[Adult Competitions are covered by Regulation 6, including Appendices 1, 2,3 and 4]
Midlands Region Administrative Instructions (MRAI) for 2026-2027
The RFU Regulations and MRAI are published on the RFU and Midlands Region Organising Committee’s (MROC) Websites.
www.englandrugby.com/governance/regulations/ and www.rfumidlands.com
Major Changes for 2026-2027:
Addition of a section on player movement between higher and lower XVs in the league structure
Change to number of replacements allowed at Level 5.
Reminder of the clubs’ obligations regarding confirmation of match officials.
The MROC has invoked the freedom of providing local regulation variation for the benefit of the game as allowed by RFU Regulation 6 item 55 and incorporated these variations in the MRAI.
By applying to and participating in competitions organised by the MROC on behalf of the RFU clubs accept to be bound by the MRAI in their entirety.
N.B. Please note that any formal correspondence between a Club and the MROC should be made by email by two senior club officers (e.g. Chair and Secretary) as verifiable by GMS. This can be two separate emails or an email from one officer to another with the latter's confirmation added. All emails should be cc'd into the CB's representative on MROC.
1. Applications to join the RFU Leagues
2. Applications to join the Midlands Region RFU Leagues from another Region
3. Computer Print-Outs and Player Registration
4. Nominated League Contact (NLC):
5. Ground and Match Management
10. Kick-off Times for League Matches and Requirements for Floodlight Use
11. Electronic Match Result Cards
12. Player Movement Between Adult Male XVs
13. “Rolling” Substitutions (Replacements) at Levels 5 and below
16. End of season “dead rubbers”
1.Applications to join the RFU Leagues
An application from a club XV (1st or lower) wishing to join the RFU Leagues (English Clubs Rugby Union Championship; ECRUC) should be made by email by two senior club officers (e.g. Chair and Secretary) as verifiable by GMS. This can be two separate emails or an email from one officer to another with the latter's confirmation added. A further email from the Chair of the Club’s Constituent Body (CB) supporting the application should also be supplied. The application should be forwarded to the relevant MROC CB representative before April 1st of the season preceding the one when the XV wishes to join the leagues.
The club will need to be able to prove that it can fulfil a full league programme of games, by supplying its fixtures list and results of the season preceding the season in which it would like to join the leagues, and that the club has the organisation in place to make sure that all the RFU Regulations and MRAI are followed implicitly, and by supplying the full contact details of the Club Chair, Secretary and Treasurer for the season in which the Club wishes to join the leagues.
2. Applications to join the Midlands Region RFU Leagues from another Region
An application from a club already in the RFU leagues that wishes to transfer into the Midlands Region at the same level as it holds in another Region must be made as in 1.1 above, with a deadline date being 12 months earlier than the one in 1.1.
Clubs already included in the Midlands Leagues as a result of the allocation of clubs to a particular league in accordance with RFU Regulation 6, Appendix 2 will be more readily accepted on a permanent basis if they apply as in 1.1 above.
Clubs joining at the bottom level will be able to follow the procedure outlined in 1.1 and 1.2 above.
3. Computer Print-Outs and Player Registration
Player registration can be done online via the Game Management System (GMS) accessed from englandrugby.com.
Every club must appoint an officer and a deputy to be responsible for all registration matters. These officers must be fully aware of the RFU Registration of Players, Regulations and Operating Procedures. These are published annually and sent to Club Secretaries.
All players playing at Level 8 or above must be RFU registered for that club and may not play for any other club in an RFU organised competition.
All players playing at Level 9 and below may be club registered to two clubs and play for either. Once such a player RFU registers for a club their club registrations will lapse and they will no longer be eligible to play for those clubs in an RFU organised competition.
Clubs playing at Level 9 and below will be able to play unregistered (i.e. currently club registered to less than two clubs and not RFU registered to another club) players in a match, provided these players are subsequently club registered by the following Tuesday.
The transfer deadline for this season for men’s registrations at Regional Leagues and below (as applicable): 5th March 2027 (First Friday in March annually).
4. Nominated League Contact (NLC):
From April 2026 all Teams must appoint a NLC to receive all information in connection with the administration of the Leagues. The Team is deemed to have agreed that it has received any such information sent to its NLC who will be responsible for disseminating the information to the relevant members of their Team. The NLC must have unlimited access to a secure email account which can receive information from the MROC.
