Recognized Membership (also called Local Union Membership) was created for newly formed rugby clubs. Clubs admitted as Recognized Members will only be eligible to play members in good standing within the EPRU. Touring and hosting of tournaments is not permitted in this category of membership. Members will be billed EPRU dues and reduced Mid Atlantic RFU dues. Recognized Members must enroll in the USARFU Club & Individual Participant Program (CIPP).
Recognized Membership is required for a minimum one year period. The club must apply for Associate Membership at the next available application time (3rd Wednesday of November) unless the club receives an exemption from the EPRU Executive Board.
Application for Recognized Membership must be made to the Union Secretary and must include (at a minimum) the following:
A letter requesting Recognized Membership (to include a brief history and/or need for a club in that area).
By-Laws and/or Constitution
A list of team officers with addresses, phone numbers, and e-mail addresses. Officers should include President, Match Secretary, Treasurer, CIPP Coordinator, EPRU Representative. Other appointments such as Coach, Referee, Medical Person/Trainer & a Permanent Address (a PO Box No. for the club) must also be included. (School & summer addresses with phone numbers are required for college & graduate school teams).
A team roster (names, addresses, zip codes & phone numbers).
First & second choices for colors of jerseys, shorts, socks and style of each (can be cut from a rugby supplier catalog).
Date of officers elections. *Note* Must be once per year at the END of the Fall season.
Colleges & graduate schools must include their Faculty Advisor's name, address & phone number, along with a letter from this Advisor stating their willingness to ensure that the 'Duties of A Faculty Advisor' are carried out.
Colleges & graduate schools must include the name, address & phone number of their Athletic Director and Director of Club Sports. A letter (on school letterhead) from one of these persons regarding the school's support for rugby (use of school facilities, fields, trainers, equipment, funding & future plans) is required.
A copy of your current budget. Colleges & graduate schools must include the amount funded by the school and description of how and when funds are disbursed. List line items that the school will fund and ones they won't.
A list of fund-raisers, charity events, etc. that you have planned to raise money, remain solvent and improve the image of rugby either in your community or on your college campus.
Recruiting methods and plans for bringing in new players.
Locations and actual sizes of practice and playing fields. List any restrictions on their use (inclement weather, insurance, use by other sports, etc.). List owner(s) of field(s) such as school district, township, city park, etc.).
All teams must have a certified coach. Provide name, address, telephone number and email for all coaches. Denote which are certified by USA Rugby, their current certification level, and which coaches are not. If no coach is certified, at least ONE must attend a USA Rugby Certification Clinic. At a minimum, the Coach must obtain and maintain Level I Coaching Certification as formulated by USA Rugby. (Coaches who already have a Level I Certificate should attend a Level II certification). Submit with this application: Signed "Coaches Code of Conduct" form AND a copy of their USA Rugby Coaching Certificate(s).
All teams must provide a new referee who will attend the referee clinics/meetings and be available to referee as requested by the Referees Society. The Referee must attend the EPRU Referee Clinic(s) and meetings, as well as all training offered by the Referees Society. The Referee must maintain membership in the Referees Society and be available to referee as requested.
Proof of full enrollment in USA Rugby's Club & Individual Participant Program (CIPP). Each Club must have completed the Club CIPP Enrollment and must have a minimum of 35 players enrolled.
As of January 1, 2003 an application fee of $50.00 will be required. Make check payable to "EPRU" and enclose with your application. Depositing of the check does not guarantee the club will be accepted for membership.
MAIL ALL PAPERWORK AND CHECK(S) TO:
EPRU
P.O. Box 393
Exton, PA 19341
Recognized Members will be under the jurisdiction of the EPRU Disciplinary Committee and are expected to uphold the rules and regulations of the EPRU. Disciplinary action may be taken against a Recognized Member if the Disciplinary Committee feels it is warranted.
All Recognized Members MUST keep the Union Secretary apprised of their current officers, their addresses and phone numbers.
