Liskeard & District

Policies

Liskeard & District u3a Privacy

Liskeard & District u3a treats your privacy rights seriously. This privacy policy sets out how we will deal with your ‘personal information’, that is, information that could identify, or is related to the identity of, an individual.

What personal information do we collect?
When you express an interest in becoming a member of Liskeard & District u3a you will be asked to provide certain information. This includes:
• your name
• home address
• email address
• telephone number

How do we collect this personal information?
All the information collected is obtained directly from you. This is usually at the point of your initial registration. The information will be collected via membership forms. The lawful basis for collecting and storing your information is due to the contractual relationship that you, as a member, have with the u3a. In order to inform you about the groups, activities and events that you can access as a member we need to store and process a certain amount of personal data.

How do we use your personal information?
We use your personal information:
• To provide our u3a activities and services to you
• For administration, planning and management of our u3a
• To communicate with you about your group activities.

Who do we share your personal information with?
We may disclose information about you, including your personal information
• Internally - to committee members and group conveners – as required to facilitate your participation in our u3a activities;
• Externally – with your consent for products or services such as direct mailing for the the Trust magazines – Third Age Trust and Sources;
• If we have a statutory duty to disclose it for other legal and regulatory reasons.
Where we need to share your information outside of the u3a we will seek your consent and inform you as to who the information will be shared with and for what purpose.

How long do we keep your personal information?
We need to keep your information so that we can provide our services to you.
In most instances information about your membership will not be stored for longer than 24 months. The exceptions to this are instances where there may be legal or insurance circumstances that require information to be held for longer whilst the issues are investigated or resolved. Where this is the case member/s will be informed as to how long the information will be held for and when it is deleted.

How your information can be updated or corrected.
To ensure the information we hold is accurate and up to date, member's need to inform the u3a as to any changes to their personal information. You can do this by contacting the membership secretary. On an annual basis you will have the opportunity to update your information, as required, via the membership renewal process. Should you wish to view the information that the u3a holds on you, you can make this request by contacting the membership secretary.

How do we store your personal information.
Your membership information is held on a spreadsheet and accessed by Committee Members.
Availability and changes to this policy
This policy is available in the Secretary’s files and may change from time to time. If we make any material changes we will make members aware of this via the monthly members' meeting

Contact
If you have any queries about this policy, need it in an alternative format, or have any complaints about our privacy practices, please contact the Chairman or Secretary via our contact page

Liskeard & District u3a Member Code of Conduct

Purpose
The Member Code of Conduct clarifies the standard of behaviour expected from each Liskeard & District u3a member.

Scope
Relevant to all Liskeard & District u3a members.

Member Code of Conduct
• Members are expected to know, follow and promote the Principles of the u3a
Movement at every opportunity.
• Members must always act in the best interests of Liskeard & District u3a and the
u3a Movement, strive to uphold its reputation and never do anything which could
bring their own, another u3a or the u3a Movement into disrepute or expose it to
undue risk.
• Members are expected to use Liskeard & District u3a’s resources responsibly and
only to further its stated charitable objects/purposes.
• Members are expected to reflect the current organisational policy of Liskeard &
District u3a, regardless of whether it conflicts with their personal views.
• Members are expected to abide by Liskeard & District u3a’s procedures and
practices.
• Members are expected to treat each other with dignity and respect at all times.

