Wellington Rugby Football Union (Inc.) BY-LAWS

Transcription

1 Wellington Rugby Football Union (Inc.) BY-LAWS Effective December 2006 Updated July 2008 Updated March 2009 Updated March 2011 Updated March 2012 Updated March 2013 Updated March 2014 Updated November 2014 Updated December 2015 Updated March 2016

2 TABLE OF CONTENTS Section A Preliminary 2 1. Background And Purpose Of By-Laws 2 2. Definitions And Interpretation 6 Section B WRFU Club Competition 7 3. Rules, Grades And Entry 7 4. Conduct Of Matches 8 5. Defaults Results Trophies 14 Section C Eligibility Player Eligibility Amateur Status Other Disqualified Persons 20 Section D Breaches, Penalties, Disputes And Appeals Provisions Relating To Breaches Of These By-Laws Complaints Or Disputes Between Clubs Disciplinary Procedures Appeals 25 Section E Other Financial Statements Matches Which Are Not WRFU CC Matches 26 Schedule 1 WRFU Forms 28 Schedule 2 Time Periods 44 Schedule 3 WRFU Policies And Regulations 46 Schedule 4 Penalties For Breaches Of By-Laws 66 Schedule 5 WRFU Trophies 70

3 SECTION A PRELIMINARY 1. Background and Purpose of By-Laws WRFU 1.1 WRFU is an incorporated society established to foster, encourage and control the game of rugby within the Wellington Rugby Province. The members of WRFU are its member Clubs, the Referees Association (WRRA), the Secondary Schools (WSSRU) and Junior Rugby Advisory Board (JRAB). Where does WRFU fit in the Rugby Hierarchy? 1.2 WRFU is part of the rugby hierarchy which includes the following levels: IWorld Rugby (WR), national unions (New Zealand Rugby Union), provincial unions, Clubs and individual participants. WRFU is a member of the NZRU which in turn is a member of WR. 1.3 To ensure overall consistency, each level of the rugby hierarchy is required to follow the rules required by the body which is immediately above it. Rugby participants in Wellington must therefore follow the rules of their Club, Schools Union or Referees association. The WRFU then requires those bodies and their members to follow its rules and so on. Who has Responsibility for Club, School and Junior Rugby? 1.4 WRFU is governed by a Board of Directors which has overall responsibility for development and management of rugby in Wellington. WRFU also has a Rugby Board (in effect a council of delegates of WRFU members and some others) to which the Board of Directors have delegated all matters relating: a. to the playing and development of Club, school and junior rugby; and b. all representative rugby below representative B level. 1.5 In turn, the Rugby Board has delegated to: WSSRU: responsibility for the secondary schools competition and all other matters relating to it except for disciplinary procedures which are dealt with by the WRFU Disciplinary Committee (see By-Law 13); The JRAB (Junior Rugby Advisory Board) Sub-Committee: responsibility for all aspects of junior rugby competitions, including club, primary school, primary school zone representative rugby and all other matters relating to it except for an appeal on a disciplinary matter (see By-law 13); WRRA: responsibility for club, school and junior rugby Refereeing. The bodies recorded above have adopted their own rules relating to their areas of responsibility. NIS V10

4 What are By-Laws? 1.6 These By-Laws are the specific rules developed by the Rugby Board (and approved by the Board of Directors) to deal with operational and day to day matters primarily relating to Clubs and Club rugby, but also dealing with aspects of representative, school, junior and other rugby. What about Representative Rugby? 1.7 These By-Laws apply to all representative matches held within the WRFU boundaries where NZRU does not have jurisdiction (e.g. NZRU has jurisdiction for Provincial Senior "A" Rugby) but: a. Each By-Law only applies to the extent that it is relevant (as determined by WRFU at any time); and b. if a By-Law is relevant then it is deemed to be read with appropriate changes so that the specific By-Law is appropriately applied to a representative rugby situation; and c. WR s "The Laws of the Game of Rugby Union" apply except as otherwise required by the NZRU Domestic Safety Laws. Who do these By-Laws apply to? 1.8 These By-Laws apply to all WRFU Members and to their respective members and anyone who participates in competitions, teams or activities organised, recognised or sanctioned by WRFU. Where do I look to obtain information about rugby By-Laws and processes? 1.9 WRFU: Constitution By-Laws (including competition rules, WRFU time periods, WRFU forms) Handbook (an annual publication of useful information) Club Rugby Sub Committee Policies and Procedures WRFU website and also individual Club websites. WRRA Rules and website WSSRU Handbook website JRAB Convenors Manual 1.10 NZRU: Handbook (including Constitution and Rules, Regulations and other information) Page 3

5 NZRU Domestic Safety Laws Small Blacks Development Model Laws Black Book (Rules for Disciplinary Procedures) Website World Rugby: The Laws of the Game of Rugby Union Regulations Website Purpose of By-Laws: Practical Rules, Forms and Time Periods 1.12 The overall intent of these By-Laws is to provide practical rules, forms and time periods to facilitate the effective rugby operations of WRFU with and among its Members and all participants to foster safe, fair and enjoyable rugby experiences for all participants. To support this overall intent Members and all participants are required to adhere to the By-Laws with the spirit of the game in mind. Members and all participants are expected to display honesty and integrity at all times in promoting the true values of the amateur club game To enable the rules, forms and time periods to operate efficiently, it is necessary for WRFU, Clubs and other persons involved in the game in Wellington to be familiar with the By-Laws including what the By-Laws require of them and how, to whom and at what times they are required to communicate with each other. Who has a role in these By-Laws? 1.14 The bodies or persons that have a role in the operation of the By-Laws primarily includes but is not limited to: Board of Directors approves any changes to By-Laws meets monthly. Rugby Board responsible for Club, school and junior Rugby - meets monthly. Club Rugby Subcommittee of Rugby Board (CRSC) meets regularly and as required to deal with all Club rugby issues on behalf of the Rugby Board. WRFU Executive operates through various WRFU staff and volunteers under the control of the Chief Executive including: WRFU Club Rugby Administrator - the primary contact for Club Rugby (adult) whose role includes, in conjunction with CRSC to formulate match draws and venues, to liaise with WRRA for Referees appointments, to assist the CRSC and to co-ordinate the operation of judicial and disciplinary matters. Page 4

6 WRFU Community Rugby Manager (CRM) WRFU Club Development Officer (CDO), Club personnel Club Captain, Secretary, Chairman, Rugby Development Officer (RDO). WRRA executive Chairman, Secretary, Treasurer and Delegate. JRAB Chairperson, 3 elected club members, 4 appointed members including schools representative and WRFU Junior Rugby Administrator. WSSRU Secretary, Chairman. WRFU Disciplinary Committee - Chairperson. WRFU Appeal Committee Chairperson. How do these persons communicate with each other in respect of these By-Laws? 1.15 All persons who have a role in these By-laws are urged (in addition to complying with any specific By-Law process) to meet with, or to use the telephone in dealing with, other persons as those are often the most immediate and personable ways of commencing and progressing the various requirements of the By-laws Where any WRFU form, notice or other written information is required by the By-Laws, then it must be communicated to the person to whom it is required to be sent in accordance with the relevant By-Law and in accordance with the contact details of such person (first refer to WRFU Handbook) and in the case of a transfer of a Restricted Transfer Player is as follows: WRFU Transfer Form WRFU Form 3 To Whom To the old Club How Sent By hand delivery to one of the official representatives of the Club including but not limited to any of the Club Captain(s), Chairman, Club Delegate to WRFU, Club Secretary, Club Treasurer or by to a Clubrepresentative. The WRFU Club Rugby Administrator is to be sent a copy of any which has been sent to the old Club Where the WRFU, WRFU executive, Rugby Board, Board of Directors or any of their respective subcommittees or personnel is required by these By-Laws to communicate any information, then it shall be by such communication methods as determined by WRFU. Page 5

7 1.18 Where a Club or other Member is required by these By-Laws to communicate any WRFU form, notice or other written information to another Club or to the WRFU or to any other party, then it shall be undertaken by such communication methods as required by these By-Laws and in the absence of such requirement, then as may be required by the WRFU. Who Acts on Behalf of WRFU? 1.19 The WRFU may act in respect of these By-Laws through the WRFU executive and/or through the Board of Directors and/or the Rugby Board and their respective subcommittees as it so determines. A requirement of any of them is binding on Members (subject to any applicable appeal process). 2. Definitions and Interpretation 2.1 Club means any rugby club that is a Member of the WRFU. 2.2 "Disciplinary Committee" means the Disciplinary Committee of WRFU. 2.3 "Member" means a member of WRFU. 2.4 "Referee" includes a substitute Referee. 2.5 "WR", "NZRU", WRFU, "WSSRU", "JRAB", "WRRA", "CRSC", "RDO", CRA, CRM, "CDO" are abbreviations for the full name of each such body or person set out in By-Law "WRFU Season" means the period commencing on the first WRFU Club Competition day and expiring on the last competitive day, being the latter of the end of the WRFU representative programme or the American Ambassador Sevens tournament each calendar year Additional abbreviations or definitions also appear in these By-Laws including: a. WRFU CC which means WRFU Club Competition (By-Law 3.1). b. Financial Reward (By-Law 9). c. Circular Tie (By-Law 6). d. Restricted Transfer Player (By-Law 8). e. Free Transfer Period (By-Law 8.9). f. Levels (By-Law 8.11/8.12) g. Grade Hierarchy (By-Law 8.11/8.12). 2.8 Unless a contrary intention is recorded, all words and expressions used in these By-Laws have the same meanings given to them (if any) in the WRFU Constitution. Page 6

8 2.9 Any difference of opinion as to the meaning of these By-Laws shall be decided by the Rugby Board which shall notify all Clubs (and others as deemed appropriate by the Rugby Board) of the decision. The decision shall be recorded in the Minutes of a Rugby Board meeting and (subject to the right of appeal) shall be the true meaning unless otherwise determined by the Rugby Board. SECTION B WRFU CLUB COMPETITION 3. Rules, Grades and Entry 3.1 WRFU organises, controls and is responsible for all aspects of WRFU Club Competition (WRFU CC) and any other WRFU tournaments, competitions or matches for which it takes responsibility. Its role includes but is not limited to: a. Establishing and applying the Rules (including those for disputes, penalties and disciplinary procedures); b. Providing administration and other resources as it determines; c. Deciding eligibility to participate; d. Keeping Members and others informed. 3.2 Matches in all Grades are played under WR s "The Laws of The Game of Rugby Union" as varied by the NZRU Domestic Safety Laws and with the following additional changes: a. Scrums are always non-competitive in the Presidents Grade; b. Scrums may be uncontested in Colts B, should a team not have the required front row players c. The number and qualification of players and replacements is set out in By-Law By 30 November each year, the WRFU shall notify all Clubs of the WRFU CC Rules for Premier, Premier Reserve and First Grade for the ensuing season. 3.4 A Club cannot have more than one team in the Premier Grade (Swindale Shield, Jubilee Cup, Hardham Cup) or Premier Reserve Grade (Harper Lock Shield, Ed Chaney Cup), unless so determined by the Rugby Board. 3.5 WRFU may divide any grade and/or any division into sections and may (subject to By-Law 3.4) determine the composition of the number of teams within any grade, division and section. 3.6 A Club may participate in the WRFU CC in accordance with these By-Laws, and must ensure that its members are aware of and comply with these By-Laws. 3.7 Each year a Club must forward to the WRFU a WRFU Grade Entry Form (WRFU Form 1) covering the grades in which it seeks to enter teams and this must be done at least 7 days before the start of the WRFU Season. Page 7

