president's training manual

8/6/2019 President's Training Manual

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WelcomeCongratulations on being elected as an officer of the Lee Women’s RFC. This year will

be filled with many triumphs and challenges that will stretch and strengthen your leadership

skills. With the help of your leadership and that of the leadership team, the club can be taken to

new limits.

Throughout the year, it is the leadership team’s responsibility to make the girls excited

about playing; however, it is usually evident that they don’t need much encouragement to keep

the excitement levels up. Just keep in mind that they, not the leadership team are the heart andsoul of the team.

Finally, as the year moves along, always keep God at the center of this team. Everything

that is done must be done for Him. Keep your personal walk with Him strong. The girls look to

you for guidance and strength both on and off the field so keep firmly grounded in His word.

This year is going to be a great year for the team. Enjoy every moment and learn from

every situation. God Bless!



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Table of ContentsI. Code of Conduct…………………………………………….....page 3

II. Officer Expectations……………....………………………......page 4

III. Bimonthly Meetings……………………………………….....page 6

IV. Breakdown of Positions: President………………………......page 7

V. USA Rugby…………………….……………………………..page 12

VI. Game Day……………………….…………………………...page 13

VII. Appendices

Appendix A: USA Rugby Coordinator’s Guide……….…..page 16

Appendix B: Game Day Information…………….………..page 29

Appendix C: Initial Information……………….…………..page 33

Appendix D: Emergency Information……………………..page 36

Appendix E : Current Information………………………....page 38



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Officer Expectations

Each officer is expected to be an example to each other, the players on the team, the

school and the local community. Throughout the following year, all officers should be working

together to better and prepare for the future of the team.

The Lee Women’s RFC is very different from most, if not all, rugby teams because of the

members’ commitment to serving Jesus above all. The priorities of the leaders should be as

follows: serving God and glorifying him first, committing themselves to their schooling second,

and serving the purpose and needs of the team third. Though we are a part of this team to play

rugby, we are first here to get an education.

Because the leaders should be serving God first, each are expected to uphold the

community covenant that Lee University has set forth as well as the code of conduct set forth by

the team. Everyone should sign these, but it is up to the leaders to make sure everyone follows

them by first leading by example.

Interlaced through every move the leadership will make should be unity. When the

leadership functions as one cohesive unit, the team will follow. However, each officer should be

promoting three aspects of unity — interpretation, up-talking, and advocating.

Though officers are here to promote unity and better the team as a whole, each officer is

expected to bring something different to the table. Having seven officers who all view the

mission of the team in the exact same way will create no diversity and consequently, no

dimensions in the team leadership. With each officer interpreting the mission in a different way,

it will create more opportunities for growth. With that, each officer is expected to welcome newideas and deal with differences in opinions with maturity and level heads.

Part of interpretation is having an overall goal for the team and making it known to the

leaders at the beginning of the year. Think long and hard before starting this position about

where you would like the team to end up spiritually, mentally, physically, and emotionally and

discuss it at the first meeting. Keep future players in mind throughout any plans being made.

Up-talking is precisely what it implies. It is keeping only good talk among leaders. This

means no trash talking or putting down ideas, statements, etc. Attitude reflects leadership, so

keeping the positive attitudes permeated throughout every aspect of the team, will strengthen theleadership as a whole.

Another huge part of up-talking is not talking poorly about another player, leader, or

coach behind their back. This creates triangulation, where a third party is dragged into a problem

that should be between two people. This happens a lot on and off the rugby field and it isn’t

limited to officers. If players come to an officer complaining about another player, officer, or

coach, one of two things should be done. The officer should either tell the other person to go talk



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to the player that they have a problem with and completely eliminate the third party, or the

officer should gather the two people together and act as a mediator while they talk out their

issues. Either of these measures will eliminate dissention among team members and promote

more unity.

Finally, unity means advocating the team. Obviously, since you are already a leader, you

care about the team; this aspect of unity is just reminding the leaders to be vocal in both speech

and action about their love of the team and the players on it to the players, school, friends,

family, and communities. The players should be the people receiving the most attention because

by seeing the enthusiasm of the leaders, they in turn will get excited about the team and want to

uphold its expectations for them.

As a final note, the leaders are expected to be at every rugby related event — every

practice, game, and gathering. If there are extenuating circumstances, obviously it is ok, but the

players will look to the leaders to see how they treat rugby events and imitate likewise. So show

up to everything and be on time.

Enjoy your time serving, it is a worthwhile job. Follow these expectations and everythingwill run smoothly. Above all though, look to serve our Lord Jesus Christ. Only He can direct our

paths and the future of this team. Have fun with this position and team!



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Bimonthly Meetings

Communication is the key to any organization. To keep communication at a maximum in

the Lee Women’s RFC, the leaders will meet every two weeks after a Wednesday night practice

in order to update other leaders on news for her given field.

Meetings can be held wherever is best, but they should always be kept to a maximum of

an hour. Obviously if there are special circumstances that prolong it that is fine, but keep it as

short as possible — everybody has homework to do.

