches on any dates they so choose.

d)No Merit Table matches shall be scheduled nor played on a non-approved date or the home club shall forfeit the match and both clubs fined $100 each payable to the HOARFU. The HOARFU reserves the right to schedule league matches for clubs that fail to meet the requirements for completing match schedules.

e)Should a participating club be unable to schedule all Merit Table matches within the dates provided, or should one or more dates be impractical, a club may appeal to the Heart of America Rugby Union Executive Committee for an exemption to allow one (1) Merit Table match to be played on a non-sanctioned date. This formal request must be submitted to the Committee at least one month, 30 days, prior to the commencement of the season in which it is requested, must be in writing, and must state with specificity the reason the request is being made. The Committee shall render its decision within seven (7) days from receipt of the request.

f)Clubs participating in the leagues are required to submit their complete league match schedule to the HOARFU Board no later than July 30 for the leagues beginning their competition cycle September 1 and by January 1 for teams beginning their competition cycle January 1. Match schedules must, at a minimum, provide the date, opponent, and venue of all required league matches. Failure to submit a match schedule will result in that club receiving lowest priority referee assignments for that season and a $50 fine.

g)Clubs participating in the leagues may schedule other participant clubs more than the number of times determined by the league. However, both clubs must clearly note on their submitted schedule, which matches are to be included in the league standings/results.

h)Change in Match Schedule – By mutual agreement by the two clubs involved in any league match, a match may be rescheduled to a different date or venue. Such changes must be communicated to the HOARFU Board at least two weeks before the original match scheduled or one month before the proposed new date. Any cost incurred in the change will be borne by the club requesting the change of date or venue.

6) Club Requirements

a)REFEREES: Every club in the HOARFU, regardless of gender or division, is required to have one (1) certified referee who must also be a member of the Society. Senior clubs refs must be available to ref at least two weekends a month to be considered active and full-time. The Society is in charge of providing training, education, performance review, and will provide referees to the clubs.

i)The HOARFU shall hold referee certification courses at least three (3) times per calendar year, with one (1) session outside of Kansas City area, in order to facilitate new referees and to assist clubs in satisfying the requirement to

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provide a referee to the Society.

ii) In addition, any fines paid by clubs to the HOARFU for violations of the HOARFU Regulations and Procedures related to this requirement shall be used to offset the cost of holding certification courses.

iii)Any member club who is unable to provide a certified referee to the Society will still be able to schedule and participate in matches but must work with the Committee in order to fulfill this requirement in a timely manner or be subject to the following:

Will receive the lowest priority referee assignment.

Will be fined $50 per match played, regardless of whether Merit Table or friendly.

Will be ineligible to advance to championship play, and will forfeit all Merit Table matches, until the referee is provided.

iv)If a club enters a candidate for refereeing, and this individual becomes trained, and participates in the referee schedule, 75% of the fine money collected, from the current season, as a result of not having a certified ref will be refunded to the club.

b)CONTACT INFO: All HOARFU clubs are required to submit the names, current phone numbers and email addresses for at least two club officials to be posted on the HOARFU website in order to each member club to be contacted, if necessary, for rugby matters.

c)DUES: All HOARFU clubs are responsible for paying dues at the beginning of the new competitive cycle (two weeks before their first scheduled game.) Any Senior / Collegiate player that is CIPP at the beginning of the new competitive cycle that begins September 1 (Fall Season) of each year will be charged $15 annual dues.

i)Senior / Collegiate players that CIPP during the second half of the competitive cycle starting in January (Spring Season) will only be charged $7.50 for HOA dues and their membership would be effective until the end of the competitive cycle that ends August 31.

ii)No clubs will receive a refund or credit from the HOARFU for players that do not play the second half of the season.

iii)High-school dues are $10 annually.

iv)Newly formed teams will not be required to submit dues their first year of existence.

v)Clubs are responsible for paying dues for all registered players or will be considered in bad standing and will not be eligible to play matches. This must be done at least two weeks before the clubs first scheduled game each season or they will be considered to be in bad standing.

7) Referees

  1. a)All officials for all matches, regardless of gender or division, will be assigned by the Society. Assignments will be posted on the HOARFU website (www.hoarfu.org).

