Group Leaders Handbook 2024
Hertford & District u3a
Charity Commission number 1027766
Group Leaders Handbook 2024
On behalf of the entire membership, we extend our gratitude to all new and existing group leaders and organisers at Hertford & District u3a.
This handbook serves as an operational guide for Group Leaders / Organisers. It is not intended to be a definitive guide but rather a reflection of good practice. However, the guidelines under Financial Procedures must be strictly adhered to.
Hertford & District U3A is a registered charity. The Charity Commissioners direct the trustees, who are the elected members of the Executive Committee, to ensure that all collected funds are properly accounted for.
If you have any questions about the handbook content, please contact the Groups Advisor or, for financial questions, the Groups Treasurer.
This document is divided into five sections:
SECTION 2 – GENERAL INFORMATION
SECTION 4 – SETTING UP A GROUP
These sections are also available to download in PDF format:
Group Leaders Handbook - Section 1 - Introduction
Groups Leaders Handbook - Section 2 - General Information
Groups Leaders Handbook - Section 3 - Financial Matters
Group Leaders Handbook - Section 4 - Setting up a Group
Group Leaders Handbook - Section 5 - Appendices
SECTION 1 - INTRODUCTION
Purpose
The purpose of this document is to give guidance to those u3a members who decide to ‘lead’ or help organise a group, known at the u3a national level as an interest group. On behalf of the entire membership thank you for your contribution.
Is this a rule book?
Some of it is. Anything written in bold like this is a rule that must be followed. As a registered charity, we must adhere to certain requirements stipulated by charity law. The rest of the content provides guidance based on generally accepted good practice.
Everyone who is part of Hertford & District u3a wants to make it work and if things go wrong the Executive Committee, listed here, and the Third Age Trust are there to help.
Who Does What?
- Group Leaders / Organisers
As a group leader or organiser, how you run the group is for you and your group to decide, providing you follow the rules.
- The Executive Committee – Email individual members
The Executive Committee are the trustees of the u3a charity and have a chair, vice chair, secretary, treasurer plus other roles.
- Groups Co-ordinator
This member of the Executive Committee is there to help the Group Leaders / Organisers keep everything running smoothly. Please go to them for advice and help.
- Do you need an assistant? Many very successful groups have more than one person helping to run the group. Apart from anything else, an assistant can cover for holidays and sickness. An assistant could be looking after the finances, organising the venue or ensuring the group’s information for the wider membership is up to date.
- Some groups rotate key tasks between their members. For example, the location could be a different member’s home each time. A walk may be led by different members.
- Finances
The following are the financial rules to adhere to:
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- Monies received from members must be forwarded to the Group’s account managed by the Groups treasurer immediately.
- Do not hold the group's money in your personal bank account for longer than the next day.
- Do not set up a separate bank account for your group
- Gratuities for a coach driver can be included in the price of a trip.
- Make arrangements for dealing with money with the Groups Treasurer.
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Group Leaders Handbook 2024
Thank you to all of you who are new or existing group leaders / organisers.
This handbook serves as an operational guide for Group Leaders / Organisers. It is not intended to be a definitive guide but rather a reflection of good practice.
This document is divided into five sections:
SECTION 2 – GENERAL INFORMATION
SECTION 4 – SETTING UP A GROUP
SECTION 2 – GENERAL INFORMATION
1. Being a successful and welcoming Group Leader / Organiser
Be aware of your members’ needs. For example, not all members have access to a car, and bus services may be more appropriate for some. Some members may have mobility, hearing, or sight issues and others may be hesitant to participate.
Delegate - don’t try and do everything yourself, involve other people.
Remember that u3a is about mutual support and members' involvement. Members will enjoy participating and helping e.g. with transport, making the tea etc. This fosters a sense of community and shared responsibility.
There should be a member allocated to welcoming new members to the group.
The u3a principles
The u3a ethos is based on three principles:
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- The Third Age Principle
- The Self-Help Learning Principle
- The Mutual Aid Principle
The expanded version is available on the website. Link here.
