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NM Rugby

Policies and Procedures

New Mexico Youth Rugby

2023 - 2024 Policies

Approved by the NMYR Board of Directors

New Mexico Youth Rugby (NMYR) is US Rugby Youth & High School/USA Rugby's State Youth Rugby Organization (SYRO) for New Mexico spanning all in state counties and including the city of El Paso, TX and Durango, CO. NMYR segmented into four regions:  Albuquerque, Santa Fe/ Los Alamos, San Juan, and the Borderlands.

NOTE: Policies are subject to change.

CONTENTS

MISSION & VISION

Mission

Vision

OBJECTIVES

ADHERENCE

CODE OF CONDUCT

Coach Requirements

Sideline Requirements

Field Requirements

Club Requirements

Match Conduct

Sanctions/Penalties for Breaching the NMYR Code of Conduct

Sanctioning Laws

COMPETITION STRUCTURE

Annual Competition Calendar

Fall Flag

Spring Club

ADMINISTRATION

Registration

Eligibility

Match Roster

Hosting

Referee Development

SCHEDULING

Match Scheduling

Match Location/Timing

15’s a side

10’s/7’s

NMYR REPRESENTATIVE TEAMS

A. ORGANIZATION

B. SELECTIONS

C. FUNCTIONS OF OFFICIALS

TRAVEL POLICY

PROCEDURES

Preliminary

Requirement

Accommodations

GAME DAY INFORMATION

Field Monitor Requirements

Water Carrier Requirements

Spectators

Filming of Games

DISCIPLINARY POLICIES & PROCEDURES

FUNCTIONS

General Process

SANCTIONS

DUTIES OF THE OFFICERS OF THE NMYR BOARD OF DIRECTORS

A. PRESIDENT

B.        VICE PRESIDENT

C.        SECRETARY

D.        TREASURER

NMYR EXECUTIVE COMMITTEE POLICIES ON ELECTRONIC MEETINGS AND E-MAIL VOTING

1. Purpose

2. Making of a Motion

3. Procedure for E-Mail Voting

 

MISSION & VISION

New Mexico Youth Rugby is a 501(c)(3) non-profit organization in New Mexico.  We are an affiliate of USA Rugby and USA Youth and High School Rugby. We are the Sanctioned Governing Body for all youth rugby in New Mexico. This includes community and school-based programs for players ages 5 – 18.

 

Mission

New Mexico Youth Rugby exists to provide a fun and safe environment for the development of rugby in New Mexico; develop well rounded rugby community members both on and off the pitch; and be the conduit to connect the game at all levels to promote a lifelong love of the sport of rugby.

 

Vision

New Mexico Youth Rugby seeks to celebrate, uphold and spread the Game of Rugby and its principles.

 

OBJECTIVES

  1. To promote and maintain the ideals of strong character, good sportsmanship, leadership, good citizenship, fair play and camaraderie between all players, coaches, referees, volunteers and spectators. 
  2. To promote and represent rugby in a positive and professional manner and be the primary representative and ambassador of New Mexico Youth Rugby in all relevant matters and events, including but not limited to relationships and dealings with USA Rugby, US Youth & High School, regional, state, national or international rugby organizations and their affiliates as well as the public. 
  3. To develop and encourage a positive family-oriented atmosphere to the teams, clubs, conferences and NMYR so as to empower parents to learn about the sport, help run and maintain the clubs, and exert a positive influence. 
  4. To promote and uphold the World Rugby’s core values: Integrity, Discipline, Solidarity, Passion and Respect. 

 

ADHERENCE

Policies and Procedures:

Clubs/HS will abide by NMYR Policies. If an infraction occurs, Clubs will uphold the ruling made by the Disciplinary Committee, NMYR staff and/or Board of Directors. Clubs are responsible for ensuring that their coaches, administrators, athletes and supporters are aware of all NMYR Policies, including those governing competition, Code of Conduct, player welfare, and NMYR Youth Variations.

 

CODE OF CONDUCT

ALL NEW MEXICO YOUTH RUGBY Clubs, Teams, and their affiliated Coaches, Referees and Administrators confirm their joint objective and firm commitment to maintain a safe, positive and youth/family-oriented environment for all Players, Coaches, Administrators, Referees, Volunteers, Match Officials and Spectators.