  2. b)Home clubs are required to contact the assigned referee no later than the Wednesday before each home match to confirm match time and location. Should no contact be made from the home club to the referee by Wednesday, no referee will be guaranteed.

  3. c)Should a club fail to contact it’s assigned referee by the Wednesday prior to the scheduled match, the club shall be fined $50 for the first offense and $100 for each and subsequent failure to do so thereafter.

  4. d)In the event an assigned referee is not available a replacement official will be appointed by the Society.

  5. e)If the Society is unable to appoint a referee the home club may find and appoint its own referee so long as that referee is certified, registered with USA Rugby, and not otherwise engaged with an appointment assigned by the Society.

  6. f)The home club shall notify the Society of the appointment prior to the match being played.

  7. g)Alternatively, if the Society is unable to appoint a referee, the home club may relocate its match, with the approval of the opponent, to a venue where a referee is available.

  8. h)Should a club use a referee who is not certified and registered with USA Rugby, that club shall be fined $100 and forfeit the match played whether Merit Table or otherwise.

8) Match Cancellation

  1. a)If an HOARFU club cancels a match with another HOARFU club the opposing club must be notified no later than the Thursday prior to the match or the cancelling club can be fined up to the sum of $250 and payable to the opposing club for any costs they may have incurred due to the late cancellation.

  2. b)The fine will only be enforced and collected if the opposing club so chooses. A game may be cancelled due to extenuating circumstances (weather, acts of god, deployment, etc) if approved by the Board.

  3. c)If a club desires to collect the fine from the opposing club, they must inform the HOARFU Board within 10 days of the cancelled event.

9)Clubs in Arrears

a)Any club in bad standing or in arrears with the USARFU, WRFU, HOARFU, another LAU, or the Society, in any amount, whether the amounts owed are dues, fines, penalties, match fees, etc., is ineligible to play matches of any kind unless and until the amounts owed are paid in full.

b)During the time in which the arrearage is not paid in full, the offending club is ineligible to play any matches, must forfeit any Merit Table matches, and is ineligible to advance to championship play.

c)Once the arrearage is corrected and paid in full, the club is able to resume Merit Table play, albeit with the forfeits counted against it.

d)If a club in arrears plays a match, of any kind, before satisfying its debt, it shall be fined $250 per match played payable to the HOARFU.

10) Eligibility

  1. a)All players, regardless of gender or league, must be registered with the club they are representing and they must be listed on the club’s CIPP roster as of the day of the Merit Table match. If a player is playing in a friendly, they must be CIPP’ed with USA Rugby as of the day of the match. There are absolutely no exceptions to this regulation.

  2. b)The use of any player in any Merit match who does not meet this criterion will result in an automatic forfeit loss to the offending team. A $100 fine per player per game to the offending club will be assessed for any game using a not registered player.

  3. c)Players must meet all requirements for eligibility as set forth in the USARFU Eligibility Rules.

  4. d)Clubs using ineligible players in a Merit Table match are fined $100 per player per game, to the HOARFU, per match in which the offending player participated and, in addition, the club is dismissed from further league competition for the remainder of that competitive cycle.

  5. e)Refusal to do a CIPP check would be an automatic forfeit of a match and any costs accrued by the non-forfeiting team can be submitted in the form of invoices to be reimbursed by the forfeiting team upon approval of the executive committee. The invoices must be submitted within 10 days of the forfeited match. The forfeiting club is considered in bad standing with the union until the fine is paid."

  6. f)Any club, regardless of gender or league, playing in any match, Merit Table or otherwise, must have a current and valid club membership in the USARFU membership system (CIPP) and a minimum of 15 registered and paid players, 14 days before their first scheduled match.

  7. g)If clubs are unable to carry 15 registered members, they must work with the Committee to submit an action plan on what they are doing to become compliant.

  8. h)Clubs without valid club membership in the USA Rugby membership system or who do not have at least 15 registered players and have not made arrangements with the Committee who play in violation of the above mandate will be fined $250 payable to the HOARFU per match played, will result in forfeiture of all matches played, including Merit Table matches, until such time as the club becomes compliant.