The secretary will be taking notes for the meetings, so she should make sure to bring

paper. Everyone else would be wise to take supplies for writing as well. Before the meeting, one

of the chaplains should pray. After that, each officer is expected to give a status report of where

she is with assignments as well as other projects she has been involved in. All information on

what has been going on with each officer should be stated in this meeting. It is designed to

inform and support the group leaders.

After the status reports are given, there will be a time for reporting problems and special

topics. If there are any problems or difficulties within a given field, it should be reported and

solved. This is not only for problems that already exist, but also for problems that could arise in

the future. Special topics should include but aren’t limited to opportunities to ask any questions

about anything regarding rugby, announcements, etc.

Clearly, this is a pretty easy agenda to understand. If the leaders are communicating

regularly then there shouldn’t really be any big problems within the group. As a note though,

keep business talk during these meetings, not outside. Obviously if there are small thingsthroughout the two weeks that needs to be dealt with then they should, but keep it to a minimum.

If leaders are making decisions and acting upon them without the knowledge of all the other

leaders, it is so much easier to create confusion and frustration among the leadership. Making

decisions outside of the meetings will cut off the communication for which the meetings were

created. The biggest place where this is a problem is making financial decisions. Make sure any

anticipated money issues are resolved during the meetings, because two weeks is enough time to

commission a check.

Just talk with each other. That will keep this organization running smoothly. Remember,

business during bimonthly meetings only. Period. Other than that, have fun!



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Breakdown of Positions:

President

The president’s position in an organization is all too often singled out in the leadershipteam as being the best to have, however, one position cannot function without the other and

therefore one job does not have seniority. You have the hardest job because everything ends with

you. You were elected though because the team has deemed you as qualified to lead the club

because they think you see the bigger picture. Congratulations!

Because the president is considered the director of the positions, all eyes look to her to

make sure things run smoothly. Everything in this manual should be known to the president by

heart as it will help the leadership function well as a team.

In order for the leadership to flourish, the president must find a way to make the

leadership team function as one cohesive unit. One way to do that is to have the leaders take

some time to hang out and get to know each other. People don’t want to talk to people they don’t

trust. This will help boost the communication in the group. The other thing that will help with

communication in the group is holding bimonthly meetings.

Every two weeks a meeting should be held after practice for the leaders only. The

purpose of these meetings is to check in with every leader. It is the job of the president to make

sure these meetings stay focused. Every leader should give a status report of what they’ve been

doing and if they have any ideas in regards to making the team function better. For more

information on the bimonthly meetings, please refer to that section of the manual.

Past there, the vice president should be the right hand. Communication with her will be a

priority, considering it is her job to do anything that the president can’t or shouldn’t do. Do not

hesitate to rely on her for anything, she is there to help. Since the president will be leading the

other positions, the breakdown of positions for each officer is also listed in this manual. This is

to ensure that every officer is doing her job.

Duties and Relationships with Administration

As a preliminary action, the president and vice president should immediately schedule a

meeting with the director of campus recreation, Kevin Hudson. Every game, practice, purchase,

anything will have to go through him, so it would be good to find out what his expectations are

for the leadership.

Some other things that should be done first are as follows:



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Spend some time e-mailing the administration whether it is Mr. Hudson, Larry Carpenter,

MidSouth Rugby, USA Rugby, or the referee’s association. Every person or organizationwill be looking for something different in terms of expectations and it would be good to

find out what those are.

Talk to the contacts on the other teams. Let them know that there has been a change of

leadership and ask if they have any pointers. In rugby, everyone wants to help everyone

and it wouldn’t hurt to start making friends with them. At that time it might also be a

good idea to start scheduling games with them —it’s never to early to start. Depending on the time, an e-mail should be sent out to reserve a room for the

informational meeting for the first week of school at the beginning of each semester for

new players

Lee Women’s RFC has an outstanding reputation with these organizations because the leadership

has not been friendly and communicative with them, but they also see the drive and

determination the team has to succeed. It has been mentioned before by administration that

previous leaders have gone above and beyond the normal requirements and have gone out of

their way to make sure everything is done correctly. It is the duty of the president to make sure

that these standards are upheld.

Team Information

Naturally, the team should be practicing together, often times twice a week. The

leadership may choose to change these days or times, however, it must go through administration

no matter what. At the beginning of the semester the president will have to get a form through

Mr. Hudson’s office and fill it out for the require days and times. After that, an e-mail to either

Mr. Hudson or his secretary, Joyce Starr, will suffice to confirm times and locations. It isimperative that this form is filled out immediately upon arrival at school because the location is a

highly sought after spot.

While it is lighter longer, practices are usually held on Mondays and Wednesdays from 6-

8pm. After daylight savings, practices usually switch to 5-7pm on the same days. The team has

always practiced on the field behind Storms hall. Occasionally if weather is too bad, a request

will be put in by the president to change the location of practice to Mayfield gym.

For every practice there are certain rules that the school sets out. The team must have the

location reserved and there must be at least one CPR certified individual there at all times. As a

team, it has been decided that every practice will require at least one trainer. There are coaches

usually available and boys who help out beyond that, but occasionally nobody is there to lead

things. It is the job of the president to talk to one or both of the coaches and get a game plan so

that she may run it herself.