 

Coach Requirements

  1. Each Coach shall maintain a current USA Rugby (USAR) CIPP Registration Number and be properly and currently certified through the USAR Coach Certification Program and be in good standing with NMYR and USAR (current Background Check, SafeSport, etc.). [1]
  2. The Head Coach for each Team is responsible for the attitude, conduct and sportsmanship of his/her Coaches, Administrators, Field Officials, Volunteers, Players and Spectators. This is not a legal responsibility, but a leadership and conduct responsibility. New Mexico Youth Rugby takes a Zero Tolerance to Violence and Harassment and expects that the Clubs and Coaches adhere to this principle.
  3. The Head Coach shall ensure the Team’s Coaches, Players, Volunteers and Spectators do not engage in bantering or questioning of the Referee’s call, or harassment of opposing players. Failure to meet this requirement may be reported to the Disciplinary Chair or NMYR Executive Director by the Referee or an opposing Coach.

[1]USA Rugby Coaching Compliance

World Rugby Coaches’ code of conduct

 

Sideline Requirements

  1. Any Coach, Player, Administrator, Field Official or Spectator acting in a menacing, harassing or belligerent manner, or using foul, provocative or inciting language, or enters the field in a menacing manner will be subject to immediate sanctions as determined by the Referee, such as removal from the playing enclosure. As well, the Head Coach can be issued a Yellow or Red Card. Clubs not taking immediate steps to enforce such a ban or disassociation are subject to further sanctions or disassociation from NMYR.
  2. A Coach, sidelined Player, Administrator, Field Official or Spectator may not enter the field in a menacing manner.
  3. All USA match technical zone and sideline management guidelines are to be met [2]

[2]USA Rugby Technical Zone & Sideline Management

Field Requirements

  1. Field Size and Times of Play for Youth Rugby Players in USA Rugby are to be followed. [3]
  2. Each host club will assign one (1) or two (2) Field Monitors (Field Officials) to ensure compliance with the barrier restrictions and conduct of its Coaches, Administrators, Volunteers, Players and Spectators. The purpose of the Field Monitor is to first inform the violators, then the Head Coaches, then the Referees of any violations of this Code of Conduct.
  3. Field Monitors may stand inside the barriers of the various team’s bench areas and not confined to the technical zone. [2]
  4. Each host club will ensure team and referee changing / bathrooms are clearly marked, open and secure.
  5. Each host club will try to ensure drinking water is readily available.
  6. Emergency Action Plans (EAP) are documents that clearly and concisely lay out procedures and contacts in case of an emergency at a specific rugby location or venue. NM Member Clubs and High Schools are required to file an EAP for each field site or venue where they are hosting/playing.

[3]Field Sizes and Match Durations for Youth

Club Requirements

  1. All Clubs must agree to follow this New Mexico Youth Rugby Code of Conduct. It is the Club President’s responsibility to ensure that his/her Coaches, Administrators, Field Officials, Volunteers and Players have read and understand their obligations under this Code. It is also the Head Coaches responsibility to inform his/her Spectators of the general rules and requirements of this Code.
  2. NMYR has a Zero Tolerance to Harassment or Abuse by Coach to Player, Player to Player, or Coach/Player/Spectator to Referee or Opposing Spectators. Any abuse/harassment that occurs should be reported to the NMYR Disciplinary Chair or Executive Director.  
  3. NMYR has a Zero Tolerance to Drugs, Alcohol and Tobacco. No alcohol, tobacco, marijuana and/or illegal substance consumption at practices and during the matches by Coaches, Players, Volunteers or Spectators.
  4. All Players must be properly registered through NMYR and USA Rugby.
  5. For all NMYR Sanctioned Events, each Team shall maintain a copy of their match or event specific NMYR Match Roster, Match Result and Player Pictures forms at the field of play.
  6. All Team Rosters must be posted 24 hours prior to the Match Time using the roster software.
  7. No Player shall compete in any NMYR Sanctioned Event unless they are properly registered, are in good standing, and are listed on the specific match or event NMYR Match Roster.
  8. Any Team that allows an ineligible Player or Coach to participate in a New Mexico Youth Rugby Sanctioned Event shall be suspended indefinitely pending a review by the Director of Discipline. The suspension and audit may apply to other teams in the club. The team(s) or club will remain suspended until the audit is complete and NMYR approves reinstatement. Reviews may take several weeks or longer. Multiple violations may result in permanent bans.
  9. All High School Matches must be video graphed by the Home Club. If equipment is needed, each club can contact NMYR to help out. 
  10. NMYR will assign a Certified Athletic Trainer to every match. The minimum medical personnel requirement is a certified first responder or Certified Athletic Trainer with current year credentials from the New Mexico Athletic Trainers Organization. All medical personnel must have current First Aid, CPR, and AED certifications.  If NMYR is challenged with allocating an Athletic Trainer to a match(es), the host will be reimbursed for up to $60 per hour for the AT they secure.

