study group leaders pack - Watford and District U3A

Transcription

Watford & District U3A is a Member of the Third Age Trust, a Registered Charity (No. 1079022)
STUDY GROUP
LEADERS PACK
March 2014
________________________________________________________________________
This Study Group Leaders Pack has been compiled to assist and support you in your role as Study Group Leader.
We hope that you will find this pack useful – however please do not hesitate to contact your Study Group Co-ordinator
if you require any further information or guidance.
Thank you
CONTENTS
1. Introduction and Guidance Notes
2. Administration Guidelines
3. Requirement for details of all Group Members
4. Group Members details form
5. Guidance for photocopying at DpD Printing Services
6. TAT Resource Centre Information
7. Learning Aids and Equipment
8. Guidance on Banking and Accounts
9. Claim form for expenses
10.U3A Liability Insurance
11.Accident Report form
12.Guidelines for Newsletter copy
13. Policy change for SGLs with effect from 1.11.12 regarding “freebies”
________________________________________________________________________
NOTES FOR STUDY GROUP LEADERS
INTRODUCTION
These notes are intended to offer guidelines to Study Group Leaders. Naturally we cannot set out to prescribe a single
style for all circumstances. Each group is unique and in time evolves its own style of working which suits both the
group members and the grous leader. Comments and suggestions for improving these notes are welcome and should be
sent to the WAD Study Group Co-ordinator.
THE ROLE OF THE STUDY GROUP LEADER
An exact definition of the role is not possible because there are so many ways of running a group. The list below shows
the most usual responsibilities of a group leader, some possible responsibilities and actions the group leader might try to
avoid.
Usual responsibilities
 Co-ordinates the group and its activities;
 Arranges a suitable meeting place;
 Plans sessions in advance (topics, speakers, methods, materials and equipment required);
 Provides for special needs of group members (eg. those requiring transport);
 Makes contingency plans (eg. to cope with a speaker’s failure to appear, equipment breakdown, adverse weather
affecting an outdoor activity);
 Ensures new groups members are made welcome;
 Controls the session (keeps group on the subject, keeps time, ensures all can see and hear, prevents the session
being dominated by one or two people, etc);
 Reviews the groups programme, ensuring that members are consulted and obtain what they want in the turn of
subject matter, depth of study, balance between social and learning activity, etc;
 Publicise the groups activities to the U3A membership as a whole through the Newsletter and monthly meetings;
 Sets up, maintains (if appropriate), disbands the group or finds a successor as group leader (see next session).
The group leader is responsible for making these things happen, but should preferably NOT do all of them personally.
Group members can take on some tasks (eg. booking speakers, arranging transport or contributing their own specialist
knowledge about particular topics).
Possible responsibilities
Dependent on the nature of the group, acts as organiser/convener, host/hostess, subject matter expert, discussion leader,
chairperson, researcher.
However, if you are doing all or most of these things, you are probably allowing the group to become too dependent on
you – and effecting your own enjoyment of its own activities.
Try to avoid:
 Feeling inadequate if you are not knowledgeable on everything the group discusses; remember you do not
necessarily need to be an expert;
 Doing too much of the talking;
 Commenting too critically on the views of other people;
 Letting the group become over-dependent on you.
SETTING UP, MAINTAINING AND DISBANDING THE GROUP
The group leader, in consultation with the members, should consider the following issues:
 How to publicise the groups activities;
 Decide the maximum/minimum size of the group;
 Will the group continue with the same members indefinitely (eg. walking, current affairs);
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Will the group continue indefinitely, but with regular changes in membership (eg. a succession of introductory
courses on computers);
Is the group being formed for a fixed period (eg. a one-off course of a set number of sessions on a given topic, such
as Botany for Gardeners);
How long will the group leader stay in that role;
Who would take over from the group leader and/or deputise in their absence;
What day and time is most suitable to the group;
How frequently should the group meet;
Where should the group meet;
What is the purpose of the group? It may be a combination of some of the items listed below:
o Learn a new skill
o Improve an existing skill
o Deepen understanding of a subject
o Make new friends – have fun – socialise
o Obtain physical exercise
o Acquire new knowledge and interests
o Share and exchange ideas
o Remain active mentally
________________________________________________________________________
Study Group Leaders Administration Guidelines
Membership
Each Study Group Leader should check that every member in their group has paid a current subscription by asking to
see their membership card.
Hire of Accommodation
Where Study Group Leaders have to hire suitable accommodation for a group activity, an appropriate contribution from
each member present should be collected, to cover all costs. TAT recommends that a small over-charge be made to
build up a small margin, which can be used to offset inevitable costs, such as a low attendance one month.