Though there is a rugby class to help inform and train the players in rugby, the leadership

may decide to hold team workouts separately from that. If that is the case, the president or vice

president should organize those.



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Although problems do not arise often with any of the players, they do come up. The

president or vice president should handle these. One way to avoid problems like these is to

enforce the idea of up-talking. Nothing bad should be said behind a player’s or leader’s back.

The idea is to promote unity within the team. If a problem should arise there should be no

triangulation. This means talking bad to someone about somebody else. All problems should be

immediately taken up with the president by the player herself. The president then should talk

with her about it and, if necessary, bring in the other teammate(s) to talk as well.

Finally, make sure the girls know that they are expected to uphold the community

covenant as well as the code of conduct. Players on the team are not just responsible for

themselves, everything reflects also on the team. If there are players not upholding the code of

conduct, it is the president’s job to sit down and talk with them about it. If a player does not

uphold the community covenant, a coach and/or school administration must be notified. There

have been cases in the past where girls have gotten in trouble for not upholding the community

covenant and it almost shut down the women’s team altogether. Do not let them be fooled into

thinking that what they do won’t affect the team.

Fundraising

Though the treasurer should have the main duty in organizing fundraising events, the

president will be responsible for helping out with those. The treasurer can easily get swamped

with a lot of different money situations, so helping would greatly increase the chance of success

each event has.

Lee University has an extremely strict regimen for fundraising, so getting money outside

of the allocated amount will be difficult. The school has limited soliciting funds to only personalsources. This means that the only money the team can ask for is through personal contacts the

players have. Obviously pushing the girls will be difficult, so something like a brochure that they

can give to their contacts may be the best way to sell the team.

Another way of getting money would be by doing work around the school. A talk with

the athletic director, Larry Carpenter, would be needed to find out exactly what can be done, but

generally the school will pay for athletic teams to do work such as manning the concession stand

at volleyball games. There are other options that the team can do as a whole as well. Once again,

a talk with Mr. Carpenter is needed, but it is possible to have the team sign up to work for

professional sports (such as NASCAR or local NFL teams) and get paid. A word from the wise,though, getting money from Mr. Carpenter has been described as trying to make a rock bleed, so

make sure all details are set up first. Things like how much money, specifically, will be involved,

where it will be going (get an account number from Mr. Hudson before doing this, that is where

it will be going), and when it can be expected. If there are any discrepancies, Mr. Carpenter will

jump on it and it will be nearly impossible to get money from him. Talk to Mr. Hudson about all

information that will be needed before talking with Mr. Carpenter.



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Though the school does not allow soliciting funds through any source but personal ones,

they do allow merchandise to be sold. This could involve anything from a brownie bake sale in

the girls’ dorms to selling t-shirts to friends and family. The president and treasurer should team

up to decide what fundraising ideas should be presented to the leadership and team.

Publications and Promotion

Promotion of the team will be key in not only getting funding, but also for getting support. The

goal of the team is to not only gain notoriety within the school, but also within the community.

Many Cleveland residents already attend many sports games of Lee University and ideally

women’s rugby would fall in naturally with those. One way to promote the team is to post fliers

around town whenever there is a home game. Another way would be if there is a communication

or journalism student on the team, they could maybe write up a media or pr plan including news

releases that could be sent to all local media outlets.

Often times Lee University media organizations will want to write stories about either

games, players, or the team as a whole. The president should be the only one to participate in

these interviews unless she chooses to have someone else do it for or with her. There have been

problems in the past of miscommunications creating false facts about the team, so this should cut

back greatly on it. It is encouraged to have the interviewer hold an interview with more than just

the president though. It will create more dimensions within the team and it will provide different

viewpoints. Players other than the president can also help attract more potential players as well.

As Dr. Freake says, ―Recruit, recruit, recruit!‖

Game Day

Game day will be a highly stressful day for the president. It will be her job to make sure

that everyone else has their job done. The president, however, will have to schedule those games.

In the spring the matrix season will begin, so there will already be a set schedule set forth

by MidSouth Rugby. If the leadership wants to schedule other games, it is alright to do so. The

fall is a different story. Since it is non-matrix play, every game will have to be set up by the

president. The earlier you begin booking these games, the less work that will have to be done

closer to school. After a schedule is made and received, it should be submitted to Mr. Hudson for

approval. He will need to know this schedule as soon as possible, so he can make sure the homefield is available, if needed. Along with that, it would be helpful to get contact the opposing

teams as soon as possible for exact times, just to make things easier for planning. As far as USA

Rugby is concerned, especially in regards to game day, it would be good to talk with the vice

president to know what to expect and what needs to be turned in. Just be aware of when dues for

various organizations are due so that the team is eligible to play. For more details about game

day and the duties everyone is to perform, please refer to the game day section of this manual.



