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.
