I. NYSRC POLICIES 5

1. MEMBERSHIP REQUIREMENTS 5

A. APPLYING FOR ASSOCIATE MEMBERSHIP 6

SPECIAL REGULATIONS FOR COLLEGES APPLYING FOR MEMBERSHIP 6

B. APPLYING FOR REGULAR MEMBERSHIP 6

2. COLLEGIATE ELIGIBILITY 7

3. NYSRC REPRESENTATIVES TO NATIONAL CHAMPIONSHIPS 7

4. ALCOHOL 8

5. DISCIPLINED/DISBANDED COLLEGE TEAMS 8

6. REQUIREMENTS FOR SCHEDULING/PLAYING GAMES 8

7. SECURING NYSRC REFEREES 9

8. EXPENSE REIMBURSEMENT OF REFEREES 9

9. NYSRC TOURNAMENT BIDS/HOSTS 9

10. PAYMENT OF DUES 9

11. GUIDELINES FOR TOURNAMENTS 10

13. FACILITATING COMMUNICATION 10

14. REFEREE SIDELINE ABUSE 10

15. ALL-STAR REIMBURSEMENT 10

16. COACHING POLICY 11

17. CIPP REGISTRATION 11

18. REIMBURSEMENTS 11

II. LEAGUE GUIDELINES 11

III. DISCIPLINARY PROCEDURES 13

1. DISCIPLINE COMMITTEE 13

2. PLAYER ORDERED OFF 13

IV. TOURS 14

V. BY-LAWS OF NEW YORK STATE RUGBY CONFERENCE, INC. 15

ARTICLE I -- Name 15

ARTICLE II -- Offices 15

ARTICLE III -- Membership 15

ARTICLE IV -- Meetings of Members 16

ARTICLE V -- Board of Directors 16

ARTICLE VI -- Meetings of the Board of Directors 17

ARTICLE VII -- Officers 18

ARTICLE VIII - Elections 19

ARTICLE IX -- Miscellaneous Provisions 20

ARTICLE X -- Amendments 20

I. NYSRC POLICIES

1. MEMBERSHIP REQUIREMENTS

A Regular Member club has full voting privileges and is recognized by the NYSRC, the Northeast Rugby Union (NRU), and the United States of America Rugby Football Union (USARFU). An Associate Member club is recognized by the NYSRC, but not the NRU or USARFU. Although Associate Members do not have voting privileges, they are eligible for many NYSRC benefits:

1. Eligible for all NYSRC clinics (coaching, referee, medical, etc)

2. Eligible for referees from the Referees Society, as available

3. Permitted to attend, as a non-voting member, at all NYSRC meetings

4. Included in the NYSRC Directory of Clubs

5. Eligible for mailings done by the Conference (minutes, announcements etc.)

A. APPLYING FOR ASSOCIATE MEMBERSHIP

1. An application for Associate Membership must be submitted in writing to the NYSRC Secretary. This application must contain, but is not limited to, the following information:

a. A list of officers and a permanent address, such as a PO Box number. College clubs must also include the name of their Faculty Advisor and a summer contact.

b. A current membership roster (names, addresses, zip codes, telephone numbers and electronic mail addresses).

c. A financial statement and summary of how the club/college intends to remain financially solvent.

d. A copy of the by-laws or organizational guidelines of the club.

*** SPECIAL REGULATIONS FOR COLLEGES APPLYING FOR MEMBERSHIP

1. Each college team MUST have a Faculty Advisor. Some specific responsibilities for the Advisor include:

a. Make sure that Regulations 3 and 4 (below) are being followed.

b. Ensure that recruiting of new members is done at the beginning of the year and on a continuous basis,

c. Ensure that complete and reasonable games are planned for the team and that the Match Secretary has sent a copy of the schedule to the NYSRC Secretary,

d. Ensure that practice sessions are properly organized and under the control of a coach.

e. Ensure that budget requests for college funds are properly prepared and are submitted in a timely and professional manner.

f. Ensure that the college policies regarding the use of facilities, insurance, playing personnel, use of funds, etc, are adhered to.

g. Ensure that the team has access to the appropriate services and facilities offered by the college (fields, equipment, trainer, etc.)

h. Notify the proper NYSRC officials of any disciplinary matters affecting the team,

2. The Faculty Advisor or Dean of Student Affairs must write to the NYSRC Secretary stating the support of the school for rugby at the institution, the status of the club on campus, and what provisions and facilities have been made available to encourage participation in the club. This letter must be included an assurance that the items listed above will be provided.

3. Election of officers must be made in November and serve for a calendar year. This will ensure more consistent communication over the summer and during the calendar year.

