MATCH OFFICIALS INFORMATION/ PROTOCOLS

MATCH OFFICIALS INFORMATION/ PROTOCOLS 2013-14 August 2013 1.

PURPOSE Match Officials Information The purpose of this document is to ensure all HP/SRU panel match officials have all the current information required for the season ahead. This document will be reviewed on a regular basis and reissued prior to the start of each new season. Not all current protocols are included in this short document, most protocols can be found on the Referee page of the SRU website and in the documents page of Who s the Ref. Although this document is primarily aimed at SRU list match officials, it is felt that it can be adapted for use by local referee societies. SCOPE The following areas will be covered in this document: Page Meetings & Fitness testing dates 3 Call off Protocol 4 Fitness Standards 5-6 Dress Code 7 Playing and Leisure Kit 8 Travel arrangements/ Expenses / Allowances(In and out of Country) 9-12 Pre & Post Match Responsibilities for Match officials 13 14 Selection Panel 15-16 Contact List 17 August 2013 2.

Match Officials Meetings & Fitness Testing Dates PURPOSE The purpose of this short document is to inform all SRU match officials of their responsibility regarding attendance and participation in local society and SRU meetings. As an SRU senior official you are expected to attend all meetings in your local society and all SRU senior officials meetings. You will have a responsibility to help in any way to input to society meetings to assist in the development of society referees. You will be informed by your local society of dates of meetings to be organised and run by your society. SRU senior officials meetings: Sunday 4th August 2013 Murrayfield 10am - 4pm Sunday 27 th October 2013 Murrayfield 10am 4pm Sunday 5 th January 2014 Murrayfield 10am 4pm Fitness Testing Dates: Test 1 to be completed on one of the following dates/venues: o 27 th July 2013, Stirling University 11am start o 14 th August 2013, Murrayfield - 6.30pm meet for a 7pm start Test 2 to be completed on one of the following dates/venues: o 21 st October 2013, Dunfermline 6.30pm meet for a 7pm start o 29 th October 2013, Dunfermline 6.30pm meet for a 7pm start Test 3 to be completed on one of the following dates/venues: o 13 th January 2014, Dunfermline 6.30pm meet for a 7pm start o 21 st January 2014, Dunfermline 6.30pm meet for a 7pm start Glasgow 2014 Fitness testing dates 8 th April 2014, Dunfermline 6.30pm meet for a 7pm start 14 th April 2014, Dunfermline 6.30pm meet for a 7pm start August 2013 3.

Match Officials Call off Protocol PURPOSE The purpose of this protocol is to confirm the procedures to be adopted when a match official has to call off any appointments. Although this protocol is primarily aimed at SRU appointments, it is felt that it can be adapted for use by local referee societies. PROCEDURE Call offs fall into two distinct categories viz: During normal working hours Monday Thursday 9.00am 5.00pm Friday 9.00am 12.30pm Late call off After 12.30pm on Friday for Friday night, Saturday or Sunday games After 5pm on the day of midweek match During normal working hours The appointed official must turn back the appointment using the online facility on Who s The Ref (WTR). This should be followed up by a courtesy phone call to the Referee Co-ordinator (0131 346 5049). The Referee Co-ordinator, in consultation with the SRU Panel Manager, will appoint a suitable replacement and publish details on WTR. Notification will be sent electronically to the replacement officials, club officials and, if applicable, fellow match officials. The replacement official will indicate confirmation of the change by using the online facility as well as contacting, if applicable, his fellow officials. The appropriate home club official should also contact the replacement official to confirm game, kick off time etc Late Call Off The appointed official should, as soon as is practicably possible, contact by TELEPHONE the Referee Co-ordinator (0131 346 5049) where an appropriate message, together with telephone number, will be left giving details of who is on duty. The official should then contact the person on duty to arrange a replacement. The official should also contact the home club and, if applicable, their fellow officials, to inform them of the withdrawal and who will be responsible for appointing a replacement. The person on duty will appoint and contact, by phone, a replacement official. The referee secretary of the home club (and the local society referee secretary, if appropriate) will be informed by phone of the change. WTR will be updated as soon as possible thereafter. August 2013 4.