Some non-specialist accommodation is available at low cost or free of charge, such as a residential home. This opens
the possibility of some residents wishing to join in a U3A activity. This is in line with the principle of taking U3A
activities to people of limited mobility, as well as providing accommodation for our larger groups at little or no cost.
However, TAT rules require such residents to join the U3A, except for one or two taster visits and subject to study
group vacancies.
Visiting Speakers, Tutors & Lecturers
Some U3A’s provide tokens of thanks to people from outside their own U3A who provide expertise or help in various
forms. Expressions of thanks have included a donation to a charity, a gift of flowers, wine, etc. TAT and Charity
Commission rules do not allow our charity to make donations to another charity, as this is deemed a misappropriation of
members subscriptions. Your committee feels that this principle of not providing a fee as such should be upheld, but
sees no objection to each Study Group formulating their own policy of offering reimbursement of reasonable expenses
and token thanks in some form.
Study Group Leader Lapel Badges
SGL badges can be obtained via the Study Group Coordinator.
________________________________________________________________________
REQUIREMENT FOR DETAILS OF ALL GROUP MEMBERS
Members Details Form.
The form on the next page, must be completed and kept up to date by all Study Group Leaders.
This form has been designed for use should an emergency arise during a meeting or outing so therefore must be carried
at all times when groups are meeting. If the Study Group Leader prefers, then the details may be kept in a book or
another source of their choice as long as the information is available.
Please remember, to ensure you include yourself on the form.
It is advised, when on outings, that the SGL plus one other member who is present, carry separate copies of the form.
STUDY GROUP:……………………………………………………
Mem No.
Name
Address
Leader(s):……………………………………………………………………
MEMBERS DETAILS
Tel No. &
mobile
Email
Emergency Contact
Name & Contact No.
________________________________________________________________________
TAT RESOURCE CENTRE
The Third Age Trust
19 East St., Bromley, Kent BR1 1QH
tel. 0208 3150199
Email [email protected]
Web Site http://www.u3a.org.uk
The Resource Centre in the TAT National Office in Bromley has a collection of non-book material available to all U3A
groups to borrow free of charge, except for the cost of return postage.
There are DVDs, slides, videos, audio cassettes and CDs available in many subject areas. Lists covering all subjects are
available to order. Item lists and order forms can be obtained by telephone and email or accessed on the web site, where
you may register online.
To borrow items on the list, give the title of the items you would like to borrow and the date of the meeting at which
you expect to use them. The earlier you send your requests the more likely you are to receive the items you want.
Bookings can be made for up to six months ahead.
Loans are for three week periods and may be renewed on request if there is no other group waiting. Items will arrive by
post with a note telling you which date to return them. The reusable packaging is stong but light. When you return the
item(s) to us please obtain a certificate of posting at the Post Office. This is free but can be used to reclaim the value of
the item(s) should the package go astray. There is no need to use Registered/Special Delivery or Recorded Delivery
Post.
Over half of all U3A’s in Britain use the Resource Centre regularly for material to support and enhance their study
group activities. If your group is not using us yet please pass this information on to your members and encourage them
to contact us.
If we do not have what you need we can always try to obtain it (if it exists in non-book form) as new stock is being
added all the time at the request of U3A members.
Sue Radford, Resource Centre Manager.
________________________________________________________________________
LEARNING AIDS AND EQUIPMENT
Study Groups are generally expected to be self-funding. However, limited funding is sometimes available from the
Watford U3A and National Awards for All. All requests for Study Group grants, specifically of a one-off nature, should
be submitted in detail to the Study Group Coordinator for review and possible submission to the Committee.
A great variety of material is available from the U3A resources department. A list of these is available from the Third
Age Trust (TAT) headquarters. See the separate sheet on TAT Resources.
The Watford & District U3A also has the following equipment for use by Study Group Leaders, available from the
WAD Webmaster/Technical Manager:
 Laptop PCs, Digital Projectors and Projector Stands (2)

Projector screens (3)
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An Audio Microphone/Sound System
 With reasonable notice, other items such as DVD players, video recorders and slide projectors can be supplied,
but if you need something unusual, please ask in good time.
Digital Projector
The equipment projects high quality images on to a screen or on to a suitable light-coloured plain wall or a screen. The
projector can show:
 Films and videos from a DVD player, the laptop's DVD player or hard drive, or from a Video Cassette Recorder*
 Presentations using MS PowerPoint using the laptop or any other PC or Mac computer
 Other material that a video source or computer source can provide*
* Note: for material that requires sound, a separate sound system and
set of loudspeakers is required.
Some features of the projector are:
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Large high quality colour images
A wide range of image sizes. Depending on how close the projector is to the wall, the available diagonal size
ranges from about 21 inches to about 25 feet.