Match Conduct

  1. All player Red Card Violations shall result in an automatic suspension from all further play until the situation is reviewed by the New Mexico Disciplinary Chair. The New Mexico Disciplinary chair will review and cite within 48 hours all red card violations.  All Coach/Sideline/Spectator Red and Yellow Card violations shall result in an automatic suspension as detailed in the NMYR Disciplinary Policy Document. See below in Disciplinary policies and procedures section. 
  2. Three (3) or more Red Card Violations, and/or seven (7) or more yellow cards by any team division in a season may result in the Club, represented by the President or member of their Board, appearing before the Disciplinary Chair and/or Executive Director to explain how the issues will immediately be resolved.  

 

Sanctions/Penalties for Breaching the NMYR Code of Conduct 

The NMYR Disciplinary Committee shall have the discretion to impose penalties as appropriate.  See Disciplinary Policies & Procedures at end of document.

Sanctioning Laws

If NMYR/USAR sanctioned teams play non-sanctioned teams, the CIPP insurance is not valid for that match.  CIPP only applies to matches against NMYR/USAR sanctioned teams. 

Per World Rugby: “Any Match, Series of Matches, tour or tournaments which does not fully comply with the requirements of the Bye-Laws, Regulations and Laws of the Game shall be deemed unofficial. The Union within whose territory such an unofficial event takes place (and the visiting Union or Unions) and/or the Union or Unions of participating Provincial, County, District, Clubs or Rugby Bodies will be held responsible and will be liable to sanction in accordance with the Regulations and/or Bye-Laws.” — World Rugby Regulation 16.2.8

Per USA Rugby: “Any rugby activities held without the sanction of USA Rugby will be considered non-compliant with World Rugby regulations. As such, any certifications or qualifications tied to World Rugby would be considered invalid, and no tie would exist to the World Rugby rules of the game or disciplinary standards. A sanction for a non-member team to play a member team will not be unreasonably withheld if certain criteria are met. USA Rugby is happy to provide this information per request; however, it is important to note that sanctioning does not provide accident or liability insurance to a non-member team for the match, nor does it confer any other member benefits beyond allowing the match to occur.”

COMPETITION STRUCTURE

Annual Competition Calendar

Registration will close with the regular season.  No new registrants for the post-season.  An athlete has to have played in three regular season games for the requested team to be eligible for the post-season. When rostering for the post-season, clubs will need to confirm with NMYR the three dates of regular season play for each post-season rostered athlete.  Clubs may submit a hardship appeal to NMYR for situations like athletes who may have been injured early in the season and just cleared to return.  Athletes may only play one age division in the post-season. The Competition Committee will meet with each division respected team coaches halfway into the season to determine the state final set up.

 

Fall Flag

Age divisions offered from U5-U18 

 

Spring Club:  
 

Coed U8 Flag

Coed U14 – MS

Boys U16 - HS

Boys U19 – HS

Girls HS
 

ADMINISTRATION

Registration

All athletes are required to be registered in order to practice and play within NMYR.  

  1. NMYR and USA Rugby Fees. 
  2. Athlete Registration Requirements
    1. New, clear headshot with white background
    2. Birth certificate or passport
    3. Applicable waivers will be signed online during the registration process
    4. Club Compliance - In order for the entire club (including all teams) to be considered and scheduled for the season, clubs must be in compliance with USA Rugby of 1 Registered Accredited Coach, 8+ Registered players. Once Done, NMYR Will cover the Club Fee to USAR, bringing the club into compliance. 
    5. Team Registration - In order for each individual team to be considered and scheduled for the season, teams must meet the following numbers.  
      1. Fall Flag:  Open division.  Fall flag is a time to promote the game. Minimum requirement is that of USA Rugby club requirement for a sanctioned club, 8 registered players.  
      2. Spring: 8 players for 7’s; 12 for 10’s; 20 for 15’s play
        1. Team Combinations. – Teams that do not meet the minimum requirement, may combine (as long as each club is in compliance) in Series play. If the team is to still be combined by post season, then the 3-game policy still applies.
  3. Coach Registration Requirements
    1. All coaches are required to be current with their annual Rugby membership and required certifications including but not limited to SafeSport, background check, World Rugby’s Rugby Ready Program and Concussion Training. Level 1 training and certification is required for all levels from U10-U18 and High School. Any coaches found not obliging compliance will be under disciplinary review.
  4. Admin Registration - Each club’s admin is required to register and to be current with SafeSport and background check in order to be involved with minors. 