The Third Age Trust (TAT) provides a wealth of free resources. For more information, visit www.u3a.org.uk.
2. Group Membership
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- Any member of Hertford & District u3a is entitled to join any H&D group, see below for members of other u3a’s.
- If there is insufficient capacity, then the member wishing to join must be added to the group’s waiting list.
- Prospective members may attend a maximum of two group meetings before formally joining. This is a requirement of our insurers so is a rule.
3. Members of other u3as
We have several ways that members of other u3as can attend our groups’ meetings:
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- With an Affiliate membership of Hertford & District u3a – Refer to the Membership Secretary
This email address is being protected from spambots. You need JavaScript enabled to view it. - Where the group is listed on the Hertford & District u3a website as being in the East Herts Sharing Arrangement. This web page also presents the conditions for members of other u3as wishing to join one of these groups, e.g. the limit on the number of such groups a non-H&D member can join before needing to become an Affiliate member.
- It is the responsibility of the group leader to check that the membership numbers are valid and match the name of the member. This can be done by using our database system (Simple Membership). Alternatively, provide a list in Excel format, preferred, to the membership secretary at any time
This email address is being protected from spambots. You need JavaScript enabled to view it. .
- With an Affiliate membership of Hertford & District u3a – Refer to the Membership Secretary
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4. Waiting list
If the group leader cannot foresee that members listed on the waiting list can be accommodated in a reasonable time, for example by moving to a larger venue or dividing into two groups. Then the New Groups Advisor can help consider the practical steps needed to accommodate the additional members or initiate an additional group.
5. Membership Lists
The group member lists will be requested once per annum in March by the Groups Co-ordinator’s team preferably using our database system (Simple Membership). A list of non-H&D Members should be sent to the Groups Co-ordinator including which u3a they are a member of.
6. Register of attendance
Members should bring their membership cards / give their membership number at every meeting.
It is good practice to record who attends your meetings. This will highlight regular absences. Try to find out why they are not attending.
7. Communicate with your members
Our database system (Simple Membership) offers a mailshot facility for Group Leaders whereby members do not see each other’s details. Alternatively use email with BCC unless everyone agrees to have their details made available to others.
A number of groups are now using WhatsApp. When using modern technology remember that not everyone is comfortable with emails or social media. It is still good to talk.
8. The group’s web page – Your shop window on the H&D u3a High Street
Our Web site http://www.hertfordu3a.org.uk is our “High Street full of shops”
All groups, including those in the East Herts Sharing Arrangement, must provide a Group contact for the website who must be a member of H&D u3a however, they need not be the Group Leader.
Each group has its own page on our website and it is where you can put longer reports and photos to show off what your group is doing.
As a group leader, you have a responsibility to keep your group’s web page up to date with any changes. If you are not able to do this yourself, please ask a colleague. Failing that, please inform the website team who can make the necessary changes.
Send any contributions to the website team
9. CONTACT magazine
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- Send any copy to
This email address is being protected from spambots. You need JavaScript enabled to view it. with a subject heading “H&D u3a Contact”, the month for insertion and the group’s name - Do not send attachments; write the piece in the body of the email
- Always start the article with the group name and end with the group leader’s name and contact details
- Keep it short and accurate
- Send it to the editor in good time to meet the publication deadlines which are published on the back page of CONTACT, usually the third Tuesday of the month.
- Occasionally you might want to send a longer report on your activities. With over 80 groups, CONTACT cannot publish lengthy reports from every group. If you wish to send in a longer report with photos, the editors reserve the right to edit and cut to make it fit.
- All photos must have permission from any members shown in the photo. They should be sent by email and be in JPEG format.
- The editor will reply with an acknowledgement. Make sure you have that. If you do not receive one, you should check that the copy has been received.
- Send any copy to
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10. Other forms of publicity
Your group can be publicised at Monthly meetings, on a slide-show or by having a table to promote yourselves. Coffee mornings and New Members Coffee mornings are other ways. Just let the Groups Co-ordinator know if you feel publicity is needed to bring in more members.
11. Equipment
Hertford & District u3a owns various items of equipment, such as audio equipment, projectors and screens.