A range of screen aspects: normal TV/computer screen, wide-screen and cinema projection
Keystone correction: returns the image to an oblong shape if it has trapezoidal distortion when first projected
A wide range of video & sound input, including: PC monitor (in & out), S-Video, composite video (for DVD
players etc.), and sound (in & out). One projector has HDMI input (for High Definition video from a Blu-Ray DVD
player or HDMI-output laptop.)
A small loudspeaker (1 Watt)
Laptop Computer
The laptop computers include the following features:
 Windows 7 or 8.1
 Microsoft Office 2007 or Office 365
 A CD/DVD Drive and Software to run DVDs and data & music CDs
 A Sound Card (not suitable for listening unless connected to a sound system)
 Wi-Fi to connect to a Wi-Fi network.
Although the laptop is primarily for use with the projector, and such use takes precedence, it may be available to be
booked separately from the projector for purposes other than presentations, etc.
Training
The projector is simple to use, but it is expensive and can easily be damaged. Any study group
wishing to use it must have a trained person present to set it up and disconnect it. Ideally this
should be the SGL or a member of the group, under the direction of the SGL. Requests for training
should be made via the SG Coordinator, who will discus with Colin Richards.
Safe Storage and maintenance
The projector and the laptop are valuable and are an obvious target for thieves. Please safeguard
them while they are in your care.
Colin Richards will check them regularly. Any problems arising in use should be communicated
when returning the equipment.
Booking
A check on availability should be made in good time if required to support a specific activity and a
booking must be made at least 2 weeks in advance to enable arrangements to be made for collection
and return. Requests can be made initially via Colin Richards by telephone or email.
Appendix
How to use the system for CD Slide Presentations
(This assumes you know the basics of running Windows and PowerPoint)
1. Position the projector about one-and-a-half times the width of the screen away from the projector.
2. Connect a multi-socket mains adapter to a power socket.
3. Plug the power lead for the projector into one of the sockets and the other end into the AC input
socket on the rear of the projector.
4. Plug the power lead for the laptop transformer into the second socket of the mains adapter and
connect the output lead from the transformer into the DC input socket on the back of the laptop.
5. Connect the laptop to the projector with the blue ended 15 pin connector. Push one end of the plug
into a blue socket on the back of the projector and the other end into the socket at the side of the
laptop. Screw up the fixing screws on the projector end of the blue plugs until they are just finger
tight.
6. If you want to use the mouse rather than the key pad to operate the laptop, connect the mouse cable
to any USB socket on the laptop.
7. Remove the lens cap from the projector, turn-on the button on top of the projector and the projector
will start, although the lamp takes a little while to come on.
8. Adjust the focus ring and the zoom lever controls on the projector to adjust the picture size and focus
on the screen. You may want to adjust the distance of the projector from the screen or wall at this
stage.
9. Open the lid of the laptop and press and hold the on/off switch:
a. Dell laptop – the on/off switch is in the right hinge of the lid.
b. Lenovo laptop – the switch is top left of the keyboard. You will also have to log into
Windows 8.1. There are 3 accounts: Administrator Watford U3A, Watford U3A and Guest.
Log into Watford U3A – the (case sensitive) password is the same: Watford U3A
10. To load a CD or DVD:
a. Dell laptop – slide the CD/DVD into the slot on the right. (To eject, press the red eject
button – a triangle with a line under it - on the top row of the keyboard.)
b. Lenovo laptop – press the button on the disc drawer on the right of the laptop, the drawer
opens.
11. Start PowerPoint and open the presentation.
12. TO TURN OFF the projector press the on-off button. An “Are you sure” type appears on the screen.
Press again. NB Wait about a minute before disconnecting from mains power to allow the bulb
to cool. Otherwise the bulb’s life is shortened and replacements are several hundred pounds!
________________________________________________________________________
Guidance on Banking & Accounts for U3A Study Group Leaders.
The following guidelines are a follow-up to correspondence and agreement between your Chairman and the Charity
Commission and to discussions and decisions taken by your Committee. The aim is to meet the requirements of the
Charity Commission and the duties of your Trustees, but also to keep our procedures as simple as possible and to
provide supporting help where required.
1. Where Study Group Leaders (SGLs) hold significant members monies for planned activities, they
should open and hold such monies in a Bank account and name the account Watford & District U3A
– Study Group Name.
2. A mandate should be registered with the Bank with a minimum of three signatories (max five). Any
one signatory can deposit money. Any two (unrelated) signatories should be specified to sign
cheques. No bank overdraft facility is allowed. Signatories should be members of the Study Group,
although your Committee have agreed that you may ask one of your Committee/ Trustees to be a
back-up signatory if required.