 

Eligibility

  1. Eligible Athletes - Athletes are eligible to play if they are registered and their documents are approved as active by NMYR, playing within their proper division, and have no medical or disciplinary notations. 
    1. Teams playing ineligible athletes will be deemed a forfeit and subject to further disciplinary action.
      1. Athletes must be attending high school to play High School Rugby. 
      2. Players who are 14 years old and in High School who wish to play in or be involved in training for, High School or older Club Rugby are permitted only if the U15 Waiver was signed during registration. 
    2. Per USA Rugby, youth athletes must not exceed 90 minutes of play.
      1. Coaches/clubs are responsible for tracking the amount of play per day for their athletes and not to exceed 90 minutes of play per day.  
    3. Athletes who have played with an adult rugby club in a given season are not permitted to compete with an NMYR club or HS team that season. Refer to USA Rugby for restrictions regarding athletes playing with an adult rugby club.
  2. Eligible Coaches - Clubs are responsible for ensuring the status and standing of their coaches. Any clubs fielding coaches that are not in compliance with an active USA Rugby Membership and corresponding required certifications will be under disciplinary review.
  3. Eligible Clubs - Clubs are eligible to compete within NMYR if they are in good standing.  
    1. Academy Programs per US Youth & High School “do not compete at state or local levels in club or school competitions. Academies may not operate teams or clubs in a SYRO” thus are not permitted members of NMYR.
    2. Geography - Clubs must uphold the NMYR requirement they not be in competition or operate within an existing club's geography. Newer clubs that are competing with an existing club for the same practice/game fields and therefore players run against the mission of growing the game and will be under disciplinary review.

 

High School Eligibility Regulations - Teams and Players

Mixed Gender Rugby Guidelines

USA Rugby Policy for players under ages 18 and 19 Participating in Adult Rugby

Under 18 Players Participating in College Rugby (Effective September 1, 2020)

Waiver form for players under ages 18 and 19 participating in Adult Rugby

Waiver form for players under age 15 in High School Rugby

 

Match Roster

The Roster is considered the official record of the match.

  1. All Team Rosters must be posted 24 hours prior to the Match Time in the registration site and Rugby Match Day app. How To Submit, Confirm, and Check Rosters in Rugby Xplorer
  2. If the registration site is down, every team must bring two printed rosters to each match - one for the opposing coach and one for the referee. 
  3. Only athletes registered and processed as approved by NMYR are eligible and permitted to play. 
  4. An athlete appearing on a Roster is considered as having played in that match.
  5. Teams are required to examine their opponent’s Roster before the match.  
    1. If a coach does not agree with the Match Report by kick-off, this needs to be noted on the Match Report with signatures from both coaches and the referee.  If required after the match, the Match Report in contention will be reviewed and investigated by NMYR and subject to an administrative processing fee.
  6. Athletes listed as “Medically Ineligible” are in the medical protocol, thus not eligible to play. 
  7. Athletes noted having received a red card or other disciplinary infraction are not eligible to play.
  8. After the match, both Head Coaches must sign the referee’s official Team Sheet verifying the final score. 

 

Hosting 

Each club is expected to host at least one home match for each season of play. The BOD strongly encourages teams to gather after matches for Player of the Match traditions and possible food and beverage.  Hosts will contact clubs playing at their location 5-7 days prior to the match to confirm parking, warm-up area, check-in procedures, etc.

 

Referee Development

Each club is expected to assist in growing the game. It is recommended that each division have at least one certified referee. 

 

SCHEDULING

Match Scheduling 

Clubs obliging the registration minimums will be scheduled first.  Clubs not meeting the deadline will be added to the division when their minimum registration requirements are met, if the schedule allows. Clubs not meeting registration deadlines could possibly not make the schedule at all.  There will be no registration refunds in this scenario.

 

Match Location/Timing

Hosts are required to share their match time and location as soon as possible.  The latest the match location and time can be input is two weeks prior to the match.  Clubs not meeting this deadline could miss the opportunity to be scheduled a referee or athletic trainer.  If a referee and/or athletic trainer is still able to be secured after the deadline, the club will be responsible for their compensation. 

 

15’s a side

For 15 a side season to be scheduled, there needs to be 4 teams in the SRO that meet the minimum team registration numbers.  If these numbers are met, then 1 game a weekend will be scheduled for the teams to play a 15’s a side game.  15’s side games featuring multiple teams together can be scheduled at the request of the division teams coaches, the host venue director or the NMYR Rep Team Coach.

 

10’s/7’s

Teams will be scheduled is a Series format each weekend to include as many teams as possible at different venues.  After each venue is scheduled, and the Host Club will need to set the times of each game based on available field space and number of teams by 7 days before scheduled time.  Each other club is responsible for communicating the teams they are sending to the host club by no less than 14 days. If visiting clubs have not communicated this, then they may not be scheduled. 