Match Officials Fitness Standards Protocol PURPOSE The purpose of this protocol is to confirm the level of fitness each SRU Match Official must achieve to be considered for entry to or retention on the SRU Panel. It also lists the level of fitness required for nomination to: IRB Merit Panel SRU Panel from district panels All match officials must pass at least 3 fitness tests per season to the appropriate standard by the following dates, failure to complete the tests to the required standard may result in the official not being selected for SRU appointments until the acceptable standard has been reached. It could also result in the official not being retained at their current level or considered for promotion: Test 1 to be completed on one of the following dates/venues: o 27 th July 2013, Stirling University 11am start o 14 th August 2013, Murrayfield - 6.30pm meet for a 7pm start Test 2 to be completed on one of the following dates/venues: o 21 st October 2013, Dunfermline 6.30pm meet for a 7pm start o 29 th October 2013, Dunfermline 6.30pm meet for a 7pm start Test 3 to be completed on one of the following dates/venues: o 13 th January 2014, Dunfermline 6.30pm meet for a 7pm start o 21 st January 2014, Dunfermline 6.30pm meet for a 7pm start Additionally we will be holding a pre-glasgow 2014 fitness testing for those officials under consideration for selection to the Commonwealth Games. Those officials who are being considered for selection will be notified closer to the time. The dates for these tests are: 8 th April 2014, Dunfermline 6.30pm meet for a 7pm start 14 th April 2014, Dunfermline 6.30pm meet for a 7pm start Standards Required : Tests Anaerobic 40mSprint Aerobic Yo-Yo Intermittent Recovery Level 1 August 2013 5.

Referees 1. Criterion Measures For Anaerobic Speed IRB & High Performance Premier National Championship Result Standards <5.30 <5.4 <5.50 <5.6 Optimal 5.30-5.8 5.4-5.9 5.50-6.0 5.6-6.1 Acceptable >5.8 >5.9 >6.00 >6.1 Unacceptable 2. Criterion Measures For Yo-Yo Intermittent Recovery Level One IRB & High Performance Premier National Championship Result Standards >18.8 >17.8 >17.4 >16.8 Opitmal 18.1-18.8 17.1-17.8 16.4-17.4 16.1-16.8 Acceptable <18.1 <17.1 <16.4 <16.1 Unacceptable Assistant Referee Standards 1. Criterion Measures For Anaerobic Speed High Performance Development SR1 SR2 Result Standards <5.30 <5.4 <5.50 <5.6 Optimal 5.30-5.8 5.4-5.9 5.50-6.0 5.6-6.1 Acceptable >5.8 >5.9 >6.00 >6.1 Unacceptable 2. Criterion Measures For Yo-Yo Intermittent Recovery Level One High Performance Development SR1 SR2 Result Standards >16.8 >15.8 >14.8 >13.8 Optimal 16.1-16.8 15.1-15.8 14.1-14.8 13.1-13.8 Acceptable <16.1 <15.1 <14.1 <13.1 Unacceptable Some Standards may be reduced in exceptional circumstances. August 2013 6.

Match Official Dress Code Game Travel Post Match Remarks International ERC RABODIRECT PRO 12 Air Travel Smart Casual Referee to confirm all details Match day to Tracksuit or if travelling as a ground supplied Suit team Match day post Supplied suit game Air Travel Smart Casual Referee to confirm all details Match day to/ SRU Blazer, grey if traveling as a from ground slacks, Blue Shirt team and SRU referees tie Air Travel Smart Casual Referee to Match day to ground Match Day post game Tracksuit or SRU Blazer, grey slacks, Blue Shirt and SRU referees tie (TBC) SRU Blazer, grey slacks, Blue Shirt and SRU referees tie * confirm all details if traveling as a team Age Grade As Per ERC / RoBoDirect Pro 12 Should make use of supplied casual wear Should make use of supplied casual wear Should make use of supplied casual wear Match day Smart Casual All match officials should take into consideration the dress likely to be worn by committee members in the committee Domestic room after the game. No jeans or T shirts should be worn. It is recommended that all match officials should wear a jacket, collar and tie if they intend meeting with committee members post match. Smart Casual: (Recommendation only) It is strongly recommended that Match officials while dressed in Smart casual do not wear Jeans, tracksuits or T shirts. Please use any casual wear supplied and where none has been supplied smart Ghinos/Slacks and a clean and tidy Shirt / Polo Shirt are preferred. * Referees/AR s are required to wear clothing as listed above for home games; Referees must make their own judgment on the appropriate dress to be worn post PRO 12 away games. August 2013 7.