An application for Associate Membership must be submitted to the EPRU Secretary. This application must contain, but is not limited to, the following items (a through p). Completed applications are due by December 1st.
a. A letter requesting the club be considered for Associate Membership. If the club wishes to participate in the divisional play schedule, this must be so stated.
b. A brief history of the club
c. A copy of the club's By-Laws and/or Constitution.
d. A list of team officers with addresses, phone numbers and e-mail addresses. Officers should include President, Match Secretary, Treasurer, CIPP Coordinator, EPRU Representative. Other appointments such as Coach, Referee, Medical Person/Trainer, and a Permanent Address (a PO Box No. for the club) must also be included. (School and summer addresses & phone numbers for all officers are required for college & graduate school teams).
e. A team roster (names, CIPP numbers, address, zip codes and phone numbers). ALL players, coaches, officers, referees, etc., MUST have CIPP numbers).
f. Date when election of officers is held. *Note* Must be once per year at the END of the Fall season.
g. A copy of your current budget and proposed budget for the following year. Colleges & graduate schools must include the amount funded by the school and description of how and when funds are disbursed. List line items that the school will fund and ones they won't.
h. A list of fund raisers, charity events, etc. that you have planned to raise money, remain solvent and improve the image of Rugby either in your community or on your campus.
i. Recruiting methods and plans for bringing in new players.
j. Locations and actual sizes of practice and playing fields. List any restrictions on their use (inclement weather, insurance, use by other sports, etc.) List owner(s) of field(s) such as school district, township, city park, etc.)
k. Colleges & graduate schools must include their Faculty Advisor's name, address and phone number, along with a letter from this Advisor stating their willingness to ensure that the 'Duties of A Faculty Advisor' are carried out.
l. Colleges & graduate schools must include the name, address & phone number of their Athletic Director and Director of Club Sports. A letter (on school letterhead) from one of these persons regarding the school's support for rugby (use of fields, facilities, equipment, funding, future plans) is required.
m. All teams must have a certified coach and a person who will attend the referee clinics/meetings and be available to referee as requested by the Referees Society. Provide name, address, telephone number, email and current CIPP number for each person. At a minimum, the Coach must obtain and maintain Level I Coaching Certification as formulated by USA Rugby. Coaches holding a Level I Certificate should be attending a Level II Certification course. Coach must submit signed "Coaches Code of Conduct" form with this application. Coach must also submit a copy of their USA Rugby Coaching Certificate(s).
The Referee must attend the EPRU Referee Clinic(s) and meetings, as well as all training offered by the Referees Society. The Referee must maintain membership in the Referees Society and be available to referee as requested.
n. First and second choices for colors of jerseys, shorts, socks and style of each (can be cut from a rugby supplier catalog). Those teams who've already registered colors as a Recognized Member need only state current colors if they haven't changed since registration.
o. Any discipline problems in previous games must be reported (matches scheduled but not played, players ejected/suspended, etc.).
p. Proof of full enrollment in USA Rugby's Club & Individual Participant Plan (CIPP).
The above items (a through p) will be reviewed by the Executive Committee after which they can recommend admission (or non-admission) to the Board of Governors at a regularly scheduled meeting of the EPRU. An Associate Member's term will begin in February.
Upon affirmative vote of at least three/fourths (3/4) of a quorum of the Governors of the Union present at a duly constituted meeting, the club/college will be considered an Associate Member.
An Associate Member may remain as such for a maximum of TWO (2) years. The club may apply for Full Membership after a one year period, but MUST apply during the second year. In the year of application, the club/college must be represented at ALL EPRU meetings in that year. Associate Members who do not fulfill this requirement & remain an Associate Membership for longer than two years will pay $5.00 less than whatever Full Members dues are effective January 1st, 1990.
All players must be covered by a $100,000 medical/sports accident insurance policy (either through employers, college, parents or individual plan). The club is responsible for obtaining proof of medical coverage from each player.
Associate Members must submit their schedules to their Divisional Play Coordinator by August 1 for the Fall season and February 1 for the Spring season.
Associate Members must report any change in officers or addresses to the EPRU Secretary promptly.
Associate Members will be under the jurisdiction of the EPRU Disciplinary Committee and are expected to uphold the rules and regulations of the EPRU. Disciplinary action may be taken against an Associate Member if the Disciplinary Committee feels it is warranted.
Should the club/college wish to resign from the Union, a statement of such intent must be submitted, in writing, to the President of the Union. It should be signed by at least two officers. The club/college will be responsible for any financial obligations for the fiscal year in which the resignation was submitted.