The NLC and their contact details must be confirmed by 1st July each year to the MROC Honorary Secretary. Any change to the NLC or their contact details during the season must be advised to the MROC Hon. Sec. within 14 days of it occurring. Until such time as a Team has correctly reported a change it shall be deemed not to have changed its nominated contact.
We recognise that the NLC may not always be available therefore the NLC must also submit by 1st August the contact details (email address and phone number) for the Club Chairman, Honorary Secretary, Treasurer, Fixture Secretary and EMC Administrator. If any of these personnel are not happy to have these details shared with other NLC in the league (or any RFU knockout opponents if applicable) then this should be advised at the time of submission.
Failure to do any of the above will be liable to a minimum fine of £50.00.
5.Ground and Match Management
1. It is the responsibility of the home club at all levels to ensure that spectators do not encroach on the playing enclosure. Suitable barriers should be erected to ensure compliance with this. Where a club Committee at Level 5 or below is satisfied that it is impractical or unnecessary for barriers to be erected this requirement may be waived. However, if the Home club’s Referees Society insists on the use of barriers, then the Home club must comply. Technical areas should also be marked out in accordance with Regulation 6 item 26. Regulation 6 items 28 to 30 regarding personnel allowed in the technical area should also be adhered to and it is the responsibility of the home club to manage this.
6. Postponed Games
No ECRUC League game may be postponed from the advertised date without first having the consent of the League Secretary (or other MROC Officer if the League Secretary is uncontactable), with the exceptions noted in 21.2 and in use as a trial for the 2026-27 season only. Games may only be postponed due to weather or exceptional circumstances (note that club tours, weddings, etc will not be deemed exceptional circumstances). If a game is likely to be postponed, then the Home club must inform the League Secretary of the possibility as soon as possible and before they contact their opposition. If the League Secretary agrees to the postponement, they will confirm this to the Results Agency. A lack of communication by the Home club on this matter will result in the club being sanctioned as MRAI 17.2. Once the League Secretary has agreed the postponement then the Home club must telephone their opposition, their Referees Society and the Results Agency (by 15:30) to let them know.
When a game is awarded as AWO, HWO, postponed or abandoned the home club should not submit the EMC. This must be done by the Results Agency.
Breaches of items 6.1 or 6.2 will be deemed finable misdemeanours.
The result of an unplayed League Match due to an unjustified cry-off will be a win for the non-offending Club with a 0 points difference and the award of a single bonus point as per RFU Regulation 6 item 46. The offending club will be deducted 5 Championship points as allowed by RFU Regulation 6 appendix 3, unless the process in MRAI 7.1 has been invoked.
Postponed league games must be played on the next available weekend. The League Secretary will advise the clubs of the new date within 48 hours of being informed of the postponement and will give the clubs at least 6 days’ notice of the date of the rearranged game.
Rearranged league games take precedence over all other competitions except RFU KO Competitions (if applicable).
A club may not postpone a League game because of lack of availability of its ground. In such circumstances in the first half of the season the fixture may be reversed with the corresponding fixture in the second half of the season. In the second half of the season an attempt to seek an alternative venue should be made and if unsuccessful, a ruling will be made by the League Secretary. Any swapping of the original venues must be done through the League Secretary. If there is no agreement between the clubs to a swapping of venues, then the default will be the original venues published.
A club whose home ground is considered by them to be unfit to play on should arrange for an inspection of the pitch preferably on the morning of the game. The inspection should be carried out at least 3 hours ahead of the scheduled kick off time with the travel time of the opposition being taken into consideration. The inspection should be carried out with a Club Officer in attendance and preferably with a local member of the Home side’s Referees Society also present. Photographs of the problem areas should be taken so that the League Secretary has evidence to refer to. The League Secretary will then make the decision to postpone or not.
A club whose home ground is at risk of being unplayable in the week ahead of a league fixture should proactively take steps to secure an alternative facility, including investigating the option of playing the match at the ground of their opposition. If this match is in the first half of the season the fixture may be reversed with the corresponding fixture in the second half of the season.
