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Senior Clubs & Rugby Xplorer (RX) To-Do list

 

Yearly Setup/Preparation and Seasonal Operations

  • RX will shut down at the conclusion of the Club Sevens Championship in August to prepare for the new registration season. Re-opening is anticipated for the immediately following Wednesday or Thursday.

When RX opens for union administrators 1-2 days before general registration begins:

Union administrators shall confirm/enter fees.

  • If your GU, TU, or LAU has no changes to its fees, then nothing is needed. 
  • However, if you are changing the fee, go to RX Admin and Payment Settings/Payment Settings (https://admin.rugbyxplorer.com.au/payments)

Union administrators shall enter Teams.

Competition Coordinator Responsibilities:

  • Union Competition Coordinators will create the competitions and enter their schedules (can also be done after registration opens).
  • Competitions
    • Details: https://usaclub.rugby/union-admin/rx-competitions/
    • All competitions must be recreated, including specifics like tie breakers, allocated teams, etc. Competitions must be created prior to entering schedules.
    • Important: Union administrators  are required to create Competition names that comply with the naming standard as described in the details link above.
      • Regular matches and playoff competition must be labeled with the union and division. Example: “Carolinas Men’s D3”. No need for the year as the RX filter is there for the season.
      • Friendlies would include the union and appropriate labeling. Example:   “Capital Friendlies”. No need for anything else (See below: Schedules-competitive matches).
      • 3.4.3 qualifying matches will be handled by the Eligibility and Competitions Committees ONLY.
    • Competitions may include either only regular league season matches, or, both regular league season and the local union playoff matches.
      • In either case, all playoff matches must be marked as Round Type “Finals” and not “Regular”.
      • Playoff matches must be designated by the type (Quarterfinal, Semifinal, Final) in Match Name (using the RX app or the Import file).
  • Schedules
    • Details (Schedules): https://usaclub.rugby/union-admin/rx-schedules/
    • Details (Matches): https://usaclub.rugby/union-admin/rx-matches/
    • Eligibility Guideline 3.4.3 matches are only created by the SCC Competitions or Eligibility Committee.
    • Competitive matches that are not part of the regular NCS schedule must be included within a separate, non-NCS competition. These non-NCS competitions must include the same criteria as for NCS Qualifying and 3.4.3 matches: full rosters of both clubs, scoring, substitutions, and cards; if these items are absent,  the match will not be reviewed/considered by eligibility for possible player waiver purposes.

When RX opens for member registration:

  • Clubs must have players, coaches, and others register prior to the first game.
  • Clubs must pay the USA Rugby club fee. To do so, go to Administration/My Club/Compliance.

Prepare for the season:

Confirm Club Coaches meet USA Rugby Accreditation Requirements.

  1. As an RX Club Admin, go to Members, Accreditations and the tab for Missing Accreditations. Choose All Roles and Search. The individuals with missing, required accreditations will appear.
  2. Coaches must have accreditation (coaching certificate, background check, and SafeSport certification) or they will not be able to be on a Team roster for a match. 
  3. Although they will receive Email notifications, many coaches miss these notices.
  4. If there are no coaches with accreditation, the Team roster cannot be submitted.

Schedules

  • Review and update schedules.

During the season:

Each Match.

  • Team Admin must enter rosters via the RX Matchday app prior to kickoff.
  • Team Admin must enter substitutions (players actually entering the match), as well as Team’s scoring and cards. 
    • If a player is not shown as an in-game substitute, and not merely on the match roster, they will not get game credit.
  • Team Admin and/or the Union Admin must close the match within 48 hours (i.e., change the match from Fixture to Result). 
    • The 48 hour window may be shorter, based on union policy.
    • Matches will not be reopened after 48 hours.
  • We advise performing match entry on-site and getting concurrence from the opposing side and the referee before leaving the field area. 
  • Multi-sided Clubs must track their players who play on upper and lower Teams for continued lower Team eligibility.

Administrative Items.

  • Union Admins and Club Admins need to check for Registration Clearances (player transfers) and Competition Cases (discipline).
  • Update schedules for postponed games by changing the date and round number so that the RX app opens to the latest matches..
  • Forfeits.The non-forfeiting Team may get credit for the 23 players on its roster; those 23 players need to be filled in as normal. Given RX’s recognition of players, the 8 substitutes should be entered as coming into the game at the 40 min mark.
    • The forfeiting team gets no credit for its players. 
    • Union Admins need to look at each forfeited match to ensure that proper player credit is given plus whatever penalty the union decides is awarded within RX.
    • Forfeited matches are locked within the same timeline as successfully completed matches.

Prepare for the playoffs.

  • Club Admins and Union Admins must run the Player & Team Official History Report to determine if players have participated in the required minimum of games: https://admin.rugbyxplorer.com.au/reports/player-team-history-report
  • Multi-sided Clubs must run the Player & Team Official History Report to determine if their lower Team players have exceeded the number of upper Team matches, based on current eligibility regulations.
  • The relevant columns in the Player & Team Official History Report are Played and Substitute (Appearance and Reserve do count as a participation).  A player may be shown in multiple competitions for a club (league, union playoffs, 3.4.3. Match, etc).

Any questions, or for assistance, please contact: David Chapman (davidc@rugby.org) or Scott Conway (scott.conway@cgru.rugby). Facebook has a Rugby Xplorer Admins group where you can also get help: https://www.facebook.com/groups/817826559415763. 

USA Club Rugby
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