9 Club Playing Colours 3.8 The playing colours of each Club must be registered with WRFU and any changes to these must be approved by the Rugby Board before use. New Clubs must have their proposed playing colours approved by the Rugby Board. Team Names (Sponsorship) 3.9 Any Club may, with the prior approval of the Rugby Board, incorporate the name of one sponsor in the title used for any one of that Club s teams. A sponsor s name must follow the name of the Club For matches which are not WRFU CC matches, including WRFU tournaments such as sevens and ten-a-aside, see By-Law 16. Eligibility for Premier Status 3.11 To be eligible to play in Premier or Premier Reserve grade, Clubs must meet the criteria as set out by the Premier Status Eligibility Document. This will be assessed by the Premier Status Eligibility Committee, which is appointed by the Rugby Board Any decision of the Premier Status Eligibility Committee is appealable as if it were a decision of the Rugby Board, see By-Laws 14.1(c) and Clubs must adhere to the entire Premier Status Eligibility Criteria for the entire duration of the season. Failure to do so will be sanctioned by such penalties set out in Schedule The Premier Grade Eligibility Committee will determine whether a club has failed to adhere to the Premier Status Eligibility Criteria. 4. Conduct of Matches 4.1 WRFU fixes and must issue the draw for WRFU CC matches. Referees 4.2 The WRRA appoints Referees under the jurisdiction of the WRFU. The WRRA shall notify Clubs of such Referee appointments. Where the Referee does not report to fulfill his or her appointment, or there has been no appointment of a Referee for that match, or having commenced Refereeing the match the Referee is unable to complete the match, the respective team captains must endeavor to agree upon a substitute Referee who must have completed an Associate Referee and Rugby Smart course. If the respective team captains fail to agree, then in the case of the Referee who could not complete the match such Referee makes the appointment (if able to do so). If the appointed Referee arrives he or she shall replace the substitute Referee. If no qualified Referee is available, then By-Law 4.3 applies. Page 8

10 All relevant information relating to any situation covered by By-Law 4.2 must be notified to the WRFU Club Rugby Administrator within 48 hours. Match Not Played 4.3 If a match is not played because there was no Referee or for any other reason (other than a default for the consequences of which see By-Law 5) or to the extent provided by By-Law 4.11, both teams will be given the option to play that match at an agreed date and time with home ground advantage being as per the original draw where possible but the WRFU will have final say on the venue. The match must be played before the end of the round or the commencement of semi-finals or finals. Should the teams be unable to agree on a date and time for the match, then both teams will be allocated three WRFU CC points for that match and no other points are awarded to either team.. Number and Qualification of Players and Replacements 4.4 The number and qualification of players and replacements for a WRFU CC match is as set out in WR s "The Laws of the Game of Rugby Union" except as varied by the NZRU Domestic Safety Laws and/or by the following WRFU requirements: a. The minimum numbers of players and front row players to start a match is as follows: Grade Minimum Players To Start The Match Premier 18 The Number of Players Named In The Team Determines The Required Number of Front Row Players 18,19,20,21, or 22 FIVE Premier Reserve First Grade Women's THREE FOUR 22 FIVE Colts A Colts B THREE* 21 FOUR* 22 FIVE* *Should a team not fulfil the front row player requirements, but have 15 players, they should not be forced to default the match, but the match should start with uncontested scrums. Under 85kg THREE 21 FOUR 22 FIVE Page 9

11 Reserve THREE FOUR 22 FIVE Presidents 12 No Front Row Requirements as Scrums Are Uncontested b. The persons who are nominated as the suitably trained and experienced players to play in front row positions must be designated as such on the WRFU Team Card (WRFU Form 2). A failure to do so is dealt with in By-Law 4.8. c. A failure to comply with any of By-Laws 4.4 a. to e. means the match cannot start and By-Law 4.5 applies. Commencement Times 4.5 A match must commence at the start time allocated by WRFU for that match. If play has not commenced within twenty minutes of the allocated start time the Referee must declare the team which is unable or unwilling to proceed to have lost by default. 4.6 All teams must play in the playing colours as approved by WRFU for that Club. Approval may also be given by WRFU for a Club team (e.g. a Presidents Grade team) to play in a variation of the Club playing colours but only on application by that Club. The Referee may order from the field of play any player not conforming with this By-Law unless a player or team has a dispensation from WRFU, in which case the WRFU when issuing the dispensation must send a copy to the WRRA. Provision of Ball 4.7 In every match each of the teams must provide a ball. WRFU may regulate the type and/or brand of ball. WRFU Team Card (WRFU Form 2) 4.8 Before the commencement of every match the captain of each team must supply the Referee with a properly completed (including front row designated players see By-Law 4.4 d.) WRFU Team Card (WRFU Form 2). The Referee must not start the game until this has been done. If it is not done, the offending team defaults the match and shall be allocated no WRFU CC points while the non-offending team is awarded 5 WRFU CC points. No points for or against are allocated but see By-law 5.2 exception. If both teams fail to comply, each team shall count a loss and shall be allocated no WRFU CC points. 4.9 Referees are required to insert in the WRFU Team Card the result of the match in which they officiate and the identity of players who are subject to report. The Referee must then sign it him or herself. It is the responsibility of the club to forward the WRFU Team Card to WRFU by 5pm the following Thursday. Penalties apply for Premier/Premier Reserve/First Grade and Page 10

12 Colt s failure to comply with this by-law as set out in Schedule 4. In the case of a substitute Referee the respective teams must ensure compliance with By-Laws 4.8 and 4.9. WRFU Result Submissions 4.10 Clubs must submit to the WRFU match results (and for Premier Grade matches the names of points scorers) for all grades within 45 minutes of the completion of the match. Penalties apply as set out in Schedule 4. (a) If the result submitted contains an error or omission the Clubs which have until 5pm on the following Friday to rectify the error or omission by notifying the WRFU in writing of the error or omission and submitting an amended match result. Failure to comply with this time restriction will mean that a Club's error or omission will not be rectified. If the WRFU makes an error or omission in recording a match, the WRFU will rectify the error or omission to the extent that it can practically do so bearing in mind all the circumstances at the time that the WRFU becomes aware of it's error or omission. Abandonment of Games 4.11 The Referee in a match may abandon the match if the Referee decides the ground or weather conditions are unfit for play or for any other safety reason (including as a consequence of a serious injury being sustained). If the abandonment for such reason occurs before commencement of the second half, then it will be covered by By-Law 4.3. If it occurs after that time, the score at such time is the final score of the match. For a match called off for bad conduct see By-law WRFU Safety Regulations 4.12 Members must comply with the WRFU Club Rugby Sub-Committee Policies and Procedures (see Schedule 3) and in the case of a serious injury must complete and forward to the WRFU a NZRU Serious Injury Form (WRFU Form 9 or 10). 5. Defaults 5.1 Premier Status clubs must not default a match in the following grades: Premier; Premier Reserve; Colts (this only applies to a club s top colts team). Breach of this By-law 5.1 results in the loss of two WRFU CC points for the first occasion and five WRFU CC points for every further occasion in a WRFU Season. In special circumstances the Rugby Board may allow such default and waive the penalty. 5.2 In the event that any team (including a team which is dealt with under By-law 5.1) loses a match by default, (and default includes but is not limited to the failure by a team to comply with By-Laws 4.4 a. to c. or 4.5) a win and five WRFU CC points are recorded to its opponents. The defaulting team receives no WRFU CC points. No points for and against for Page 11

13 the match are allocated except in the tie breaker situations referred to in By-laws 6.3 b. and 6.2 c. 5.3 Any Club unable to keep its team engagement in any match (including a team referred to in By-law 5.1) must notify the WRFU Club Rugby Administrator and the Club Captain of the Club which it is drawn to play again against which it is drawn to play and in all cases must do so no later than 12.00pm (noon) on the day prior to the match to allow such bodies to avoid unnecessary expense and inconvenience. Failure to do so results in the loss of two WRFU CC points for the first occasion and five WRFU CC points for every other occasion in a WRFU Season. Failure to notify of a default at all (i.e. a no-show) will result in the loss of four WRFU CC points for the first occasion and five for every other occasion in a WRFU season. In special circumstances the Rugby Board may excuse the failure and waive the penalty. 5.4 Should any team default two matches in succession, or three at intervals during a WRFU Season, it is deemed to have withdrawn from the grade (unless WRFU determines otherwise) in which it is then entered, and any matches it may have played shall not be counted in that WRFU CC round (unless the Rugby Board determines otherwise). 5.5 A Club's team may incur penalties under each of By-laws 5.1, 5.2, 5.3 and 5.4 (as may be applicable) for any one match default. 5.6 See also By-laws 11.5 and Results WRFU Club Competition Points (WRFU CC points) 6.1 WRFU CC points shall be awarded in all matches on the basis of four WRFU CC points for a win, two for a draw, one for the losing team within seven points or less of the opponents score, and one WRFU CC bonus point for a team that scores four or more tries. 6.2 Subject to By-Law 6.3, the team or teams scoring the greatest number of WRFU CC points shall be deemed to be the winner of the grade or grade division unless finals are played. If at full-time in a semi-final two teams are tied, then two ten minute spells will be played to determine the winner. Teams will initially play the same direction as they did in the first half of regulation time, with the same team kicking off first. Teams will swap for the second half. There will be no "golden point". If the scores are still tied at the conclusion of extra time the result will be determined as follows: a. The team scoring the most tries in the match shall proceed to the final, but if these are equal; b. The winner of the round robin match in the second round of the WRFU CC shall proceed to the final, but if this match was drawn; Page 12

14 c. The team with the higher differential between points scored for and points scored against, shall proceed to the final (and in respect of defaults the second sentence of By-Law 6.3(b) shall apply), but if this is equal; d. The finalist shall be determined by the toss of a coin. If in a final, two teams are tied at full time, they shall play a period of extra time consisting of two periods of ten minutes each way. Teams will initially play the same direction as they did in the first half of regulation time, with the same team kicking off first. Teams will swap for the second half. If scores are still tied at the end of this period a period of sudden death extra time will be played, with teams again playing in the same direction as they did in the first half of regulation time. If no winner is found after this the winner shall be determined by; The team scoring the most tries in the final; but if this is equal The team with the best point differential through the current competition, that being the difference between the amount of points scored and points conceded, shall de declared the winner (and in respect of defaults the second sentence of By-Law 6.3 shall apply), but if this is equal; Shared Title The 'Sudden Death' period shall consist of one period of ten minutes within which if a team scores a point they are deemed the winner. Ties 6.3 In the event that teams are tied on WRFU CC points and there is no question of promotion or relegation or seeding as between the tied teams then those teams shall be declared to have achieved equal standing but if there is, then: a. Unless a Circular Tie occurs the winner of the match already played between those teams in that WRFU CC round shall have the higher position; b. If a Circular Tie has occurred or the teams that have tied have also drawn the match referred to in 6.3(a) then the team having the higher differential between points scored for and points scored against, in that WRFU CC round shall have the higher position. If a team has been defaulted to in that round then the average points achieved by that team for each other game in that round shall be awarded to the team, and the average points scored against that team for each other game in that WRFU CC round shall be awarded against that team, for the match defaulted to it; c. Should two or more sides still be tied after applying (a) and (b) above then the method used to determine their respective standings shall be by toss of a coin. 6.4 A "Circular Tie" means a situation where no overall single winner emerges, e.g. A beats B, B beats C and C beats A, or A draws with B, B draws with C and C draws with A. Page 13

15 7. Trophies 7.1 The WRFU shall award the WRFU Trophies as set out in Schedule 5. Page 14

16 SECTION C ELIGIBILITY 8. Player Eligibility Base Requirement 8.1 To be eligible to play in the WRFU CC and to be eligible for selection to WRFU representative teams, a player must comply with the requirements of By-Laws 8 and 9 unless otherwise expressly stated. Additional requirements may also be applied by WRFU for representative team eligibility. a) For eligibility to play for a club in any WRFU (but not WRFU CC) tournament (such as sevens or ten-a-side) see By Law 16.2 WRFU Discretion 8.2 The WRFU has an overriding discretion as set out in By-Law 8.22 to restrict or confer eligibility for any player. Registration 8.3 Prior to first playing for any Club or secondary school during that WRFU Season, a player must register with that Club or secondary school: a. which is located within the WRFU provincial boundaries; and b. which is a participant in WRFU Competitions; and c. by completion of the NZRU online registration process. For the purposes of this By-Law registration is deemed to be effected upon completion of the WRFU online registration form, including electronically accepting the terms and conditions, and submitting the form.. WR and NZRU Eligibility Requirements 8.4 A player must comply with all applicable WR regulations including those for the transfer (WR International Clearance Form - WRFU Form 8) of a player between WR countries. (See WR Regulation 4 governing player status, player contracts and player movement). 8.5 A player must comply with all applicable NZRU regulations including those for the transfer of a player between NZRU Provincial Unions (See NZRU Player Movement Regulations). WRFU Transfer By-Laws 8.6 A player from another NZRU province may, subject to By-Law 8.5 above, transfer to WRFU by registering with a WRFU Club or secondary school. Page 15