  9. i)If a club does not have a full side to play a game but would still like to hold a match, they must contact their opposition and the Committee stating this and what type of match will be played (10’s, combined with another team, or assistance from opposition) no later than the Monday before the match (to ensure that a referee is assigned to the match.)

  10. j)Front Row Capable Players

    1. i)Any club participating in any HOARFU league match or competition are required to have at least five players on their roster who are capable of playing in the front row during the match.

    2. ii)A club with less than three front row capable players may request non-contested scrummages before the match begins.

    3. iii)The referee may allow this and the match may be played, but the match will be declared a forfeit loss to the team with inadequate front row capable players.

    4. iv)If during a match injuries occur to front row players on one or both teams, the referee may allow the use of non contested scrummages for the duration of the match or until sufficient front row capable players are again available.

    5. v)However, if non contested scrummages are implemented because a team did not have five front row capable players on their roster, the match will be declared a forfeit loss to the team with insufficient numbers of front row capable players.

11) Match Day Procedures

  1. a)All HOARFU clubs are required to produce an accurate match roster and CIPP register (from USA Rugby) for the use of the opposing team and the referee prior to the start of any match on a schedule acceptable to both teams. Teams may request an I.D. check in order to verify validate of CIPP register and match roster. This must be done in a timely manner prior to the match kick-off. Refusal to participate in I.D. check will result in a forfeit and other possible sanctions.

  2. b)All collegiate clubs in any HOARFU league are REQUIRED to produce a completed and accurate Registrar's Form for the use of the opposing team PRIOR to the start of the match on a schedule acceptable to both teams.

i)Failure to produce a completed Registrar's Form will result in a $500 fine for the first offense and a $1000 fine for the second offense within a competitive season. The second offense will also result in disqualification from the league for the remainder of the competitive season.

iii)The use of non CIPP roster players and/or the use of collegiate ineligible players is strictly prohibited. Penalties for use of such players are covered elsewhere in HOARFU regulations and procedures.

  1. c)It is inappropriate for a team to ask the opposition to allow the use of non CIPPed player or the use of collegiate players not included on the Registrar’s Form. If a team allows the opposition to use ineligible players in a league match, they will be subject to penalties as well.

  2. d)Home clubs are responsible for securing a suitable venue for playing matches. The size requirements are noted in the laws of the game.

  3. e)The home club is responsible for marking the field in accordance with the requirements detailed in the laws of the game. The home team is also required to provide field flags, goal post pads, and a 5 meter crowd control barrier (on both sides of the field) that meet the requirements as noted in the laws of the game and other regulations. Clubs are strongly encouraged to consult the latest version of the USA Rugby Handbook and Laws of the Game, as well as the current version of Game Management Guidelines for applicable laws, procedure and comment on field conditions and requirements

  4. f)For each instance of failure of the home team to properly mark the field, provide suitable field flags, goal post pads, and crowd control barriers, as determined by the assigned referee, the home club will be fined $50.

12) Results Reporting

  1. a)To provide accurate and timely league standings both participating clubs are required to submit a match report to the HOARFU containing the results of every match played.

  2. b)The HOARFU website will contain a submission form available to print or to complete electronically.

  3. c)The form will require the names of every player in the match, the score of the match, the number of tries scored by both teams, the kick off time, the conditions of the field, any discipline activity during the match, and other information about the match.

  4. d)The referee for the match, whether appointed by the Society or procured by the home team if no appointment is available, will submit a match report as well.

  5. e)For all matches, regardless if played on Friday, Saturday or Sunday, the match report forms, from both teams and the referee, must be submitted to the HOARFU ( This e-mail address is being protected from spambots. You need JavaScript enabled to view it ) by 12:00 pm the Monday following the match. If clubs are unable to submit a report by the deadline, they must contact the Committee and make arrangements for submission.

  6. f)Any club or referee who fails to timely submit match results as detailed above for any match played will be fined a maximum of $25 per match for the first offense and $50 for the second and subsequent failures during a competitive cycle.

13) League Standings

  1. a)The HOARFU will post the updated and current league standings after each weekend of league and playoff activity play. The HOARFU will compile the results received from the results reporting process described below.

  2. b)Standings within each league will be based on a points system similar to that employed by the Super 12 Competition and outlined below.

