At Clovelly Eagles JRFC our goal is to grow rugby, keep children safe, support their development and build a strong, inclusive community. This policy explains how players are recruited and how teams are formed across the club.
1. Our approach
We welcome all families to the club and want every child to enjoy their rugby experience. Recruitment and allocation decisions must support:
- player safety
- fair and balanced teams
- long-term player development
- a positive, community-minded environment
- compliance with Randwick District Rugby Union and Sydney Junior Rugby Union (SJRU) requirements
Families join the club, not a specific team. While friendships are important, allocation decisions must always prioritise the age group as a whole.
2. Recruitment
Recruitment for the following season begins early. The club opens an Expression of Interest (EOI) process from September to December, giving families an opportunity to signal their intention to return or join the club before formal registration opens in January.
- word of mouth
- school and community flyers
- social media
- referrals from existing families
- friends joining friends, particularly in Minis
We aim to grow numbers at every age group to ensure teams are strong, safe and sustainable across the season.
When an age group approaches its cap (as set by SJRU), new players may be added to a waitlist. Returning players always have priority.
3. Team formation
3.1 Minis (U6–U9)
In the early years, teams are shaped around:
- friendships
- parent availability for training
- volunteers who step into coaching and managing roles
The focus is on fun, inclusion and developing basic skills.
3.2 Juniors (U10-U12)
As players move into Juniors, more structure is required. From U10 onwards, team formation must consider:
- required squad sizes for each age
- even teams (as required by Randwick and SJRU)
- positional balance for safety, especially in scrum-age groups
- player development
- ensuring all teams are viable for the season
Friendships are considered but cannot override safety or compliance.
4. Allocation principles
4.1 Returning players
Returning players are prioritised each season and we aim to keep continuity wherever possible.
However, moving players may sometimes be necessary to:
- balance team numbers
- fill positional gaps
- comply with safety requirements
- prevent a team from becoming non-viable
- ensure teams are more even than less even
Any movement is handled sensitively and in consultation with coaches and families.
4.2 New players
New players are placed where the age group needs them most. Allocation takes into account:
- squad size limits
- positional balance
- required front row and tight-five depth
- ensuring no team is overloaded with backs or forwards
- creating balanced teams
If multiple new players join together, they may be placed as a small group where possible.
4.3 Transfers from other clubs
Players transferring from outside the club follow the same allocation process as new players.
They are welcomed into the age group and placed according to team needs.
5. How the process works each season
September–January (pre-season planning)
- Registrar and Age Manager confirm returning coaches and managers.
- Previous team lists are reviewed to identify returning players.
- Squad size changes and rule updates are communicated to coaches.
- Recruitment needs are identified.
- Coaches assist in spreading the word, but do not determine team lists.
January–February (registrations)
- Returning players register first.
- New players are accepted until the age group reaches its limit.
- Additional players join a waitlist.
March (pre-season training)
Where possible, the entire age group trains together. This allows coaches and the Age Manager to understand:
- skill levels
- positional strengths
- areas needing development
- the safest and fairest team structure
March–April (final team allocation)
Teams are formed by the Age Manager and Registrar, in consultation with all coaches.
This is a club decision, not a team or coach decision.
Final allocation is based on:
- player safety
- balancing numbers
- positional spread
- creating even teams
- ensuring each team is viable for the season
- maintaining friendships where feasible
Allocation decisions are approved by the Committee if required.
6. When major adjustments are needed
If numbers change significantly (for example if a team loses several players), the Age Manager may:
- merge teams
- move players
- form a new team
- redistribute small groups of players to maintain viability
Moves are generally made in pairs or small friendship groups to support social comfort.
7. Communication and wellbeing
Team formation can be sensitive. All decisions will be communicated with clarity and respect. The club prioritises:
- player wellbeing
- transparency
- positive framing
- a collaborative approach with coaches and families
We acknowledge that players are children, not commodities, and transitions will always be handled gently.
8. Summary
The Clovelly Eagles team allocation policy is built around four core principles:
- Age-group-first, not team-first
- Safety and compliance with Randwick District and SJRU rules
- Fairness and balance across teams
- Friendship and continuity where possible
This ensures every child enjoys their rugby, develops their skills and is part of a strong, positive community.