NMYR REPRESENTATIVE TEAMS

  A. ORGANIZATION

1.        Each year following the AGM, the NMYR Executive Committee shall appoint a Tour Committee chairman, called the Tour Manager, for each applicable NMYR representative team. Each candidate will be able to express interest in this position at the AGM. The Tour Manager of each representative team must select two at large NMYR members from two distinct clubs to be part of the Tour Committee. The tour manager of each representative team must have obtained, at a minimum, appropriate certification, as determined by the NMYR Executive Committee, under USA Rugby’s Administration Certification Program then in effect. The Tour Manager is the Point of Contact for the tour.    

 2.      Each year following the January coaches meeting, the NMYR Executive Committee along with the tour committee shall appoint a coach for each applicable NMYR representative team from a list of state wide interested coaches.  Each candidate will be able to express interest in this position at the January coaches meeting. The coach of each representative team must have obtained, at a minimum, appropriate certification, as determined by the NMYR Executive Committee, under USA Rugby’s Coaching Certification Program then in effect. 

3.        The teams selected are subject to confirmation by the Executive Committee and all players selected must be CIPP-registered and in good standing with the Union.

4.        Subject to the approval of the Executive Committee, the coach shall appoint a team, trainer and such assistants as needed.

5.     Prior to incurring any expenses in relation to any NMYR representative team, including any expenses for travel and/or lodging, the coach, or manager, of that team shall submit a budget for such expenses to the NMYR Executive Committee, or its designee, for approval. Failure to obtain Executive Committee approval for such expenses may result in the coach and/or manager being held personally responsible for such expenses.

6.     All NMYR -owned uniforms and equipment to be utilized by a representative team shall be fully inventoried prior to being distributed to that team and upon return to the Union when the team’s use of such uniforms and equipment is complete.  The coach, manager and individual players will be held jointly and severally liable for any missing uniforms and equipment.  A player’s theft of NMYR uniforms or equipment may result in that player being deemed ineligible for subsequent selection to an NMYR representative team.

7.     In the event any player is required to pay for any portion of his or her expenses with his or her own funds and such player fails to pay for such expenses, such player may, in the discretion of the Executive Committee, be deemed ineligible for play in the NMYR, and/or from future representative team selection until such expenses are subsequently paid.

 

B. SELECTIONS

The selectors’ primary responsibility is to select the pool (or squad) of players eligible for the final squad selection. The coach has the primary responsibility of selecting the final starting team.

 

C. FUNCTIONS OF OFFICIALS

1.     Home Games

a.        Coach - Responsible for physical preparation and practice sessions, match tactics, injury replacement during the match, and selection of the players who start the match.  The Coach shall appoint the Captain and Vice-Captain.  The Coach shall also be responsible for the organization of team practices and for team discipline.

b.        Manager - Responsible for overall team administration, for equipment issuing and collection, training supplies, injury contingencies, and expense reimbursements.  Also responsible for arranging a venue, flagging and marking of field, line umpire flags, supply of balls, and social activities.

c.        Trainer - Customary physical aid to players.

2.        Away Tours

a.        Manager - Responsible for overall team administration, for all travel arrangements, money affairs, equipment, referee affairs, function and practice arrangements, communication to players, parents, staff and NMYR. And all other duties delegated by the tour committee.

b.        Coach – Oversees selection; responsible for conducting all practice sessions, team preparation, match tactics, game preparation, and team morale. He shall appoint the captain and vice-captain, and for such other duties as delegated by the tour committee.

 

TRAVEL POLICY

Each Club can create their own set of travel policies, if an individual Club is traveling, but Club created travel policies do not supersede the NMYR travel policy and may only provide possible enhancements. When teams and athletes represent more than one club or the NMYR state body, the NMYR Travel Policy is the sole policy to be followed.

For this policy, “rugby tour” is any rugby game that requires at least one night stay overnight to compete.

For this policy, “travel” is any rugby game played away from the home field or town if no designated field.

“Chaperones” are all members of the traveling administration, coaches, staff, or volunteers who will come into contact with youth athletes; must be registered with USA Rugby and have cleared a background check. Chaperones are responsible for the athletes for the entirety of the trip.

 

PROCEDURES

 

Preliminary

A full detailed itinerary, full traveling staff and volunteers, and cost breakdown needs to be given to parents, staff, and NMYR at minimum one month prior to the first day of travel. It would be practical to have a meeting at this time in order to field questions from parents and stakeholders. This preliminary information needs to include, at minimum:

  • Full itinerary of travel, transportation, accommodations, and games
  • Cost breakdown for each player (meals, refreshments, tourism, etc.)
  • Names of the primary administrator, coach, assistant administrators, assistant coaches, volunteers, etc. 
  • Contact details

 

Touring administrators must also gather the emergency contacts for each player and have this information documented and with the safety coordinator.