4. Any change in officers, Faculty Advisor, box number, etc. must be reported to the NYSRC Secretary promptly.

B. APPLYING FOR REGULAR MEMBERSHIP

1. An Associate Member may become a Regular Member only after a minimum one year probationary period, payment of dues, and an affirmative vote of the Board of Directors,

2. The application for regular members will be submitted to the NYSRC Secretary prior to the Annual General Meeting.

3. Failure to pay the financial obligations to the Conference for two years will result in termination of membership.

4. Member clubs are prohibited from participating in games with clubs that are not members,

5. Associate membership is granted for a maximum of one year.

6. A club may register as a 'Local Area Union' club, a.k.a. local conference member. There is no time restriction, they may play only within the conference, and they may not tour. They may not play in League play. Dues are reduced and the total amount is forwarded to NRU.

2. COLLEGIATE ELIGIBILITY

USA RUGBY policy states:

In order to participate in any match that in any way leads to the National Men's or Women's Collegiate Championship, and through the championship, participating student-athletes must meet all of the following eligibility criteria:

1. a) The student-athlete has five (5) consecutive years of eligibility to play collegiate rugby. The five years starts the moment the player first enrolls in a college or junior college, whether that player is currently playing rugby or not. Any college courses that are taken during high school do not affect a player’s collegiate eligibility.

2. b) The student-athlete must be enrolled full-time, as defined by his/her university, and an undergraduate student seeking his/her first bachelor's degree. Exceptions:

3. 1. A student-athlete in his/her final term may carry less than a full-time academic load and still maintain eligibility. That player must be a graduating senior and this exception requires a letter from the Registrar confirming such status. This exception may only be used once in a player's career and once used that player loses all future collegiate eligibility. 2. A student athlete may maintain eligibility after completing and or receiving an undergraduate degree if that athlete is enrolled full time in post-graduate studies (graduate school or pursuance of an additional Bachelor’s Degree) provided:

1. a) The student athlete is attending the same institution they received their undergraduate degree and the student athlete still falls within his/her 5 years of collegiate eligibility.

2. c) The student-athlete must play on the team representing the school in which he/she is

3. enrolled.

In addition, NYSRC policy is that:

1. At each contest, each team is required to have a photo ID and Match Roster Form (including proof of CIPP registration) for each player expected to take part in said contest. Each team shall present two (2) official NYS Rugby Match Roster Forms – one (1) copy shall be presented to the referee and one (1) copy shall be presented to the opposing side.

2. The referee and an opposing team member may check the photo ID of every player. The photo ID will then be checked against the official Match Roster Form at the cleat check,

The eligibility requirements apply to League, NYS Rugby Tournament, and non-League A and B games. Policy is subject to change per USA Rugby publication.

3. NYSRC REPRESENTATIVES TO NATIONAL CHAMPIONSHIPS

Club (Division III) and College League champions represent the NYSRC in Northeast Playoffs vs. New England and Met NY unions.

Seeds for the NRU Championships will be determined by the NRU.

4. ANTI-HARASSMENT/HAZING POLICY

NYS Rugby values healthy relationships based upon mutual respect, trust, and dignity. Behaviors inconsistent with these values will not be tolerated. NYS Rugby policy prohibits the following activity:
“Harassment is the use of threatening words or actions that are likely to, or do in fact, cause emotional distress. The term includes racial harassment (creating a racially intimidating, hostile, or offensive social or educational environment), religious harassment (creating a religiously intimidating, hostile, or offensive social or educational environment), and sexual harassment (attempting to coerce an unwilling person into a sexual relationship, attempting to subject a person to unwanted sexual attention, or creating a sexually intimidating, hostile, or offensive social or educational environment).”

“Hazing is any action taken, or situation created, to produce mental or physical discomfort, embarrassment, harassment, or ridicule. Hazing includes but is not limited to any brutality of a physical nature, such as paddling, whipping, beating, branding, forced calisthenics, exposure to the elements, forced consumption of any food, liquor, drug, or other substance, or any other forced physical activity that would subject the individual to physical harm or mental stress, such as sleep deprivation, forced exclusion from social contact, forced conduct which could result in extreme embarrassment, or any other forced activity which would adversely affect the mental health or dignity of the individual. Among prohibited activities are forced or coerced activities which create excessive fatigue; cause physical and psychological shocks; involve kidnapping; involve morally questionable quests, treasure hunts, scavenger hunts, or any other such activities; involve publicly wearing apparel that is conspicuous and not normally in good taste; cause individuals or groups to engage in public stunts and buffoonery, morally degrading or humiliating games and activities, or late night activities which interfere with scholastic activities. Also prohibited are any activities that are in violation of federal, state, or local laws, this code of conduct, or accepted standards of good taste or propriety. For purposes of this definition, any activity described in this paragraph upon which the admission into or affiliation with an organization is directly of indirectly conditioned shall be presumed to be ‘forced or coerced’ activity, the willingness of an individual to participate in such activity notwithstanding.”