PURPOSE Match Officials Playing and Leisure Kit Protocol The purpose of this protocol is to inform each SRU Match Official of what playing and leisure kit they should expect to receive each season. Levels of supply vary year on year and the details listed below should be treated as a guide, a detailed list of each issue will be given to each official prior to receipt of any playing and leisure kit from the SRU or external agencies. It is the responsibility of the individual to ensure they wear the correct kit for each competition. Match officials will be required to provide an update of sizes required at the end of each season, the Referee Coordinator will make contact with all SRU officials to complete a size chart. A copy of the size chart is attached. PLEASE NOTE WE WILL HAVE A NEW KIT SUPPLIER THIS SEASON. ONCE ALL MACRON KIT HAS BEEN DISTRIBUTED THIS MUST BE WORN WHEN OFFICIATING. CANTERBURY KIT CANNOT BE WORN EITHER ON OR OFF THE PITCH. Kit Officials Entitled Level of Entitlement Remarks SRU National Officials expected to travel out of the country on SRU business Backpack* Kit Bag* Polo Shirt X 2 T-Shirt X 2* Rain Jacket* Tracksuit* Blazer & Trousers (One off) * Not PR or coach Heineken Cup Normally HP group only 4 shirts (2 for use in France Selected AR s and 2 for games out-with Where provided by France) organisers. Track suit Shorts & socks PRO 12 HP referees 2 shirts Selected SRU Panel refs Tracksuit Selected AR s Shorts Kit may be provided to Socks Academy members Kit bag for No4/No5 role Domestic Competitions All Match Officials 2 Shirts Tracksuit (not every year) Shorts Socks Jacket (coaches /PR only,not every year) The entitlement is not fixed and will contain SRU branded kit. Where possible a full set of kit will be provided however we only have a set allocation and therefore those receiving kit later in the season may only receive a limited amount. A number of kits are ordered for use by No4 & 5 officials and a surplus for pool kit. Pool kit will be retained for issue where necessary. Domestic playing and leisure kit is organised and distributed under district arrangements. Entitlements change year on year in line with level of sponsorship available. August 2013 8.

Match Officials Travel Arrangements / Expenses Protocol PURPOSE The purpose of this protocol is to confirm the procedures to be adopted by match officials when travelling to games in Scotland and outwith the country and any expenses they may be entitled to claim. This document will cover details when travelling to the following appointments: IRB International (Non IRB) appointments ERC European Challenge Cup RaBoDirect PRO 12 Domestic PROCEDURE All SRU Match Officials will be required to complete and return a Traveler Profile Form, at the start of each season. This form will be held on file at Murrayfield for travel booking and insurance purposes. A copy of this form can be found at the end of this document. All official allocations requiring travel will where possible be posted on WhosTheRef. On acceptance of these assignments for all travel requiring a means of transport other than the match officials own vehicle, an SRU Travel Requisition form must be comprehensively completed and returned within 48 hrs of the allocations having been acknowledged. PLEASE NOTE THAT TELEPHONE BOOKINGS WILL NO LONGER BE ACCEPTED. All air travel will be booked at economy class rate unless prior authority for Business Class has been granted by the tournament organizers to which the official is appointed. Travel requiring external bookings: The match official should clearly state on this form, times which would be suitable for him/her to travel and any preferred airlines, so that appropriate flights can be sourced on their behalf. The match official is entitled to specify their preferred hotel in any location, and this will be considered on its financial merits along with appropriate alternatives in the area. The Travel Requisition Form must be emailed to mellisa.gracie@sru.org.uk Upon receipt of the completed travel requisition form, the Referee Co-ordinator will then liaise with Scottish Rugby s contracted travel agents to acquire a suitable flight in terms of the match officials Profile and submitted request. Once a suitable arrangement has been identified, the Match Official will then be furnished with the returned options, either by email or by telephone. The onus for confirming the preferred option lies with the Match Official, who is expected to promptly respond to quotes in this regard. It is also the responsibility of the Match Official to contact the Referee Coordinator of any subsequent changes (not originally specified on the requisition form). Once confirmed, booking changes may incur steep financial penalities, making it impossible to amend confirmed bookings. August 2013 9.

