KCRFU Online Application Forms

Welcome to our online forms page. We hope that this explains the application process and helps you to process your form quickly. You will receive a confirmation on screen to confirm successful submission of your form.

Important information

Before completing this application form, please read and adhere to all the related guidance and advice (including that contained within the ‘information bubbles’ and below). 

Online applications should be submitted in good time to allow KCRFU Officers and the RFU’s Club Developer, Mark Finnis, to consider the application and allow clubs sufficient time to remedy any shortcomings that have been identified. To this end, we expect to receive applications no later than the following:

  • Playing Out of Age Grade and to Adult rugby approval should be sought no later than 10 days before the adult match in which the 17-year-old individual is due to participate and only after Club Approval has been granted; 
  • Camps, no later than 4 weeks before the camp is due to start;
  • Outgoing tours, 8 weeks before the proposed tour dates; and
  • Incoming tours, 4 weeks.

It is your / your club’s sole responsibility to ensure that your application complies fully, both with the guidance and approval criteria, including the timeframe for submission. The KCRFU will not be held responsible or have any liability should your application be incomplete, late and/or contain any shortcomings that results in approval not being granted and your tour or other event having to be postponed or cancelled.

For all events involving minors, all club volunteers (coaches, First Aiders, managers, etc.) that are responsible for the tour/event must have a valid DBS. The DBS must be in force at the time the application is made and for the duration of the tour/event.

All applications for outgoing (i.e. outside of England) tours involving minors MUST be accompanied by a full risk assessment and tour itinerary. Both documents should be appended to the online form at  the time of application.

What does a good application look like?

The better and more detailed an application is, the more likely is its chance of being approved – and especially if it can be evidenced that the player concerned has been consulted about the possibility of playing out of age grade or into adult rugby. As an example, an application to play a youth out of age grade or into adult rugby should include the following:

Main application

  • Player history (age group and type of team, e.g. single sex or mixed).
  • Current age group
  • Personal behaviours (confidence, etc.)
  • Skill level/competence 
  • Developmental needs (specific to the individual player):
    • Rugby-focused
    • Personal, emotional, behavioural
  • What benefit(s) will the player accrue in playing out of age grade/adult rugby
  • How will the player’s progress be monitored?

The coach’s assessment should be done by an independent Level 2 (minimum) qualified coach and be comprehensive in its content. Guidance links are available on the application form on how to carry out the assessment, but it should include: 

  • Training history
  • Skills acquired and required for development
  • Rationale and developmental needs to play out of age grade:
    • Ruby-focused
    • Personal, emotional, behavioural