17 8.7 A Club player may play for a Club which is different from the WRFU Club for which the player last played by registering with the new Club. Additionally, a Restricted Transfer Player must first obtain a transfer in accordance with this By-Law A Restricted Transfer Player is any player (except a Reserve Grade or Presidents Grade player). 8.9 Except as permitted by this By-Law 8, a Restricted Transfer Player cannot register with more than one Club in or for the same WRFU Season. If a Restricted Transfer Player wishes to register for another Club in or for the same WRFU season the Restricted Transfer Player must first: a. complete and sign the applicant's section of WRFU Form 3, and b. obtain completion and signature of the relevant Club sections of WRFU Form 3 by both the old Club and the new Club, and c. obtain the signed approval of WRFU on WRFU Form 3. Registration of the Restricted Transfer Player with the new Club and de-registration with the old club occurs upon WRFU's signed approval on WRFU Form 3. The WRFU will not approve the new registration if the team within the Club with which the Restricted Transfer Player was originally registered has finished any NZ Rugby Provincial CC for the season. OR Clubs can process player transfers electronically: a. The new club shall request a player transfer through the NZR Online Registration System b. The old club will receive an asking them to either approve or decline the transfer c. The WRFU Club Rugby Administrator will approve or decline the transfer via to both clubs Until the WRFU Club Rugby Administrator has given his written permission to both clubs, the player transfer process has not been completed, and the player is to be deemed ineligible for the new club Clubs must forward to the WRFU a copy of any signed transfer form in respect of a player who transfers from that club to a club outside the WRFU Re-gradings 8.11 The Re-Grading rules will be as follows: Page 16

18 (a) All players in all competitions shall be free to move between teams within their registered club during the first round of the WRFU Club premier competition. (b) Subject to the second round of the premier competition commencing, any player in Premier, Premier Reserve, First Grade and Women s may not move down a level/levels once they have started three games in a level or levels above the one they wish to move to. By way of definition level includes division and/or grade within a division. E.G. A player who has started three games for a Jubilee Cup team, cannot then play for a Hardham Cup team; a player who has started three games for an Age-Grade Division 1 team, cannot then play for an Age-Grade Division 2 or 3 team. (i) The player may still apply for a re-grade using the WRFU Re-grading application form (WRFU Form 4), which must be forwarded to the WRFU in writing within any WRFU time period, (see Schedule 2) and such form is then approved by WRFU in its discretion. e.g. A player who has played two games in Premier Reserve and one game for a Premier side cannot move to First Grade in the second round without a re-grade. (ii) The Grade Hierarchy, as determined by the Rugby Board annually is set out below: 1. Premier 2. Premier Reserve 3. Women s 4. Colts Div 1 5. First Grade 6. Colts Div 2 7. U85kg Div 1 8. U85kg Div 2 9. Reserve Grade Div Reserve Grade Div Presidents 8.12 A player who is eligible to play in a lower level who has been playing in a higher level may be approved under By-Law 8.11 to play in the lower level if the WRFU Form 4 request has been submitted at a time when the higher level competition has not been completed. Unless otherwise determined under By-Law 8.22, such player will not be able to play in the lower level after the date of completion of the higher level competition. Playing in a higher level means having started three times for that team in the second round (defined by when the second round of the premier competition commences). WRFU Form 4 Applications will only be considered when accompanied by fully completed forms. Each application will be judged on its merits, and must be received by 5pm of the Thursday before the match. Any application received after this time will not be dealt with until the following week. By way of example if a player has started for an U21 Division 1 side three times since the Page 17

19 start of the second round of the Premier competition, once the U21 Division 1 finishes, that player cannot play in a lower level (such as U21 Division 2 or 3) without a regrade. Age Restricted Players 8.13 A player who as at and including 31 December in the previous year meets the relevant age restriction (e.g. the player is under 19 as at 31 December of the previous year) may register for and play for that age restricted team, but if a player does not so register, that player cannot play in that team or that grade. Weight Restricted Players 8.15 A player who on each playing day meets the relevant weight restriction (e.g. the player is 85kgs or under) may register for and play for the relevant weight restricted team, but if a player does not so register, that player cannot play in that team or that grade. Suspended Players 8.17 Suspended players are not eligible during the period of their suspension. Proof of Eligibility 8.18 WRFU may require proof (in such form as it requires) of satisfaction of any of the player eligibility rules. The WRFU may in its discretion restrict the eligibility of a player until the WRFU is satisfied as to the eligibility of such player. Overseas Players 8.19 A non-new Zealand citizen who does not hold a valid Resident Visa or Permanent Resident Visa ( overseas player ) is not eligible after the last WRFU CC first round match unless the overseas player has played in a WRFU CC first round match for a WRFU Club in the same WRFU Season. Additionally, a WRFU Club may only play a maximum of 3 overseas players within the Premier and Premier Reserve grades per fixture across the WRFU CC in a season. Disciplinary, Medical or Other Restrictions on Eligibility 8.20 A player's eligibility may be restricted as a result of disciplinary procedures, medical rules, doping offences or other reasons as may arise within the laws of New Zealand, the laws of the game or through the application of WR, NZRU, WRFU or WRFU Member Rules or By- Laws. Breaches 8.21 For penalties for breaches of By-Law 8, see By-Law 11. General WRFU Discretion to ensure fairness in application of By-Law 8 Page 18

20 8.22 On written application to it, the Rugby Board has an overriding discretion to restrict or confer eligibility (including granting or rescinding a transfer) on such conditions as it determines but only where the Rugby Board determines that: a. the application of the By-laws is unfair or may produce a consequence that is unfair, to any person or is not in the spirit of fair play; or b. the specific situation is not appropriately covered by the By-Laws; or c. where special circumstances occur or there are special circumstances which excuse a failure to comply with a procedure, time period or other requirement of By-Law 8. Any decision under By-Law 8.22 is made on the facts of a specific situation and is not to be regarded as a binding precedent for any future use of By-Law Amateur Status Prohibition on offer of, or receipt of, Financial Reward 9.1 No Member, Club member, Club or team coaching participant, Club or team management participant, Club supporter, or any representative of a Member, or any third party shall directly or indirectly offer to or receive from any person, any Financial Reward for participating in the game of rugby for a Member. 9.2 Financial Reward means any form of financial benefit including, but not limited to, money, goods or services, but does not include the following: a. playing equipment, playing strip, reasonable casual and training clothing, and gear bags; b. medical and physiotherapy treatment and resources relating to the game of rugby; c. normal refreshments, food, and travel in conjunction with other Club members, Club or team coaching participants, Club or team management participants, or other members of a Member; d. engagement (either directly or indirectly) by a Member of the equivalent of one full time RDO (but not more than two people making up that role at any one time) either alone or jointly with any other Member or Members to develop, promote and coach rugby for that Member or Members but any such RDO shall not receive any Financial Reward for playing for, or coaching, any particular team or teams of the Member or Members; e. the situation where an employee of, or contractor to, the WRFU (or an entity that is authorised to represent the WRFU) also participates in, or is required by the terms of such employment or contract to participate in, the game of rugby for a Member Page 19

21 provided that such employee or contractor does not separately from such contract receive any Financial Reward for so doing. Application to Rugby Board for Determinations/Dispensations 9.3 A Member may apply in writing to the Rugby Board for: a. a determination as to whether or not a proposed activity or undertaking will be in breach of this By-Law 9; and/or b. a dispensation from the application of this By-Law 9 in respect of a proposed activity or undertaking by that Member. In the event that any such determination or dispensation is made, WRFU must communicate that decision to all Members. Members to support intent and spirit of By-Law All Members must support and implement the intent and spirit of this By-Law 9. If a Member is unsure of the effect of a proposed activity it should seek clarification under By-Law 9.3. Breaches 9.5 For penalties for breach of this By-Law, see By-Law Other Disqualified Persons 10.1 Persons who are not players but who are the subject of a suspension imposed by the WRFU, NZRU or any WRFU Member or NZRU Member, are not eligible to participate in the WRFU CC or WRFU tournaments during the period of that suspension. Page 20

22 SECTION D BREACHES, PENALTIES, DISPUTES AND APPEALS 11. Provisions Relating to Breaches of these By-Laws By-Laws 8, 9 and Any complaint of an alleged breach of By-Law 8, 9 or 10 must be made in writing on the WRFU Complaint/Dispute Form (WRFU Form 5) to the Chairman of the Rugby Board. The complaint shall be dealt with by the Rugby Board or if it so determines then by its designated committee (referred to for the purposes of this By-Law 11 as Rugby Board) Any person who, or Member which, is found to be in breach of By-Law 8, 9 or 10 (and is not covered by By-law 11.3 or 11.4) or any person who, or Member which, fails or refuses to cooperate with a request of the Rugby Board in the course of any determination of a complaint, may be suspended from participating in the game of rugby for, or within, the WRFU for such period of time as the Rugby Board deems fit If the Rugby Board finds that any of the persons referred to in By-Law 9.1 have breached By- Law 9, it may impose such penalty on the Member as it deems fit, including but not limited to: a. Removal of WRFU CC points of the team to which the breach is related (up to a maximum of three matches won by that team); b. Allocation in its discretion of the WRFU CC points from the match or matches; c. Removal of the availability of WRFU resources; d. Removal of any financial benefits the Member may enjoy by reason of its membership of the WRFU; e. Removal of a team or teams of a Club from WRFU CC for such period as the Rugby Board deems fit; f. Suspension of the Member as a Member of the WRFU for such period as the Rugby Board deems fit If a player plays in breach of By-Laws 8 or 9 the Rugby Board may impose such penalty as it deems fit and: a. May impose disqualification of the player for such period as it sees fit; b. Must remove the WRFU CC points of the team for which the player played while ineligible (up to a maximum of three matches won by that team); c. May in its discretion allocate WRFU CC points from the match or matches; d. May impose any other penalty on a Club or player as deemed appropriate in the circumstances. Page 21

23 A player in any grade other than Premier, Womens, Premier Reserve and First Grade who is in breach of By-Law 8.3 (registration) will not be ineligible unless the player has played in breach of the By-Law on at least four playing days in that WRFU Season. By-Law 5 - Defaults 11.5 In the event that a Club has failed to comply with By-Law 5, then such Club is liable to the penalties as set out in By-Law 5 and as also recorded in the Schedule of Penalties for Breaches of By-Laws (Schedule 4). One penalty applies under By-Law 5.3 regardless of whether there is one or more failures to give notice in respect of any one match default If a Club either denies that it has failed to comply with By-Law 5.3 or believes that there are special circumstances under either By-law 5.1 and/or 5.3 which warrant a lesser penalty or no penalty at all under By-law 5.1 and/or 5.3, then the Club must within five days of the date of such match, request in writing to WRFU that the matter be referred to the Rugby Board. Rugby Board Process and Powers to deal with any breach of By-Laws 11.7 Apart from the circumstances set out in By-laws 11.8 and 11.9 any alleged breach of these By-Laws must be made in writing on the WRFU Complaint/Dispute Form (WRFU Form 5) to the Rugby Board which unless otherwise specified must allow the parties involved to be heard before the Rugby Board. The Rugby Board must impose penalties as required in these Bylaws within any penalty restrictions (if any) set out in these By-Laws and as recorded in the Schedule of Penalties for Breaches of By-Laws (Schedule 4) and otherwise as it determines Where the WRFU Club Rugby Administrator is satisfied that a breach of these By-laws has occurred and there is no discretion in the penalty to apply for such breach, the WRFU Club Rugby Administrator may impose the penalty without being required to follow the process in By-law 11.7 but if a party disputes that it was in breach then the process in By-Law 11.7 must then be followed Where the Premier Status Eligibility Committee has determined that a Club has failed to adhere to the Premier Status Eligibility Criteria, the Rugby Board will hold a hearing as to sanction. The Rugby Board will determine its own process. All Clubs, members or bodies involved have the right to appear to give evidence and/or make submissions. The Rugby Board must impose penalties as required in these By-Laws within any penalty restrictions (if any) set out in these By-Laws and as recorded in the Schedule of Penalties for Breaches of By-Laws (Schedule 4) and otherwise as it determines. 12. Complaints or Disputes Between Clubs 12.1 In case of any complaint or dispute as between Clubs, Members or other bodies in relation to these By-Laws and not otherwise covered by these by-laws, a written statement on the WRFU Complaint/Dispute Form (WRFU Form 5 prepared by the Club, Member, or body which wishes to initiate this complaint/dispute process and which clearly sets out the points Page 22