Once all changes have been verified and made, the Referee Co-ordinator will email a final copy of the flight and hotel confirmation to the match officials first choice email account from WhosTheRef. Should the match official require the final copy to be sent to an alternative address they should note this in the additional information section of the travel requisition. These details will be kept on file at Murrayfield should duplicates be required. Travelling with a partner: Match officials are entitled to be accompanied by a partner on any flight. All charges pertaining to this partner must be incurred by the match official. When booking flights for a partner, the match official must provide either the details relevant to the credit card that he/she wishes to be charged, or immediately submit a cheque in the amount incurred by this travel. Should a surcharge for double occupancy be placed on a hotel room, the match official is also liable for this payment. Any tickets (with the exception of Autumn Test and 6 Nations tickets) required for games must be acquired through a private arrangement with the home club. The contact details for all RaBo Direct Pro 12 and European clubs can be obtained through the Referee Co-ordinator. Autumn Test and 6 Nations tickets can be requested through the Referee Co-ordinator, provided that requests are made within a reasonable timeframe and the match official is prepared to incur all charges. Car Parks and Tolls: Car parking fees and toll charges incurred while travelling on SRU business (which excludes travel to and from work) will be reimbursed. Airport long-term parking must be used for travel exceeding 24- hours. Subsistence for games out-with Scotland: For the duration of a trip to officiate in another Union, match officials are entitled to claim for the following subsistence items: Sundry travel to and from hotel/airport and to and from hotel/match venue. Refreshments such as tea/coffee at airports where a delay of more than 30mins is experienced. You are entitled to claim for the cost of meals when: You are away from home (overnight) on company business (subsistence) A Daily allowance of up to 50 per head to cover the cost of meals. Meals on the night of the match will not be paid for. it is recognised that in some exceptional cases, this expense limit may not cover fair and reasonable subsistence expenses for certain specific journeys. In such cases, prior agreement with the Head of Match Officials should be made as to the level of re-imbursement which will apply to such journeys. Should you not be offered a pre/post match meal by the host Union/Club please note this on your expenses claim for the Referee Co-ordinator to discuss with that Union. Any claims submitted for over the 50 max limit without prior permission from the head of match officials will be restricted to the 50 limit Hotel room service is ordered at the match officials own expense. Any parking or speeding fines incurred whilst on SRU business are the sole responsibility of the match official driving at that time. August 2013 10.

DOMESTIC GAME TRAVEL Match officials are expected to make their own way to games within Scotland. The most recognised form of transport is the official s private car; however under some circumstances rail, flights, ferry bookings must be made through the travel co-ordinator following the procedure noted above. Officials should always try where possible to share a car with any officials travelling to a game close to or en-route to their own fixture. Where officials share a car only one claim per car will be authorised Travel by private car: You are not eligible to claim mileage whilst driving a car hired by Scottish Rugby. For domestic fixtures, mileage will be redeemable at a rate o First 10000 Miles o Over-10000 Miles 45p per mile 25p per mile Scottish Rugby will keep a running total of all individual mileage and will modify any claims that they deem to be in contravention of this policy. The Referee Co-ordinator monitors expenses claims at random and may modify claims where a difference of more than 5 miles is calculated. The Referee Co-ordinator calculates mileage based on postcode to postcode records, using AA Route planner and royalmail.com. Claims submitted using WTR will be automatically calculated using distance between postcodes. If for any reason you are subject to diversions whilst on SRU business please note this on your claim form and it will taken into account. Failure to notify of any diversions could result in your claim being adjusted, any adjustment will be discussed with the claimant prior to changes being made. Any parking or speeding violations incurred whilst driving on SRU business are the sole responsibility of the official driving at that time. Subsistence: Scottish Rugby will not pay for any sundry items purchased during travel to and from a domestic fixture, with the exception of journeys over 150 miles one way when an allowance of up to 15 will be paid on the production of receipts to cover the cost of a meal(s). Should you be required to purchase anything pertaining to the fixture, such as batteries for communications equipment, Scottish Rugby will refund this money on sight of a receipt. August 2013 11.