NYS Rugby handles matters surrounding hazing on a case-by-case basis. NYS Rugby reserves the right to suspend an individual or club for involvement in hazing at any time, prior to and including, investigation by local, state or federal authorities, or the administration of an institution of higher education.

5. ALCOHOL

At NYSRC events and activities, NO alcoholic beverages will be sold or consumed. NRU Policy states:

1. Drinking by those who are underage is NOT PERMITTED. Rugby is not an excuse to drink illegally.

2. At rugby games held in college campus settings, serving or selling alcoholic beverages before, during, or after the game is PROHIBITED. Campus policies on alcoholic beverages must be strictly adhered to.

3. At rugby games involving only collegiate teams, the selling or serving of alcoholic beverages before, during or after the game is PROHIBITED.

4. At rugby games or events that mix collegiate and open clubs, alcoholic beverages may be served or sold (under local laws and regulations) provided that active measures are taken to prevent collegiate and all other underage persons from access to such beverages.

5. It is the ultimate responsibility of college and local officials to insure that their own regulations and laws are enforced.

6. Disciplinary action will be utilized to censure clubs, event hosts, and others who fail to take necessary action to enforce these regulations.

An alcohol abuse report may be filed by players, coaches, referees, or college/rugby administrators to the NYSRC Discipline Committee in order for disciplinary action to be taken; the reports must be submitted in a timely manner.

The following guidelines are recommended sanctions for those collegiate teams that violate NRU policies regarding alcoholic beverage consumption. The implementation of sanctions is the responsibility of the Disciplinary Committee of the conference to which the offending organization belongs.

First Offense: Offending team to be fined $100 and placed on probation for a minimum of one year. During this time the team will not be permitted to play in post-season playoffs or have any member participate in its conference, territorial, or national college All-Star program.

Second Offense: Offending team to be fined $250 and placed on probation for a minimum of one year. During this time the team will not be permitted to play in post-season playoffs or have any member participate in its conference, territorial, or national college All-Star program.

Third Offense: Offending team to be permanently suspended, A team may reapply for union membership after a period of 2 years.

6. DISCIPLINED/DISBANDED COLLEGE TEAMS

Any team which is disbanded by its college is no longer considered a college team and, therefore, will not be allowed to participate in any NYSRC event or activity.

7. REQUIREMENTS FOR SCHEDULING/PLAYING GAMES

Per NRU Policy, clubs may play only official dues-paying members. Non-member clubs should not permitted to play in tournaments or games until they join their local conference/union.

In NYSRC, any team suspended for non-payment of dues is also ineligible to play teams within NYSRC. Any team which plays a suspended team will be fined $50 (Discipline Committee jurisdiction) and an additional fine will be applied to the suspended team’s delinquent dues.

Other requirements include:

l. Games confirmed in writing, with map

2. Properly lined field

3. Referee confirmation

4. Medical assistance on-site (Ambulance / Certified Athletic Trainer / EMT /

First Responder)

5. Showers and changing rooms for visiting clubs

6. Play in matching uniforms (i.e., shorts, shirts, and socks). NRU Policy: Jerseys must be free from holes and tears. Jerseys may be short-sleeved, but must not be cutoffs or sleeveless. Short-sleeved, hemmed shirts must cover the biceps. Nylon mesh shirts are permitted as long as they meet these conditions. Players underwear may not show below the shorts, Full length sweat pants may be worn over shorts if weather conditions so dictate, Uniform color/style must be registered with the local conference.

7. All college games must be supervised by Public Safety Officers or Security Officers recognized by the college.

8. SECURING NYSRC REFEREES

The Referee Chair will make assignments for as many league games as possible, based on the number of referees available. It is the responsibility of the Home team to confirm game time and location with the assigned referee, via phone or email, no later than 9 P.M. Sunday night prior to the game. Confirmation is required to be done electronically between the Home Team and the assigned referee. It is recommended that the Home team confirm all referees prior to the start of the season, and once again the week prior to the scheduled game.

The referee is expected to referee the A game only. Further information on referees is included in League Guideline 13. At the Men’s Club level, $75 will be paid to the referee by the Home team prior to the game. Collegiate dues include coverage of referee dues.