An application for Full Membership must be submitted to the EPRU Secretary. This application must contain, but is not limited to, the following (a through q). Completed applications are due by December 1st.
A letter requesting the club be considered for Full Membership. If the club wishes to participate in the divisional play schedule, this must be so stated.
A brief history of the club
A copy of the club's By-Laws and/or Constitution.
A list of team officers with addresses, phone numbers and e-mail addresses. Officers should include President, Match Secretary, Treasurer, CIPP Coordinator, EPRU Representative. Other appointments such as Coach, Referee, Medical Person/Trainer, and a Permanent Address (a PO Box No. for the club) must also be included. (School and summer addresses & phone numbers for all officers are required for college & graduate school teams).
A team roster (names, CIPP numbers, address, zip codes and phone numbers). ALL players, coaches, officers, referees, etc., MUST have CIPP numbers.
Date when election of officers is held. *Note* Must be once per year at the END of the Fall season.
A copy of your current budget and proposed budget for the following year. Colleges and graduate schools must include the amount funded by the school and description of how and when funds are disbursed. List line items that the school will fund and ones they won't.
A list of fund raisers, charity events, etc. that you have planned to raise money, remain solvent and improve the image of Rugby either in your community or on your campus.
Recruiting methods and plans for bringing in new players.
Locations and actual sizes of practice and playing fields. List any restrictions on their use (inclement weather, insurance, use by other sports, etc.) List owner(s) of field(s) such as school district, township, city park, etc.)
Colleges & graduate schools must include their Faculty Advisor's name, address and phone number, along with a letter from this Advisor stating their willingness to ensure that the 'Duties of A Faculty Advisor' are carried out.
Colleges & graduate schools must include the name, address & phone number of their Athletic Director and Director of Club Sports. A letter (on school letterhead) from one of these persons regarding the school's support for rugby (use of fields, facilities, equipment, funding, future plans) is required.
All teams must have a certified coach and a person who will attend the referee clinics/meetings and be available to referee as requested by the Referees Society. Provide name, address, telephone number, email and current CIPP number for each person. At a minimum, the Coach must obtain and maintain Level I Coaching Certification as formulated by USA Rugby. Coaches holding a Level I Certificate should be attending a Level II Certification course. Coach must submit signed "Coaches Code of Conduct" form with this application. Coach must also submit a copy of their USA Rugby Coaching Certificate(s).
The Referee must attend the EPRU Referee Clinic(s) and meetings, as well as all training offered by the Referees Society. The Referee must maintain membership in the Referees Society and be available to referee as requested.
First and second choices for colors of jerseys, shorts, socks and style of each (can be cut from a rugby supplier catalog). Those teams who've already registered colors as an Associate Member need only state current colors if they haven't changed since registration.
Any discipline problems in previous games must be reported (matches scheduled but not played, players ejected/suspended, etc.).
Proof of full enrollment in USA Rugby's Club & Individual Participant Plan (CIPP).
Letters of recommendation from two Full Member Clubs in good standing stating your club's ability to meet scheduling commitments, a desire to support Union activities and uphold the Rugby code of sportsmanship. Letters should come from Full Members who have direct knowledge of your club (teams you have played, etc.)
The above items (a through q) will be reviewed by the Executive Committee after which they can recommend admission (or non-admission) to the Board of Governors at a regularly scheduled meeting of the EPRU. A Full Member's term will begin in February.
Upon affirmative vote of at least three/fourths (3/4) of a quorum of the Governors of the Union present at a duly constituted meeting, the club/college will be considered a Full Member.
All players must be covered by a $100,000 medical or sports accident insurance policy (either through employers, college, parents, or individual plan). The club is responsible for obtaining proof of medical coverage from each player.
Full Members must submit their schedules to their Divisional Play Coordinator by August 1 for the Fall season and February 1 for the Spring season.
Full Members must report any change in officers or addresses to the EPRU Secretary promptly.
Full Members must attend the two (2) mandatory EPRU meetings each season or be subject to non-attendance fines.
Full Members will be under the jurisdiction of the EPRU Disciplinary Committee and are expected to uphold the rules and regulations of the EPRU. Disciplinary action may be taken against a Full Member if the Disciplinary Committee feels it is warranted.