Please contact the Groups Co-ordinator:
12. Health and safety and welfare
This is about understanding the needs and capabilities of your members.
Risk assessments are required for most group activities. Draft RAs – See Risk assessment information on the Hertford & District u3a website under ‘Documents’.
Some things to consider for your group:
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- Know the address and postcode of the venue you are meeting in. This helps if you need to call an ambulance. Use the What 3 words app for very precise locations, e.g. when on a group walk.
- Keep the attendance register nearby in case of an emergency e.g. building evacuation.
- Consider any disability issues for your group members, specifically about the venue. Remember some disabilities are hidden.
- If possible, ask a group member to act as deputy if necessary. Ensure they have all the above information.
Excursions:
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- On coach trips consider planning appropriate comfort stops.
- On public transport be aware of potential difficulties. Consider having a member stay at the back to ensure no member is left behind.
- Coping with registered disabled members on excursions:
- Many venues have a legal obligation to make provision for disabled people. Theatres do not.
- Some members may need a carer to help in a group or on an excursion. Many venues will allow registered carers in for free. A carer does not have to be a u3a member.
- Make sure the coach company and venue can accommodate any specific needs.
If you need advice, contact the Groups Co-ordinator.
13. Further advice for Walking groups and other activities will be added over time.
14. Conflict resolution
Should you have any difficulties between members that you and your group cannot resolve, ask the Groups Co-ordinator.
15. Insurance
The Third Age Trust (TAT) covers all members with public liability insurance.
- This provides cover if a member of u3a has a claim made against them for damage to persons or property outside the u3a. Contact the Secretary or, if the member is a member of another u3a, their u3a’s Secretary.
- This is NOT the same as personal accident insurance, which is for individual members to arrange.
16. Accidents
Any accident sustained by a group member must be recorded in case there is a subsequent claim on our Public Liability Insurance (see also Insurance). An incident report form is on the Documents page. Please ensure you obtain full details as soon as possible after the incident. The completed form should be sent to the Secretary who will keep it for seven years in case of a claim.
17. Group Leaders / Organisers Meeting
All Group Leaders / Organisers are invited to an annual meeting. If a leader is unable to attend, they are requested to send a deputy. The purpose of this meeting is to bring Group Leaders /Organisers up to date with any changes and developments and to provide an opportunity to exchange views and ideas and to thank them for their work during the year.
Group Leaders Handbook 2024
On behalf of the entire membership, we extend our gratitude to all new and existing group leaders and organisers at Hertford & District u3a.
This handbook serves as an operational guide for Group Leaders / Organisers. It is not intended to be a definitive guide but rather a reflection of good practice.
However, the guidelines under Financial Procedures must be strictly adhered to.
Hertford & District U3A is a registered charity. The Charity Commissioners direct the trustees, who are the elected members of the Executive Committee, to ensure that all collected funds are properly accounted for.
If you have any questions about the handbook content, please contact the Groups Co-ordinator or, for financial questions, the Groups Treasurer.
This document is divided into five sections:
SECTION 2 – GENERAL INFORMATION
SECTION 3 – FINANCIAL MATTERS
SECTION 4 – SETTING UP A GROUP
SECTION 3 – FINANCIAL MATTERS
Overview
As previously stated, the u3a must comply with all HMRC and Charity Commission rules. See the Hertford & District u3a Financial Policy document for full details.
All groups and activities will be self-financing. Group leaders/organisers should not suffer financial loss relating to the running of their group. As all u3a members offer their services free to the movement, no u3a member may benefit from any discount (e.g. a free place) offered by the organisation providing the event.
This document does not cover day trips and holidays as the policy only impacts a small number of groups. Please contact the Groups Treasurer to discuss the financial aspects of these situations.
Group organisers should book room hire and forward an invoice for payment to the Groups Treasurer.
All group transactions need to be recorded in the group's accounts; exceptions are small transactions which take place directly between a member and a supplier.