For non-league games, a neutral referee will be assigned to those clubs with the earliest requests. Requests must be made in writing to the Referee Chair and must have the address and phone number of the person to who notices should be sent. Assignments will be given in a reasonable amount of time; thereafter, it is the responsibility of the home team to contact the assigned referee by the Wednesday night prior to the game to confirm time and location. The Expense Allowance for non-league games will be negotiated with the referee by the Home team, and be paid before the game; it is the intention that the Expense Allowance is in line with the League Referee Expense Allowance.

9. EXPENSE REIMBURSEMENT OF REFEREES

The current $75 per game Expense Reimbursement Fee is in effect for NYSRC refs only. Referees may also submit requests for additional travel expense reimbursement at the rate of 20 cents per mile from the NYSRC for NYSRC championship events. (Outside refs would be reimbursed through the Conference, but the home team must provide airport/field transportation and overnight accommodations if necessary.)

10. NYSRC TOURNAMENT BIDS/HOSTS

Clubs wishing to host the Tournament may enter bids at the NYSRC Annual General Meeting. Tournament fees are set by the Board of Directors are paid by the participants to the NYSRC, and they cover on-field expenses. The host club runs (and keeps profits from) concessions (T-shirts, food, soft drinks, etc.) The NYSRC receives space rental fees from rugby equipment vendors who set up booths at the Tournament. The tournament is held annually, on the fourth weekend of April. Seeding in the Tournament is based on the results of the finishes in the prior year's league play.

11. PAYMENT OF DUES

Dues are payable by March 31 of the year they are assessed and are assessed to a club as follows:

Senior Clubs (Men and Women) - $650

Collegiate Clubs (Men and Women) - $650

Youth Clubs (as follows)

Boys Division I - $200

Boys Division II / Girls - $150

Boys JV - $100

Associate Members - $200

First-year clubs - $100

Member clubs who are experiencing substantial financial hardship may petition the Treasurer for assistance. A member, so petitioning, must provide sufficient documentation to substantiate its claim. In addition, the member must submit a sound financial plan which lays out the member’s proposal to rectify the current fiscal situation. After a complete review, the Treasurer may arrange a deferred payment plan, waive the outstanding liability, or any other action deemed necessary.

12. GUIDELINES FOR TOURNAMENTS

1. The Tours and Tournament Committee of the NYSRC shall have the responsibility for sanctioning all tournaments held within the jurisdiction of the Conference. A ‘tournament’ shall include all festivals, invitational, and competitions where more than four clubs participate.

2. Clubs desiring to hold a tournament must file a proposal to the Tournament Committee six months prior to the tournament.

3. The following information must be submitted in the tournament proposal:

a. Date of the tournament;

b. Number of entrants, fields, and referees;

c. Special eligibility or qualifications required of entrants;

d. Entry fee and other additional fees to be charged (showers, party);

e. Format of the tournament, plans for providing adequate number of qualified referees;

f. Names, addresses, and telephone numbers of club tournament committee members; and

g. Emergency First Aid available at the field, individual in charge, qualifications (ex-MD, EMT, Athletic Trainer or First Aid Instructors, etc.), emergency transportation and procedures, and medical facilities to be transported to.

4. The Tours and Tournaments Committee will notify applicants in writing, as to the acceptance or denial of sanctioning for their tournament proposal.

5. The NYSRC Discipline Committee shall have the additional responsibility for taking appropriate action against individuals and/or teams who:

a. Do not honor tournament commitments;

b. Act in any manner which is detrimental to the tournament or the spirit of rugby; and

c. Attempt to play any ineligible players

6. On receiving acceptance from a team outside NYSRC jurisdiction, the club tournament committee must notify the Tours and Tournament Committee promptly. The Conference Committee will then contact the home Conference of the outside team to determine if any disciplinary reports have been filed against the team or any of its members. If reports have been filed, the NYSRC Discipline Committee will make an appropriate recommendation to the club tournament committee. The Tours and Tournament Committee may refuse to sanction a tournament for failure to follow the Disciplinary Committee’s recommendation.

7. Members of the NYSRC must notify the Tours and Tournament Committee when they enter tournaments outside the Conference. The notice should be in writing sent at least four weeks in advance, and include the name of the tournament, the host club, the person in charge, and the dates of the tournament.

13. FACILITATING COMMUNICATION

To insure consistent communication over the summer and during the year, members need to:

1. Establish a permanent email address (i.e.: nysrugby@hotmail.com) ; P.O. Box for clubs; colleges should establish an athletic office or Student Association Box.

2. Keep the NYSRC Conference Coordinator informed of officers’ address and phone number changes,

3. Conduct annual officer elections between November 1 and December 1. For colleges, elected officers should be enrolled through the calendar year.

