Guidelines for Group Leaders

Group Leaders are at the heart of the u3a movement, without them there would be no Association. We have put together some information to help you understand the role of a Group Leader. This information should be read in conjunction with the u3a Data Protection and Privacy Policies also available on the website.

How do I become a Group Leader?

Contact the Groups Liaison Officer at a u3a monthly meeting or by email. You will be asked for a brief outline of your group that will be submitted to the Committee.

What does a Group Leader have to do?

Arrange the day/date, time and place for the meetings of their group. Help may be available, to find a suitable location, from the Groups Liaison Officer.
Maintain a list of group members to include their name, u3a membership number and contact details (usually an email address).
Check that all your group members are paid-up members of Torrevieja u3a.
Co-ordinate the activities of the group in collaboration with the members.

Do I need any qualifications or special skills?

No, but it is a requirement that all Group Leaders have been a member of Torrevieja u3a for at least 3 months and have attended 3 monthly meetings.
It is helpful for the Group Leader to have access to a computer to enable them to maintain a list of their members and to send and receive emails.

Does the Group Leader receive any payment?

No, no one in the u3a receives any payment except for authorized expenditure.
In recognition of Group Leaders voluntarily giving their time to run a group the Committee has agreed that the principal Group Leader of each group will be entitled to free annual membership from the January after they become a Group Leader. (To be reviewed annually by the Committee.)
Group Leaders are requested to collect their renewal membership cards each year in order to help maintain an accurate membership database.
Group Leaders should never be out of pocket by volunteering to run a u3a group; they should be reimbursed by the members who attend their meetings for the actual costs incurred to run the meeting. These costs may include such items as photocopying, refreshments, craft materials, etc.
Where there are fixed costs to be paid, regardless of the number of Group members attending, such as for the venue, court or equipment hire, Group Leaders should divide the cost between those actually attending the meeting AND advise the members of any costs prior to the meeting.
Meetings are sometimes held at a member’s home and it is reasonable to ask for a contribution towards the cost of any refreshments provided. In such circumstances a reasonable amount per person can be requested by the host. If more elaborate refreshments are provided, the Group Leader should have an estimate of the cost, agree the cost with the members in advance, and divide it equally between those attending.

What resources are available?

There should never be a surplus of funds within a group as the actual costs are met at the time, however if the group wishes to purchase equipment, and has the agreement of all the members of the group, funds can be collected for the purchase.
All equipment purchased by u3a group members belongs to the group and the u3a, not to the Group Leader or an individual member.
If members of a group purchase equipment for the group, the Group Leader or an elected member of the group is responsible for its safe keeping. Torrevieja u3a cannot be held responsible for insuring the equipment, nor for the safety of it.
Resources such as a screen, laptop, and PA/sound system are controlled by the u3a Equipment Manager and are available for use by any group upon request. If you wish to use any of these resources please contact the Groups Liaison Officer for help in arranging this. Group Leaders must first learn how to use the equipment. Please note that the Group Leader is responsible for the collection from and prompt return, of the equipment, to the Equipment Manager and for its safety and security whilst in their possession. Any damage or malfunction must be notified to the Equipment Manager immediately.
Groups may not ‘block-book’ any equipment e.g. the laptop every Tuesday. They may, however, regularly use the equipment if no other Group has requested it. Confirmation should always be sought that the equipment is available, rather than making an assumption that this is the case.

Sending an email to multiple email addresses

For Data Protection purposes, when sending an email to more than one member, Group Leaders are required to put their own email address in the ‘To line and to put all the members' email addresses in the 'Bcc’ line. This will ensure the privacy of your members’ email addresses as only you will be able to see them. If you are not sure about this, or would like some help please contact the Groups Liaison Officer.

How do I keep in touch?

The agreed method of communication within Torrevieja u3a is email. People not on email should be encouraged to phone the Group Leader for group information and events or to check the website.
Details of your group’s activities should be sent to the Groups Liaison Officer. It is particularly important to keep the Groups Liaison Officer informed of any changes to contact details, venue, days, times etc.
Each group has an individual page on the website to keep your Group members, prospective new members, and u3a members generally, up to date with your group activities.
News about Group activities, with photographs if possible (with the agreement of any people in the photographs), should be sent to the Groups Liaison Officer for potential publication on the Website, in Newsletters and Group Updates, Flyers, local newspapers or on Torrevieja u3a Facebook site.

Do the Group Leaders meet regularly?

Once a year there is a Groups Fair, in which Group Leaders are encouraged to participate, in order to let u3a members know what each group does. The Groups Liaison Officer is in regular contact with the Group Leaders and can visit groups to offer help and support and exchange ideas.

Is there anything else I need to know?

Well, just some general pointers and guidance:

Encourage your members to assist with running the group so they can continue group activities if you are unable to attend for any reason.
Within Torrevieja u3a the Committee has agreed that non-members may attend a maximum of two group meetings as a guest.
Groups are encouraged to organise excursions to places of interest relevant to their group activities. If desired, such excursions can be offered to other u3a members and the Media Officer can assist with publicity. The cost is to be met solely by the members wishing to go on the excursion.
Groups are run for the benefit of members of Torrevieja u3a. In order not to bring Torrevieja u3a into disrepute or cause any confusion, Group Leaders are not permitted to advertise non-u3a activities under the umbrella of the Torrevieja u3a or to publicise their Group in the local media or on external websites. Promotion of your group’s activities is available via your Group’s page on the website, the regular u3a Newsletters and the u3a Facebook site. Group Leaders can send any text and photos for publication to the Groups Liaison Officer. Any Group Leader who wishes to promote their u3a group externally must request approval from the Committee, via the Groups Liaison Officer.
There is a code of conduct operating within Torrevieja u3a and no Group Leader is expected to tolerate any acts of unreasonable behaviour and should report such acts to the Committee, via the Groups Liaison Officer. The Committee will be the final arbiter of any disputes, grievances or complaints that may arise.

What do I do if a question or issue is not covered here?

In all cases ASK. The Groups Liaison Officer is there to help and, if necessary, to seek guidance from the Committee if the answer is not immediately available. The Committee meets monthly, except in July and August, but are always available via email.

We hope these guidelines are helpful to both prospective and current Group Leaders and we wish to extend our thanks to you all for helping to further the aims of the u3a as a lifelong learning organisation.

If these guidelines are amended at any time Group Leaders will be advised.

October 2024