24 on which the complaint/dispute is based, must, not later than 14 days following the incident (or latest incident) or the matter on which the complaint/dispute is based be forwarded by that Club, Member, or body to the WRFU and to the secretary of the other Clubs, Members or bodies involved The Rugby Board or its appointed subcommittee will determine its own process and will hold a hearing at which any of the Clubs, Members or bodies involved have the right to appear to give evidence and/or make submissions. The Rugby Board or its subcommittee will then determine the matter and will have the same powers as in By-Law Disciplinary Procedures General 13.1 The Disciplinary Committee has the powers and jurisdiction set out in the NZRU Rules for Disciplinary Hearings ( the Black Book ) and as may be further provided in these By-laws. It operates in accordance with the Black Book and as may be further provided in these Bylaws The Disciplinary Committee shall comprise 3 persons appointed by the Rugby Board including an independent Chairman (i.e a person who has no affiliation to any Club or secondary school in the WRFU province) and 2 members of the Rugby Board. In respect of disciplinary hearings involving a school team under the jurisdiction of the WSSRU or any match involving a secondary school played in the WRFU province, the Disciplinary Committee shall comprise an independent Chairman and two members appointed by the WSSRU. In relation to any appeal from a decision of the JRAB in a disciplinary matter (see By-Law 13.10) the Disciplinary Committee shall comprise an independent Chairman, one member of the Rugby Board (appointed by the Rugby Board) and one member of the JRAB (appointed by the JRAB). In the event that an independent Chairman is unavailable a replacement Chairman (who may have affiliation to a Club or school in the WRFU province) must be designated by the Rugby Board to perform the role of Chairman. Players ordered off 13.3 The provisions of Rules of Section 3 and Rules of Section 4 (where applicable) of the Black Book shall apply in respect of a player who has been ordered off. Other functions of Disciplinary Committee 13.4 The Disciplinary Committee shall have the power to hear, deal with and impose penalties in respect of any other matters which are referred to it by these Bylaws and the Black Book. Appeals 13.5 The WRFU Appeal Committee has the powers and jurisdiction set out in section 5 (Rules ) of the Black Book and operates in accordance with the Black Book and as may be further provided by these Bylaws. Page 23

25 13.6 The WRFU Appeal Committee shall comprise an independent Chairman (ie. a person who has no affiliation to any Club in the WRFU province) appointed by the Rugby Board and not less than 2 other persons selected by the Rugby Board from the President and/or Vice Presidents for the time being of the WRFU and/or Presidents of Clubs of the WRFU. All members of the Appeal Committee shall be independent of all parties to the appeal. In the event that the Independent Chairman is unavailable the same replacement provision applies as for By-law Subject to By-law 13.8 and 13.11, any notice of appeal to the WRFU Appeal Committee shall be accompanied by a deposit of $ plus GST.The notice of appeal is only valid if both it, and the deposit, are received by the WRFU within 7 days of notification of the original decision A notice of appeal from a decision of the WSSRU Disciplinary Committee must be accompanied by all of the following: a. A deposit of $50.00 plus GST paid by the body lodging the appeal, whether it is a school or the WRRA. b. A letter of support signed by the Principal and Convenor/RAS of the school lodging the appeal, or their nominees, and, where the appeal is lodged on behalf of a player, the Player s Coach. c. An undertaking from the Principal of the school lodging the appeal, or their nominee, that they will attend with the Player at the appeal hearing. Match Called Off 13.9 Where a Match for which the WRFU has jurisdiction is called off early by the Referee because of: a. Persistent or serious Illegal and/or Foul Play by Players; and/or b. Persistent or serious Misconduct by team management or supporters; and/or c. Bad conduct generally; Of one or both teams involved in the Match, the provisions of Rules of Section 3 and Rules of Section 4 of the Black Book shall apply. Junior Disciplinary Appeals Any appeal from a decision of the JRAB in a disciplinary matter is to the Disciplinary Committee as set out in By-law The Disciplinary Committee shall have all necessary powers to determine the appeal (which is to be heard by way of a rehearing) and to determine its own process and impose any penalty in accordance with the NZRU Rules for Disciplinary Hearings. There is no further right of appeal. Page 24

26 13.11 A notice of appeal from a decision of the JRAB in a disciplinary matter must be accompanied by a deposit of $50 plus GST. The notice of appeal is only valid if both it, and the deposit, are received by the WRFU within 7 days of notification of the original decision. 14. Appeals 14.1 Appeals may relate to varying subject matters listed below and apart from an appeal under By-law are dealt with as listed below: a. Appeal against a decision of the WRFU or WSSRU Disciplinary Committee is dealt with by WRFU Appeal Committee see By-Laws and the Black Book; b. Appeal against a decision of the WRFU Appeal Committee see Black Book; c. Appeal against a decision of the Rugby Board (but excluding a decision of the Disciplinary Committee which is dealt with under a. above) is by way of review by the Board of Directors - see Rule of Constitution The process to be followed for a party to dispute a decision of the Rugby Board under By-Law 14.1(c) is as follows: a. Disputes must be lodged within 7-days of the notification of the decision of the Rugby Board on the particular matter or within such shorter time period as determined by the Rugby Board or its authorised Sub-Committee in the particular circumstances. b. For lodgement to be effected WRFU Notice of Appeal (WRFU Form 6), containing the grounds that are to be advanced, and a $500 plus GST deposit must have been received by the WRFU. c. Subject to the following, if the notice of the dispute and/or the deposit is received outside the deadline, the right to dispute the decision will be deemed to have been abandoned. If the Chairman dealing with the dispute considers that exceptional circumstances have caused a delay then the Chairman may decide that the review will proceed. d. Unless the Board of Directors determine that exceptional circumstances exist requiring the postponement of the hearing, a hearing will be conducted within 7-days of the lodgement of the dispute. e. The hearing will be by way of review and shall be conducted in accordance with Rule and Schedule One of the WRFU Constitution. f. As well as having the power to award any penalty set out in Schedule 4 of these By- Laws the Body hearing the dispute may, if it sees fit in the circumstances, award costs against a party to the dispute of a sum not exceeding $2, Page 25

27 g. The body hearing the dispute may, in its discretion, order that any deposit paid on the lodgement of a dispute be refunded in full or in part. This discretion is to be exercised in the particular circumstances of the case and although an unsuccessful applicant is unlikely to receive a refund of their deposit, a successful applicant cannot expect the deposit to be refund merely by reason of that success. SECTION E OTHER 15. Financial Statements 15.1 Every year each Member shall forward to the WRFU not later than 3 months after completion of its financial year, its annual report including Financial Statements for the preceding financial period. The WRFU may at its discretion require the production of books of account, papers, documents and other relevant material of any Member for the purpose of audit by WRFU. 16. Matches which are not WRFU CC Matches Within WRFU boundaries: 16.1 All non-wrfu CC matches (including those of junior teams and including WRFU tournaments referred to in By-Law 16.2) which occur within WRFU boundaries and which involve a Club, come under the jurisdiction of WRFU and unless otherwise specified by WRFU or NZRU, WR s "The Laws of the Game of Rugby Union" apply. The WRFU may impose such requirements as it deems fit in respect of such matches and any such requirements shall be deemed to be By-Laws for the purposes of Section D of the By-Laws. Clubs must give prior notification of such matches to WRFU. Prior to hosting or playing against an overseas touring team, the Club must comply with all NZRU Regulations including ensuring that the overseas Club has obtained permission of its national union for the tour, and the Club must notify this to the WRFU. WRFU Tournaments 16.2 A player is eligible to participate in any WRFU tournament (such as sevens or ten-a-side) for: a. the WRFU Club for which the player was registered in the most recent WRFU Season; b. for the WRFU Club of the players choice where the player has not been registered with a WRFU Club in the most recent WRFU Season. If the player wishes however to play for a WRFU Club other than the WRFU Club with which the player was registered in the most recent WRFU Season the player is not required to seek a transfer. Instead the player must apply in writing to WRFU for approval to play for a specified Club for the specified WRFU tournament. The WRFU will determine the matter in its discretion but generally the player would be expected to play for the player's existing Club Page 26

28 if that Club provides the opportunity to do so. For any breaches, see the WRFU requirements referred to in By-Law For additional WRFU tournament rules see Schedule Section D (including breaches and disciplinary procedures) of the By-laws apply to matches in By-Laws 16.1 and Outside the WRFU boundaries but within NZRU boundaries: 16.4 All host provincial union disciplinary procedures apply to such matches unless Rule 6 of Section 2 of the Black Book applies or otherwise required by NZRU. Outside NZRU boundaries: 16.5 Where a Club (which for the purposes of this By-Law includes any Member or other affiliated body) wishes to arrange a match for its team or teams (including any junior teams) outside New Zealand, the Club must comply with all NZRU Regulations and the Club must: a. apply for approval on the required WRFU form (WRFU Form 7); and b. lodge the WRFU form with WRFU within the required WRFU time period of 3 months prior to date of departure; and c. obtain WRFU written approval which will not be granted if there is any conflict with WRFU CC fixtures involving the relevant Club team or teams; and d. obtain the WRFU's approval of the management of the Club's touring team; and e. obtain the NZRU's written approval; before making a final commitment to any proposed trip All host country disciplinary procedures apply to such games unless otherwise required by WR or by agreement between NZRU and the host country. Page 27

29 SCHEDULE 1 WRFU FORMS By-Law Name of Form Form Number 3.7 WRFU Grade Entry Form WRFU Form WRFU Team Card WRFU Form WRFU Transfer Form WRFU Form WRFU Player Re-grading Application Form WRFU Form WRFU Complaint/Dispute Form WRFU Form WRFU Notice of Appeal Form WRFU Form WRFU and NZRU Approval Form for match (outside NZ) WRFU Form IRB International Clearance Form WRFU Form NZRU Serious Injury Form Artificial Injury Form WRFU Form 10 WRFU Form 11 Page 28

30 WRFU FORM 1 WRFU GRADE ENTRY FORM CLUB: YEAR: NOTE: Clubs are requested to indicate for all Premier, Premier Reserve, and First Grade teams the number of 18, 19, 20 and 21 year olds in their respective teams. Clubs are also requested to indicate with their lower grade entries: 1. Anticipated strength of respective teams, including how the team compares to the previous seasons team. (NB: For an U21 team made up of largely U19 players, Division 3 would be appropriate). 2. Please also indicate any teams with a large number of students, so as to assist the Union with the draw around University holidays, exams etc. Grade Premier Premier Reserve First Grade No. of entries Remarks Womens Div 1 Colts (as at 31 Dec) Div 2 Colts (as at 31 Dec) Div 3 Colts (as at 31 Dec) 85kg Restricted Div 1 85kg Restricted Div 2 Reserve Div 1 Reserve Div 2 Presidents (Over 30 s) TOTAL NUMBER OF TEAMS ENTERED SIGNED SECRETARY/CLUB CAPTAIN Page 29