4. Colleges should have a permanent Advisor (i.e., Club Sports Director, Coach, Faculty Advisor, etc.) who may be used as a summer contact.

14. REFEREE SIDELINE ABUSE

Referee sideline abuse will not be tolerated. It is defined as acts by spectators of deliberately hounding the referee through the course of the game by yelling, presence on the field, and specifically the use of obscene, derogatory language. This is particularly characterized over time and not isolated outbursts of disagreement or displeasure, referee in utilize the Laws as now written. The referee can have players or others on the sidelines removed from the playing enclosure before continuing the game.

15. ALL-STAR REIMBURSEMENT

NYSRC will reimburse NYSRC All-Star programs through the All-Star budget. The budget allocation will be determined by the Board of Directors and administered by the Program Manager and the Conference Coordinator. Individual support for players participating at the Territorial or USARFU will be provided if funds are available and at the discretion of the Board of Directors.

16. COACHING POLICY

Each team is required to have a USARFU Level I certified coach. Certification will be granted by the USARFU after the completion of appropriate training sessions. Teams without a certified coach are subject to exclusion from conference play.

17. CIPP REGISTRATION

ALL member clubs and EVERY player must register for the USARFU CIPP program. Clubs that do not have at least 15 current members CIPP registered by April 1 will be considered non compliant. If not in compliance, clubs will not be assigned referees for Spring and Fall, they will not participate in the Spring Tournament, be scheduled for League, and will be declared to be not in good standing (in which case other teams would be subject to fines for playing them.)

USA Rugby requires that every player in every match that leads to a nation championship be CIPP registered. New York State Rugby Conference (NYSRC) will enforce CIPP compliance for all players in all NYSRC league matches. All players in NYSRC league and playoff matches MUST be CIPP registered with the club for which they are competing.

All league matches will use a match roster form which will include a space for the CIPP number of each player along with their student ID number. If it is a collegiate match, BOTH numbers (CIPP/Student ID) are required. The coach or captain is required to fill out the Match Roster Form prior to kickoff. Protests of compliance eligibility must be lodged with the referee prior to kickoff.

Rosters will be checked for CIPP compliance by NYSRC officials against the USARFU membership database to ensure that every rostered player was CIPP registered at the time of the match.

Clubs that field ineligible players in a match will forfeit that match. Clubs that forfeit league matches are, by NYSRC policy, ineligible to compete in postseason play.

18. REIMBURSEMENTS

Requests for reimbursement for receipts older than 60 days will be paid at the Treasurer’s discretion.

II. LEAGUE GUIDELINES

1. All clubs competing in the NYSRC schedule are requested to field at least two (2) sides during League.

2. The first place finisher in Collegiate Men’s and Women’s Division II and Division III may elect to challenge the last place finisher in next highest Division, if the challenger is victorious, they may advance. All challenges must be presented to and are approved by the NYS Rugby Board of Directors. The challenge match will be played during the following Spring season at least one week before the NYSRC Upstates Tournament. The challenge game will be scheduled by the match secretaries of the clubs involved, to be played at the challenger’s home field and under League Guidelines; the challenger must initiate the scheduling and it must be confirmed in writing before the Annual General Meeting immediately following the League season. The challenger may choose to not play the challenge game; if they so choose, they will remain in their current division. The challenged (last place) team may choose to not play the challenge match; if they so choose, they will automatically move down one division and the challenger will move up. Challenge games will be treated as League games, and will be given priority in referee assignments. As with other games, all rules regarding referee requests and confirmations will be in effect.

3. Trophies will be awarded to the champions in each division.

4. At each contest, each team is required to have a photo ID and Match Roster Form (including proof of CIPP registration) for each player expected to take part in said contest. Each team shall present two (2) official NYS Rugby Match Roster Forms – one (1) copy shall be presented to the referee and one (1) copy shall be presented to the opposing side.

5. Results for League games must be reported to the Conference Coordinator by the winning team immediately after the game, but no later than 6 P.M. on SUNDAY. The scores are to be reported via the Conference’s web site (NYSRugby.org). FAILURE TO REPORT SCORES ON TIME WILL RESULT IN A POINT DEDUCTION.

6. Results and standings will posted on the Conference’s web site on the World Wide Web and available to all clubs during the following week.

