Guidelines for Group Conveners
What is a Group Convener?
The Group Convener is a member of an activity group who, in accordance with the U3A Constitution, is responsible for the good running of that group. It isn't necessary for the Group Convener to be a professional or an expert in the groups’ subject matter. Also, the group does not have to hold its group meetings in the Group Convener’s home. Meetings can be hosted in other U3A members’ homes or an appropriate meeting place.
The main function of a Group Convener is to act as a focus within the group and give as much responsibility as possible to members of the group to plan and conduct their own learning activities. The Group Convener co-operates with the Group Coordinator, who is a member of the Committee, to ensure that the group’s activities are effectively integrated into Horndean and District U3A’s overall activities.
Starting a Group
This section highlights some of the areas that should be considered when creating a new Group:
- Details of the activity may be decided at or after the initial meeting. This includes the type of activity; group size; duration of sessions; how frequently to meet; where and when.
- Be prepared to be flexible and to delegate
- Publicise the activity in at monthly meetings; in the newsletter and by word of mouth; giving details of the scope of the proposed group.
- Make a list of names and contact details of interested members. If necessary, keep a waiting list.
- The manageable size of the group will be dependent on the subject matter and the size of the accommodation.
- Membership cards MUST be shown by the second meeting and at any subsequent meeting if a new member wishes to join the group. U3A Public Liability cover can be compromised if a person is not a member.
- Conveners should keep a register of those members in the group. This should include names, postal addresses and e-mail addresses, telephone numbers and membership card numbers of all members. Keep a register of those attending each meeting.
- The Group Treasurer requires you to keep simple group accounts, to be submitted once a year.
- If refreshments (tea/coffee and biscuits) are to be offered, a small charge (say 50p) can be made and given to the member hosting the meetings. This is left to the discretion of the Group Convener.
What are the Basic Rules?
- Start and finish meetings on time
- Respect all members of the group
- Value everyone’s contributions, even if at times you disagree
- Keep information entrusted to you by members confidential
- Respect your host’s property and privacy
- Be Health and safety aware
- Report any accidents
- Circulate e-mail information using bcc in order to satisfy Data Protection Regulations.
- Be aware there are Copyright Rules
Running a Group
Conveners should be aware of other members wishing to join the group and integrate them into the group, or help to form a new group.
It is acceptable for a group to be formed for a specific period of time; to take rest periods; or limit the number of meetings as agreed with the members.
Variety can be introduced in a number of ways, for example:
- Invite an expert to come along to a meeting
- Show a DVD
- Bring along books; magazines or leaflets
- Visit a location or exhibition relevant to the group subject
If it is apparent that a member(s) could become a Convener of a sub-group, or special interest group involving the main activity, then the Convener may decide to split the Group into Beginners and Advanced sub-groups with separate meetings, possibly held at different times to suit members.
Support Available
Funds can be made available to help get a group started, possibly to hire a hall for a first meeting or to help provide some of the initial equipment for a craft group for instance. It is expected that the on going costs of a group should be met by the members of that group, so the Convener should take any likely cost in to account when setting up the group. However, we do not want any Convener to be out of pocket and would assist if a problem arose. Discuss any needs for extra finance, in the first instance, with the Group Coordinator.
The Central U3A supplies resources for a variety of topics. You can get in touch with the Subject Advisor and see what is on offer.
http://www.u3a.orq.uk/
Resource Centre: 020 8315 0199
Opening Hours: Monday to Thursday 9.30am to 4.00pm
Horndean and District U3A have the following available for group use:
Projector Sound System Screen
Most importantly enjoy the experience
A Convener’s task is not onerous, it’s rewarding
MM/TH January 2014