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Finally, there are a few odds and ends things to cover. There are a few Lee events that

will be important for which to have an informational booth. Club Lee in the fall will help

tremendously in garnering attention from the new students at the school. Lee Day in the spring

will have prospective students come and look at the school and possibly what clubs they want to

enter. Once again, in order to recruit new players, this will be helpful. Finally, at homecoming in

the fall, many alumni will come to see the school. This is a great opportunity to show the alumni

that there is a women’s rugby team now and it might get them interested in donating to the team.

This is a huge position to fill, but know that the rest of the leadership is there to support

for anything. Don’t fall into the habit of thinking you have to do everything by yourself either.

The vice president is there specifically to help so take all the chances you get to utilize her

capabilities. Above all though, have fun! You set the standard for the team, and if you’re having

fun and keeping the standards, then the team will follow. Enjoy!



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USA Rugby

USA Rugby will be a tough beast to handle. The vice president will help with making

sure that everything is in order and up to standards with USA Rugby and MidSouth Rugby.

Though the official matrix starts in the spring, all players wanting to play in the fall must beregistered. Unfortunately, this leaves very little time to return to school, recruit girls, and register

them, but it must be done as fast as humanly possible. However, it might be helpful to get a head

start on this process. An easy way to do this would be to get all of the players who intend on

coming back the following semester to fill out the player eligibility and wavier forms. Do not,

however, have them registered (or CIPP’ed to use USA R ugby terminology) before the following

semester.There are circumstances that come up that do not allow the players to come back.

Proper protocol for having everyone registered through USA Rugby and paid for can be

done one of two ways depending on the leadership’s preferences. The first, and slightly outdated

way of registering, is to have the secretary collect each player’s paper form of the player eligibility form and, after copying them, turn them over to the treasurer so that she may add up

the total amount including the processing fee for each form, have Mr. Hudson commission a

check and submit it via mail. The other option is to have the secretary collect each player’s paper

form of the player eligibility form and to submit it online by having one of the leaders put it on a

credit card and have the individual reimbursed.

If the second method is chosen, it is necessary for not only the treasurer to have given

the check commissioned by Mr. Hudson upfront to the individual, but also for the secretary to be

present to provide the information for registration. Generally, the second option is more

convenient; however, it is a lot easier for people to fall through the cracks and the credit cardused to not get compensated. The best method to ensure that people are compensated is to have

the treasurer make a receipt of every player who has paid their dues and only register those girls.

There cannot be registration without payment, so it is imperative that the players know that they

will not even be registered before payment. The payment due date is at least three weeks

before the first game. That way there is enough time for a check to get commissioned to the

paying leader.

Additionally, every semester there will be a regional meeting regarding clubs, new rules,

business, etc. Every club will be required to have at least one member attending and they will

always meet in Nashville. It would be good to collaborate with the men’s team and have onlyone person go per meeting, alternating each time. This can be done is through a proxy. The form

is can be download at http://www.midsouthrugby.com/MidSouth/Home_files/Proxy.pdf .

Obviously, USA Rugby will take a great deal of collaboration and cooperation amongst

the leaders, so it would be good to deliberate everything before the end of the semester so that it

is ready at the beginning of the next. For more information regarding USA Rugby protocol, refer

to the USA Rugby procedures and guidelines found in this manual.

http://www.midsouthrugby.com/MidSouth/Home_files/Proxy.pdf






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Game Day

In USA Rugby and MidSouth Rugby, paperwork is half the battle when it comes to game

day. By filling out and having copies of paperwork, it will greatly reduce the chance the team has

for penalty. Teams have actually lost league points for either not having or not turning in theproper paperwork, and since team standings are reliant upon league points and not games won, it

is a big deal to have those taken away.

To ensure that no points are taken from the team’s standing , here are the necessary steps

for game day procedure. For every game there will be a separate binder filled with paperwork

necessary to prove eligibility for the team and players. These will consist of:

Lee University sports liability form for every player

Lee University insurance information form for every player USA Rugby player eligibility form for every player

USA Rugby player waiver for every player and coach

USA Rugby collegiate eligibility form sealed by the registrar

The most up-to-date printout of our team’s roster available athttps://membership.usarugby.org/PublicRosterRpt.aspx under Lee University RFC

Women’s. This sheet may be printed again if new players are added later in the year.

The most up-to-date printout of the roster of the opposing team’s roster available athttps://membership.usarugby.org/PublicRosterRpt.aspx .

Match day roster available at

http://docs.google.com/gview?a=v&pid=gmail&attid=0.5&thid=11eff96fbdd1f9d1&mt=

application%2Fpdf . This will need to be filled out every game.

Participation agreement available athttp://www.midsouthrugby.com/MidSouth/Home_files/Agreement.pdf . This will need to

be done once a year.

Prior to home games, approval will be needed to get the field. A game schedule should be

submitted to Mr. Hudson by the president at the beginning of the semester so that he can have asmuch advance notice as possible. For away games, the secretary will have to turn in the

paperwork required as listed in her breakdown of positions at least two weeks prior to leaving.

