Group Leaders Handbook 2004 - Section 2 - General Information

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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 1 – INTRODUCTION

SECTION 2 – GENERAL INFORMATION

SECTION 3 – FINANCIAL MATTERS

SECTION 4 – SETTING UP A GROUP

SECTION 5 – APPENDICES

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: 

    • 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

    • 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:

        • 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..

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 This email address is being protected from spambots. You need JavaScript enabled to view it.

9. CONTACT magazine

      • 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.

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: This email address is being protected from spambots. You need JavaScript enabled to view it.

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:

    • 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:

    • 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.

    1. 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.
    2. 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.