31 WRFU FORM 2 WRFU TEAM CARD Page 30

32 WRFU FORM 3 WRFU TRANSFER FORM Where a player wants to transfer from one Club to another Club within the WRFU, to a club within the WRFU from the club of another Union, or from a WRFU Club to another Union. All transfer forms must be sent to the old club and copied to WRFU. To be used as required by By-Law 8. NOTE: APPLICATIONS TO TRANSFER TO CLUBS OUTSIDE OF THE WRFU MUST BE SENT TO THE WRFU. I, am presently a member of the (name in full) Club and hereby apply to transfer to the Club. Name: (Please Print) Address: Telephone: Last grade played: Date of last game: I acknowledge that I will be deemed to have transferred unless I retract this application in writing no later than 5pm 14 clear days prior to the official start date of the next WRFU Season. Applicants Signature: Date: CLUB USE ONLY CLEARANCE BY CLUBS CLUB (NEW) The Club has no objection to the transfer of the abovementioned player as requested. Name: Designation: Date: Club Official: CLUB (OLD) (Only required if transfer is outside the Free Transfer Period) The Club has no objection to the transfer of the abovementioned player as requested. Name: Designation: Date: Club Official: UNION USE ONLY TRANSFER APPROVED/DECLINED Date Signed for Wellington Rugby Football Union Inc. Page 31

33 WRFU FORM 4 WRFU PLAYER REGRADING APPLICATION FORM to michael.langley@wrfu.co.nz, no later than 5pm of the Thursday prior to the match which is the subject of the regrade application. PLAYERS NAME: CURRENT PLAYING GRADE: GRADE TO BE REGRADED TO: RECENT PLAYING RECORD (List last six playing weeks, grades played, and approximate length of time played. Include matches where the player backed up for another team): DATE GRADE/MINUTES PLAYED + BACK UP IF APPLICABLE REASONS FOR REGRADE APPLICATION (Include as much information as possible to assist the Club Rugby Sub Committee to reach a decision. If the regrade is due to injuries or selections, then players and/or injuries must be stated see also CRSC Policies and Procedures). (CONTINUE ON A SEPARATE PAGE IF NEEDED) SIGNED (CLUB CAPTAIN): DATE: CLUB RUGBY SUB COMMITTEE USE ONLY: APPROVED / DECLINED SIGNED: DATE: Page 32

34 WRFU FORM 5 WRFU COMPLAINT/DISPUTE FORM I, am hereby lodging a complaint / dispute on behalf of the RFC against The incident occurred on / / at The complaint is based upon Bylaw/s: Description of complaint/dispute: Were any WRFU Officials present who may have witnessed these events? If so, who? Signed: Date: Club position (if applicable): Page 33

35 WRFU FORM 6 WRFU NOTICE OF APPEAL FORM Bylaw 14 - Appeals 14.1 Appeals may relate to varying subject matters listed below and are dealt with as listed below: a) Appeal against a decision of WRFU Disciplinary Committee is dealt with by WRFU Appeal Committee see By-Laws 11-8, and the Black Book; b) Appeal against a decision of the WRFU Appeal Committee see Black Book; c) Appeal against a decision of the Rugby Board (but excluding a decision of the WRFU Disciplinary Committee which is dealt with under a. above) is by way of review by the WRFU Board of Directors - see Rule of Constitution. When urgency applies, the Rugby Board may shorten the time period involved in the appeal process To lodge an appeal under By-Law 14.1(c), a WRFU Notice of Appeal Form (WRFU Form 10) must be completed and submitted to WRFU within any applicable time period. Name of person lodging the appeal: Are you lodging the appeal on behalf of the club of a player? Yes / No If yes, written authority from the player concerned must accompany the Notice of Appeal The decision being appealed against: The date of the decision being appealed against: The specific grounds for the appeal: Signed: Club Position (if applicable): Timeframes for lodging notice of appeal: A: Appeal against decision of WRFU Disciplinary Committee See Bylaws 11.8, and the NZRU Black Book Notice of appeal must be accompanied by $500 + GST deposit B: Appeal against a WRFU Appeal Committee decision 7 days + any deposit applicable See NZRU Black Book C: Appeal against a decision of the Rugby Board (ie, complaint/dispute) See Rule of the WRFU Constitution and By-Law 14.1 (c) Page 34

36 WRFU FORM 7 WRFU AND NZRU APPROVAL FORM FOR MATCH (OUTSIDE NZ) (To be completed in triplicate and a copy to be sent to the Club s Union for approval not less than three months before proposed date of departure) APPLICANT: ADDRESS AND PHONE NUMBER: GRADE OF TEAM TO TRAVEL: COUNTRY OF DESTINATION: INCLUSIVE DATES OF TRIP: (not to exceed three weeks) NUMBERS IN PARTY: Are they all bona fida financial members of the Club? Yes/No HOST CLUB: MATCHES TO BE PLAYED: Club Players Officials Supporters Total Venue Date Financial arrangements with the Clubs to be visited or other organisations: Written evidence of approval by visited National Union (e.g. Aust RFU) obtained by host Club overseas. (a) Copy attached (b) Application made to host Club overseas and cop y w ill be forw arded prior to departure. (c) NZRFU is requested to ascertain if the tour has the approval of the host National Union. Club s Financial Status: Cost of Trip: Travel Accommodation Meals Total Trip Funds on Hand: Appeal for funds: Method of Travel: (Include Fl. Nos. arrival and departure points) Injury and Illness Insurance: (Details of cover for team members while overseas). Manager of Team on Tour: Address: (Certification by bank or travel agent that all tour funds are in hand is required before departure) We certify that no appeal, other than to Club members for donations, etc. to travelling funds were circulated beyond the boundaries of the Union s Districts. Position held in Club Phone Number It is hereby certificated that the above particulars are correct, and that the Executive of the touring Club have formally approved of the raising of funds for the trip and for the trip being made. Certified Correct: (Chairman, Secretary of Club) Date: Page 35

37 WRFU FORM 8 IRB INTERNATIONAL CLEARANCE FORM FOR THE CURRENT INTERNATIONAL CLEARANCE FORM PLEASE GO TO THE FORMS & DOCUMENTS SECTION OF Page 36

38 WRFU FORM 9 SERIOUS INJURY FORM GRASS FIELD Page 37

39 WRFU Form 10 Injury Report Form Artificial Turf Athlete Information Name of Athlete: Age: Sex: M F Game or training: Venue Played/ surface type: Conditions: Injury Information Injured Side: R L Date of Injury: Nature of Injury: Acute Chronic Re-injury Injured Region: Abdomen Eyes Groin Lower Leg Toes Ankle Face Hand Neck Trunk/Chest Back Fingers Hip Pelvis Upper Arm Chest Foot Head Shoulder Upper Leg Elbow Forearm Knee Thumb Wrist Specific Region: Suspected Injury: Blister Concussion Dental Fracture Sprain Bruise Cramp Dislocation Laceration Strain Other (specify): Cause of Accident: Collision with obstacle Fall Previous injury Collision with person Hit by projectile Sudden turn, twist, stop Other (specify): Injury Management First Aid Rendered: Applied ice Immobilisation/sling Splinting/taping CPR/rescue breathing None rendered Stopped bleeding Washed wound Other (specify): Athlete Status Continue to play out 1+ days out 1+ weeks Out for season (specify): (specify): Further Care / Follow Up Physio Transported: Ambulance Doctor/Hospital Team Transport None Other Other: N/A Athlete Signature: Name of Report Filler: Position: Signature: Date: I hereby authorise the collection of this information about me by WRFU on the understanding that it will only be used or disclosed (including to the New Zealand Rugby Union and the International Rugby Board) for the sole purpose of research into injuries associated with playing sport on artificial turf, and reporting on such research. I understand that I the information will be held in accordance with the Privacy Act 1993 and the Health Information Privacy Code 1994, and that I have the right to see, and ask for the correction of, any information held about me. Page 38

40 SCHEDULE 2 TIME PERIODS By-Law Requirement Time Period 3.3 WRFU to advise WRFU CC rules for Premier, Premier Reserve and First Grades. 8.9 WRFU to advise of official start date of WRFU Season 3.7 Clubs to forward WRFU Grade Entry Form (WRFU Form 1) to WRFU. 4.9 Clubs to forward WRFU Team Card (WRFU Form 2) to WRFU Clubs to submit scores for all matches (excluding Presidents) By 30 November of the preceding year. To be advised by 30 November of the preceding year. At least 7 days before the start of WRFU Season. Within 48 hours following the completion of the match. Within 45 minutes of the completion of match. 8.3 A player must register with Club or secondary school 8.11 Time period for receipt by WRFU of WRFU Player Re-grading Application Form (WRFU Form The period for submitting a complaint or dispute as between Clubs, Members or bodies in respect of dispute with another Club, Member or body Time Period for Referee to submit a report to WRFU that on a match called off, red or yellow card issued, or referee abuse. Prior to playing for that Club or secondary school in that WRFU Season. By 5pm on the day before the last working day prior to the match (5pm Thursday for Saturday fixture). Within 14 days following the incident (or latest incident). Within 48 hours of the match finishing Appeals Various time periods see Black Page 39

41 By-Law Requirement Time Period Book and By-Laws 13.5, 13.9 and Time Period for Club to send its annual report including financial statements to WRFU Time Period to lodge WRFU and NZRU Approval Form for match (outside NZ). (WRFU Form 8) Not later than 3 months after completion of the Club's financial year. Three months prior to date of departure. Page 40

42 SCHEDULE 3 WRFU POLICIES AND REGULATIONS 4.12, 8.11, 8.12 CRSC Policies and Procedures. WRFU Policy on Club Allocation of Academy Players. WRFU Policy on Club Allocation of Contracted and Draft Players. WRFU Committee for Club Allocation of Academy, Contracted and Draft Players WRFU Policy on Club Reallocation of Academy and Contracted Players Protocols WRFU Policy on Club Allocation of Academy, Contracted and Draft Players WRFU Policy on Coach selection process for Amateur Representative Teams from Under 21 Down Youth Player Eligibility Policy Senior/Open Competitions Female Youth Player Eligibility Policy - Womens Grade Competitions Page 41

43 Club Rugby Sub Committee Policies and Procedures (AS AT 30/11/2015) INDEX 1 Introduction 2 Objective 3 Club Rugby Sub-Committee responsibilities 4 Method of Operation 5 Specific Tasks and Timelines 6 Policies and Guidelines 6.1 Grade Competitions 6.2 Assessment of Grounds and Facilities 6.3 Cancellation, Transfers, Regrades and Policy Considerations 6.4 Planning of Pre and Post Season Competitions 7 General 8 85kg Restricted Policy 9 Tournaments Page 42

44 1. Introduction 1.1 The constitution of the WRFU provides for the Rugby Board to appoint from its own number or otherwise, as it sees fit, sub-committees for special purposes and also to provide for setting up of Advisory Boards as it may from time to time determine. 1.2 The purpose of these policies and procedures is to assist the operation of the Club Rugby Sub- Committee (CRSC) of the Rugby Board. 2. Objective The objective of the CRSC is: To administer and determine policy on all senior club rugby so as to contribute to the vision statement in the WRFU strategic plan - Providing great Rugby experiences 3. CRSC responsibilities The responsibilities delegated to the CRSC are: 1. Recommending to the Rugby Board the format for all grade competitions, including fixture lists, semi-finals and finals 2. Overall responsibility for the draw, including ground allocations and match times, of all grades 3. Assessment of grounds and facilities 4. Cancellations and defaults 5. Control of transfers, re-grades and other applicable By-laws. 6. Pre-season and post-season competitions 7. Presence throughout club rugby grades 8. Special issues that arise from time to time 4. Method of Operation The CRSC will set operating policy, procedures and guidelines with the administration of these being undertaken to the maximum extent practical by the WRFU office staff under the leadership of the Community Rugby Manager. The Committee will meet on a regular basis to review activities and where necessary revise policies or procedures and guidelines. The Committee will provide regular reporting to the Rugby Board. 5. Specific tasks and timelines Prior to the commencement of the playing season the Community Rugby Manager or delegated staff member will provide the CRSC with a draft plan for the season. The plan will include a schedule of the key events and activities together with the responsibility for actions as well as timings. Once approved by the CRSC this operational plan will come into effect and become the basis for the season's activities. The operation of the plan will be subject to regular review by the CRSC. Page 43