After getting approval for the home field, posters should be made to post up around

school. This may be done by whichever leader wants to do it, so long as it gets done. Two weeksbefore the game the chaplains should call the restaurant or pizza place to tell them about the

order that will be placed and ask about possible deals so that they can give an estimate to thetreasurer. The treasurer will then have to get checks commissioned for the referee and the after

game social. In the meantime, the president should be communicating with the opposing team to

give game times, directions, and after-game social information. More information will be listed

in her breakdown of positions.

https://membership.usarugby.org/PublicRosterRpt.aspx




http://docs.google.com/gview?a=v&pid=gmail&attid=0.5&thid=11eff96fbdd1f9d1&mt=application%2Fpdf



http://www.midsouthrugby.com/MidSouth/Home_files/Agreement.pdf









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About a week from game time the posters should get approval from the school and postedup in every major location and bulletin board. At this same time, or even a little closer to game

day, an e-mail should be sent to the dean of students, Alan McClung. The e-mail should be

written as an announcement for the entire school as the dean of students will forward it to the restof the school.

The Wednesday before the game player’s should be reminded of their duties for the

following Saturday — either field set-up or teardown. The vice president will be overseeing thefield set up. The easiest way to ensure that the field is done by game time is to start early Friday

afternoon. It will always take a few hours to spray the lines, so don’t underestimate timelines.

The spray paint should have been bought by this time as well. The field is up to the leadershipteam to determine the best way to spray paint, but it is highly encouraged to start with the

corners and then fill in the lines.

After the lines are spray painted, the field goal posts should be set up. All of the suppliesfor the posts will be in the softball house, so the vice president will have to get keys to it from the

recreation center beforehand. Make sure there is plenty of time to set these up because it can be a

little difficult to find the holes to the posts sometimes. Finally, white fence lines will have to be

put up along the fan side of the field. This can be done on Saturday though, by the teardownteam, to keep tasks evenly distributed between set up and teardown. Any leftovers of supplies

should be kept in the softball house, or if the team would like to ensure that no supplies arestolen, they can go home with one of the leaders.

On Saturday, game day, everyone will be in go mode. Make sure the team is out therewhen the coach tells them to be there. If it is an away game, this will be absolutely imperative

that they are on time. If it is a home game, the teardown team should be out about an hour beforethe rest of the team to set up the white fence lines. Once the team is there, the bleachers will need

to be moved closer to the field and, if necessary, have them moved from the recreation center to

the field.

The president should call two hours before the game to make sure the team is on their

way and aren’t lost or if it’s an away game a phone call should be made confirming the game. If there are any other things that need to be done on the field, the vice president should be makingsure those are done. The secretary should have everything needed for the game day binder,

making sure to print out rosters the night before (this is because teams can change their rosters

up to game day). The treasurer should make sure that there is money for the referee and for the

after game social. Photographers should be enlisted to take pictures for the game by the historianat this point too.

During the game, the leadership team should be both encouraging the players in theirplaying ability and telling them what to do and where they should be. The entire leadership team

should function as captains of their given sections (backs or packs). Communication at all times

will make the team work more cohesively and ultimately more successfully and the leadership isexpected to lead by their examples. Obviously tempers can flare and people can get frustrated

during the game including the leaders, but the other leaders should do their best to neutralize the

offending situation.

After the game, the chaplains will call to order pizza or give directions to a restaurant,

depending on the food they decided on. The vice president will have the teardown team take



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down the fences and the goalposts before they leave. In the meantime, the president or captain if

they’re not the same person should meet with the referee along with the opposing team’s captainto have match day rosters signed. The winning team’s captain will collect them and will fax them

to MidSouth Rugby the following Monday. Jerseys will also have to be cleaned and as asuggestion, the leaders should rotate who cleans them.

For more information regarding game day procedures, please refer to the USARS

Conference Commissioner’s guide.

Have a great game day!



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Appendix A:

USA Rugby Coordinator’s Guide

January 13, 2009

Brian Stringer

Director

Collegiate Rugby

[email protected] 931-598-5352

Fax: 931-598-9919

USARS 2009 Collegiate Men’s and Women’s Matrix Championship

Conference Commissioner’s Guide

Objective

Provide guide lines to assist the conference commissioners accomplish their roles in supervising

the collegiate teams to meet the various administrative and match playing requirements of the

2008 competition.

1. CIPP Registration

USA Rugby requires every participating club to have every player, coach and their club

registered in the CIPP program before the start of the matrix. Additional players can be added if

required after the start of the competition provided their registration is completed before playing

in any matrix game, except the player must participate in at least two competitive games before

the USARS play-offs. The CIPP enrollment regulations have been changed for 2007 onwards.Clubs can now commence registering players from September 1, 2007 without waiting until

January 1 as previous. Additionally, all new players should be registered before playing in any

game, even fall friendlies. Registration is undertaken on line at the USA Rugby web site

(www.usarugby.org). The membership menu is located on the left hand home page panel.

Majorities of clubs have already used this procedure, but be ready to assist any clubs who may be

new to the procedure. Also, make sure you check the current CIPP registration status of every

mailto:[email protected]





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club in your conference before the first games take place. The USA Rugby web site allows for

CIPP interrogation, so check well in advance.