7. To determine Division standings, the following Scoring Sytems will be utilized:

* 4 points for a win
* 2 points for a tie
* 0 points for a loss
* A team would get 1 bonus point for scoring 25 or more points
* A team would get 1 bonus point for losing by less than 7 points
* A team will lose a point for any score reported after 6:00pm Sunday

(or Monday for Sunday games)

Regular season standings tiebreakers will be as follows:
1) Number of wins
2) Result of head to head play
3) Head to head net points
4) Head to head points scored
5) Bonus points

8. The Playoffs to determine the League Champion will be as follows:

a. Senior Men’s Division III - the first four teams will meet to participate in a Championship Tournament. The Championship Tournament will be hosted by the first place team and will be conducted in compliance with the Conference’s rules for hosting a tournament (Policy Statement #11). The Championship Tournament will be held on the first weekend following the conclusion of the League schedule.

b. Collegiate Men - The top four teams from Division I and II, and the top two teams from Division III will compete to determine the league champion from the respective divisions

c. Collegiate Women - The top two teams from Division One and the top team from both geographical Divisions of Two and Three will all compete to determine the NYSRC Women’s Champion.

d. The Collegiate League Championship tournament (for all Collegiate Divisions) will be hosted by NYS Rugby on the last Saturday of October.

9. All League games must be played on fields marked in accordance with the rugby Laws, and with field markers and spectator restraining barriers (5 to 10 meters off the touch line) approved by the Referees Society. (Barriers should be non-metal and not of a type which could cause injury, such as ropes, plastic snowfence, police barricade tape, etc.)

10. All competing teams must play in matching uniforms (i.e., shorts, socks, and shirts). It must be noted that all divisional winners will represent the NYSRC in USARFU sanctioned events. National Club Championships require that all shirts be numbered (1-15, reserves 16-18).

11. League games must begin at the scheduled time, Failure to begin the A game within 10 minutes of the scheduled time subjects the offending club or clubs to fines or penalties. A default occurs 30 minutes after the scheduled starting time. In the event of a default, the team that is present receives four (4) League points for a win and the game will be recorded as a 15-0 victory. If neither team is present at default time, no points will be awarded. A team must provide a touch judge. Therefore, 16 people are needed to play with a full side. Clubs may play short, but must provide a touch judge.

12. The Referee Chairman will assign referees on a referee-available basis for as many League games as possible. If a member of the Referees Society is unavailable for any or all games, it is the responsibility of the Home team to arrange for a referee in advance, who is acceptable to both clubs. If the two sides cannot agree on a referee, it is the ultimate responsibility of the Home team to provide a referee. Difficulties can be invariably avoided by having the clubs make arrangements for referees in advance at the same time as game times, locations, etc, are determined. The visiting club should initiate this inquiry in order to be sure that the Home club has made arrangements for referees, thus avoiding last minute problems.

13. Penalties/fines will be imposed for the following:

a. Failure to report scores: DEFAULT, No points are awarded to either team

b. Reporting incorrect scores: If the incorrect score affects the final standings, the reporting club will be fined $25.

c. Inadequate field lining or field markers: The referee will require that the Home Captain make the necessary adjustments before starting the game. If the start of the game is delayed see Guideline 12.

d. Non-matching uniforms, uniforms not complying with rugby Laws: The referee will require that the Captain have players borrow non-playing team members’ kits in order to conform to standards, if the game is delayed, see Guideline 12.

e. Failure to play in any League game: Default + $100 fine. Forfeiture of any League game will result in disqualification from any postseason play. Clubs must inform the Competitions Coordinator and opponent of their intent to forfeit at least 72 hours before the game. The Coordinator may waive the fine if the circumstance dictates.

f. Fines will be imposed by the Competitions Coordinator and at the conclusion of League play, a list of offenders will be sent to the Treasurer who will do the billing. Fines must be paid by the Annual General Meeting.

14. Appeals on discretionary fines may be made to the Competitions Coordinator within 72 hours from the end of the game by phone and within one week in writing. Notifications of the results of the appeal will be mailed within one week from receipt of the written appeal.

15. Repeated fines against any club for any reason will subject the club to being dropped from the League system.

16. The League structure will be administered by the Competitions Coordinator.

17. All League games will start at the assigned time unless an alternate start time is scheduled by the Competitions Coordinator; B games: will start as soon after the A game as is practicable. All League games will consist of 40 minute halves.

18. A team may protest a game after the game has been completed. The protest must be in writing and be lodged with the Competitions Coordinator within 72 hours from the end of the game. The Coordinator will contact the opposing team's president to announce the protest, The Coordinator will then render a decision concerning the protest or submit it to the Discipline Committee Chairman if it falls under his Committee's jurisdiction. In the event that the protest has bearing on final League standings, a makeup game would be held as close to the end of the League season as is practicable; the Coordinator will make the assignments for the game.

III. DISCIPLINARY PROCEDURES

1. DISCIPLINE COMMITTEE

1. The Committee will consist of 3 members, who will be appointed by the NYSRC President; one member will be appointed Chairman by the President.