Win = 4 points

Tie = 2 points

Loss by less than 10 points = 1 point

Loss by 10 or more points = 0 points

Scoring four or more tries in a match = 1 bonus point

Defaulting on a Match = loss of one point

Forfeiting a match = loss of one point

c)In the event of a tie in the number of points earned during the league season, the following tie-breaker rules will apply, in order:

    1. i)The result of the head-to-head match or matches between the tied clubs.

    2. ii)The cumulative point differential (i.e., total points “for” less total points “against” in all league matches.

    3. iii)The ratio of “points for” to “points against” for all league matches.

14) All-Star Teams

  1. a)Coaches

    1. i)All-Star coaches will be selected through an application process. The appointments will be for two years and are subject to annual review towards team goals, player recruitment, and team performance.

(1)Responsibilities and expectations of the head coach:

    1. (a)Assume full responsibility for establishing a policy and mechanism to select, organize, and prepare the Heart of America Rugby Union all-star team to represent the Heart of America Rugby Union in the annual Western All-Star Championships where applicable.

    2. (b)Become familiar with the top players throughout the Heart of America Rugby Union, work with the coaches from the union’s clubs establish a player identification and selection process.

    3. (c)Assemble a staff to meet the needs of the program, as deemed appropriate (e.g., assistant coach(es), manager(s), strength and conditioning personnel, etc.).

    4. (d)Recruit and retain medical staff and/or a certified athletic trainer for all assemblies.

    5. (e)Review and adhere to the Heart of America All-Star reporting and budget formats as detailed on the Heart of America website and submit an annual program plan and budget to the Heart of America Rugby Union, and be responsible for keeping program expenses within the allocated budget. This plan should accompany your application and thereafter should be proffered at the summer general meeting during your 2 year tenure.

    6. (f)Submit interim reports on activities, as appropriate, and a final detailed annual report consistent with the reporting expectations.

    7. (g)This is a volunteer position. The Heart allocates a budget to be used by the coach and staff to facilitate assembly and travel, however, it is not sufficient to cover all program expenses and requires some fiscal commitment by players and staff.

    8. (h)The coach and/or staff may raise additional sponsorship support (e.g., money or goods in kind) to support the program beyond the union’s allocation, with the knowledge and approval of the Heart Executive Committee.

    9. (i)Once appointed, the coach will be expected to be CIPP enrolled with USA Rugby, the West and the Heart.

(2)Applicants must possess, at a minimum:

(a)USA Rugby Introducing Coaching Certification and/or equivalent coaching credentials and qualifications

(b)Coaching experience at the club and/or local area

(3)All applications must include the following information:

(i)Complete personal contact information (e.g., mailing address, e-mail, telephone, etc.)

(ii)Current CIPP number and club affiliation

(iii)Education, occupation and/or other professional training

(iv) Coaching and playing experience

(v)A written statement addressing your coaching philosophy and style, your goals and objectives for this program, and your top three “to-do’s” if appointed. Explain how you will identify and recruit top players to the Heart All-Star team, and how you will facilitate their development as players and a team.

(vi) Two letters of reference from the rugby community (e-mail is acceptable)

ii)All-Star coaches are expected to submit a progress report, budget, and goals for the season.

b)Representation:

    1. i)In accordance with the by-laws and constitution the members of the representative sides (ie All-Stars) have to come from members in good standing. If a team is not in good standing their members cannot serve on an All-Star team.

    2. ii)Players must be currently registered with USA Rugby and in good standing.

    3. iii)The members of the All-Star team must be from the Heart unless permission is granted from the Board of Governors and Exec Committee.

    4. iv)A roster must be submitted two weeks before the LAU Tournament, West All-Star Tournament or any other event. In the event a coach must add players before the event but after the two week deadline, an updated roster must be submitted.

    5. v)If the coach knowingly uses an ineligible player, their appointment will be revoked.

15) Penalties and Fines

The HOARFU will communicate a general reminder to all clubs participating in any HOARFU league or division, prior to the commencement of a season, of any outstanding dues, fines, penalties, referee fees, etc. by an announcement at the general meeting, and a notice on the HOARFU website. A communication will also be sent to the club contact as listed on the HOARFU website. Ignorance of any arrearage by any club is no excuse for non payment as it is the club’s responsibility to seek out that information from the HOARFU.