SUBMITTING A CLAIM: All claims must be posted to Murrayfield using the prepaid envelopes provided. Claims for motor mileage MUST be accompanied by VAT Fuel receipts of at least 50% of the value of the claim. Failure to submit receipts will result in the claim not being processed for payment. All claims must be submitted monthly and no later than the 5 th of the month in which the expense was incurred. Receipts must be submitted with all claims. Claims will be paid directly into personal bank accounts using BAC s, payment should be expected around the 24 th of the month in which the claim was submitted. Claims received after the 5 th of the month will be held over to the following months BAC s run. CLAIMS MUST BE SUBMITTED MONTHLY IN THE MONTH FOLLOWING THE CLAIM PERIOD. ANY CLAIM SUBMITTED LATER WILL BE REJECTED. DO NOT BUILD UP YOUR CLAIMS AND SUBMIT FOR MORE THAN ONE MONTH AT A TIME AS YOUR CLAIM MAY NOT BE PROCESSED. INSURANCE COVER: Please note the above warning will be very strictly enforced All match officials are covered by the SRU insurance both in Scotland and while on duty and representing Scotland out side the country. Details for Travel and Personal accident cover are available from the Head of Match Officials on request (only for those officials expected to travel out of Scotland on duty). Any match official travelling outwith the UK on SRU duty must have a worldwide Emergency and Medical assistance card in their possession, cards can be obtained from the Head Of Match Officials Please retain receipts for all purchases made whilst on SRU business as they will be required as support for any purchase being claimed August 2013 12.

Match Officials Pre and Post Match Responsibilities PURPOSE The purpose of this short document is to inform all SRU match officials of their responsibility regarding Pre and Post match responsibilities. Match Officials have a number of responsibilities before and after each game, listed below is a short check list: Where reports are required to be submitted they should to be returned to the referee co-ordinator, unless specified otherwise Pre Match Referee Accept appointment on WTR within 48hrs of the games being published Contact appointed AR s(if applicable) at least 48hrs prior to KO to confirm details Contact appointed coach /performance reviewer (if applicable) at least 24hrs prior to KO to confirm details. ( This may not be necessary if the coach has already made contact) Referee Coach /Assistant Referee Coach Accept appointment on WTR within 48hrs of the games being published Contact referee at least 48hrs prior to KO to confirm details Selector/ Performance reviewer Accept appointment on WTR within 48hrs of the games being published Assistant Referee Accept appointment on WTR within 48hrs of the games being published Contact referee at least 24hrs prior to KO to confirm details( This may not be necessary if the referee has already made contact) Contact appointed coach /performance reviewer (if applicable) at least 24hrs prior to KO to confirm details. ( This may not be necessary if the coach has already made contact) August 2013 13.

Post Match Referee: Attend post match function in club rooms Return/submit the following reports: o Completed score sheet on WTR o Completed report on AR s ( if appointed by SRU), copy attached (Available on WTR) o Completed report on Referee coach ( if applicable), copy attached o Completed Red / Yellow card reports (if applicable), to be completed on WTR within 48hrs of the final whistle Referee Coach Attend post match function in club rooms Select a suitable location for feedback session to referee and AR s(if appointed), this should be in the clubroom and not in the referee changing room or pitch side Conduct feedback session( no longer than 20 minutes) Return the following reports o Completed report on Match referee( no later than 72hrs after game) must be completed on WTR o Completed report on both AR s (copy attached), should be completed on WTR Assistant Referee: Attend post match function in club rooms Attend feedback session with referee and referee coach Return the following reports o Completed and signed Red / Yellow card reports (if applicable), to be completed on WTR Assistant Referee Coach Attend post match function in club rooms Select a suitable location for feedback session to referee and AR s(if appointed), this should be in the clubroom and not in the referee changing room or pitch side Conduct feedback session( no longer than 20 minutes) Return the following reports o Completed competence report on both assistant referees(no later than 72hrs after game) must be completed and placed in the relevant dropbox folder. Selector / Performance reviewer There is no requirement to attend the feedback session between the referee and his/her coach Return the following reports o Completed competence report on referee(no later than 72hrs after game), should be returned to selection panel chairman August 2013 14.