7. Notional wins
When a club at Level 7 or below is unable to select a team from its list of registered players they should first offer to play the game under Game-On principles, or failing that as a friendly, with a minimum of 10 players using unregistered or borrowed players or with uncontested scrums. The offending team must inform the League Secretary and their opponents of their offer to play a friendly at the earliest opportunity and save for exceptional circumstances by no later than 20:00 on the Thursday prior to the match. The non-offending team prepared to play a friendly must respond by 12 noon Friday. This option will be available to a team a maximum of three times during the season. The non-offending team should accept the offer to play such a match in which event they will be awarded a 5-point walkover. Should the non-offending team decline to play or fail to honour the fixture once accepted they will not be awarded any league points. Failure to give these options of playing the game under Game-On or as a friendly by the offending club or failing to honour a friendly once accepted will mean that the failure to play will be considered an “unjust” cancellation and will result in the deduction of 5 Championship points from the offending club’s record, the awarding of a 5-point walkover to the non-offending team and, in the event of the fixture being in the first half of the season, will result in the corresponding fixture in the second half of the season having the home venue reversed as per RFU Regulation 6 item 48. For clubs in leagues where they play the same opposition three times a subsequent fixture will be reversed if there is an “unjust” cancellation at any point in the season. If a match is played as a friendly, then both clubs should notify the League Secretary of the result.
In the event that the appointed referee withdraws from the friendly fixture then it will be the responsibility of the offending team to supply a referee who must be in addition to the minimum of 10 players.
An Electronic Match Card cannot be used to record matches played under this arrangement. The details (including number of players per side) must be communicated to the Results Service via phone or text.
At all other Levels clubs are expected to be of a standard that should not require the use of non-registered or borrowed players. A fixture cancellation through lack of players will be considered “unjust” and MRAI 6.4 will be applied. Repeated offences may result in further disciplinary action.
Any club which gives away three of its league games as notional wins to its opposition during the season will receive an immediate warning. Any club which then gives away further notional wins may be sanctioned by the MROC, as per RFU Regulation 6 item 47 with potential disciplinary action taken including but not limited to being relegated by one or more leagues, being expelled from the leagues or the Club’s record being reported to the RFU.
Clubs at level 7 (Counties 1) and below are encouraged to utilise the “Game On” principles to allow matches to take place when teams have insufficient squad numbers or front row players as allowed by RFU Regulation 6 item 53.
8. League free weekend
1.Due to the revised structured season, there is no longer the opportunity for clubs to apply for “free weekends”.
9. RFU KO Competitions
1.There are no RFU Club KO Competitions this season.
10. Kick-off Times for League Matches and Requirements for Floodlight Use
The default kick-off times for RFU League matches will be 2:15 pm. in November, December, January and February and 3:00 pm. at all other times. The kick off time may be varied by mutual agreement between the clubs, otherwise the default time will apply as provided in RFU Regulation 6 item 41.
Any club wishing to play all home League matches at the same kick off time all season (e.g. 15:00) must submit a request for this to their League Secretary before the start of the season. The League Secretary will consider this request, and if it is granted, the club will inform all other clubs in the League of this decision.
Any club playing a competitive RFU match under floodlights at any time in the season must be able to provide on request either:
A copy of a Lux certificate dated no more than three years old in order to confirm the performance criteria outlined below.
Men’s National 1 to Regional 1 League (formerly Levels 3 – 5) and Women’s Level 2: Minimum Average Maintained Illuminance - 200 lux, Uniformity 0.6
Men’s Regional 2 and below (formerly Level 6 and below) and Women’s Level 3-6: Minimum Average Maintained Illuminance - 100 lux, Uniformity 0.5
A risk assessment signed off by at least two officials of the club stating that the lighting has been assessed and deemed suitable for competitive matches.
Any club that plays an RFU league or KO match under floodlights that do not have approval as per MRAI 10.3 may find themselves subject to sanction and that their RFU insurance is invalid for any such matches.
11. Electronic Match Result Cards
The EMC must be submitted to the League Secretary by 12:00 pm on a Tuesday. If these timescales are not adhered to the club causing the delay will be liable to sanction as MRAI 17.2.
Clubs wishing to query any “missing” bonus points in the published League Table need to do so to their League Secretary within 14 days of the match. Bonus points awarded incorrectly will be deducted as soon as the error is brought to the League Secretary’s attention with the affected club having 14 days in which to request a review of the decision. At the end of the season the notification period will be reduced to 7 days.