Examples could be:
- Contributions to refreshments in a member’s home
- Payments to a pub/restaurant when at a group/social gathering
The gross income and expenditure of each group should be reported to the Groups Treasurer as and when agreed for inclusion in the u3a’s groups accounts.
Where a group organiser collects cash or cheques from members, this must be paid into the Hertford & District u3a's groups bank account. The transfer of any funds taken in cash and paid into their personal account should be transferred into the u3a's bank account within one day of them banking the cash into their personal account. A covering email should be sent to the Groups Treasurer explaining the transaction.
The bank handling of cheques is a significant cost to the u3a and hence the use of cheques needs to be minimised.
Hertford & District u3a allows individual groups to hold petty cash. However, there is a maximum permitted, currently £100. Gratuities are not handled within u3a accounting, except as incorporated in the price for a trip.
Using cash collected from members to meet expenses related to the activity they are attending is acceptable but should be an exception. These transactions must be recorded by the Group Organiser in their group's account and available for inspection as necessary.
Expenses incurred on a walking group’s reconnaissance (i.e. the member to lead the walk walking a route in advance of the actual walk) can be reclaimed from the group.
Where a group organiser collects cash from members then this may be paid into their personal account for onward online transfer to the u3a’s bank account or a cheque if there is no alternative. Whenever this happens, a covering email should be sent to the Groups Treasurer explaining the transaction. Where payment is made to non-members they must be registered as a business with HMRC, see below.
Tutors
Be aware that paying a tutor involves risks. In addition to the serious dilution of the u3a ethos, there are legal and financial risks which must be mitigated by taking the steps laid out in the u3a’s financial policy.
Any groups that use an outside tutor must ensure that the tutor is paying their taxes by supplying their UTR number to the Groups Treasurer and must demonstrate that they hold public liability insurance. A list of tutors and their UTR numbers and insurance will be kept by the Groups Treasurer and monitored. If there are any serious problems the u3a will be liable for the tutor's unpaid taxation.
Speakers
Most speakers will charge a fee. The Groups Treasurer will arrange how payment is made.
If the speaker is a member of a u3a then the protocol is that they don’t charge a fee. However, it is normal to pay any legitimate expenses. The Treasurer will arrange the method of payment.
Don’t forget that you will need to collect money from group members to cover expenses and fees.
All u3a member speakers are automatically covered by u3a Public Liability Insurance.
Receipts
To manage the handover of cash and cheques to be paid into the Hertford & District u3a bank account, the executive committee has decided that:
Where and when tickets are issued for events, they must state ‘no refunds, unless a replacement is available’. In extenuating circumstances, group organisers may pay sums due by issuing their own cheque or paying online through their own bank account provided they email the Groups Treasurer to this effect in advance.
It is strongly recommended that group organisers produce regular statements showing income and expenditure to pass to the Groups Treasurer upon request.
Group organisers will need to bank cheques at a branch of HSBC or at a post office. using the envelopes provided. Once the group leader / organiser hands the envelope over the counter they will get a receipt for the envelope, but not for the itemised cheques within. These should be listed in the paying-in book and group account.
Groups may need to pay significant sums of money 'on the door'. This should be done by bank card. Consult the Groups Treasurer in advance.
All groups must be financially self-supporting and each group’s finances are ring fenced within the group’s account. However, the funds of these groups belong to the u3a.
Group events must be charged at cost, and include any out-of-pocket expenses.
Group organisers must not operate bank accounts in the name of their group nor should they hold group funds in their personal bank accounts.
Related Documentation
The Financial policy is available on the Hertford & District website. All group financial queries should be directed to the Groups Treasurer.
Risk assessment templates for different situations are available on our u3a website under ‘Documents’
Group Leaders Handbook 2024
On behalf of the entire membership, we extend our gratitude to all new and existing group leaders and organisers at Hertford & District u3a.
This handbook serves as an operational guide for Group Leaders / Organisers. It is not intended to be a definitive guide but rather a reflection of good practice. However, the guidelines under Financial Procedures must be strictly adhered to.
Hertford & District U3A is a registered charity. The Charity Commissioners direct the trustees, who are the elected members of the Executive Committee, to ensure that all collected funds are properly accounted for.