Liskeard & District u3a Complaints Procedure

In any organisation, complaints will occur from time to time and it is important that members know where to turn for help, advice and support, so that whatever the issue, it can be dealt with quickly, objectively and appropriately. In the first instance, complaints should be directed towards the Committee of the u3a. This may include complaints from members about an issue that has arisen or complaints from an external organisation or individual. Depending on the nature and source of the complaint, the Committee will make a decision as to how best to approach reaching a resolution.
In dealing with complaints the u3a Committee will ensure:
• All actions will be documented.
• Complaints will be dealt with quickly and fairly.
• The u3a Committee will try to de-escalate the situation and settle issues without having to resort to formal action, where possible.
• Confidentiality will be maintained. For more serious complaints the Committee may need to liaise with and share information with the Third Age Trust. This will not constitute a data breach due to the u3a's membership of and affiliation with the Trust.
• Decisions made will be based on the facts and evidence gathered.
In most cases, it is hoped that complaints can be dealt with informally as detailed below:
Informal process
• The Groups' Coordinator or designated Trustee will first attempt informal resolution, by holding an informal discussion with each party concerned. The purpose of this would be to understand the problem and hear each party’s views. The parties may decide to put their concerns or complaints in writing, and for the sake of clarity this is often helpful.
• The Groups' Coordinator or designated Trustee will seek to summarise the situation with both parties, be clear about any required action to ensure it does not happen again and clear the air.
• If the Groups' Coordinator or designated Trustee feel that there is a case to answer but that nevertheless it is a minor issue, then it should be made clear to the relevant parties that there must be no repeat of the sort of actions/behaviour which led to this problem. If that outcome is accepted by both parties, then no further action is necessary.
• If the Groups' Coordinator or designated Trustee feels that the situation warrants a more formal approach or a specific course of action e.g. exclusion from an interest group, or if the person raising the complaint wishes to lodge a formal complaint, the Groups' Coordinator or Trustee will refer the matter, in writing, to the Chair of the u3a Committee stating that this is a formal complaint. This will include a summary of the complaint, any steps already taken to deal with the issue and any action that the parties involved consider necessary to resolve it.
If it requires more or informal resolution does not resolve the matter then the following process will be implemented:
Formal process
The Committee will appoint a Trustee who acts as the designated Trustee for managing complaints. The Committee may also contact the Third Age Trust and request support from the Regional Trustee, a Trust volunteer and/or National Office staff. The Committee will inform the complainant that additional support has been requested and the reasons why.
The member will be asked to put the complaint in writing, giving specific dates and times – where possible.
A letter or email will be sent to the complainant confirming receipt of the complaint and
• if the complaint is deemed to be a grievance the letter should confirm that the grievance policy will be followed.
• if the complaint is deemed to be a disciplinary then the disciplinary procedure will be followed.
• if the complaint is deemed to not involve a grievance or disciplinary matter then the following process will be undertaken.
The Chair will appoint an investigating Trustee to gather information relating to the complaint. This will include the letter of complaint and any supporting documentation or other member statements. The result of these investigations must not be disclosed to any other Trustees at this stage, in order to not bias any appeal.
The Chair will appoint a subcommittee of three committee members to hear the complaint.
The timetable for the date of the meeting to hear the complaint will be short, within 14 days
The subcommittee will then consider the matter, taking into account any mitigating circumstances and agree what action to take.
This could include, for example, a change of procedures, a change of venue for monthly meetings or whatever outcome is deemed the most appropriate as a solution.
Decision
The subcommittee decision will be communicated in writing to both the member or Trustee who raised the complaint, and the member or Trustee against who the complaint has been made. Both parties will be informed as to the outcome of the investigation in respect of whether the complaint has been upheld or not upheld.
If the complaint has been upheld, the letter will also specify what action will be taken as a result.
Right of appeal
A right of appeal should be offered providing it is lodged within a 7 day period from the date of the subcommittee decision being provided to the complainant and the member or Trustee against whom the complaint has been made. The appeal needs to be lodged in the form of a written representation for the Committee to consider. An appeal can be lodged either by the person who made the complaint or by the person against whom the complaint has been made.
The appeal can include a request for a right of reply as well as written representations.
For the appeal, the Chair will convene a meeting of three Trustees (including him/herself). This should not include those who were involved in the in the initial investigation.
The person raising the appeal will be offered a verbal right of reply, if s/he wishes to take this up then s/he will be asked to attend a meeting with the appeal panel. Where the verbal right of reply involves the member or Trustee against whom the complaint has been made, s/he will be offered the option to attend with a companion who may also speak in a personal capacity.
The whole issue will be summarised and the person making the appeal will be given the opportunity to speak. The appeal panel will review the decision based only on the facts included in the original hearing, taking into account any mitigating circumstances, and then make a final decision, which must be communicated in writing to both parties.

Liskeard & District u3a Disciplinary Procedure

This procedure sets out how Liskeard & District u3a will approach problems related to a breach or suspected breach of the agreed Code of Conduct by a member or Trustee. This procedure is intended to ensure any issues are dealt with promptly, fairly and consistently. All parties are encouraged to take a problem-solving approach to achieve resolution.
In the event of a report of any member or Trustee allegedly breaching the Code of Conduct or if a breach becomes apparent, the Chair will be notified immediately.
In carrying out this procedure, Liskeard & District u3a will ensure the following:
• Every action will be documented.
• Disciplinary matters (including the appeals procedure) will be dealt with quickly and fairly.
• Liskeard & District u3a will strive to de-escalate any situation and to settle the issue without having to resort to formal disciplinary action.
• Liskeard & District u3a will seek additional support from Trust staff, the Regional Trustee and Trust volunteers, as required. All requests for support will go via the National Office.
• Confidentiality will be maintained at all times. For more serious issues Liskeard & District u3a will liaise with the Third Age Trust to seek advice and guidance about procedural issues. Sharing of information with the Trust will not constitute a breach of confidentiality due to the affiliation with the Trust. Members involved in the disciplinary procedure will be informed of the Trust's involvement.
• Decisions will be based on facts and evidence.