Should the club/college wish to resign from the Union, a statement of such intent must be submitted, in writing, to the President of the Union. It should be signed by at least two officers. The club/college will be responsible for any financial obligations for the fiscal year in which the resignation was submitted.
Clubs wishing to transfer from another Local Area Union to the EPRU must declare that intention, in writing, to The Union Secretary before the September Board of Governors meeting.
The request for transfer must include the following:
A letter stating the specific reason or reasons for requesting a transfer signed by at least two club officers
A copy of the minutes of the meeting where the club members voted on a motion to transfer and the vote count.
A letter from the Local Area Union (LAU) President (on LAU letterhead) "releasing" the club from the LAU and affirming that the club is in good standing and has no debts to the LAU or its' member clubs. The letter should also include any current or past disciplinary matters involving the club.
An application which satisfies The Union's requirements for the applicable level of membership as described on this EPRU Webpage
The membership level of the incoming transfer club, shall be determined as follows:
Any incoming club that has been in existence for less than 1 year shall be a Recognized Member as described in Section 2.01(d) of the By-Laws for no less than 12 months;
Any incoming club that has been in existence for more than 1 year but less than 2 years shall be a Recognized Member as described in Section 2.01(d) of the By-Laws until the following February;
Any incoming club that has been in existence for more than 2 years but less than 5 years shall be an Associate Member as described in Section 2.01(b) of the By-Laws for no less than 12 months;
Any incoming club that has been in existence for more than 5 years shall be an Associate Member as described in Section 2.01(b) of the By-Laws until the following February.
Notwithstanding the foregoing, an incoming club who has been in existence for no less than 5 years may apply for immediate Full Membership to the EPRU. Such application must be approved by a majority vote of the Union's Board of Directors. After such approval, the Full Membership status for the incoming club will be voted upon at a Board of Governors meeting by only those teams who are Full Members of the affected division as described in Section 2.03(a)(2) of the By-Laws. Such vote can only occur if the incoming transfer request is received by the Secretary of the EPRU prior to April 1 and the application satisfies The Union's requirements as described on the EPRU Webpage under "Applying for Full Membership"
Any Member club wishing to transfer to another Local Area Union must declare that intention, in writing, to the Union Secretary before December 1st. Members who request a transfer after December 1st will be responsible for payment of all dues for the next calendar year.
The request for transfer must include the following:
A letter stating the specific reason or reasons for requesting a transfer signed by at least two club officers
A copy of the minutes of the meeting where the club members voted on a motion to transfer and the vote count
A copy of the club’s By-Laws
A letter from the Local Area Union the club wishes to transfer to stating that they are willing (upon written release by the EPRU) to accept the club
Members who owe the EPRU dues, fines, bonds, or other payments will not be given permission to transfer until all payments have been made in full.
Failure to receive written approval from both Local Area Unions will negate the transfer.
Any Member club wishing to change its club name must submit a letter requesting such a change, along with reasons for the change, to the EPRU Secretary at least 60 days in advance of the change.
The EPRU retains the right to deny any name change deemed offensive, inflammatory, or not in the best interests or promotion of the sport of Rugby.
Any Member club wishing to merge with another Member club must declare that intention, in writing, to the EPRU Secretary before the October Board of Governors meeting (3rd Thursday of October) to be voted on at the next meeting.
Successor club will be responsible for any obligations of the merged club. All clubs merging after December 1st will be responsible for all dues and obligations to the EPRU as separate clubs.
The Board of Directors, along with the Divisional Play Chair, will reserve the right to place the new team in the division it feels is appropriate.
Should a club wish to resign from the Union (especially in the case where the club is no longer functioning), a statement of such intent must be submitted, in writing, to the Secretary of the Union. It must be signed by at least two officers. The club will be responsible for any financial obligations for the fiscal year in which the resignation was submitted.
The EPRU Executive Committee has the authority to drop any club from membership in the EPRU who does not play matches or repeatedly cancels matches, does not submit a schedule to the Referees Society, fails to pay dues and/or is not fully enrolled in USA Rugby's CIPP Membership program. Full compliance in CIPP includes both Club Membership and a minimum of fifteen (15) enrolled players.
Recognized Application