If you have any questions about the handbook content, please contact the Groups Co-ordinator or, for financial questions, the Groups Treasurer.
This document is divided into five sections:
SECTION 2 – GENERAL INFORMATION
SECTION 4 – SETTING UP A GROUP
SECTION 4 – SETTING UP A GROUP
1. You have an idea
Begin by contacting the New Groups Advisor
2. Initial planning meeting
Organise an initial meeting and invite interested members to attend. A coffee shop or your own home could serve as suitable venues.
The initial meeting will be used to determine the group's direction and who will take on the various tasks involved. Many very successful groups have more than one person helping to organise their group. Apart from anything else, an assistant can cover for holidays and sickness.
Discuss how group members will communicate with each other bearing in mind data protection guidance, remember to seek permission and agreement.
What kind of venue is required? You can request a list of possible venues, with details, also a list of equipment which can be loaned from the New Groups Advisor.
How often would the group meet? Check the calendar of existing group meetings to look for potential time conflicts. Will it involve trips?
Agree some ground rules such as:
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- Be punctual
- Listen to each other
- Allow others to speak
- Let someone know if you are unable to come
- Agree to disagree amicably and be respectful to other group members
- Every contribution matters
- Have patience with and encourage those who are slower to learn
- Remember that u3a is designed to allow you and the other members to share knowledge, experience and learning.
- However, sometimes you may need to employ a professional tutor. If you do then talk to the Groups Treasurer.
- A tutor must be formally registered as self-employed with full public liability insurance cover. Group leaders must obtain signed proof of employment status and insurance cover.
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3. Publicity
We have a number of channels with which to promote your group to the wider membership. Please discuss your needs with the New Groups Advisor.
4. Database System / Website
All u3a groups will have their details presented to the wider membership using our Database System (Simple Membership) / the H&D u3a website.
When the group has some members and has agreed a member to lead the group, it can be set up on the website using the database system. The group will be provided with a web page to present more information and photos.
See Section 2- General Information.
5. Group Size
All u3a groups must be open to all Hertford & District u3a members. Many groups commenced with small numbers.
If it is impractical to admit more members, then a waiting list will need to be set up in Simple Membership.
As your group grows you may prefer to use a rented hall, don’t forget that, as mentioned above, the New Groups Advisor holds a list of venues. Discuss this option with your group, as it will result in additional costs. Consult with the Groups Treasurer regarding this matter.
The u3a holds Public Liability Insurance on a national basis, which will cover the use of a venue.
6. Initial costs
Your group will be responsible for financing your meetings. The Groups Treasurer is there to help you and will expect a group member to keep detailed accounts. Where necessary, you can apply to the Treasurer for a loan to get the group started.
7. Ongoing costs
Hiring a venue is normally the greatest expense.
Some groups need very small amounts of money to pay for refreshments.
See Section 3 - Financial Matters for more details.
The Groups Treasurer will give advice and guidance on managing and recording funds.
Group Leaders Handbook 2024
On behalf of the entire membership, we extend our gratitude to all new and existing group leaders and organisers at Hertford & District u3a.
This handbook serves as an operational guide for Group Leaders / Organisers. It is not intended to be a definitive guide but rather a reflection of good practice. However, the guidelines under Financial Procedures must be strictly adhered to.
Hertford & District U3A is a registered charity. The Charity Commissioners direct the trustees, who are the elected members of the Executive Committee, to ensure that all collected funds are properly accounted for.
If you have any questions about the handbook content, please contact the Groups Co-ordinator or, for financial questions, the Groups Treasurer.