45 6. Policies and Guidelines 6.1 Grade Competitions (i) Competitions shall be structured to utilise the maximum number of playing days available. The objective is to provide rugby every Saturday, commencing the first Saturday in April and concluding the last Saturday in August; as defined in the operational plan and in consultation with Club Captains. Non-competition (friendly) fixtures shall be provided where necessary. (ii) The fixtures list will be structured into grades and divisions to accommodate all teams entered by Clubs, provide teams with even matches and competition, and strictly conform to the Union's Bylaws. The minimum number of teams per grade or division shall be 8 subject to grade entries. (iii) As far as practical matches will be allocated to provide teams with an equal number of home and away games. Where games are transferred away from the scheduled ground, priority is given to provide the maximum amount of rugby as possible. This may result in neutral venues. (iv) The first team of every club should be drawn to play at the late time slot when playing at home. (v) In order to provide 'back-up' for first teams, priority will be given to playing the Club's next most senior team or back-up team in an early game as near as possible to the first team's match. (vi) Where possible all Clubs will have at least one third of their number of teams playing at home every weekend. (vii) Every attempt will be made to match as many teams in one club against teams in the same opposition club on any one playing day. (viii) Subject to circumstances the second round-robin of competition shall not commence until every team has played each other in the first round-robin. (ix) The playing of 'double-headers' i.e. playing Saturday and Monday of the same weekend will only take place as a matter of last resort i.e. where there is no practical alternative (x) Generally games will be scheduled at 11.30am for women's rugby and 1:00 p.m. and 2.45 p.m. for men's rugby. Friday night rugby is available for all grades, particularly; U21/Women/U85 and Reserve grades. (xi) Subject to season structures the following grades will have promotion/relegation between divisions at the completion of the first round; 85kg Restricted Under 21 Reserve Grade This will consist of the top one or two teams in all divisions being promoted to the division immediately above and the bottom one or teams in all divisions being relegated to the division immediately below. (x) Subject to season structures it is intended that all grades other than Presidents Grade will have semi-finals and finals. Semi-finals will be in the form of 1 st v 4 th and 2 nd v 3 rd. The winner of each match will proceed into the final. (xi) The Club Rugby Administrator is responsible for the production of the weekly draw. (xii) Should any team withdraw from the competition, either by decision of the team or through actions of the Rugby Board, then as outlined in Bylaw 5.4 any matches it may have played shall not be counted in that Club Championship round. Page 44

46 6.2 Assessment of Grounds and Facilities The provision of grounds and facilities is generally the responsibility of local bodies. It is expected that grounds will be marked out in accordance with the Laws of the Game, but reasonable tolerance or variation is allowed. In all cases changing and showering facilities should be provided Under the Laws of the Game of Rugby Football, the playing enclosure is defined as the playing area and a space around it, not less than 5 metres where practicable In addition to ground markings, all grounds must be provided with goal post pads for safety reasons and should also be provided with touch flags. This equipment, along with flags, will be supplied by WRFU and will display WRFU s sponsor s logo. Clubs cannot introduce other sponsors names to this equipment. It is the responsibility of host clubs to set up pads and flags and other padding protecting fixed structures within the playing enclosure, and removed upon completion, for all matches. There are some grounds not in close proximity to club facilities or associated with any particular club. In such cases the home team in the early game is responsible for putting out the pads and flags. The weekly draw will identify the duty team, which is responsible for ensuring the equipment is returned to the storage facility after the match In the case of Premier and Premier Reserve games there are additional minimum standards, which should be met. These are: 1. Under the Laws of the Game of Rugby Football, the playing enclosure is defined as the playing area and a reasonable area surrounding it (refer Law 1 Ground). 2. Each Club must appoint a Ground Manager to ensure that this policy is adhered to by the club for the Premier and Premier Reserve home games on the premier ground. The Ground Manager must make himself / herself known to the match referees before the game. The Ground Manager must wear the WRFU Ground Managers vest which will be supplied. The Ground Manager is responsible for ensuring the field is set up in accordance with the relevant premier ground layout map. 3. The playing enclosure for each match is to be fully cordoned off with rope or fence. 4. Subject to clause 6, no person is permitted to enter the playing enclosure during a match, other than at halftime, except for: The playing XV from each team. (i.e., does not include reserves or substitutes) Match Officials Referee and two Assistant Referees Up to two people from each team who will administer first aid. Those individuals must be wearing the appropriate identifiable W RFU Medic vest. 5. First Aiders are permitted to move around within the playing enclosure, but must remain well clear of the 1.5m assistant referee line. First Aiders are to have no interaction with assistant referees except in regards to assistance with injuries. 6. Each playing team is permitted to have two people designated as water carriers. Those individuals must wear the appropriate identifiable W RFU W ater vest, and may only enter the field of play when time off is signaled by the re feree, or at halftime. At all other times the designated water carriers are to remain in their team s technical zone behind the rope/fence. 7. All other persons connected with the playing teams who are not permitted in the playing enclosure must remain eith er behind the rope / fence in the marked technical zone, or alternatively behind the dead ball line rope / Page 45

47 fence. The premier ground layouts attached outline the technical zone locations. 8. Referees will be instructed that should this policy be breached during a match they are to stop the game until the breach is remedied. 9. Any person who willfully breaches this policy and refuses to leave the playing enclosure when requested to do so will be reported to the Union by way of a complaint (WRFU Form 9) within 48 hours of the conclusion of the match. Any such person reported to the Union will be dealt with in accordance with the New Zealand Rugby Rules for Disciplinary Hearings. 10. Clubs whose players or support personnel breach this policy will incur the following penalties - First infringement will result in a first written warning from the WRFU Club Rugby Administrator. Second infringement will result in a second written warning from the WRFU Club Rugby Administrator. The third infringement will incur a loss of two (2) competition points Any subsequent infringements will incur a loss of four (4) competition points Matches must be played at the ground allocated on the draw unless otherwise agreed by the two clubs involved and the Club Rugby Administrator in consultation with the relevant local council. This applies particularly when games are transferred due to weather or ground conditions Clubs are responsible for ensuring all fields, clubrooms and changing areas have appropriate emergency access, and that the access ways are kept clear. In addition, clubs are also responsible for appropriately maintaining and fully stocking a first aid kit. 6.3 Cancellations, transfers, regrades and policy considerations The process of transfers and regrades shall be administered by the Club Rugby Administrator and the CRSC in accordance with the By-Laws of the WRFU The closure of grounds is at the sole discretion of the relevant local council. When grounds are closed, matches will be reallocated by the Club Rugby Administrator. When weather or ground conditions make it necessary to cancel matches the objective will be to minimise disruption to the Premier competition and spread the effects of cancellations equitably. To this end available grounds will be allocated based on the Grade Hierarchy, found in the WRFU By- Laws Where two teams are unable to play a scheduled match because of circumstances beyond their control then WRFU Bylaw 4.3 will apply The CRSC will consider regrade requests provided they are submitted on the required WRFU Form and under the directions as set out in the Bylaws. The CRSC Regrade Committee will consider these requests and reserves the right to deny an application based on the supply of insufficient information. The Regrade Committee will consist of 3 members of the CRSC (and will involve all members of the CRSC on a rotation basis). To satisfy the requirements of the CRSC Regrade Committee, a regrade request must include the following information: 1. Only one player per form. 2. The form must include all rugby played by that player during the previous 6 weeks, including appearances (starting or off the reserves bench) for any team, and the approximate length of time played in each of those weeks. Page 46

48 3. Full description of the reasons for the request. For example, if it is due to selection, those players who have been selected ahead of the player requesting the regrade must be named. Likewise if it is due to injuries, the club must name the injured players and the injuries 4. The form must be signed by the Club Captain, not the secretary as previous Regrade forms required. The CRSC and Club Rugby Administrator will keep and update a record of all requests for regrades, whether approved or denied, to ensure consistency and precedence are adhered to during the course of a season. 6.4 Planning of pre and post-season competitions This will be included in the annual operational plan 7. Registration number of players per team 1) At the CRSC meeting in April the group will be provided with a list of registrations to each club and to each team. 2) Teams with less than 18 players registered to them will have a note put against their name. 3) The following day the CRA will send letters out to clubs who have teams with this note against their name to inform them that they have until the following CRSC meeting, in May, to register at least 18 players to this team. 4) Constant communication with clubs will follow to track the process of these registrations. This communication will come from WRFU and CRSC members. 5) If, come the CRSC meeting in May, a team does not have 18 players registered to them then they will be removed from the competition. 8. General These policies and procedures set out the broad basis on which the CRSC will operate. Generally the policies and procedures are administered by the Club Rugby Administrator. Where the application of the policies and procedures results in dispute and the Club Rugby Administrator seeks help in resolving the issue, he will involve a minimum of two members of the CRSC including the convenor if available. The policies and procedures will generally apply but from time to time circumstances will arise which may call for some variation and this is to be expected. These policies and procedures are in every case subordinate to the By-Laws of the WRFU and are subject to amendment from time to time kg Restricted Policy WRFU will provide all registered teams with a set of scales which are to be theirs for the season. The following procedure will apply: a) It will be the duty of the home team for every game (if no team clearly at home then the team listed first in the draw) to bring their set of scales to the match venue. a. If the home team does not have their set of scales then the away teams can be used. However, failure to produce your scales can result in a default on the part of the home team. b) Team Managers will be required to weigh the opposition before the start of the match. a. Amended team cards will be provided to note weights against players. c) If a player is over 85kg they cannot play. d) If a player who has been weighed out by the opposition does play then the game can be the subject of a protest. Page 47

49 e) Players can only be weighed in pre-match or, in situations where a player has arrived after kickoff, during halftime. Rugby Board delegates will still be sent to games at random to ensure that weigh-ins are taking place. Note: - All players must weigh in wearing full playing gear this includes; boots, socks, shorts and jersey. - The reading on the scales provided will be the final word on the weight, no discussion can be entered into. - Should any team not be able to supply the required number of suitably trained and experienced front row players as outlined in the WRFU By-laws (4.4), the team will be required to default the game. Overweight Players: 1. Players found to be over the maximum weight of 85.0kgs will not be permitted to take any part in the game. Overweight players will be informed to change out of their playing gear so there is no chance of the player taking the field as a substitute during the game. 2. The overweight players will be reported to the WRFU and will be monitored in the following weeks. Teams will not be permitted to play these players until such time as the club is confident the player has lost the required weight. The responsibility lies with the club to ensure that the player is eligible to play, in the weight restricted grades. 3. No mutual agreement between the management or captains of both teams will be accepted to allow overweight players to play in any game, even if required to provide the necessary number of front row players. 4. Should any team not be able to supply the required number of suitably trained and experienced front row players as outlined in the WRFU By-laws (Bylaw 4.4), the team will be required to default the game. Defaulted games: 1. If a team defaults a game no game can take place between the two teams. 10. Tournaments: All WRFU tournaments are to be played in accordance with the tournament rules relevant to the specific tournament and in accordance with the WRFU Bylaws, particularly Bylaw WRFU tournament rules are outlined below. These may change as the Tournament Director sees fit according to the relevant tournament/s. Page 48