3. At the time of writing, we have nine Study Groups requiring a Bank account –Art Appreciation,
Gardening, Exploring London, Opera, Science Interest, Theatre, Sporting Forum and Lifestyle. The
remainder currently operate on a rolling petty cash basis, although cash surplus should remain
modest, up to say £50.
4. The Charity Commission recommend that SGLs set the cost of activities with a small margin to build
up a modest operating surplus to cover inevitable extra cost or loss. Any surplus can be used in
future activities, donated with the general agreement of the study group or simply banked in your
U3A main account.
5. Members should only pay for trips, etc. by cheque. This obviates the risks of handling cash and makes
transactions more easily traceable if mistakes are made.
6. Your Committee/Trustees are ultimately responsible to all members and for monies held on their
behalf and to exercise their duty of care and diligence. Your committee has decided to do this
through half year (30th Sept) and full year (31st Mar) account reporting to the Treasurer for those
Study groups holding a separate bank account.
7. No specific reporting format will be imposed. However, simplicity and commonality will be the aim
and the Treasurer will help and provide standard formats if required. Accounts should be written up
for each trip on a monthly or activity basis, to show money in and paid out. Receipts must be kept
with the account details, so that they can be if required submitted to the Auditor ( via the U3a
Treasurer) at the year end. The reporting requirements for both 30th September and 31st March is a
bank statement showing the balance at the period end together with a photocopy of/ or print out of
the accounts, with the balance on the accounts reconciled to the bank statement. If the closing
balance is over £50, please state reason. Please provide this information to the treasurer by 10th
October/ April. There is no need, at that time, to provide any other supporting documentation.
Notes:1. For the 6 months to 30th September, a standard summary sheet can replace the photocopy
of/ print out of accounts, if preferred.
2. The auditor will ask for full accounts ( i.e. including all supporting documentation) on
selected accounts to 31st March ( i.e. in April of each year). The provision of, and return of, this
documentation will be carried out on a time scale to minimise disruption to the Group’s activities.
8. Non-banking Study Groups, i.e. those collecting monies for on-going rent/refreshment/activity
expenditure and holding only modest cash surpluses up to £50, do not have to report. If they need
help/ advice with keeping any simple accounts required, the U3a Treasurer will provide guidance.
9. Any problems with the above or requests for help and guidance should be addressed to your Study
Group Coordinator or Treasurer.
WATFORD & DISTRICT U3A
CLAIM FORM FOR EXPENSES
NAME OF CLAIMANT……………………………....POSITION HELD: Committee/SGL (state group)……………………………………
Telephone calls may be claimed @ 5p per minute, incl. VAT and Car mileage @ 40p per mile, for journeys on committee & SGL business, but not for attending monthly or SG meetings.
DATE
XXXXX
ITEM
STAMPS
PHONE
& FAX
PRINTING &
STATIONERY
TRAVEL
OTHER
TOTAL
FINAL TOTALS
I certify that the above expenses were made wholly and
necessarily on Watford & District U3A business.
Signed…………………..…………… [For Treasurer: Date Paid…………….………..]
Date………………..……
[
Cheque No………………….…]
February 2014
Insurance January 2014
OVERVIEW OF THE INSURANCE POLICIES PROVIDED BY THE THIRD AGE TRUST
Public and Products Liability - Aviva Insurance Limited – policy number 24988677CCI
This cover indemnifies all U3A members against all sums you could become legally liable
to pay as a result of:
•
Accidental injury to or death of any person. • Accidental loss or damage to
material property not belonging to you, which arises or
is caused in connection with the ‘business’ of U3As. Indemnity limit - £5,000,000 for
any one incident.
Excess - £250 per claim.
Public & Products Liability Excess Layer - Ace European Group – policy number
UKCASO 09446113 This policy provides a top-up of £5,000,000.
Money Cover - Aviva Insurance Limited – policy number 24988677CCI
This policy covers U3A cash held in members’ homes, hired premises and in transit.
Limit - £1000. Excess - zero.
All Risks Equipment Insurance - Aviva Insurance Limited – policy number 24988677CCI
This policy provides cover for loss or damage to property owned by a U3A, excluding
wear and tear depreciation and gradual deterioration, wherever it is held and in transit,
providing due diligence is observed and reasonable precautions are taken to ensure it is
stored securely.
Limit - £25,000. Excess - £100.
Home Contents Cover - Aviva Insurance Limited – policy number 24988677CCI
This covers damage to the property of any U3A member whilst their home is being used
to host a U3A interest group/meeting.
Limit - £25,000. Excess - £100.
Charity Indemnity Insurance - Aviva Insurance Limited – policy number 24988861CCI
This cover provides:
•
Indemnity for the legal liability of a trustee or the charity for loss which results
from a wrongful act when carrying out the duties of a trustee.
