This resource provides a guide for Club RX Admins to obtain a Certificate of Insurance (COI) through the Rugby Xplorer (RX) portal. Standard COIs are now generated instantly upon request for compliant clubs.
Sanctioning & Event Coverage
COIs generated via RX are only valid for activities that are sanctioned by default. If your event does not fall into the categories below, you must apply for third-party sanctioning separately.
1. Activities Sanctioned by Default (RX COI Allowed)
- Practices: For compliant clubs where all participating players are registered.
- League Play: Matches or tournaments arranged by a Union (NERFU, GU, etc.) where all participating clubs belong to that Union.
- Friendlies: One-off matches between compliant clubs or against an approved visiting international team.
2. Activities Requiring Manual Sanctioning (No RX COI)
For most independent tournaments or events not covered above, you must seek formal sanctioning before insurance is valid.
How to Request a COI
To generate a standard COI, log in to your RX Admin Portal and follow these steps:
- Navigate to the left-hand menu and select Administration > My Club Details.
- Click the Insurance tab.
- Complete the required form fields.
- Once submitted, your COI will be available for instant download via an on-screen link and will be automatically emailed to the address provided.
Note: Do not request a COI on behalf of another entity. Doing so invalidates the certificate and may be considered a breach of the USA Rugby Code of Conduct.
Eligibility & Club Compliance
To access the insurance features in RX, a club must be “Compliant.” You can verify your status under the Compliance tab. Requirements include:
- Financials: Annual Club fees paid in full (no overdue Club Pays invoices).
- Coaching: At least one compliant coach registered to the portal.
- Membership: A minimum of 8 registered members.
- Data: A valid physical address must be listed under My Club Details.
Special Wording Requests
If your facility or municipality requires specific endorsements or “special wording” on the certificate:
- Process: Submit the request via the same RX form mentioned above.
- Turnaround: These are not instant. They require manual processing by the insurer. Expect a 7-day turnaround time.
- Tip: Only request special wording if it is strictly required by your venue to avoid unnecessary delays.
Important Dates
The insurance renewal cycle follows the calendar year (ending December 31).
Current Coverage: COIs can be obtained anytime during the calendar year.
Next Cycle: Access for competitions occurring in January 2027 will open in mid-December 2026, pending insurer confirmation.