The HOARFU will assess penalties and fines for failure to abide by the Regulations and Procedures as follows:

  1. a)Failure to Provide a Match Schedule. Should a club fail to provide a match schedule by the above mentioned due date, they will be fined $50.

  2. b)Failure to Follow the Mandated Match Schedule. Should a club schedule or play a Merit Table match on a non-approved date, the home club shall forfeit the match and both clubs shall be fined $100 each.

  3. c)Any member club who is unable to provide the equivalent of a full-time certified referee to the Society will still be able to schedule and participate in matches but must work with the Committee in order to fulfill this requirement in a timely manner or be subject to the following:

i)Will receive the lowest priority referee assignments.

ii)Will be fined $50 per match played, regardless of whether Merit Table or friendly, payable to the Society.

iii)Will be ineligible to advance to championship play, and will forfeit all Merit Table matches, until the referee is provided.

If a club enters a candidate for refereeing, and this individual becomes trained, and participates in the referee schedule, 75% of the fine money collected, from the current season, as a result of not having a certified ref will be refunded to the club.

  1. d)Use of Ineligible Players. The use of any ineligible player in any Merit Table match will result in an automatic forfeit loss to the offending team and a $100 fine per player to the offending club payable to the HOARFU. Players must meet all requirements for eligibility as set forth in the USARFU Eligibility Rules. Clubs using ineligible players in a Merit Table match are fined $100 per match per player in which the offending player participated, payable to the HOARFU, and, in addition, the club is dismissed from further league competition for the remaining competitive cycle. Clubs must provide a match roster and CIPP register to the referee and opposing team before the game. Failure to do so will result in the game not being played.

  2. e)Use of Uninsured Players. USARFU regulations require that every player carry an active medical insurance policy at all times. If it is found that a player played in a competitive match without valid medical insurance in place, the club using such player will have the match declared a forfeit loss. The offending player will be declared "ineligible" for six months from the date of infraction.

  3. f)Ineligible Clubs. Clubs without valid club membership in the USA Rugby membership system or who do not have at least 15 registered players and who have not submitted an action plan on what they are doing to become compliant to the Committee, who play a match will be fined $250 to the HOARFU per match played, will result in forfeiture of all matches played, including Merit Table matches, until such time as the club becomes compliant. In addition, any club in bad standing or in arrears with the USARFU, WRFU, HOARFU, another LAU or the Society, in any amount, whether the amounts owed are dues, fines, penalties, match fees, etc., is ineligible to play matches of any kind unless and until the amounts owed are paid in full. . If a club in arrears plays a match, of any kind, before satisfying its debt, it shall be fined $250 per match played.

  4. g)Submission of Match Results. A club that fails to timely submit match results as detailed above for any match will be fined a maximum of $25 per match for the first offense and $50 for the second and subsequent failures during a competitive cycle.

  5. h)Referee Submission of Match Results. A referee, whether appointed by the Society for a particular match or not, who fails to timely submit his or her match report to the HOARFU will receive a $25 fine for the first offense, and $50 for the second and subsequent failures during a competitive cycle In addition, said referee shall not receive reimbursement for expenses for those matches.

  6. i)Failure to Contact the Referee. Should a club fail to contact it’s assigned referee by the Wednesday prior to the scheduled match, the club shall be fined $50 for the first offense and $100 for each and subsequent failure to do so thereafter. All fines are payable to the Society.

  7. j)Use of Ineligible Referee. Should a club use a referee who is not certified and registered with USA Rugby, that club shall be fined $100 and forfeit the match played whether Merit Table or otherwise.

  8. k)Late Cancellation. Should a club cancel a match after the Thursday prior deadline (without the approval of the Committee), the canceling club can be fined up to $250 payable to the opposing club for any costs they have incurred due to the late cancelation. The fine will only be enforced and collected it the opposing club so

  9. l)Field Conditions. For each instance of failure of the home team to properly mark the field, provide suitable field flags, goal post pads, and crowd control barriers, as determined by the assigned referee, the home club will be fined $50.

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