A club shall be deducted a minimum of 5 Championship points when an unregistered or an ineligible player appears on the EMC. The sanction will be applied whether it is a single or multiple player default on the same EMC.
A club shall be deducted 20 Championship points on each occasion that deliberate false information has been provided on the EMC. This will be in addition to any points which may be deducted if the players in the squad were ineligible to play. Under this Instruction 5 Championship points will also be deducted for each unregistered/ineligible player a club has on its EMC.
When any ECRUC game finishes earlier than the stipulated full 80 minutes of play timed by the referee then the game is deemed to be abandoned and RFU Regulation 6 items 72 to 77 apply. In this case it is the responsibility of both clubs to report this to the League Secretary by phone or email (preferred) as soon as possible after the abandonment. In addition, the home club should send a written account stating the exact time of abandonment, the match score at the time and the reason for the abandonment to the League Secretary within four hours of the abandonment as per RFU Regulation 6 items 76 and 77. In the event of a match being abandoned the home club should not submit the EMC.
12. Player Movement Between Adult Male XVs
Purpose: This Instruction is intended to preserve the fairness, integrity and competitive balance of RFU Men's League Competitions by ensuring that player movement between Adult Male XVs within the same Club is undertaken in a consistent and transparent manner.
Definitions: For the purposes of this Instruction:
Higher XV means any Adult Male XV of the same Club competing at a higher level of the RFU Men's League structure than the XV for which the player is selected.
Lower XV means any Adult Male XV of the same Club competing at a lower level of the RFU Men's League structure.
Electronic Match Card (EMC) means the official RFU Electronic Match Card submitted for a league fixture.
Front Row Player means a player who is suitably trained and experienced to play at prop or hooker in accordance with RFU Regulations and the World Rugby Laws of the Game.
Higher XV Player means any player who satisfies either of the following criteria:
a. Has been named in the Higher XV matchday squad (starting XV or replacements) on four or more of that team's previous seven league Electronic Match Cards; or
b. Has been named in the matchday squad (starting XV or replacements) for 50% or more of the team’s total of scheduled league fixtures during the current season.
Eligibility: A Lower XV shall not include more than three (3) Higher XV Players in any league fixture save for exceptions as agreed by the League Secretary in accordance with 12.4 below.
Exceptions: The Competition League Secretary may, at their sole discretion, approve the selection of more than three (3) Higher XV Players for a Lower XV where they are satisfied that exceptional circumstances exist.
In determining whether such exceptional circumstances exist, the Competition League Secretary may (but shall not be obliged to) have regard to some or all of the following considerations in their sole discretion:
The Higher XV Player is returning from injury, illness, suspension, approved absence or another exceptional circumstance; and/or
or the Higher XV Player is a suitably trained and experienced Front Row Player whose selection is necessary to ensure the fixture can be played safely and in accordance with RFU Regulation 6.
Where approval is sought on the grounds of front row cover, the Club shall limit the selection to the minimum number of Front Row Players reasonably required to satisfy the front row requirements of the fixture.
The Club shall notify the League Secretary as soon as reasonably practicable (and in any event, prior to the relevant fixture) of any request made under this Section and, where requested, provide evidence supporting the circumstances giving rise to the request.
Any approval granted under this Section shall apply only to the specific fixture for which it is given unless otherwise confirmed in writing by the Competition Organiser.
Teams selected on merit: A Club with more than one team competing in the Men's Leagues must always adhere to the principle of selection on merit for each of its sides
Where a Club has fixtures for its Higher XV the same day or weekend as their Lower XV and can demonstrate that all selections have been made on merit, the League Secretary may, at their sole discretion, disapply the restrictions in 12.3 in respect of any Lower XV playing on that same day or weekend.
However, where the League Secretary has a reasonable belief that selection has not been based on merit, they may investigate any suspected breach of this Instruction and may request player appearance records, availability information, injury status, and any other relevant information from the club. Where the League Secretary is satisfied that a breach has occurred, the matter shall be dealt with in accordance with section 12.7 of this Instruction.
Club Responsibilities: Clubs shall not select, move or withhold players between XVs in a manner that has the purpose or effect of obtaining an unfair competitive advantage or which otherwise undermines the integrity of the Competition.