Report any discrepancies immediately to the club (make sure you have the correct contact

information for each club) and the Conference Chair (shown at the top of the 2008 schedule and

on the Commissioner’s contact sheet). Any club in breach of the CIPP requirements will:

Forfeit any game in which un-CIPP’d players participate. Receive a possible suspension from the 2009 competition.

Receive additional sanctions from their LAU.

Be reported to the Director of USARS Collegiate Rugby (me), who may invokeseparate/other sanctions over and above the LAU.

The game check-in procedure should prevent non CIPP’d players from taking part, However, in

the past offending players have slipped through the net.


Conference Commissioner’s Guide – Page 2

2. Club Eligibility

Every participating collegiate team must satisfy the following requirements:

The club is in good standing with their respective LAU, and that all dues, includingreferee society dues have been paid to include the period of the matrix and any

subsequent National Championships. The club must be recognized by their college/university and be in good standing.

There must be no sanctions in place, imposed either by their college/university and/or bytheir LAU that will prevent them from meeting their matrix game obligations.

The club must be CIPP registered with its own CIPP number (separate from the players).

The club must have a CIPP’d coach, approved by USA Rugby (an attempt to keep sexfiends and criminals out of the collegiate game).

3. Player Eligibility

This is always a problem for a small minority of clubs, despite the clarity of the USA Rugby

Collegiate Eligibility Requirements. You’ll find the complete guide-lines and eligibility forms on

the USAR web site. (I’ve included a synopsis with this document). Please take the time to

familiarize yourself with the documentation. Here are some of the important points you need to

look out for:

The eligibility form is made up of 5 pages. The first 2 pages clearly state the

responsibility of the club and of the university’s registrar in completing thedocumentation. Pages 3 -5 are used to list the roster.



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The club is responsible for listing alphabetically every eligible full-time undergraduate

student on their playing roster, together with the player’s signature, date of birth, studentID number and current CIPP number (now you see why registration comes first).

The University is responsible for completing ―Date of first enrollment‖, ―transfer date‖

(if applicable), ―full time status‖ (MUST be yes) and ―undergraduate status‖ (MUST beyes).

Once completed, each page is signed, stamped with the university seal and endorsed by

the University Registrar and Club Sports/Athletic Director. Every line not used for a player’s name etc MUST be crossed out with a permanent line.

(Clubs are known to deliberately leave the lines blank and add more players after the

event and without certification. White-Out has also played it’s part in deception).

Clubs must be encouraged to insure they present the documentation to the registrar’soffice well in advance of their first game.

For 2008 I’m requesting you advise every club in your conference that they must provide

you with a copy (fax/pdf) of their completed eligibility forms before the start of the firstmatrix games. This will, hopefully, avoid problems of the past and have all clubs ready

on time.


Conference Commissioner’s Guide – Page 3: Player Eligibility (continued)

Clubs can add eligible new players at any time during the matrix as long as the requirements are

fully observed and you receive copies of the form before the new player participates in matches.

Clubs cannot attempt to use a player who has been CIPP’d but not certified on the Player

Eligibility Form.

Clubs should make a legible copy of the Eligibility Form for inspection so the original can bekept in a safe place.

4. Match Day Roster Forms and Procedures

This form is completed by every team prior to the start of a matrix game, except for 2008 we’re

going to adopt the procedure used by USA Rugby for the 2007 National Collegiate D1 and D2

Championships, where participating clubs are permitted to complete their match day roster as the

game progresses. This allows team’s greater flexibility with their substitutes. Previously, the

entire selected roster had to be presented prior to the kick-off, preventing the use of a substitute

in the case of an unforeseen injury, a tactical change precipitated by the events of the game etc.

Every team will still be responsible for checking the player eligibility document of their

opponents before the kick-off. The procedure is:

The players from both sides line up with their student ID and in the same sequence astheir names appear on the eligibility document.



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A representative from both teams (captain, coach, club manager) checks the student ID

(MUST have a picture, or supplemented with a drivers license/passport etc.) against thename on the eligibility form and satisfy themselves the paperwork is correct.

Any discrepancy must be noted as a protest on the Match Day Roster Form and thereferee notified before the kick-off. An ineligible player cannot be permitted to play and

must be reported for attempting to do so.

The referee is responsible for recording the score on each Match Day Roster Form, which

must be signed by both captains. The referee must confirm that the match field was inorder and that crowd barriers, post pads and flags had all be provided and that the playing

uniforms of both teams was acceptable. He/she will sign the form accordingly.

The captain/representative of the winning side is responsible for faxing you both rosters.

This should be done Monday morning after the game (assuming it was played onSaturday). You must check each roster to make sure there are no protests or adverse

referee comments. If there are, these must be reported to the Conference Chair who will

investigate the protests and consider the appropriate action/sanctions.

Each game score must be e-mailed to Mike Cobb [email protected] on Monday,making sure you are clear about the division, conference, gender and teams to avoid any

confusion, as Mike has to collate every conference result from the previous Saturday’s

games. Make a folder so you can keep the rosters and Eligibility forms together.