2. The Committee will act on all discipline reports it receives in a timely manner. The type of discipline reports include, but are not limited to, foul play, player ordered off, referee abuse, tournament improprieties (see Policy 11.5), not honoring confirmed games, playing non-conference/union member clubs/colleges, ineligible players, and alcohol-related offenses (see Policy 4.)

3. In all discipline cases, the offender may present himself or his affidavits to the Discipline Committee before adjudication.

2. PLAYER ORDERED OFF

In the event that a referee must order off a player, the following disciplinary steps must be taken:

1. At the time of the dismissal, the referee must note the name of the player and the pertinent information related to the circumstances of the ordering off.

2. A player ordered off may not play again that same day. The referee may decide, without consult (this constitutes adequate action for the offense committed), in which case he need only notify the Discipline Committee Chairman of the ordering off. (LAW 26)

3. The referee will mail his report to the Chairman within two business days from the time of the ordering off.

4. Upon receipt of the referee's report, the Chairman will take the necessary steps to complete the Discipline procedure:

a. If the referee decided that not playing again the same day constituted adequate action for the offense, and barring repeat offender status, the Chairman will record the incident as a reference for repeat offenders and no further action would be taken.

b. If no recommendation is made, the minimum penalty for being ordered off is suspension of play for ten days or one game, whichever is longer. If a more severe penalty is recommended by the referee or is deemed necessary by the Chairman, all Discipline Committee Members must be consulted before the Chairman renders a decision. The severity of the penalty will be determined by the individual case and will be within guidelines of the USARFU and NRU.

c. The disposition will be mailed to the offending players’ club president within one week of adjudication. A copy of the disposition will also be mailed to each Discipline Committee Member, the Referee Coordinator, the NYSRC President, the appropriate Vice President, and the Competitions Coordinator if the offense relates or impacts on League play.

5. Repeat offenders will be dealt with under 4.B. above, even though the referee recommends minimum or no action.

6. Each Discipline Committee Member will keep a record of all telephone, clerical, and telephone expenses and will submit them to the Conference Treasurer for reimbursement.

IV. TOURS

The NYSRC follows the Tour Procedures set forth by the NRU. Some highlights follow. Refer to the NRU source for complete texts

Tour Rules and Procedures

- A tour is defined as meaning a visit to or from the NRU area by a team planning to play any number of games.

- When a club in the NRU is considering hosting or going on a tour, the Conference Tour Chairman must be informed IMMEDIATELY. He/she must be told:

a. as intending dates for the tour, and

b. clubs involved.

- The Tours Chairman will contact the Conference Tours Committee in the area where the tour is to be held, or if incoming, the country of origin. When approval has been received from the Conference, the Tours Chairman will so notify the inquiring club.

- Negotiations between clubs must cover the following points (precise information regarding each item must be given in order for the Conference to grant permission for the tour):

a. Exact itinerary

b. Exact details of financial arrangements

c. General outline of hospitality arrangements

d. Number of people involved

e. For incoming tours, the name of the Tour Coordinator

- When the Tours Chairman is satisfied that the proper conditions exist for a satisfactory tour, one likely to benefit the game and the players involved, it will inform the RFU in the opposite country and, having received permission from them for the tour to proceed, will itself give permission to the NRU club concerned.

- UNDER NO CIRCUMSTANCES WILL THIS PERMISSION BE GIVEN LESS THAN TWO MONTHS PRIOR TO THE DEPARTURE DATE.

Section 5. Termination. The Board of Directors may by the adoption of a resolution to that effect, terminate the membership of any member for cause which may include, among other things: failing to satisfy the requirements of paragraphs (a) or (b) of Article III, Section 2; failing to field a rugby team for two successive calendar years; and failing to pay its financial obligations to the Conference for two fiscal years. In the event of such termination, a member shall continue to be liable for financial obligations to the Conference accrued or accruing through the end of the Conference’s current fiscal year.

a. It will be the obligation of the Treasurer to notify the membership at the AGM of those clubs that are in arrears in their dues and tournament fees. Also, the Treasurer may recommend that the named clubs be suspended for non-payment.

b. The membership will vote at the AGM whether to uphold, in whole or in part, the suspensions recommended by the Treasurer.

c. The suspensions will not take effect until January 1 of the year following the vote, to allow the suspended clubs to pay off their back balances. After January 1 of the following year, any club whose suspension takes effect must pay a re-initiation fee of $100. Upon paying any and all funds due to the Conference, the suspended clubs then will return in good standing.

Section 6. Voting Rights. Each member, other than an associate member, shall be entitled to one vote on each matter coming before any meeting of the members and shall designate, at the beginning of any vote, a person voting on the member's behalf.