•
Investigation costs. 1
•
Indemnity for the legal liability of a trustee or the charity for the physical
destruction of or damage to documents.
•
Indemnity for any reasonable cost incurred as a result of restoring or replacing the
documents.
Limit - £250,000 in any one period of insurance. Excess - £250.
Tour Operators’ Liability - Royal Sun Alliance – policy number TOL499004
This policy consists of:
•
Public and Products Liability – which provides indemnity against the legal liability
for accidental injury to third parties or loss or damage to their material property arising
in connection with the product/event. Limit - £2,000,000 any one event.
• Legal Defence – which provides indemnity for costs arising and costs awarded in
connection with the defence of proceedings brought or an appeal against a conviction
February 2014
relating to an alleged offence in the course of the business in respect of Part 11 of the
Consumer Protection Act, the Trade Descriptions Act 1968 and the Package, Travel,
Package Holiday and Package Tour regulations 1992, where there has been no actual
injury or damage.
Limit - £100,000. • Emergency legal assistance – which provides indemnity to the
insured in respect of
costs and expenses incurred in providing emergency assistance to the passenger where
such passenger suffers bodily injury or in the event of the death of the passenger, the
passenger’s legal personal representatives. Limit - £5,000.
•
Professional indemnity – which provides indemnity to the insured for the legal
liability for damages and claimants’ costs and expenses in respect of claims arising for
breach of professional duty by reason of neglect, error or omission occurring or
committed in good faith. This also includes the cover required for ‘packages’ as defined
in the Package Holiday Package Tour and Package Travel Regulations 1992.
Limit - £1,000,000.
Excess - £250 on all sections.
NB. This insurance is to cover a group leader/co-ordinator who wants to arrange a
short study trip for his/her group, involving overnight accommodation. If you want to
organise a U3A holiday, do it through a bonded travel agent/tour operator.
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FREQUENTLY ASKED QUESTIONS PUBLIC & PRODUCTS LIABILITY INSURANCE
All Local U3As which are fully paid up members of The Third Age Trust have the benefit
of the nationally provided Public & Products Liability Insurance cover, as well as all the
other policies detailed in the overview. Newly forming U3As which have been granted
temporary membership of The Trust are covered by the Public and Products liability
policy but other policies do not apply until full membership is achieved.
BACKGROUND INFORMATION
What is meant by Public Liability Insurance?
In general, Public Liability Insurance is intended to indemnify the insured against
compensation, which they become legally liable to pay, following injury or property
damage sustained by a third party, as a result of an activity. Legal liability to another
person can arise in a number of ways but by far the most common is negligence. A third
party is a person or legal entity not party to the contract of insurance. Public liability
does not cover pure accidents where no legal liability has been established.
What is meant by Product Liability Insurance?
Product liability protects the policy holder against claims arising from injury or damage
sustained due to a failure with a product, for which you are held legally liable.
Does the cover dilute with the number of public liability claims?
The limit of indemnity is £10m on any one claim arising from one incident or a series of
incidents with no limit on the amount payable in the aggregate in any one period of
insurance.
How does this cover apply to Group Leaders?
February 2014
The policy is set up to protect all U3A members, and includes ‘member to member’
cover so if somebody is injured undertaking a U3A activity and legal liability could be
proven against another member, the insurers would deal with it. This means that group
leaders are completely protected, should there be a claim for damages following an
incident in their group.
Is a paid up U3A member covered if participating in U3A activities in other U3As or at
events organised within their regions and nationally? Yes
In the event of a claim under the Public and Products Liability policy who is
responsible for covering the excess? The U3A is responsible for covering the excess.
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PROPERTY/EQUIPMENT
Does the Public and Products Liability policy cover against loss or damage to property
belonging to others? The policy protects you against claims made by third parties. U3A
owned equipment is covered under the All Risks Equipment Insurance section of the
policy, which provides cover up to a maximum of £25,000.
If a member loses personal property whilst taking part in a U3A activity would it be
possible to claim against the Public Liability policy? The Public Liability does not
automatically cover loss of property, but if such loss or damage is caused by an act of
negligence or omission by the U3A, or any member (other than the member whose
property it is), a claim could be made. Here again, it should be remembered that most
household insurance policies cover the policyholder and members of his family living
with him for personal liability.
VENUES/ACCOMMODATION
If a U3A uses a hall to hold an interest group or run an event, is it covered for Public
Liability? Yes, subject to the normal test of legal liability.
If a U3A uses a member’s home to hold an interest group or run a meeting, is it
covered for Public Liability? Yes, subject to the normal test of legal liability. In addition
under another section of the policy, there is up to £25,000 home contents cover for
damage to property belonging to the U3A member hosting a U3A meeting. In the event
of a successful claim, the U3A should cover the excess.
