Hurst, Hassocks & Ditchling

Advice for Group Leaders

a) In case of Emergency
Please ensure group members have an ICE number on their phones (In Case of Emergency) and ask them if they would agree to give the name and number of that person to you. This is especially important for groups which meet outside. Group leaders of walking or other outside groups should make a list of who is participating each time to make sure no one is lost along the way.

b) Membership
Check Membership Cards or on Beacon when new members join the group. People are entitled to attend twice without joining u3a but they must then join to continue attending. In April, please continuously remind people to renew their membership and check membership cards or Beacon in May.

People who are paid up members of Burgess Hill and Haywards Heath u3as can join our groups (so long as their home u3a does not offer the same group with space available). In this instance, they do not need to join HHD u3a as we have a reciprocal agreement, but please verify their membership. Should the group become full, they should not be asked to leave the group.
If you have a Group that needs more members you may advertise within the other two u3as, provided that the other u3as do not have an equivalent group of their own.

c) Access your group page on Beacon
You can now edit your own group page by listing current members and deleting members who have left. (Contact the Groups Co-ordinator, via the Contact page for assistance.) You can also change times of meeting or information about the group. Alternatively, provide updated information to the Groups Co-ordinator who will input the changes on your behalf.
On each Group's Page, Group leaders are listed in blue and by clicking on the blue text it is possible to send an email to the group leader.

d) Covid is not over
At this time of Covid, please check in with members that they feel safe and discuss with the members any actions such as wearing masks, social distancing or pre testing that they would like to do. None of this is prescribed but actions should be taken if anyone has concerns. In indoor venues try and ensure there is adequate ventilation and in Winter remind people to wrap up warm so windows can be kept open.

e) Accidents and Incidents
Please report any incidents or accidents requiring assistance that occur during group activities to the Groups Co-0rdinator as this provides a record for our information and for your support and protection.
Members are covered by u3a insurance for most activities but this does not cover members’ journeys to meetings, activities or car sharing. HHD car sharing policy can be seen on our HHD Policies page (from the "HHD u3a" button.

f) Using public venues
If your membership is too large for a private home or the activity warrants space, you can ask the Treasurer to book and pay for an external venue for you. The Groups Co-ordinator will have an up to date list. However, you will have to give the Treasurer all the dates and times you require and your group will have to reimburse him for the cost of the Hall. This means working out the cost per member.

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Group Attendance Register to be completed at every meeting. (Click on blue link for form)