 

Parents need to be given all the tour details well in advance of the tour. They will need a packet of information including, at minimum:

  • Parent Permission Slip
  • Full itinerary including dates, times and venues
  • Accommodation details including address, contact numbers and details of sleeping arrangements
  • Arrangements for meals and refreshments
  • Tour volunteer names, roles, responsibilities and contact details
  • Transport arrangements
  • Supervision details including:
    • Codes of conduct and consequence of them being breached
    • Emergency procedures and contacts
  • Kit list
  • Cost of the tour and when/how monies needs to be paid
  • Spending money for the children

 

Meeting with the athletes prior to starting the tour practices helps the administrator and coach:

  • Set expectations (behavior, practice efforts, etc.)
    • Clear boundaries and rules.
    • Set meal times, bed times, lights out, and team meetings.
  • Itinerary
  • Supervision and safety issues
  • Accommodation and room allocation
  • Emergency procedures
  • Who to speak to if they are worried, unhappy or homesick (i.e., appointed Tour Safeguarding Officer)

 

An extensive permission slip and travel policy needs to be issued to students and parents. In that permission slip it should state, by name, which adults are responsible for the players during that trip. All coaches should be listed and any other rugby personnel traveling along with the team (s). There also needs to be a section that states of whom a child is not to be around, if applicable.  Also, a permission for whom a child may leave with, if allowed.

 

Requirement

All administrators, staff, volunteers, and chaperones traveling with athletes and who are working closely with children whilst on tour are required to have a USA Rugby background check. It is a legal requirement for all those who are supervising the children overnight to have a USA Rugby background check. There shall be no less than 1 cleared chaperone for every 10 players. 

The person (s) designated as coaches/chaperones should be with the youth/HS players at all times. They should eat with the kids, be with them during transport, be at the game/tournament the entire time. These are not adult travel opportunities. These are 100% for the kids and as such if your name appears as the designee person traveling with the players, then you are with them at all times. After lights out, all designated adults should be at the travel lodging except for short runs to the store if needed to purchase items needed by the players.

At no time should designated adults consume alcohol, even if "after hours". Any person under the age of 21 in any capacity (coaching or otherwise) or connection with the team should not consume or be in proximity with those consuming alcohol. Any coach or chaperone must communicate at all times with the other coaches and/or chaperones and at no time should players and coaches be separated i.e. eating at different restaurants or other non-game related activities. Listed chaperones are loco parentis (acting as a parent) and are responsible for athletes 24hrs per day during travel. 

The tour manager is responsible for the athletes and chaperones at all times. The tour manager should require all chaperones to maintain good conduct and discipline.

 

Accommodations

Tour manager should allocate the rooms prior to arrival at the accommodation.

  • Age, gender, behavioral, and historical issues should be the factors as to who should share rooms
  • No adult may share a room with a child athlete other than parents rooming with their own child
  • Chaperones may only enter an athlete’s room when accompanied by another cleared chaperone
  • Tour managers must ensure there is no alcohol in the rooms (mini-bar, etc.)

 

 

 

GAME DAY INFORMATION

Field Monitor Requirements

Each club must assign at least one field monitor during every home game. This person may be an assistant coach, parent, volunteer, etc. 

  1. The field monitor must be easily seen by the referee.
  2. The field monitor is required to enforce the rules as they pertain to the fans and crowds around the field. 
  3. The field monitor may be called on by the referee to control rowdy fans, move obstructing items, or reposition fans/coaches that may be viewing from an unauthorized location. This may include but is not limited to; anything inside of the 5m barrier (baby strollers, pets, chairs, etc.). 
  4. The field monitor must also ensure that NMYR rules, expectations and code of conduct for fans is in a visible area upon entering the spectator area.  Each club may contact NMYR to help with a sign posting.

 

Water Carrier Requirements

  1. Required to wear a visibility vest or pinny/bib of contrasting color to both teams on the field. 
  2. When not on the field, water carriers must stay in the administrative area, unless they are refilling water bottles. 
  3. Water carriers must only enter the playing area when match officials signal. 
  4. Coaches may not serve as water carriers. 