What is the situation regarding the hire of a hall where the contract with the hall
hirers appears to make the U3A responsible for all loss and damage? This is not correct
as any damage or injury proven to be caused by a defect in the property and/or the
facilities is the responsibility in law of the building owner. You should bring this to the
attention of the person handling the hire and ask that the clause be removed but if you
fail to achieve that, our insurers have said that in the last resort, you can sign the
contract because the clause is unenforceable.
What is the situation when groups are held in members’ houses?
The house owner/occupier has a duty of care to people who visit their property and
householder insurance policies include occupier’s liability cover for accidents which
occur because of defective premises for which he/she might be legally liable.
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February 2014
SAFETY/ACCIDENTS
Should we be getting our electrical equipment tested?
Portable appliance testing only applies to electrical equipment at work and in public
places. However, the Trust has issued some guidelines as some U3As rent office space
and often equipment is moved around and used by different people, so user checks and
visual inspections make sense. It is possible that if you wish to take your equipment into
rented accommodation, you may find that it has to have a current PAT sticker.
Does the Public Liability Insurance cover the U3A against accidents whilst using
machinery, such as power lathes, drills, saws and the like, either owned by the U3A or
others? The Public Liability Insurance does provide cover for your legal liability to others
following incidents whilst using machinery whether it is owned by the U3A or others. It
does not cover the machinery itself, since in common with other Public Liability
insurance policies, it excludes liability in respect of property within the custody or
control of the insured. With regard to potentially hazardous activities using power tools,
it is important that you check with the National Office in advance.
Does Public Liability cover the U3A against accidents whilst out walking or any other
type of outdoor or strenuous activity? It does, but it is not an automatic personal
accident insurance. It is an insurance against legal liability and therefore, it would have
to be shown that U3A, its agents or members had in some way been negligent in causing
injury to the victim.
What do we do in the event of an accident?
An accident form available for download from members’ area of the national website
(www.u3a.org.uk) should be filled in by the group leader and then it should be kept in
your files in case of a future claim for damages, which can be up to 3 years later.
Are we required to have trained first aiders within our U3A?
You are not required to do so and insurance advice is to contact the emergency services
immediately in the event of a serious incident, even if there happens to be a member
present who has attended a first aid course. There is an Advice Sheet issued by the
National Office which does cover a few emergency scenarios which might require
immediate action to be taken and there are some excellent mobile phone apps available
e.g. British Red Cross, St John Ambulance and the British Heart Foundation CPR app.
Are we required to have a health & safety policy and follow health and safety
guidelines?
The relevant legislation is The Health and Safety at Work Act 1974 which is not aimed at
voluntary organisations.
Should we be carrying out risk assessments for any/all of our activities?
There is no formal requirement to do so but The Trust has prepared a set of checklists
5
covering outside venues, walking and workshop activities which you may like to use. In
all cases, however, common sense is the best judge.
If a U3A runs a function and serves meals or light refreshments and someone is taken
February 2014
ill as a result, can a claim be made against Public Liability Insurance? Public Liability
insurance will cover this eventuality if you are found to be legally liable.
TRANSPORT/CARS
Can U3A members offer lifts to other members and accept money towards petrol
costs without compromising their car insurance policy? Yes they can. It is
recommended that you have guidelines so that the matter is handled fairly and
consistently, with the driver getting back an appropriate proportion of the fuel cost not
the total amount.
Does the Public Liability Insurance provide any cover whilst members are travelling in
other members’ cars or on a coach or minibus? The question of accidents in motor
vehicles is complex. Any accident arising from the driving of a vehicle would fall outside
the scope of a Public Liability Insurance because motor insurance is an entirely separate
matter and such incidents are properly covered under a motor insurance policy. This
would normally include accidents which occur whilst mounting or dismounting a vehicle.
However, on a coach where one member is injured by the actions of another member,
in circumstances which have nothing to do with the fact that they are driving in a motor
vehicle, it would be covered by the Public Liability insurance.
What happens if I parked my car in a recognised car park whilst on U3A activities and
it is damaged? As explained, the policy is an insurance against the legal liability of the
U3A and so any claim would have to prove negligence in some way against the U3A, for
example, it would have to be shown that any accident to a parked car, whether in a
recognised car park or not, has been occasioned wholly or in part by the negligence of
the U3A. This would not normally arise just because the car owner had permission to
use a recognised car park at, for example, a local school or village hall. For a claim to
succeed against the U3A, the car owner would have to show that he had been led to
expect that his property would be protected and would have to show that the U3A or its
agents, had been negligent in failing to provide the proper level of protection.
