It is important to the CGRU that all matches are played.  We have revised this Forfeit Policy to provide guidance, support, and sanctions in the event a forfeit occurs.  The Board has taken the collective advice of the Forfeit Committee comprised of CGRU club members (players and coaches).  We encourage teams to do everything in their power to ensure matches are played.  

 

DEFINITIONS

The CGRU recognizes multiple categories of match cancellations: 

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Played Forfeits

We encourage teams to do their best to play rugby even if they have to forfeit due to lack of numbers. Because of that, we recognize a played forfeit.  For a match to be considered a played forfeit, it must include at least 12 players a side and at least 40 minutes of rugby.  This could include guest players from other teams but they must be of age for senior rugby and registered with USA Rugby.  Played forfeits will be recorded in the CMS system as 28-0 with the non-offending team being awarded the win with a bonus point.  The offending team will be given a loss, but not a loss of standing points in the CMS system.

 

Non-Played Forfeits

A non-played forfeit is a match in which one of the two teams involved cannot field a team or secure a home pitch.  Non-played forfeits will be recorded in the CMS system as 28-0, with the forfeiting team incurring a loss of standing points in the CMS system.  The non-offending team will be awarded the win with a bonus point.  Further sanctions/penalties may be imposed by the Board (see below).  

 

Administrative Forfeits

Administrative forfeits are imposed on a club due to a Registration and/or CMS policy violation. These types of forfeits can be imposed after a match has been played (ex. Use of an illegal player, non-compliance with CMS reporting guidelines) at the discretion of the Board.  Administrative forfeits will be recorded in the CMS system as 28-0, with the forfeiting team incurring a loss of standing points in the CMS system.  The non-offending team will be awarded the win with a bonus point.  A hearing may be required by the Board and/or requested by the offending team.

 

Playoff Forfeits

Forfeits during any point of the playoffs will result in losing eligibility for the playoffs the following season.  This includes CGRU semi’s/finals, Gulf Coast Super-regionals, and Nationals.

 

Match Cancellations

At times, a match can be cancelled due to unforeseen or uncontrollable circumstances.  This may include referee availability, weather, field availability and other factors.  A team will not be punished with a loss/forfeit.  The match should be updated from Fixture to the Postponed match status until a replacement date has been determined (Division Director will update the status, date, and match round).

 

Referee availability - A revised referee process has been implemented effective fall 2026 which should allow the Board greater visibility into assignments.  No forfeits will be imposed, and the CGRU, teams, and SERRS will work together to determine an alternative.

 

Weather - Inevitably, weather conditions may prevent a match.  Safety is paramount, not only in the playing conditions but for travel for a visiting team.  The schedule has allowed for make-up weekends to reschedule a match.  Teams should work together to find an available weekend, while including the division director and referee in the communication.  Early communication is key to allow for rescheduling.

 

Field availability - At times, a parks department/other may block a pitch for various reasons.  While uncontrollable, early communication is key to allow for rescheduling as well as referee reassignment.   

 

PROCESS

Effective fall 2026, all matches must go through the CGRU to ensure they have been sanctioned.  Matches will be loaded into RX, and will be shared with SERRS for referee assignment.  The master schedule refreshed from RX data is located on the CGRU website (cgru.rugby/fixtures) and directly to the spreadsheet HERE.  SERRS has been instructed to only assign a referee to a CGRU match that has come from the CGRU - Teams will no longer be required to provide their schedule to SERRS.  This includes matrix, friendlies and playoffs.  

 

Friendlies hosted by teams in other unions are the responsibility of that home union.  For example, a CGRU team travels to play at a GRU team - while both the CGRU and GRU are serviced by SERRS, the responsibility of communicating to the referee lies with the GRU.

 

On the Sunday two weeks prior to a match weekend, the schedule will be shared with SERRS for assignment.  It will be sent to all CGRU club admins via RX.

 

It is the responsibility of each club administrator:

• To ensure the email (noreply@rugbyxplorer.com.au) is not going to junk/spam. 

• To ensure the match details are correct, including the KO time and location.  Any change must be communicated to the Division Director and opposing team no later than the following day (Monday, 12 days before the match).  The Division Director will make the updates to RX.

• To communicate any forfeit possibilities no later than the following day (Monday, 12 days before the match).

  • Communication must include the opposing team, the CGRU Division Director, CGRU VP of Operations.  The CGRU will communicate with SERRS.

 

Forfeits communicated after the 12-day mark will result in a 2-point standing deduction for the first offense.  A second offense will result in the team being required to meet with the board at the next monthly meeting to develop an improvement plan.

 

The home team should share their field cancellation policy if applicable (how much notice is needed for a refund).  If the away team forfeits outside the shared cancellation window (home team shared that they have to give 10 days notice and the forfeit occurred 7 days out) and home team informed them of the cancellation policy, the away team is responsible for the funds lost (50%).

 

All penalties are subject to appeal by the penalized team and will be reviewed on a case by case basis by the CGRU Board.

Policy revised and effective fall 2026