 

Spectators

  1. Spectators are only allowed to be on the opposite sideline from the teams before and during games. 
  2. Spectators are ONLY allowed behind the technical zone side of the field when the game is being held in a stadium type facility with permanent bench seating and a permanent barrier, such as a chain link fence, that separates the stands from the playing enclosure. 
  3. Spectators are never allowed on the field of play for any reason and are subject to dismissal from the playing grounds. Please refer to the NMYR Disciplinary Policies to review sanctions for such events. 

 

Filming of Games

All High School Conference Matches must be video graphed by the Home Team.  

  1. It provides the opportunity to actively promote players to Regional Academies and to High School All-American programs. 

 

 

 

 

DISCIPLINARY POLICIES & PROCEDURES

FUNCTIONS

  1. Review all cases of misconduct involving individuals, players, coaches, and clubs connected in any manner with any game played within NMYR, including any tournament hosted within NMYR.  
  2. To review all cases involving referees’ recommendations; and any conduct that the NMYR Staff or Board of Directors may consider detrimental to NMYR. 
  3. To promote the positive culture of NMYR by helping to educate member clubs about their critical role in upholding this culture and to assist clubs with the development of policies and procedures to successfully fulfill this role. 

The Director of Discipline provides compliance oversight of the laws of the game, youth variations, and the Code of Conduct for member clubs, coaches, and referees for New Mexico Youth Rugby.  The Director of Discipline adjudicates simple red cards each week. The Director will present to the Disciplinary Committee more complex cases for wider adjudication and/or input.  The Director of the Discipline will denote patterns requiring further education to ensure safety and compliance.  

 

General Process

  1. At the beginning of each week, the Director of the Disciplinary Committee reviews the red/yellow cards submitted by the referee in the software system. If a simple adjudication, the Director of the Disciplinary Committee will announce a standard outcome and staff will follow up with the club/hs.  
  2. If a more extensive disciplinary review is required, the full Disciplinary Committee will be retained which is composed of the Director of the Disciplinary Committee, the Secretary of the Board of Directors, and a representative of the Southwest Rugby Referee Society.

 

–  If needed for more extensive situations -

If the Disciplinary Committee determines that a hearing is appropriate due to larger infraction or an incident submission, etc.  the Disciplinary Committee shall email a hearing notice to the individual and club, which will include: 

  1. Description of the infraction being reviewed 
  2. Request to submit a response including any additional evidence that might be useful, including but not limited to video graph, photographs, statements from other individuals present, etc.  The offending individual has 48 hours from the time the Hearing Notice is sent to submit any supporting evidence and accept or decline the specific conference call offered. 
  3. Option to participate in a conference call at a date and time selected by the Disciplinary Committee but at least 72 hours from the time of the Hearing Notice being sent.  
  4. Specific date and time response deadline (48 hours) 

The Disciplinary Committee will conduct such telephone and email meetings as are necessary to conclude the case, including a conference call with the offending individual if accepted. A majority vote by sitting members constitutes a decision by the Disciplinary Committee.  The Disciplinary Committee shall consider all evidence it deems appropriate, potentially including, but not limited to reports from the offending individual (player, coach or spectator), both coaches, the referee, touch judges, other witnesses, and other evidence which might be helpful --- e.g.  video or recordings. 

 

Unless otherwise permitted by the Disciplinary Committee, the offending individual will be temporarily suspended from participation of any kind until the Disciplinary Committee concludes its hearing and makes its determination with respect to any punishment of the individual. The period of time served during that temporary suspension shall be considered by the Disciplinary Committee in connection with any further sanctions that may be imposed. 

 

SANCTIONS 

Appropriate youth variations to the World Rugby Sanctions for Foul Play will be considered with sanction decisions.

 

USA RUGBY DISCIPLINARY PROCEDURES

 

DUTIES OF THE OFFICERS OF THE NMYR BOARD OF DIRECTORS

 A. PRESIDENT

1.        The President shall chair all NMYR Executive Committees unless otherwise noted.

2.        The President shall oversee the general operations of NMYR.

3.        The President shall appoint such committees as are appropriate in the administration of the NMYR’s operations.

4.        With the concurrence of the NMYR Executive Committee, the President shall appoint appropriate Council and constituent body representatives to fill any vacancy.

5.        The President shall act as a liaison between NMYR and USA Rugby and USA Rugby Youth & High School.

6. The President shall call a meeting of the Board of Directors every 4 Months, where one meeting is to coincide as the required AGM per the NMYR By-laws.

B.        VICE PRESIDENT

1.        The Vice President shall chair the Competition Committee, and in conjunction therewith, shall oversee the preparation and implementation of the Master Schedule, the assigning of the competition matches into the online registration platform and the upload of matches into the online referee platform.