NON MEMBERS
If somebody wants to try a couple of U3A activities prior to deciding whether to join,
is it allowable under our insurance cover? Yes it is providing somebody is monitoring
the situation and keeps the group leaders informed, to ensure any attendance by a nonmember does not continue indefinitely.
6
Is it permissible for a non-member e.g. spouse or friend of a member, to attend an
interest group, general meeting or outing? On an occasional basis with committee
approval, there is no problem at all and this includes outings on a coach. It is not,
however, acceptable for the same non-member to regularly attend U3A events. The
insurance cover provided for you is for U3A members and therefore, should a non
member be allowed to attend U3A activities on a regular basis and be involved in an
incident, the U3A might find itself without liability cover.
Can U3A members who belong to a walking group take grandchildren and/or dogs
with them? If the U3A committee is happy for this to happen, the insurance is in place
February 2014
to provide cover. This does not, however, extend to other U3A activities.
If a U3A member needs to bring a carer/companion when attending U3A
activities/events, is this permissible under our insurance cover. Yes it is, providing the
carer/companion does not attend any U3A activities as an individual and committee
approval has been given. In fact should a member not be able to participate
independently in U3A activities a carer/companion is essential. Please note that In the
case of a ‘professional carer’ the cover we provide does not apply.
PAID SPEAKERS/EMPLOYEES
Do we have any cover for Employers’ Liability?
No. The basis of the policy is that U3As do not have any employees. This type of cover is
very different to public liability and is in fact compulsory for all employers so you must
not get yourselves into a situation where you could be judged as employing people. If in
doubt, please consult the National Office.
Does this policy provide cover for outside speakers invited to general meetings or on
occasions to specific interest groups, whether paid or not? Yes it does cover paid
speakers at general or interest group meetings but it does not cover paid tutors. The
reason for this, is that the U3A movement is founded on the principle of shared learning
with the members both teaching and learning and it is not envisaged that people from
outside will be paid to lead a U3A interest/activity group.
ACTIVITIES Is the public liability insurance cover confined to U3A activities in the UK?
No. Cover now extends to Europe.
Do U3A group leaders need to have a professional qualification to lead physical
activity groups? No they do not, but U3A trustees must assure themselves that the
potential leader is sufficiently experienced before they allow the group to start.
7
What is the situation with potentially more dangerous activities such as abseiling,
hang gliding, white water rafting etc? You must discuss activities of this nature in
advance with the National Office.
What sort of waterborne activities are allowed under our insurance?
Sailing, rowing and canoeing are permissible on inland waterways only and providing all
appropriate safety procedures are adhered to e.g. capsize drills.. You will not be covered
in any craft with an engine.
Do we need to get members to sign in at our monthly meetings?
Unless it is a requirement of the venue, it is your decision, based on the practicalities of
the situation. If you decide, from a fire risk point of view, to ask members to sign in, do
stress the need for them to sign out especially if leaving before the end.
SPECIAL EVENTS
If we want to organise a special event , for example, an arts and crafts fair, are we
covered for public liability and for members’ exhibits? It is usually possible to provide
cover for these events but please contact the National Office in the first instance.
If for any reason, for example, adverse weather conditions we are unable to proceed
with an event do we have any cancellation insurance cover? Regretfully not.
February 2014
February 2014
GUIDELINES FOR sending in Copy for:-

 The NEWSLETTER
The STUDY GROUP NEWS

First of all thank you to all of you who send in news, articles and pictures
about our U3A.
These publications are the main organs of communication for our U3A. Your group members can
enjoy seeing the reports and new members are able to see what activities are available in which
they can participate. The Newsletter is also posted on our website which is open and enables non
U3A members to get a flavour of the U3A movement and in particular, WU3A.
It takes quite a long time to edit all that you send but the editors enjoy the challenges in so doing.
You can, however, help to save eons of time by following a few simple guidelines.
The Newsletter is published bi-monthly, on the Even Months and contains
articles, reports and photographs about all our various groups and activities.
Study Group News is published on the Odd Months (except January) and is a
diary of future activities/meetings, sometimes preceded by a short report of the
previous meeting.
Before sending in your contribution please study the Newsletter/SGNews to get an
idea of how others proceed, thus ensuring the need for as little editing as possible.
All contributions need to be in Times New Roman 11 font.
‘Newsletter’: This will contain longer, detailed reports and articles about
your
activities. Photographs of your group in action or to illustrate your text are most welcome
as they add colour and interest to the publication. They must be ‘high resolution’ to
ensure good printing, and may be cropped by the editor to fit the space.
‘Study Group News’ –This does NOT contain long reports or photographs.