50 10-a-side Tournament Rules The tournament: 1. Team sheets with the names of management and no more than 15 players must be sent to the Tournament Director by midday of the Friday before the Tournament. 2. Teams in all matches should be ready to take the field 5 minutes before kick-off 3. Teams will be responsible for the supply of one Leslie rugby ball for use. 4. Teams are advised to arrive changed and ready to play due to limited changing facilities. It is also recommended that teams provide a tent for their own use. 5. Team Managers are to ensure that their teams are adequately supplied with water and are responsible for immediate first aid. 6. Referees are responsible for advising tournament headquarters of the results immediately after each game. 7. Clubs are advised that the conduct and control of their members and invited guests is their responsibility. The dispensing of alcoholic beverages and the possession of alcoholic products of competitors of WRFU sponsors is prohibited. 8. All players in the tournament must be eligible to represent their club in accordance with the By- Laws of the WRFU. Secondary School players may be included in the club teams provided they have not played club rugby for another club. 9. All decisions regarding the seeding and draws of teams are the sole responsibility of WRFU. 10. Clubs with more than one team in the tournament are required to have an alternative coloured set of playing jerseys available for use if two of their teams should play each other or another team with similar jerseys. The Rules: 1. The tournament will be played under the IRB Laws of the Game, i.e. 5 player scrums, normal methods of scoring, full sized field, replacement of injured players during a match. 2. Each team will comprise 15 players maximum, and management. Players must be declared at the start of the tournament. Once teams are declared there is to be no movement of players between teams, including those from the same club, except as per Rule In each pool match, four points will be awarded for a win, and two points for a draw. One bonus point will be awarded to team(s) scoring four or more tries in each match or losing by seven points or less. When there is a tie at full-time in round robin or playoff matches, no extra time will be played. The winner will be the first scorer of points in the match. If no points are scored, the result of the match will be decided by the toss of a coin. All matches will be 10 minutes each way, with a 2-minute interval. 4. If on completion of the pool matches, two or more teams in their respective pools have the same aggregate number of points, the result will be determined in accordance with the following sequence: a) The winner of the match already played between the teams involved shall have the higher standing b) If the teams concerned had drawn the match indicated, the team which had scored the most tries in the pool shall have the higher standing c) The team which has the highest difference of points for minus points against in their pool matches shall have the higher standing d) When there is still a tie, the higher standing team will be declared by the toss of a coin Page 49

51 5. A player may be replaced on account of injury or substituted. In any given game, no more than 5 players in each team may be replaced or substituted. A player who has been replaced (for injury or sub) may not resume playing in the match except as a blood bin replacement. 6. A team that is unable to field 10 players and have five reserves (because of injury or illness) may borrow players/reserves from teams that have already been eliminated from the competition. A player once borrowed cannot play for any other team in the tournament and must remain with the new team. The approval of the WRFU Tournament Director must be obtained before a borrowed player can play. A player who has been replaced by a player from an eliminated team cannot take any further part in the tournament. If fit to play, a teams nominated players must play before players borrowed from eliminated teams can be used. Only players named in any team s team sheet will be eligible to take part in the tournament as a replacement player. Referees: 1. Where touch judges are officially appointed Law 6B(6) applies in relation to their reporting foul play and misconduct to the referee for the match. 2. Referees will strictly enforce Law 10(2) and particularly 10(2)(b) regarding voluntarily wasting time. Disciplinary and disputes: 1. A player sent off for a breach of the laws will be dealt with under the usual WRFU Disciplinary Procedures. Players sent off will not be permitted to take any further part in the tournament. 2. A match called off will result in both teams not being permitted to take any further part in the tournament. The matter will then be referred to the WRFU Disciplinary Committee. 3. A yellow card offence will result in the player spending 2 minutes in the Sin Bin. 4. In the event of any dispute arising as to the meaning or interpretation of these regulations, or any contingency arising not covered by the regulations a ruling shall be given by the Tournament Director and that ruling shall be final. 5. The Tournament Director reserves the right to refer a dispute to the CRSC to be handled at a later time or date if circumstances warrant it. Page 50

52 7-a-side Tournament Rules The Tournament: 1. Team sheets with the names of management and no more than 10 players must be sent to the Tournament Director by midday of the Friday before the Tournament. 1. Teams in all matches should be ready to take the field 5 minutes before kick-off 2. Teams will be responsible for the supply of one Leslie rugby ball for use. 3. Teams are advised to arrive changed and ready to play due to limited changing facilities. It is also recommended that teams provide a tent for their own use. 4. Team Managers are to ensure that their teams are adequately supplied with water and are responsible for immediate first aid. 5. Referees are responsible for advising tournament headquarters of the results immediately after each game. 6. Clubs are advised that the conduct and control of their members and invited guests is their responsibility. The dispensing of alcoholic beverages and the possession of alcoholic products of competitors of WRFU sponsors is prohibited. 7. All players in the tournament must be eligible to represent their club in accordance with the By- Laws of the WRFU. Secondary School players may be included in the club teams provided they have not played club rugby for another club. 8. All decisions regarding the seeding and draws of teams are the sole responsibility of WRFU. 9. Clubs with more than one team in the tournament are required to have an alternative coloured set of playing jerseys available for use if two of their teams should play each other or another team with similar jerseys. The Rules: 1. The tournament will be played under the IRB Laws of the Game, i.e. 3 player scrums, normal methods of scoring, full sized field, replacement of injured players during a match. 2. Each team will comprise 12 players maximum, and management. Players will be declared at the start of the tournament. Once teams are declared there is to be no movement of players between teams, including those from the same club, except as per Rule In each pool match, four points will be awarded for a win, and two points for a draw. One bonus point will be awarded to team(s) scoring four or more tries in each match or losing by seven points or less. When there is a tie at full-time in round robin matches, no extra time will be played. All matches (except for the final) will be 7 minutes each way, with a 1-minute interval. The final will be 10 minute halves with a 2 minute interval. 4. If on completion of the pool matches, two or more teams in their respective pools have the same aggregate number of points, the result will be determined in accordance with the following sequence: a) The winner of the match already played between the teams involved shall have the higher standing b) If the teams concerned had drawn the match indicated, the team which had scored the most tries in the pool shall have the higher standing c) The team which has the highest difference of points for minus points against in their pool matches shall have the higher standing d) When there is still a tie, the higher standing team will be declared by the toss of a coin Page 51

53 5. When there is a tie at full-time in the quarter-finals, semi-finals and finals then extra time will be played. Such extra time will be in periods of five minutes when teams will change ends without an interval. The team scoring the first points in extra time will be declared the winner and the match will end. 6. A player may be replaced on account of injury or substituted. In any given game, no more than 3 players in each team may be replaced or substituted. A player who has been replaced (for injury or sub) may not resume playing in the match except as a blood bin replacement. 7. A team that is unable to field 7 players and have 5 reserves (because of injury or illness) may borrow players/reserves from teams that have already been eliminated from the competition. A player once borrowed cannot play for any other team in the tournament and must remain with the new team. The approval of the WRFU Tournament Director must be obtained before a borrowed player can play. A player who had been replaced by a player from an eliminated team cannot take any further part in the tournament. If fit to play, a teams nominated players must play before players borrowed from eliminated teams can be used. Only players named in any team s team sheet will be eligible to take part in the tournament as a replacement player. Referees: 1. Where touch judges are officially appointed Law 6B(6) applies in relation to their reporting foul play and misconduct to the referee for the match. 2. Referees will strictly enforce Law 10(2) and particularly 10(2)(b) regarding voluntarily wasting time. Disciplinary and disputes: 1. A player sent off for a breach of the laws will be dealt with under the usual WRFU Disciplinary Procedures. Players sent off will not be permitted to take any further part in the tournament. 2. A match called off will result in both teams not being permitted to take any further part in the tournament. The matter will then be referred to the WRFU Disciplinary Committee. 3. A yellow card offence will result in the player spending 2 minutes in the Sin Bin. 4. In the event of any dispute arising as to the meaning or interpretation of these regulations, or any contingency arising not covered by the regulations a ruling shall be given by the Tournament Director and that ruling shall be final. 5. The Tournament Director reserves the right to refer a dispute to the CRSC to be handled at a later time or date if circumstances warrant it. Page 52

54 WELLINGTON RUGBY FOOTBALL UNION POLICY ON CLUB ALLOCATION OF ACADEMY PLAYERS As at September 2015 The aim of the club allocation process is to provide the individual Academy players with a supportive and positive learning environment in conjunction with the Academy Programme in developing the individual to his full potential. The following criteria will be used in deciding club allocation of academy players: 1. Existing affiliation to clubs before acceptance onto the academy programme, through: 1.1 Junior Club Membership - a minimum of 12 months (or one full season of rugby), as a player in the junior section of a club. 1.2 Family Connection - this should be a strong, clearly established and influential link to an immediate family member involved in a club. 1.3 Club-School Link - this should be a direct developmental relationship with the individual player(s) in the school, through the club via the RDO Programme; but also through the immersion of club resources within the school such as provision of coaches, team management and/or other volunteers. 1.4 Other additional supporting factors including: Sharing of facilities/resources between a club and college and player Unique factors, eg. Marist fraternity connection between the Marist rugby clubs and St Pats Town and Silverstream colleges. 2. The support structure offered by clubs to academy players. 2.1 Technical/tactical coaching expertise available at the club specific to the players playing position and individual needs. 2.2 The ability of the club to provide a positive, supportive and friendly environment for the player. 2.3 Player mentoring and support available within the club. 2.4 Off field support such as work placement, study/accommodation grants. (NB: these must fall within the WRFU Amateur Charter Regulations). 2.5 Host family support for academy players from outside the Wellington region. 3. The player s personal preference in terms of factors such as proximity of home/work/tertiary institute to the club; family considerations The player s usual playing position and the ability of the club to play the player in that position at the agreed level (NB: it may in some circumstances be better for a school leaver NOT to play premier rugby in their first year).. The weighting of the criteria has been fixed, as follows: Page 53

55 Clause 1 30% Clause 2 30% Clause 3 30% Clause 4 10% Wellington Rugby Football Union reserves the right to reallocate academy players during the term of their time in the WRFU Academy. Page 54

56 WELLINGTON RUGBY FOOTBALL UNION POLICY ON CLUB ALLOCATION OF PROVINCIAL UNION CONTRACTED PLAYERS As at September 2015 The aim of the club allocation process is to: Provide a fair and equitable distribution of contracted players within Wellington Club Rugby, over a period of at least five years. To create a starting point, allocations over the last 5 years will be taken into consideration. Ensure contracted players receive appropriate support from the club to allow them to develop to their full potential. The qualifying criteria for clubs to be considered for allocation of Wellington Rugby Football Union contracted players are: Clubs must be compliant with Wellington Rugby Football Union rules, regulations and constitutional requirements. Clubs must be signatory to the amateur code. Factors that will be taken into consideration in the allocation of contracted players are as follows: 1. The ability of the club to provide a positive, supportive, friendly environment 2. The need to achieve a competitive club competition and the promotion of club rugby in Wellington. 3. The opportunity for the player to assist in influencing and developing the club s players and assisting and raising the profile of rugby within the club and community. 4. The particular player needs of the club, in conjunction with the player s personal preference. 5. The player s usual playing position and the ability of the club to play the player in that position. Contracted players are contracted to Wellington Rugby and as such Wellington Rugby reserves the right to reallocate contracted players during the term of their contract. Contracted players will only require an allocation to a WRFU club if they don t already have an existing affiliation to a Wellington club. Page 55

57 WELLINGTON RUGBY FOOTBALL UNION COMMITTEE FOR CLUB ALLOCATION OF ACADEMY, PU CONTRACTED PLAYERS as at September 2015 The committee to make recommendations on the allocation of academy and contracted players shall consist of: The CEO Wellington Rugby Football Union The Coach of the Wellington NPC team The High Performance Manager or Academy Manager The Manager of Community Rugby WRFU Rugby Board representative rugby delegate* *Should there be a conflict of interest; the following position will substitute the Rugby Board delegate: Rugby Board Chairman, or WRFU Rugby Committee Chairman. Recommendations are provided for the information of the Wellington Rugby Football Union Rugby Committee. Page 56