ARTICLE IV -- Meetings of Members

Section 1. Annual General Meeting. The annual meeting of the members of the Conference for the elections of officers and directors and for the transaction of such other business as may properly come before such a meeting shall be held on the first Saturday in December at 12:00 PM of each year or upon such other date or time as may be designated by the Board of Directors.

Section 2. Special Meetings. Special meetings of the members may be called at any time by order of the Board of Directors or the President, and shall be called upon the written request of five (5) of the members in good standing made to the Secretary.

Section 3. Notice of Meeting. Notice of each meeting of the members shall be given to each member either personally, by first class mail, or by electronic mail at its address as it appears on the records of the Conference, not less than ten (10) or more than fifty (50) days before the scheduled date of such meeting. Each notice shall state the purpose or purposes for which the meeting is called, the time and place thereof, and, if such notice shall be a notice of a special meeting, at whose direction the meeting was called.

No notice of any meeting need be given, however, to any member who waives notice thereof in writing, by telegram, by cable, or by electronic mail before or after such meeting, and no notice need be given of any adjourned meeting of the members. Any business may be transacted at any adjourned meeting which might have been transacted at the meeting originally scheduled.

Section 4. Quorum. At any meeting of the Conference, the members entitled to cast one-third of the total number of votes entitled to be cast thereof, shall constitute a quorum for the transaction of business. When a quorum is once present to organize a meeting, it is not broken by the subsequent withdrawal of any members. The members present may adjourn the meeting despite the absence of a quorum.

ARTICLE V -- Board of Directors

Section 1. Powers. The activities, affairs, and property of the Conference shall be managed, directed, and controlled by the Board of Directors. The Board of Directors shall have the power to impose disciplinary action on any member, player, official, or member of a club for infringement of any bylaw, law of the game, rules of professionalism, or for any conduct which, in the opinion of the Board of Directors, is prejudicial to the interest of the Conference or of the game of Rugby Union Football.

Section 2. Qualifications of Directors. Each director shall be an individual at least eighteen (18) years of age and a member in good standing of a member.

Section 3. Numbers The number of directors constituting the entire board shall be nine. The number of members may be increased or decreased (but shall not be less than three (3)) by action of a majority of members or a majority of the entire board subject to the limitation that no increase shall shorten the term of any incumbent director.

Section 4. Election of Directors. Elections for directors shall be held in the manner set forth in Article VIII, Elections.

Section 5. Resignation. Any director may resign at any time by delivering a written resignation to the President or Secretary. Unless otherwise specified therein, such resignation shall take effect upon such delivery.

Section 6. Removal. Any director may be removed at any time for cause by the vote of a majority of all the members entitled to vote thereon given at any meeting of the members.

Section 7. Vacancies. Whenever a vacancy shall occur on the Board of Directors because of the death, resignation, removal of a director, the vacancy, unless theretofore filled by the members, may be filled by the Board of Directors.

ARTICLE VI -- Meetings of the Board of Directors

Section 1. Annual and Other Meetings. The first meeting of the newly elected Board of Directors shall be held immediately after the close of the annual meeting of the members. Other regular meetings shall be held at such times and places as the Board of Directors may determine.

Special meetings of the Board of Directors may be called at any time by the President or any two directors and shall be held at such a time and place as shall be specified in the notice or waiver of notice of the meeting.

Section 2. Notice. Notice shall be given of the time and place of each regular meeting of the Board of Directors and of the time, place, and purposes of, and person or persons calling, each special meeting of the Board of Directors. Such notice shall be delivered in person, by first class mail, or by electronic mail to each director at his/her address as it appears on the records of the Conference, at least two days before the scheduled date of the meeting.

No notice of any meeting need be given, however, to any director who shall attend such meeting or who waives notice thereof in writing, and no notice need be given of any adjourned meeting of the Board of Directors. Any business may be transacted at any regular meeting of the Board of Directors or at any special meeting at which each director is present, notwithstanding any notice or waiver of notice of such meeting does not specify such business as one of the purposes there of, and any business may be transacted at any adjourned meeting which might have been transacted at the meeting originally scheduled.

Section 3. Quorum. At any meeting of the Board of Directors a majority of the directors shall constitute a quorum for the transaction of business. When a quorum is once present to organize a meeting, it is not broken with the subsequent withdrawal of any director. The directors present, or if no directors are present, any officer of the Conference present, may adjourn the meeting in the absence of a quorum.

Section 4. Voting. Each director shall have one vote. At all meetings of the Board of Directors or the Executive Committee, except as at the time otherwise required by statute, all matters shall be decided by a majority of the directors present at the meeting.