Conference Commissioner’s Guide – Page 4 Match day procedures (continued)

If any team in your conference is successful and proceeds to the South play-offs, that team’sdocumentation must be faxed to me.

D1 and D2 men and women’s teams advancing to the National Championships are required to

repeat the process of Player Eligibility. The document must also be verified by their LAUcollegiate rep and the South Collegiate Director.

Successful D1 and D2 Clubs, moving onto the USAR National Championships are subject to a

random documentation inspection. Clubs are selected by USAR, and it is imperative that their

documentation has been fully checked at the matrix competition level.Every club should make a game-day folder so all relevant information can be kept safe andavailable for inspection. The folder should contain:

A copy of the Eligibility Form

The Match Day Roster Their most current CIPP registration print out form USA Rugby

Their opponent’s most current CIPP print out

The USA Rugby waiver forms (see below) signed by every player on the roster.

The Championship Participation Agreement (see below).

Copies of every player’s medical insurance certificate (in case of an emergency).

The 2008 Collegiate Participation Form (see below)



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the final decision-making up to the commissioner and chair, unless it involves one of my

conferences.

If you are commissioner of a conference outside your LAU, contact the appropriate LAU

collegiate rep and advise them of the issue. They need to be involved. Try to resolve the dispute

without having to refer to either the chair or myself (that’s outside of me helping unofficially).

Only if you reach an impasse, or fail to get a club’s cooperation, do you move it upwards.

8. Documents

The following sample documents are included for your reference. I will provide you originals,

updated where required, in early January 2008. They will also be available on the South web site,

and where possible, you should include them on your Union web site also. They will also be

made available on the two USARS Google groups ―rugby-south-college-women‖ and ―rugby-

south-college-men‖.

Regardless of all this availability, you’ll find some team in your conference missing paperwork

or not understanding the requirements, so be pro-active and monitor your teams well before the

first kick-off.

And finally, I’m here to help, so never hesitate,

Good luck.

Enclosures:

USA Rugby Collegiate Eligibility Form: Page 1 and 2 – Instructions

Eligibility Form: Pages 3 – 5. USA Rugby South Match Day Roster Form: (2007 version)

USA Rugby Waiver and Release USA Rugby Team Participation Agreement USA Rugby Team Participation Agreement – Page 2

USA Rugby Guidelines and Collegiate Eligibility Requirements



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1. USA Rugby Collegiate Eligibility Form: Page 1 and 2 – Instructions



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2. Eligibility Form: Pages 3 – 5. To be completed by participating clubs and their University

Registrar.

Note: These copies are for information only and must not be used by participating clubs. Useable documents will be

provided (or can be down loaded for the USA Rugby web site).



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3. USA Rugby South Match Day Roster Form (2007) – The 2008 form will be verysimilar but include a provision for teams to complete the roster as the game progresses.

This form is signed by both captains and the referee. The captain of the winning team

will fax/pdf you both rosters.



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5. USA Rugby Team Participation Agreement – to be signed by all clubs making it to theUSARS play-offs. (2 pages).



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6. USA Rugby Team Participation Agreement – Page 2

7. USA Rugby Guidelines and Collegiate Eligibility Requirements

National Collegiate Club Championships

4.1. Collegiate Club Eligibility

a) Each club must be recognized by the college/university.

b) Each club must be in good standing with the college/university.

c) Each club may carry an unlimited number of players on its roster.

4.2. Player Eligibility



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Appendix B:

Game Day Information

Eligibility Form



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Dimensions of the Field



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Set-Up and Teardown Volunteer Sheet

Name Field Set-up Field Teardown

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

2728

29

30



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Passenger Information (for away games)

Copies of drivers licenses’ should be attached

Driver #1:

Name:________________________________Car Make and Model:_________________________________

License Plate Number:_________________________________

Passengers:____________________________________________________________________

_____________________________________________________________________________

Driver #2:

Name:________________________________

Car Make and Model:_________________________________


Passengers:____________________________________________________________________

_____________________________________________________________________________

Driver #3:

Name:________________________________



Passengers:____________________________________________________________________

______________________________________________________________________________

Driver #4:

Name:________________________________



Passengers:____________________________________________________________________

_____________________________________________________________________________

Driver #5:

Name:________________________________

Car Make and Model:_________________________________License Plate Number:_________________________________

Passengers:____________________________________________________________________

_____________________________________________________________________________



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Appendix C:

Initial Information

Code of Conduct Sheet

Lee University Women’s Rugby Football Club

Code of Conduct

As a student of Lee University and a member of the Lee University Women’s Rugby

Football Club hereby do pledge, under no coercion, to follow and abide by all of the rules,

regulations, and subsequent disciplinary procedures.

General Rules of Conduct

I. I will maintain a Christ-like demeanor both on and off the field.

II. I will uphold the principles and teachings set forth by Lee University.

III. I will uphold the rules set forth by the Lee University Women’s Rugby Football Club.

IV. I will strive to lead by example as a member of the team, community, church, and Lee

University.