The League Secretary may request such information as is reasonably required to determine compliance with this Instruction, including previous Electronic Match Cards and any other relevant evidence.
Breaches and Sanctions: Where the League Secretary determines that a Club has failed to comply with this Instruction, the matter shall be dealt with in accordance with RFU Regulations and the applicable Competition Rules.
Should a breach be found by a League Secretary then the entry point for sanction will be either the reversal of the match result or a deduction of 5 league points, depending on the result of the match.
The League secretary may also consider mitigating circumstances, and this could result in a suspension of any points deduction, a warning or any other proportionate sanction.
The normal right of review by the Regional Organising Committee (ROC) will apply.
13. “Rolling” Substitutions (Replacements) at Levels 5 and below
1. At Level 5 up to a maximum of 5 players may be named as replacements and players will be allowed to “roll on and roll off” to the maximum of 10 interchanges allowed by RFU Regulation 6 item 63 and locally varied by item 55. Only one FR replacement is required. This is a trial for this season only.
2. At Levels 6 to 8 up to a maximum of 3 players may be named as replacements and players will be allowed to “roll on and roll off” to the maximum of 8 interchanges allowed by RFU Regulation 6 item 63.
3. At Levels 9 and below up to a maximum of 5 players may be named as replacements and players will be allowed to “roll on and roll off” to the maximum of 10 interchanges allowed by RFU Regulation 6 item 63 and locally varied by item 55.
14. Front Row Replacements
All teams selected must contain at least four players suitably trained and experienced to play in the front row. These must be noted as such on the EMC.
Clubs playing in Counties 3 and below leagues have an alleviation in that they only need to name three front row players in their matchday squad. Clubs playing in other leagues may nominate only three front row players if Game-On principles have been agreed for that match.
Clubs must be able to replace a front row player at the first time of asking. Any club that is unable to do this (other than as exempted by MRAI 14.2) will face sanctions.
If at any time during a match a team is unable to field a suitably trained and experienced front row so that uncontested scrums are needed the team will not be allowed to replace the player that caused this so will play a player down (“player-off” regulation) for as long as uncontested scrums are needed as per RFU Regulation 6 item 65 and item 66. If the player causing uncontested scrums leaves the field due to a head injury, blood, or as the result of foul play then they may be replaced and the team may continue with the same number of players as per RFU Regulation 6 Item 66 clarification.
Clubs may mutually agree pre-match to apply “Game On” principles to allow matches to take place without contested scrums or associated sanctions as allowed by RFU Regulation 6 item 53.
15. Notification of Results
Club Secretaries are responsible for their Club’s compliance with the rules regarding notification of results to the League Secretary and Results Agency.
Home clubs must notify The Midlands Rugby Results Service (Tel: 0121 663 6631; text: 07908 683303) or update the GMS, with the score (points for and against) before the 5:30 pm deadline on a Saturday. As soon as possible after the game, but before 12:00 pm on the Tuesday, clubs must make sure that the post-match details (including tries scored) are completed before finally submitting the match card.
A “Dummy’s Guide” to completing the EMC can be found on the MROC website.
When a match is played at any time other than a Saturday afternoon the result must be reported, or the GMS updated as above, within 30 minutes of the end of the game. If an injury or extra time is likely to delay the result being reported on time, then a telephone call to notify The Results Service before the deadline will help to prepare them for a late result.
Failure by the Home club to notify the results or supply correct, required information within the time limits specified will incur a sanction. Information not reaching the League Secretary within the time scales notified in MRAI 11.1 will be deemed not to have been sent. The EMC will still need to be submitted by the Home club following notification of non-arrival.
Offending clubs will be notified by the MROC Secretary of any sanctions imposed as a result of any of the above.
16. End of season “dead rubbers”
All scheduled league matches must be honoured unless they fall in the cup window due to rearrangement. If appropriate these may be deemed “dead rubbers”.
The League Secretary has the sole responsibility and discretion to decide if any match may be considered a “dead rubber”. Clubs cannot make this decision unilaterally.
17. Sanctions & Fines
The MROC is delegated to sanction any club that does not comply with or adhere to the RFU Regulations and/or the MRAI. Where the Committee finds there has been a breach of RFU Regulations it may impose such sanction as it deems appropriate, in accordance with the Sanctions Guidelines set out in Regulation 6 Appendices 3 and 4, unless a fixed sanction is stipulated.
