The RFU Code of Practice states that keeping players in their own age group is preferable and that “In the rare occasions where a child needs to play out of their age grade, it is viewed as an exception. It is only acceptable if the benefits of not playing with peers are agreed mutually”. There is no right to play a player out of age grade.

We have had a 20% increase in applications from the same period last season and unfortunately, there has been a dramatic decline in the standard of applications, forcing the CB to reject more applications than in previous seasons. This is not what we, as a CB want or, we are sure what the players, coaches and parents want either. 

Therefore, we are reaching out to you with a reminder of our expectations which are clearly explained on the county website and the online form itself.

• Each application MUST have a player assessment appended to the form. This should be no less than 150 words.
• The player assessment needs to be completed by an RFU qualified level 2 (previously the equivalent of) coach or above who should be named on the assessment and be independent of the team in which the player is involved.
• The assessment must be individual to the player.
• the player must be registered to play via GMS
• ALL club’s Golden Roles must be correct and updated accordingly with active emails.
• Clubs must have successfully completed their safeguarding audit.
• If the application is for a 17-year-old to play adult rugby the club approval application must be successfully completed first.
• KCRFU asks that a minimum of 10 days is allowed for the application process to be completed. This can vary depending on the volume of applications and whether more information is needed during the process or not. You will not be advised of the date of the expected approval/rejection even if you ask.

Please Note

Players, parents and coaches should not be “promised to play” before approval has been given by the CB

The demand to “speed this one up”, “pop it to the top of the pile” “make it so” etc is far too high to meet even if the CB did take that approach.

The Approvals team work on each application in the order we receive them, as we consider this to be the fairest route.

Some applications take less time to process than others, due to their content and those who are involved in them. If email addresses are entered wrong on the application the submission will fail to proceed. Please ensure that these are correct.

KCRFU approvals team can only view the application on its written content. 

We are aware that other counties do not have the same system for approvals as us, but ours is designed to safeguard all those involved in the process and especially the players.

A separate email will be sent once the application has been processed either approving or rejecting the application with reasons. Until this email is received the player cannot play out of age grade.

We are receiving a lot of duplicated applications, some within seconds of the first. These take additional time and can slow down the process for all applicants, so we ask that applications are not duplicated.

If any required information is missing the application may be rejected out of hand and you will be asked to reapply. Be aware of the declaration the applicant has signed confirming all information is included.

Dawn Waters, Alan Erskine, Amanda Johnston
KCRFU Mini Chairperson, Youth Chair, Women and Girl’s Chair