V. I will attend 75% of all club functions (practices, socials, field set up/teardown,

fundraising events, etc.) or provide a legitimate excuse to the head coach or officers inadvance.

VI. I will be held accountable for all my actions both on and off the field.

Rules for Home and Away Matches

I. I will follow all rules of conduct as deemed by Lee University, the coaching staff, faculty

advisor, and the team officers.

II. I will maintain appropriate behavior at all times, and not participate in any behavior

unbefitting of Lee University, the coaching staff, the team, and myself.

III. I will uphold the rules of curfew as set by the coach.IV. I will not have members of the opposite sex or non-members of the Women’s Rugby

Football Club in my room while traveling.

V. I will not partake in the consumption of alcoholic beverages, illicit drugs, and/or sexual

promiscuity as set forth by Lee University and the Women’s Rugby Football Club.



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Disciplinary Actions

If any member of the Lee University Women’s Rugby Football Club is found to be in

violation of any of the previously mentioned rules, the following procedures will be enacted:

I. The information will be given to both the head coach and the elected team officers to

determine whether the information is reliable and reputable.

II. The accused member will be brought before the head coach and officers to be questioned

regarding the incident and will be given the opportunity to present their side of thesituation. A meeting will be held between the head coach and the officers to determine

what disciplinary actions should be taken.

III. Upon further investigation, the involved team members may be brought before the head

coach and officers for further questioning.

IV. Depending on the severity of the infraction the individual will be subjected to the

following:

MINOR: Meeting with the head coach and officers where the disciplinary actions

will be determined. Minor infractions are cumulative and following three (3)infractions in one semester will result in suspension of the Women’s RugbyFootball Club for the remainder of the semester. The member may be eligible for

reinstatement the following semester at the discretion of the head coach and

officers.

INTERMEDIATE: Temporary sus pension from the Women’s Rugby FootballClub, meeting with the head coach and officers and subsequent action to be taken.

SEVERE: Immediate and permanent removal from the Women’s Rugby

Football Club and the infraction will be turned over to Lee University for further

discussion.

V. The decision of the head coach and officers is final.

Closing Statement

This article is not worded as to be all encompassing. Any actions by the club and members

deemed to be inappropriate by Lee University, the head coach, or the club officers will be

handled appropriately and fairly.

Printed Name:___________________________________________Date:___________________

Signature:______________________________________________Date:___________________

Witness Signature:______________________________________Date:____________________



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Insurance Information Sheet

Lee University Insurance Information

Name:________________________________________________

Hospital Insurance? _________YES __________NO

Insurance Company:____________________________________________

Policy Number:_______________________________

Group Number:_______________________________

Signature: _______________________________________________



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Appendix D:

Emergency Information

Resident Director Contact Information

In Case of Emergency

Occasionally on the fields a player will get injured pretty badly. After calling 911 (if

necessary), one of the chaplains should refer to the ICE player information form and call the

player’s emergency contact. In the mean time, the secretary should be taking information down

of what happened and calling to leave a message with Mr. Hudson so that he stays updated.

Finally, if the injury is bad enough then the RD of the player’s resident hall should be called for

the head’s up. They have to go through their own procedure of emergency through the school, so

they will need to be informed. The RD’s numbers are as follows:

Brinsfield Row: Mandy Stockton

423-961-6096

Cross Hall: Tiffany Brooks

423-614-6024 ext. 6024

Davis Hall: Elizabeth Costa

423-614-6030 ext: 6030

Keeble Hall: Melissa Jones

423-614-6074 ext. 6074

Livingston Hall: Shannon Balram

423-614-6042 ext. 6042

Nora Chambers Hall: Stephanie Goodrich

423-614-6016 ext. 6016

Simmons Hall: Kate Gilliard

423-614-6059 ext. 6059

Tharp Hall: Ellen Hughey

423-614-6063 ext. 6063



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ICE Player Information Sheet

Name Phone Number Emergency Contact Number and Name Res. Hal

1

2

34

5

6

7

8

9

10

1112

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30



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Appendix E:

Current Information

Current Leader Contact Information

President: Christina ―Smitty‖ Fullerton

Cell: 727-798-5545

E-mail: [email protected]

Vice President: Zeevelle Nottingham-

Lemon

Cell: 443-825-5407


Secretary: Available

Treasurer: Delaney Walker

Cell: 912-271-9355


Historian: Available

Chaplain: Katie Ayres

Cell: 937-570-7286


Chaplain: Rachel Lins

Cell: 302-448-0581


Coach: Dr. Michael Freake

Home: 423-559-2129

Work: 423-614-8282 Ext: 8282


Coach: Nancy Campbell

Cell: 901-573-5995


Director of Campus Recreation: Kevin

Hudson

Work: 423-614-8458 Ext: 8458


Campus Recreation Secretary: Joyce Starr

Work: 423-614-8450 Ext: 8450


Athletic Director: Larry Carpenter

Work: 423-614-8440 Ext: 8440


Collegiate Rugby Coordinator: Brian

Stringer

Cell: 931-598-5352




Current Game Schedule

For current game schedules, please go to www.leewomensrfc.weebly.com.