The RFU recommends that clubs are sanctioned for misdemeanours, to include but not be limited to the following:
Failure by either team to inform the League Secretary in a timely manner of their inability to fulfil a fixture at the agreed time and date.
Failure by either team to identify front row and replacement front row player(s) on the match card.
Failure by either team to confirm their team line up at least 15 minutes before kick-off or amendment of it after this time (necessary amendments needed after this deadline should be communicated to the League Secretary and/or CB representative who will make the changes on the club’s behalf), with the exception of clubs retrospectively registering players as per MRAI 3.5.
Failure by the Home team to supply the correct score by 5:30 pm on a Saturday (or within 30 minutes of the end of the game on any other day).
Failure by the Home team to enter the number of tries scored by each team, via the post-match tab on the match card.
Failure by the Home team to submit the match card by the published deadline.
Lack of communication with the administrators of the Leagues (MRAI 6.1).
Failure by either team to notify the League Secretary of a game being abandoned for any reason or a game going to uncontested scrums at any time (MRAI 11.5).
Failure of the home club to comply with RFU Regulation 12 regarding the appointment and timely confirmation of match officials (see 21.3 for clarification).
Failure to pay fines within 14 days may result in the fine being increased and may also result in the offending club also having 5 Championship points deducted (RFU Regulation 6 item 97).
A club with any fines outstanding at the end of the season will be reported to the RFU with a recommendation that the club be suspended or expelled from the League for the following season.
18. Reviews
Any club wishing to seek a review of a decision made by a League Secretary must do so to the Chair of the MROC in the first instance, and if still not satisfied with the review decision, appeal to the RFU in the second. Any request for a review to MROC can be made by email or letter from the Club Secretary or Chair and one other Officer of the Club. This can be two separate emails or an email from one officer to another with the latter's confirmation added. If by letter it should be sent as an attachment to an email. All emails should be copied to the CB's representative on MROC. A request for a review by other persons or means will not be considered. The request should state the grounds on which the review is sought. A request for a review should be made within 14 days of the receipt of the decision made or will be deemed to be timed out.
The review request should be accompanied by the review fee, in the form of a BACS transfer for £50. The fee will be refunded if the review changes the original decision. Reviews will be carried out virtually by a quorum of MROC members who do not have a conflict of interest in the request. Clubs may request a personal hearing but may be liable for the expenses incurred in holding that hearing, in addition to the review fee.
19. Recording of Matches
If a match is played on private land, then the home club have the right to refuse to allow the away club to record the match, unless the home club are recording it, in which case the away club will also be allowed to record it. If a match is played on public land, then both clubs have the right to record it within the legal provisions of GDPR. If a club intends to record a match, then they should advise the opposition and match officials of their intent before the match and provide a copy of the recording within 96 hours of completion of the match if so requested.
If a club choose to film using a drone, then the drone must not fly over the field of play during the match and must also not fly over any spectators.
20. Recording of Concussions
Clubs are required by RFU Regulation 9 item 9 to record any serious injuries which result in an overnight hospital stay. Clubs are also reminded that concussions should be recorded in order to invoke the correct return to play protocol. It is recommended that this is done by use of the section provided on the match card.
21.Appendices
Cross Reference Between League and RFU Men’s Level.
Trial of Process for Re-Scheduling Match Dates Under “Project Result”
1. Advance Fixture Reschedule (Option Available Up to Twice)
A club may unilaterally reschedule a league fixture. They must give at least four weeks notice of this by emailing their opposition and league secretary.
The two clubs shall agree a new date within seven days of this notification. If this is not done the League Secretary will mandate the new date. Fixtures can be moved to a date before or after the original.
2. Late Fixture Move (Option Available Up to Twice)
A club may request a move to a match date by 10:00am on the Wednesday before the match. This request must be in writing, and the opposition must reply within 24 hours. If the opposition agrees then the fixture can be rescheduled to a date before or after. If there is no agreement, then the match will remain on the original date. The League Secretary must be copied in this correspondence.
If the request is timely and the opposition agree the two clubs shall agree a new date within seven days of this decision. If this is not done the League Secretary will mandate the new date. Fixtures can be moved to a date before or after the original.
Confirmation of Match Officials