SELECTION PANEL ROLES AND PROCEDURES Background The Selection Panel was established in the summer of 2007 on the recommendation of the 2007 Referee Review. The membership of the Selection panel was considered during the 2012 review into match officials and a number of recommendations were accepted Panel Composition Membership of the Selection Panel for season 2013/14 is as follows: Jim Fleming Rob Dickson Iain Heard Colin Brett Ronnie Dumma Adam Gray Stuart Thomson Chairman High Performance Group Manager Referee Academy Manager Referee & Assistant Referee Panel Manager Recently Retired / Experienced Match Official Ex Senior Club Coach Report Analyst The Selection Panel decided at the end of season 2012/13 that due to the amalgamation of the Senior and Junior Academies into a single Academy as of season 2013/14 it was appropriate that the Academy Manager (Iain Heard) should be invited to join the Panel. Excluding Rob Dickson, Colin Brett and Iain Heard who are members of the Selection Panel due to their respective positions within the Union, the other members of the Selection Panel hold their positions for an initial period of three years (up to June 2015). This period can be extended for a further 3 year period thereafter August 2013 15.

Remits of Selection Panel The principal remits of the Selection Panel are: - To undertake the selection of all officials to the High Performance Group; of Referees to the SRU Group; of SRU Referees to the Academy and of Assistant Referees to the SRU Assistant Referee Panel; To appoint the above mentioned match officials to appropriate matches; To appoint referee coaches and performance reviewers to appropriate matches; To nominate match officials to the IRB, FIRA etc for matches/tournaments following requests from those organizations; To decide on the repositioning of all match officials under their auspices; To nominate a referee or assistant referee for the SRU Referee of the Season Award; To produce two interim reports (November and February) and a final report (May) for presentation to the SRRA Executive. These reports are subsequently published on WTR and Any other appropriate remit as agreed with the Head of Match Officials The Selection Panel is accountable to the Head of Match Officials Selection Process The Selection Panel meets officially on a monthly basis throughout the season to discuss the progress of all match officials and to make all appropriate appointments using all available information/data Decisions regarding repositioning of officials are based on the various criteria, which are published on WTR. The Selection Panel s decision regarding the repositioning of any match official is sent, for information purposes, to the match official s society. Appointments Process The Selection Panel appoints all match officials (referees, assistant referees, TMOs, referee coaches, performance reviewers/selectors) to appropriate matches under its control and publishes these on WTR on a monthly basis (or any other period deemed appropriate by it). The managers, following discussions with their individual coaching groups, present recommendations of appointments to the Selection Panel. Matches are allocated taking cognisance of all relevant information including the importance of a particular match, coaching reports, selectors and performance reviewers reports etc. In addition, failure to reach the appropriate fitness levels (as detailed elsewhere in this document) will also affect appointments. The final decision regarding all appointments rests with the Selection Panel August 2013 16.

Useful Contact Details Name Appointment Phone Mobile Roy McCombe Head of Match Officials 0131 346 5079 07764 430998 Mellisa Gracie Referee Co-ordinator 0131 346 5049 07834 281040 Colin Brett RRDM Edinburgh 07971 605618 SRU Panel / AR Panel Manager Andrew Macpherson RRDM Glasgow 07764 772247 HP Coach Bob Easton RRDM Caledonia 01333 450818 07764 178957 Training Manager Iain Heard RRDM Borders 07764 178926 Academy Manager Martyn Hawthorn Regional Referee Coach 01576 470841 07764 430999 Manager Fergus Neil Council Rep 0141 639 1326 07811 976483 Jim Fleming Chair - Selection Panel 0131 452 8088 07932 744726 Rob Dickson HP Group Manager 07976 351044 Colin High HP Coach 01229 822131 07841 230444 Johnny Bacigalupo Performance QA 01875 852227 07798 708315 Andrew McMenemy Full-time Referee 01896 755962 07971 305477 Murrayfield 0131 346 5000 n/a August 2013 17.