Advice to Group Conveners

Setting up a Group

◻︎ Each Group will have a convener who is largely free to run the group as he or she wishes, within the principles of the U3A and any local CE&DU3A guidance
 
◻︎ A joint group with other U3As can be set up if, for example, a group is otherwise not viable. The specific approval of each U3A’s Committee is required
 
◻︎ There are no fixed terms. A group decides what breaks it wants for holidays.
 
◻︎ The Group convener should maintain an up-to-date email address group list, preferably using the Beacon members management system.. The purpose of the list is to inform and remind group members of the dates, times and venues (if relevant) of group meetings or organised events.

Group Meetings

◻︎ The Group convener should:
 
◼︎ confirm that new recruits to groups are paid-up CEDU3A members by asking to see their membership cards
◼︎ allow a CEDU3A member come to only one meeting without proof of membership. If a membership has not been renewed, there is a 2-month grace period during which the member is still covered by the U3A insurance
◼︎ keep a register of attendance, in case of an insurance claim
◼︎ record any accidents & report them to the CE&DU3A secretary
◼︎ ensure that any walk or similar event is reconnoitred in advance
◼︎ on outings or walks be aware of members’ health and capability
◼︎ ensure that he or she has the have contact numbers of all participants
◼︎ reserve the right to remove members from the group email list if they fail to attend meetings on a regular basis, particularly when there is a waiting list.

Problems

◻︎ The Group convener is advised to discuss any problems with the CEDU3A Groups Organiser. As in any body of people, there may be disagreements and questionable behaviour. This may involve managing and following up difficult or inappropriate contributions or comments. This can be difficult, especially if they are made a group that invites controversy (like current affairs). Establish ground rules, be aware of potential strains as soon as they arise, and try to deflect them. In addition the CEDU3A has a grievance procedure.

Data protection

◼︎ Information about members should be not be disclosed and used for U3A purposes only, unless permission has been sought
◼︎ Group emails should always use the blind copy (bcc) feature
◼︎ Permission must be sought to publish photographs of members on the group page on the CEDU3A website
◼︎ Photographs published on the group page on the CEDU3A website must not infringe copyright law
◼︎ Conveners are responsible for keeping up to date the information on web page of the group.

Insurance

◼︎ CEDU3A activities are fully insured
◼︎ A non-member who teaches a group must have public liability insurance
◼︎ Car sharing The driver’s own insurance ought and should cover this (i.e. it’s normally covered in one’s comprehensive car insurance). CE&DU3A’s public liability insurance does not cover it.

Payments and Expenses

◼︎ It is CEDU3A policy not to employ external tutors for groups
◼︎ Where required the Group convener may claim setup costs of £50.00, and runningh costs of up to £30.00.
CEDU3A will not fund consumable materials that individual members use and own on a personal basis, such as pencils and paper for drawing, or fabric for crafts.
◼︎ Room hire costs for groups are paid for by CEDU3A
◼︎ The Group Convener is entitled to accept a recommended donation of 50p per member for refreshments offered in the Convener’s home