58 WELLINGTON RUGBY FOOTBALL UNION POLICY ON CLUB REALLOCATION OF ACADEMY AND CONTRACTED PLAYERS as at September 2015 All Wellington Rugby Limited (WRL) academy and contracted players are allocated to Wellington Rugby Clubs based on the WRL Policy on allocation of academy and contracted players. It is envisaged that these players will remain at that club for the duration of their WRL contracts. If however, during the period of their WRL contract a player should wish to apply to WRL for consideration for reallocation to another club the following outlines this application process: The request needs to be in writing and addressed to: The Chief Executive Officer (CEO) Wellington Rugby Limited. P O Box 7201 Wellington The request needs to be received by the above no later than 31 December in the year prior to which reallocation is being sought. The letter must outline in full the following: Current club and reasons why a move from that club is requested. Club or clubs, in order of priority, to which reallocation is sought Reasons why reallocation to this/these club(s) is requested Any other relevant information in support of the application. The club to which the player is currently allocated will be informed of the player s application for reallocation and be given the opportunity to discuss this with the player and the High Performance Manager and NPC Wellington Coach as required. The application will be considered and viewed in conjunction with the Wellington Rugby Football Union policy on academy and contracted player allocation. The application will be considered by the following committee for club allocation of academy and contracted players. That committee consists of: The CEO Wellington Rugby Football Union The Coach of the Wellington NPC team The High Performance Manager or Academy Manager The Manager of Community Rugby WRFU Rugby Board representative rugby delegate All recommendations of the above committee are provided for the information of the Wellington Rugby Football Union Rugby Committee. The player and club will be informed in writing of the outcome of the application by early February in the year for which reallocation is sought. NB: For Academy and contracted players, the Wellington Rugby Football Union reserves the right to re-allocate a player when and where it believes it is in the best interests of the player and/or the Wellington Rugby Football Union. Page 57

59 PROTOCOLS WELLINGTON RUGBY FOOTBALL UNION POLICY ON CLUB ALLOCATION OF ACADEMY PLAYERS As at September 2015 ACADEMY PLAYERS a) By the first week of November of each year, the WRFU Academy Manager will advise all clubs of the first year intake of players for the following year. Any players who have requested they fall under the Automatic Player Allocation will be identified at this time. Automatic Club Allocation Process The WRFU Academy Allocation Committee (as outlined in c) below) may take into consideration the automatic allocation of a player to a club if the following criteria can be met: The player has clearly stated in writing that their sole preference is the club seeking automatic allocation; and The player already has a significant and well-formed affiliation with the club concerned in respect of clauses 1.1 and/or 1.2 of the WRFU Policy on Club Allocation of Academy Players. The automatic allocations will be announced in early November to allow clubs to concentrate on applying for any remaining player. b) Club applications for players from the intake must be submitted to the Academy Manager by mid-november. The application to include a detailed plan of how the club will cater for the player s and WRFU needs in regard to the Six Pillars of Player Development Model, as outlined by the Academy Manager (see Appendix A). c) The Academy Manager will assess all applications, in conjunction with the following committee: The CEO Wellington Rugby Football Union The NPC Coach/High Performance Manager The Manager of Community Rugby Rugby Board representative rugby delegate d) The Academy Manager and the Manager of Community Rugby will meet with representatives of the preferred club before the end of November to determine the individual plan for the player/s concerned. e) The Academy Manager will confirm final allocation of players to clubs by the first week in December. This information will also be conveyed to the Rugby Board and WRFU Board for their reference. 17. CONTRACTED PLAYERS a) In late October/early November of each year, or as they become available, a list of newly contracted players will be announced for the forthcoming year. b) The following committee will consider this list of players for club allocation and provide recommendations to the Rugby Committee for their information: The CEO Wellington Rugby Football Union Page 58

60 The High Performance Manager or Academy Manager Rugby Board representative rugby delegate The NPC Coach The Manager Community Rugby c) All clubs will be notified of the final allocations as soon as is practical. d) Wellington Rugby Football Union reserves the right to reallocate a contracted player during the term of their contract. Appendix A Wellington Rugby Union Player Academy A partnership between schools, clubs and the Wellington Rugby Union High Performance Unit Aim: To instil best practice behaviours in our elite players through the six pillars of player development. The six pillars of player development are: 1. Technical. The ability to consistently execute the skills required under pressure. 2. Tactical. Understanding of the role within the team combined with game understanding and correct decision-making. 3. Physical. Conditioning the body to cope with the requirements of the game at an elite level. 4. Nutrition. Disciplined approach to fuelling the body to ensure it performs at it s optimum. 5. Mental. Preparing the mind to cope with professional sport both on and off the field. 6. Holistic. Assisting the players to achieve a life balance. The concept that good people make good elite rugby players. Schools, clubs and the Wellington Rugby Union must work in close partnership to ensure that the expectations, accountabilities and messages the players receive are consistent, thus developing a player who will make a real contribution to his club and to whichever Wellington representative team they are selected for. Evan Crawford WRFU Academy Manager Page 59

61 WELLINGTON RUGBY FOOTBALL UNION POLICY ON CO ACH SELECTION PROCESS FOR AM ATEUR REPRESENTATIVE TEAM S FROM DEVELOPMENT TEAM DOWN As at September 2010 The aim of the selection process is to provide a robust review and appointment process for all WRFU representative coaches (other than Vodafone Wellington Lions), including feedback on their coaching and avenues of support and development. REVIEW PROCESS (November) 1. Completion of written review compiled by each team coach, manager and at least three players. 2. Completion of in-depth one-on-one performance reviews of each coach, to be managed by the WRFU High Performance Manager. These will be conducted throughout the season. 3. Review documentation is then forwarded to rep rugby review panel and reviewed by end of November 4. De-brief interview conducted with each team coach by mid-november. Rep Rugby Review panel shall consist of: WRFU CEO (at his discretion) WRFU High Performance Manager WRFU Development Co-ordinator/Wellington Lions Coach* WRFU Rugby Board Rep Rugby Delegate to the Rugby Committee or WRFU Rugby Board Chairman *For Development Team/U20 reviews. 5. At completion of the review process, the panel should decide what appropriate action to take with each coach. 6. A report should be provided to each coach indicating strengths and areas to develop. (i.e. a personal development plan) APPOINTMENT PROCESS (Early December) 1. Each coach is confirmed for a two-year term of appointment, subject to favourable review after the first year. 2. A coach may be reappointed for a further two-year term; however at the completion of the second term, the position must be advertised. Page 60

62 WELLINGTON RUGBY FOOTBALL UNION POLICY ON CO ACH SELECTION PROCESS FOR AM ATEUR REPRESENTATIVE TEAM S FROM DEVELOPMENT TEAM DOWN As at September Should a position be made vacant upon review, the position is to be advertised, and any placement of coaches must go through the normal application process. 2. These recommendations and any identified vacancies are reported to the WRFU Rugby Board. 3. Vacancies advertised and personal approaches made to targeted prospective coaches to apply. 4. Interview Panel is established, applicants short-listed by the Panel, interview schedule produced, interviews conducted, if considered necessary by the Panel. 5. All subsequent appointments are made in consultation with the WRFU Rugby Board. 6. Appointments made and letters of acknowledgement and thanks sent out, including meaningful feedback to unsuccessful applicants. INTERVIEW PROCESS Will consist of a review of the person s background and skill-set both in and out of rugby. Will involve and identify why the person seeks the role and their knowledge of the programme and what is involved. Will involve questions of a rugby specific nature (scenario) for the applicant to have the opportunity to show and present their rugby knowledge. Will involve a panel consisting of: WRFU CEO (at his discretion) WRFU High Performance Manager WRFU Development Co-ordinator WRFU Rugby Board Rep Rugby Delegate Wellington Lions Coach* Completion of a written evaluation of each coach. *For Development Team/U20 appointments. Page 61

63 YOUTH PLAYER ELIGIBILITY POLICY SENIOR/OPEN GRADE COMPETITIONS (REVIEWED MAY 2010) A critical issue at the forefront of our game is the eligibility and suitability of youth players at a senior/open grade level. Instances of college players playing at this level of rugby have been encountered in the Wellington region in the past, with one notable case in recent years sustaining a serious neck injury. As the predominant number of players in this age bracket have a zero conditioning/training age, their vulnerability and risk against players with several years conditioning age and physical development on them is greatly heightened. IRB guidelines suggest players under the age of 18 should not participate at a senior/open grade level of rugby, while the NZRU ensure that players under the age of 18 are not eligible to play NPC or Heartland Rugby. In view of the above, the following policy will apply with respect to youth players in senior/open club grade competitions within the WRFU: 17.1 Men s Premier, Premier Reserve, and First Grades (including Senior Open Club Sevens Tournaments) Any player under the age of 18 years is not eligible to participate, unless exceptional circumstances apply. Dispensation may be given for exceptional circumstances. Application to be assessed by the following panel: o o o o WRFU High Performance Manager WRFU Fitness Trainer WRFU Rugby Development Co-ordinator WRFU Rugby Board Member 17.2 Women s Premier Grade Any player playing in a front row forward position, who is under the age of 18 years, is not eligible to participate, unless exceptional circumstances apply. Dispensation may be given for exceptional circumstances. Application to be assessed by the following panel: o WRFU High Performance Manager Page 62

64 o o o WRFU Fitness Trainer WRFU Rugby Development Co-ordinator WRFU Rugby Board Member The decision of this panel will be final. a. Criteria for Exceptional Circumstances When assessing an application, the following criteria will be considered: Representation at either/both national and/or provincial age grade level or overseas equivalent. Player s medical history. Player s conditioning programme/fitness test results. A panel member in either a game or full contact situation must view player. b. Guardian/Parent Consultation Consultation should be held with either the player s parent(s) or guardian(s) for any application for dispensation. c. Penalty Failure to comply with the eligibility criteria in Men s Premier, Premier Reserve, First Grade and Senior Open Sevens Tournaments, or Women s Premier grades, as outlined above, will result in the offending team/s default of the match and five WRFU CC points awarded to the opposing team Secondary School Players In the same calendar season, a player cannot be registered to play for both a WRFU senior club team and a secondary school team, unless the player has left secondary school. If that player is still playing for his secondary school, regardless of whether he has left school or not, he is ineligible to play for a WRFU senior club team. Any player still at secondary school who wishes to play for their senior club must seek the approval of the WRFU. Requests will be considered on a case-by-case basis and are to be submitted to the Manager of Amateur Rugby in the first instance. Requests will be assessed by: - Manager, Amateur Rugby - High Performance Manager - Rugby Development Coordinator - Sport Manager College Sport This in consultation with the school and club concerned. Page 63

65 FEMALE YOUTH PLAYER ELIGIBILITY POLICY WOMENS GRADE COMPETITIONS (ESTABLISHED FEBRUARY 2016) Due to the growth and success of the College Girls Rugby competition, including the introduction of an Under 15 grade for 2016 a critical issue at the forefront of our game is the eligibility and suitability of youth players in the Women s grade. Numbers of college players playing at this level of rugby have varied over the past years with no policy in place. As the predominant number of players in this age bracket have a zero conditioning/training age, their vulnerability and risk against players with several years conditioning age and physical development on them is greatly heightened. New Zealand Rugby guidelines dictate that the following must be followed by all Provincial Unions. Subject to Provincial Union right to withhold approval if a safety issue exists, 16 year olds at 1 January can play senior rugby in the backs only Subject to Provincial Union right to withhold approval if a safety issue exists, 17 year olds at 1 January can play senior rugby in the forwards Players 15 years old or younger at 1 January cannot play senior rugby Parent/guardian must sign an acknowledgement form In view of the above, the following policy will apply with respect to youth players wishing to participate within the WRFU s Women s competitions: 17.1 Any WRFU Women s Grade Any player 15 years or younger is not eligible to participate, unless exceptional circumstances apply. 16 year olds at 1 January can play senior rugby in the backs only, unless exceptional circumstances apply. 17 year olds at 1 January can play senior rugby in the forwards only, unless exceptional circumstances apply. Dispensation may be given for exceptional circumstances. Application to be assessed by the following panel: o o o o WRFU High Performance Manager WRFU Fitness Trainer WRFU Rugby Development Co-ordinator WRFU Rugby Board Member a. Criteria for Exceptional Circumstances Page 64