C.        SECRETARY

1.        The Secretary will provide changes to the mailing (contact) and e-mail lists in a monthly update to all officers, member-clubs, and other persons whose name the President directs him or her to include.

2.        The Secretary shall oversee the operation of the NMYR website. 

3.        The Secretary shall be a member of the Disciplinary Committee.

D.        TREASURER

1.        The Treasurer shall submit a proposed balanced budget at the NMYR Annual General Meeting.

a.        This proposed budget shall be presented to and reviewed by the NMYR Executive Committee prior to the Annual General Meeting.

b.        This proposed budget will have a minimum of 10% of the budgeted funds set aside for deposit into a savings fund.

2.        The Treasurer shall provide at the Annual General Meeting a summary of the financial activities of NMYR over the past year.  This summary will include, but not be limited to:

a.        A summary of the percentage of monies spent on each general category of the budget.

b.        Comparison of the percent spent and actual amount spent versus the past three years’ expenditures.

3.        The Treasurer shall provide the Executive Committee a summary of the financial activities of NMYR over the past year at each Executive Committee meeting.  This summary will include, but not be limited to:

a.        A summary of the percentage of monies spent on each general category of the budget.

NMYR Organization Chart

 

NMYR EXECUTIVE COMMITTEE POLICIES ON ELECTRONIC MEETINGS AND E-MAIL VOTING

  1. Purpose:  

As a result of technological advances, it is now possible for the Executive Committee to conduct meetings, discussion and voting on issues by electronic mail.   The ability to conduct such business by electronic communication has therefore necessitated the establishment of procedures to govern such discussion and voting by the Executive Committee, as set forth herein.

  1. Making of a Motion:  

In order to comply with parliamentary procedures that govern action by a governing body, it is necessary for any action to be considered by the Executive Committee to be in the form of a duly made and seconded motion prior to discussion and consideration by the Executive Committee.  

  1. Proposals by Member Clubs or Constituent Bodies:  With respect to proposals received by the NMYR President, or any other Executive Committee member, from NMYR member clubs or constituent bodies which are forwarded for Executive Committee approval, for discussion purposes, the NMYR Secretary shall be deemed to be the maker of the motion and the Local Area Union President of the Local Area Union from which the proposal originates shall be deemed to be the seconder of the motion.  If it is not clear from which Local Area Union the proposal originates, then the NMYR President shall designate which Local Area Union from which the proposal originates.
  2. Proposals by Executive Committee Members:  With respect to proposals made by a member of the Executive Committee, the member who submits a proposal shall be the maker of the motion and the NMYR Secretary shall be deemed the seconder of the motion, for discussion purposes, unless any other Executive Committee member seconds the motion.

  3. Procedure for E-Mail Voting:

    1. Submission of Motion:   A motion shall be submitted to the NMYR President (in which case the NMYR President shall promptly forward the motion to the NMYR Secretary) or NMYR Secretary (in which case the NMYR Secretary shall promptly forward the motion to the NMYR President).  
    2. Forwarding of Motion:  The NMYR President shall then forward the motion to the entire Executive Committee through the E-Group e-mail system, or such other e-mail system then being used by the Executive Committee for electronic communication.  That communication from the NMYR President shall include the deadline for discussion and voting, as set forth in Paragraph 3, below.  
    3. Discussion/Voting Period:  Unless otherwise stated by the President and subject to Paragraph E, below, the motion shall be open for discussion for a period of seven (7) days from when the motion is initially forwarded to the Executive Committee, during which no voting shall occur.  At the expiration of the seven (7) day discussion period, the NMYR Secretary or other designee shall issue, via the Group e-mail system, a notice of the call of the question, which shall commence a three (3) day voting period, which may be extended at the discretion of the President only if the number of votes cast do not constitute a quorum.   Notwithstanding the foregoing, in the event a motion requires a shorter discussion/voting period, the President may state any shorter time period in the message which forwards the motion to the Executive Committee.
    4. Quorum:  Pursuant to the NMYR Bylaws, fifty-one percent (51%) of the Executive Committee membership shall constitute a quorum.  Thus, for purposes of voting by e-mail pursuant to this policy, a response of at least fifty-one percent (51%) of the Executive Committee members is necessary in order to take action on a motion by an e-mail vote.  

Required Affirmative Vote:  Under applicable parliamentary procedures, an affirmative vote of the majority of the quorum is necessary to pass a motion.  Thus, the affirmative votes of at least a majority of the quorum established under Paragraph d, above, are necessary to adopt a motion under this policy; provided, however, that the NMYR President shall have discretion to extend the discussion/voting period under Paragraph c if an insufficient number of Executive Committee Members have responded to the motion.