March 2021

All forms required can be found under the Convenors’ Handbook Forms section of
the website.

Register. All groups are asked to keep a register of members attending each
meeting. This helps to monitor a group’s capacity as to whether we need to start a
second group on the same subject. You will be asked to complete a data return once
per year about the members of your group.
Potential members to our u3a may wish to visit your group. They can visit up to three
times before being required to join Wendover u3a. If space permits, members of
other u3as can join your group. They should be recorded as a member of another
(named) u3a on the group register. Please make them aware that if they leave this
u3a, in order to remain covered by the u3a Public Liability Insurance they must join
Wendover.
Waiting Lists. If your group becomes full please keep a waiting list. When there are
a few names on the list let the Groups’ Coordinators know so that an additional
group on the same subject might be formed. Please also inform the Group
Coordinators of any changes to meeting times and leadership so records can be
kept up to date.

In Case of Emergency. Please encourage all members of your group to carry this
information with them on the ICE Card they will have been issued with, and by
entering the information on to their mobile phone (for instructions on how to do this
see the Membership Page of the website) ICE Cards are available at the Monthly
Meetings from the Membership Secretary.

Incidents and Accidents. If a member should have an accident or become ill during
a u3a event or activity, the Third Age Trust advises that the emergency Services
should always be called. Please ensure that you know the Post Code of your venue
when you ring. This can be found under Local Venues. Do not treat any but minor
incidents.
All accidents must be reported to the committee as soon as possible and an
Accident Form completed and sent to the Wendover u3a Secretary. It is essential to
keep an accurate record in case of further problems and enquiries relating to the
incident. Completed forms must be kept for three years. It is good practice to keep
an Accident Form with the register.

Groups’ Page. Each group has its own page on the Groups’ Page of the website.
Please keep information up to date. Please put any forthcoming events such as
meetings and talks and changes to your normal routine on the Dates for your Diary
section. If you need help with this the webmaster can help. Please remember that
anything posted on the website is for public viewing. Please do not put any
photographs on the website that do not have a Free to Use License. Before posting
photographs of members, please get their permission and never include email
addresses, phone numbers and full names.

Group Display Boards at the Monthly meeting are available to advertise activities of
existing groups or advertise the setting up of a new group. All convenors are
welcome to use these boards. Contact the Groups’ Coordinator
https://u3asites.org.uk/wendover/contact . The Parking Lot is available for suggestions
on the Groups’ Board.

The Monthly Meeting. You will be aware of the rolling information screen – the
Monthly Meeting Screen. About one week before the monthly meeting, convenors
are contacted by email by the member who keeps the screen updated to be sure the
information displayed for their group is accurate. Make changes to the screen by
emailing the Monthy Meeting Editor This is another
good opportunity to inform members of any information needed for the month ahead.

Convenor Meetings. You will be invited to an annual convenor meeting organised
by the Groups’ Coordinators. This gives the opportunity of meeting other convenors,
members of the committee and to discuss any problems and make suggestions.
Grievances. It is very rare that problems occur within groups but try to resolve
problems quickly and amicably and refer to the Groups’ Coordinators or Committee
for advice. If necessary refer to the Grievance Procedure Document on the
Membership Page.

Safeguarding. The u3a has a duty of care to all members. Safeguarding is
everybody’s business and we all have a duty to safeguard people at risk. Please
refer to the Safeguarding Procedure on the Membership Page.
Insurance. All u3a members are protected by the u3a Public and Products Liability
Insurance Cover. Members are covered in other members’ homes and in hired
venues, subject to the normal test of legal liability.

Equipment. Wendover u3a has a variety of electronic and digital equipment which
is available to borrow. All the equipment is regularly PAT tested. The
instructions for setting up the equipment and running it should be in the appropriate
case but can also be found on the Digital Display page of the Handbook.

The Third Age Trust Website. https://www.u3a.org.uk/ is a wealth of information so
do take a look. The site gives advice on all sorts of areas. Wendover u3a belongs to
the Thames Valley Network http://u3atvnetwork.org.uk/ and you can see what is
happening in our local area.