Week 1 Roster ID Checks & Live Scoring Update

Thank you to everyone for your efforts during our first weekend of roster ID checks and live scoring. Overall, things went very well. We saw 41 of 42 matches successfully live scored, which is an outstanding result for the first weekend of implementation. We appreciate everyone’s willingness to learn the process and work through the inevitable challenges that come with any new requirement.

There were a few common issues that surfaced over the weekend that we’d like to address.

The most frequent issue occurred on Friday when we received numerous emails from individuals who could not see their matches in Rugby Xplorer. As we have communicated several times, this almost always indicates that the individual does not have Team Admin permissions assigned to their account. In every case we reviewed, once Team Admin rights were assigned, the matches became visible. If someone in your club cannot see their games, please verify their Team Admin permissions before submitting a support request.

We also encountered an issue with coach eligibility information. As of Friday, not all coach background checks had been completed and returned. To avoid creating unnecessary roster issues, we temporarily disabled the requirement for coaches to be listed on match rosters. We anticipate re-enabling this requirement this week unless we determine that a significant number of background checks are still pending.

Another common question involved player substitutions. This process has not changed, and guidance has been available throughout the preseason. We encourage all clubs to revisit the Rugby Xplorer training video here. At approximately the two-minute mark, the video specifically demonstrates how substitutions should be processed during a match.

We also found that several matches were not properly closed after completion. Once the scoring has been verified with both coaching staffs and the referee, please ensure that you click End Game. Ending the game locks the match record and finalizes the result. Failure to complete this final step can create reporting and administrative issues.

For matches involving forfeits, please ensure they are designated correctly in Rugby Xplorer. This includes played forfeits. If a match is a played forfeit, you do not need to enter scoring information. Those matches are treated as friendly matches for play purposes, while the official result will be recorded as a 28-0 win for the non-forfeiting team. The important component for league administration is ensuring that the roster is completed so player eligibility can be verified.

We also continue to see a number of players with the Name Withheld privacy setting enabled. This setting is not permitted without an approved waiver from SCC. Please review the applicable policy here. Moving forward, the Union may begin treating these players as ineligible for league competition because their identities cannot be verified during roster ID checks.

Finally, please make sure that your club leadership, coaches, and administrators fully understand all USA Club Rugby Eligibility and Midwest Rugby Rules of Competition. Unfortunately, we were required to issue an Administrative Forfeit this weekend because a team fielded ineligible players due to a misunderstanding of the regulations. We strongly encourage all clubs to review eligibility requirements now rather than face penalties later in the season.

For anyone who would like additional assistance with live scoring, we will be holding one final training session this Wednesday. Otherwise, keep up the great work. The first weekend was a tremendous success overall, and we appreciate everyone’s efforts to make this transition as smooth as possible.