The title of your group, times and venue, will already be in the SGNews columns unless you are a
new group.
Start with a short report and then the notes for the diary information as in the example below, to ensure
consistency throughout the document. Dates (day/ 3 letter month) and times (in bold please) are
what our members want to know- then where and then what is going to happen. Do not wrap your
dates up in your text which takes a lot of time to unravel.
Example: In December we had a very enjoyable visit to Kensington Palace with excellent guides. The
grounds were wonderful.
7 Jan 9.00am Essex Arms Imperial War Museum
4 Feb 9.30am Essex Arms Lords Cricket Ground and Regent‘s Park Mosque
3 Mar 2.30pm Smith Street to car share, Pewterers’ Hall’
Contact SGLeader Jon Bloggs 235789 email aaaaaaaaaaaaaaa
(Personal information will be removed before posting on our website)
February 2014
ADVERTS
The committee decision is that it is inappropriate for commercial adverts to
appear in our publications.
Small adverts from members disposing of personal property are accepted.
2. SENDING YOUR COPY FOR BOTH PUBLICATIONS
a) By email to
[email protected]
Always put the name of the group in the subject line of your email as we do not
always know who is leading a particular group.
You may prefer to send your piece as an attachment but there is usually no need. Just
write it straight into the message box so we don’t have to open it twice.
b) By post. If you wish to post your copy TYPE IT??
If you do not use a computer then of course we will accept a written contribution by post. Don’t be
discouraged if this is your preferred ‘modus operandi’. However if you think you could type it this
would be helpful as we can then scan your work and not have to type it ourselves.
Some people nominate a group member to email their copy to us which works very well and gets other
group members involved. Some groups have various people write for the Newsletter which takes some
of the work off the Study Group Leader.
PLEASE SEND IN YOUR COPY EARLY
As soon as your meeting or outing is over please send us your report, new dates etc. so we can start editing
them. Some meetings are in the third week and ‘needs must’ be on the deadline but if EVERYTHING
arrives just before midnight on the 20th of the month we are up half the night preparing the final draft for
the printers.
I hope you will find these points helpful. The standard of items submitted is very good and most people are
now aware of the most helpful format. This may serve as a reminder and I hope will be particularly helpful
to new Study Group Leaders. Without News items, pictures and articles our Newsletter/Study Group News
will die, so well done to all of you for sending in your contributions. Thank you!
Editor, Watford & District U3A Newslette
February 2014
February 2014
Important change to Watford and District U3A policy that
may affect Study Group Leaders’ operations.
Watford and District U3A Committee acknowledge the following extract taken from the Objects and
Principles of The Third Age Trust - U3A - The University of the Third Age:(3) Members undertake themselves, without payment, the many and varied tasks necessary to run their U3A
(Laslett Principle 4 & 5)
(4) No salary, fee or financial reward shall be paid to any member of the University for teaching other
members, counselling them, or helping them in any way.
(5) All members of the University shall be expected to offer voluntary service to it and to its activities in
relation to society at large, especially to the elderly.
Furthermore the committee acknowledges previous advice from TAT regarding free trips when organising
travel. In November 2010, this was circulated from National Office (Lyn Jonas):
Free Trips when organising travel
One area which is very difficult and can lead to major problems and disagreements is that of Travel
Organisers/Group Leaders going on 'free trips'. It is recognised practice that Tour Operators offer a free
trip for, say, every 20 members booked. This freebie should be declared to the U3A Committee so that a
decision can be made on whether it should be offered to the leader/organiser as a 'thank you' or shared
between all the travellers as a discount. Please remember a trustee should not accept any benefit.
In view of the above it is incumbent on all trustees to ensure that their Travel Operation is run in a
properly regulated manner. Any failure so to do could be interpreted as an attempt to deceive, which is
fraud.
Your committee has considered the above and decided, in principle, that in Watford and District U3A, all
Travel Organisers/Group Leaders should share any “freebies” between all travellers as a discount. This
policy is effective immediately as at 1st November 2012.
We therefore ask you to look at the effect of this policy on your Group, and if you do not already treat
“freebies” in this way, and feel you would have problems with complying with the new policy, please
submit your reasons in writing for the committee to consider at their next committee meeting.
Please note that, in coming to this decision, your Committee took into account the following:
a)
a guiding U3A principle that “Members undertake themselves, without payment, the many
and varied tasks necessary to run their U3A”
b)
the normal practice within Study Groups of members thanking their Group Leaders for their
great service via “whip-rounds” (or similar)
c)
that the Leader of the Group, in being a participant of the event that attracted a “freebie”
would share in that discount.
Watford and District U3A
1st November 2012
February 2014

study group leaders pack - Watford and District U3A

Transcription

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