This document is divided into five sections:
SECTION 2 – GENERAL INFORMATION
SECTION 4 – SETTING UP A GROUP
SECTION 5 – APPENDICES
SECTION 5 – APPENDICES
Licences
Hertford and District u3a holds licences as follows:-
Copyright Licence for Adult and Community Learning (ACL):
The Agreement taken out by the Third Age Trust permits the blanket copying and scanning of copyrighted print material for educational purposes without having to approach the individual rights holder on each occasion. It offers:
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- Right to photocopy from any publication (book, journal or magazine published in the UK (and other countries)
- Extracts up to 5%, one chapter, or one article – whichever is greater
- Right to copy onto acetate or enlarge copies
- Right to digitally copy (scan or retype) and to use these digital copies with digital whiteboards, email and so on
- Right to store copies for one year
- Copying entire works for visually-impaired students
- No requirement to maintain records.
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Reproducing Ordnance Survey Maps:
This licence permits the reproduction of sections of Ordnance Survey Maps, not exceeding A4 in area, for distribution within Groups (small quantity up to twenty or so), for personal use only on walks etc. The map’s scale must not be changed by any great amount and no charge is to be made for copies. All copies must have this credit to OS: “Reproduced by kind permission of Ordnance Survey Crown Copyright NC/02/39919”
Phonographic Performance Ltd Licence (PPL) This covers the use of recorded music for any physical activity groups (e.g. keep fit, yoga, dancing); at monthly meetings and for music appreciation groups which involves listening to music and then talking about it afterwards.
MPLC Umbrella Licence Certificate This ensures copyright compliance for the legal use of pre-recorded DVD/Blu-ray media or downloads within all u3a Groups
Help and support
Data protection
Membership numbers, together with group member’s contact details must be securely maintained and under no circumstances passed to any third party without the permission of the member concerned. Group organisers will:
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- Delete information that is no longer required for membership purposes
- Keep personal data secure
- Ensure the use of strong passwords
- Avoid sharing passwords with others
- Avoid sharing email addresses or personal information via email without permission
- Use bcc (blind carbon copy) when sending group emails unless all members have agreed to share their email addresses.
Resources
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- Subject Advisers: There are Trust volunteers with specialist knowledge in a wide range of topics. Contact details are on the National Website and in Third Age Matters magazine.
- External organisations: museums, libraries, schools, universities.
- u3a publications: check the national website for the latest publications and online workshops.
- Networks, regions and neighbouring u3as allow you to draw on experience from within the movement.
- Regional Trustees will provide an overview of the region and a link to the National Office.
- National Office: the staff team are available Monday to Friday to offer support.
- Hertford & District u3a has equipment which is available for all groups to use, a list of which is being produced. Meanwhile, please send enquiries to the Groups Advisor. If you wish to make use of any of it for your meetings, please contact Paul Chamberlain on
This email address is being protected from spambots. You need JavaScript enabled to view it. [07980 875842] as soon as you have confirmed the date for your event so that he can record it in the diary. It may also be possible for Paul to attend and assist in setting up and operating the equipment if available and given enough notice.
Other learning opportunities
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- Shared Learning Projects and Shared Learning Project Coordinators – contact details available from the national website or TAM magazine.
- National and regional summer schools
- Events facilitated by the national office
- National, regional and network workshops and study days
- Outreach departments of universities
Sharing information
It can be good to share information about your group which can be done in several ways:
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- On the Hertford u3a website
- In the u3a Contact magazine
- At regional, network or local events
Policies and procedures
The appropriate Executive Committee member and/or the Groups Co-ordinator will advise you of the u3a insurance arrangements as well as policies and procedures that you need to be aware of. These will include matters concerning:
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- Finance – See below
- Data Protection – See below
Contact the Executive Committee Secretary regarding any of the following:
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- Safeguarding
- Equality, Diversity and Inclusion
- Accessibility
- Complaints
- Incident reporting – See below
The Executive Committee Secretary must be informed about any trip/holiday with one or more nights away by the organiser.
It is recommended that you also have a look at the advice section of the National Office website where a range of useful information can be found. It is also a good idea to sign up for the newsletter that is sent out by the Trust every month as this will keep you up to date with wider u3a news. You can sign up for the newsletter via the national website.
Copyright
The Trust holds a licence to copy some materials for educational use within groups. If you are going to be using copyright material in any form, (for example, printed, audio or pictures) please check with the advice section of the national office website for further details on copyright (refer to U3A-KMS-DOC-009).