The disciplinary procedure will be implemented once all steps that have been taken to resolve matters informally have been unsuccessful and/or where a matter is deemed by the U3A committee to be so serious that the only relevant course of action is to follow the disciplinary procedure.

Confidentiality.
All procedures and documents relating to a disciplinary must be kept confidential at all times. Information will only be shared with those who have a genuine need to receive it and this will include Trust staff and volunteers, as required. All situations should be dealt with discreetly and by showing respect for the parties and views involved.

Informal procedure.
It is very important to try and resolve disputes amicably and informally. This is more likely to lead to a better relationship between the parties in the longer term.
The Chair will use his/her best endeavours to resolve the problem amicably and quickly, through an informal discussion with the member or Trustee in question.
The Trustee or member will be informed that if any areas of activity that could potentially be of a disciplinary nature are found, they will be requested to attend a meeting with an initial Hearing Committee.
The informal discussion will be clear and all parties should understand their obligations at the end of the meeting.
A confidential written record of the outcome of the informal discussion should be kept by the Chair.

Formal procedure.
However, if the initial process is not effective in reaching a solution or if it is felt that the alleged breach is serious enough to require formal disciplinary action, the Chair will appoint two investigating trustees (who are not involved or connected to any party in the alleged breach) to investigate it.
The Chair will appoint a subcommittee of a minimum 2/3 committee members (where possible) to hear the alleged breach.
The result of these investigations must not be disclosed to any other Trustees, at this stage, in order to not bias any appeal.
The timetable for the date of the meeting to hear the breach of code of conduct will be short, preferably within 14 days from the date that the Chair is first advised.
A letter will be sent to the member/Trustee who is alleged to have breached the Code of Conduct for the purpose of:
• Advising they are subject to a formal disciplinary procedure.
• Advising them of what constitutes the alleged breach of Code of Conduct.
• Asking for their response to the breach in writing.
• Advising them of the date of the breach hearing.
• Advising that they can also attend the subcommittee meeting to state their response in addition to their written response.
• Advising them they may choose to bring a companion, if they wish, who will also be bound by confidentiality.
If the member/Trustee advises that there are witnesses to the incident(s) who are willing to give representations, they will ask those witnesses to contact the subcommittee to agree to giving a statement relating to the specific incident(s) that they have witnessed. It is important that any statements taken are a factual representation of what the witness says. The statement should not be an interpretation or opinion of what he/she says.

The Hearing Committee.
The Hearing Committee will be the members of the Committee appointed by the Chair.
The initial Hearing Committee will examine the matter, considering any written statements submitted, verbal statements and any mitigating circumstances. From this the Hearing Committee will agree whether any disciplinary action has taken place.

The full Committee may be told that a disciplinary procedure has been initiated and is being dealt with, but not given any of the detail. This is necessary in order not to bias any appeal that they may be required to hear at a later date.
Note: If the Chair of the Committee is suspected to have breached the Code of Conduct, then the Vice Chair will replace the Chair in the procedure. In this case, and in the event of an appeal, the Vice Chair may choose to ask committee members from a neighbouring u3a or seek advice or request attendance from Third Age Trust staff or Trustees.
The initial Hearing Committee may decide there is no breach of conduct in which case they will advise the member or Trustee of this outcome.
If they do feel that the code of conduct has been breached they can consider any of the following possible forms of disciplinary action. Levels 4 and 5 will only be invoked in the case of significant breaches of the code or a persistent repetition of behaviour about which the member or Trustee has previously been warned, such as not complying with the terms of the constitution.

Levels of action.
Level 1
No case to answer. No further action necessary.
Level 2
A verbal warning, which makes clear the nature of the unacceptable behaviour and includes a warning about future conduct and the consequences of non-compliance. The Chair should give the warning on behalf of the initial Hearing Committee. Details of the warning should be recorded, dated and kept on file.
Level 3
A written warning from the Chair, on behalf of and agreed by the Subcommittee, itemising the unacceptable behaviour, stating the improvement required with immediate effect and the consequences of continued non-compliance.
Level 4
A final written warning, as above, which states that if the behaviour is repeated the member or Trustee will be asked to leave the u3a or Committee, with immediate effect.
Level 5
The Trustee or member is asked to leave either the Committee or the U3A.
Gross misconduct
If there is a case to answer, for most problems the process will start at Level 1. However, in the case of an extremely serious proven misdemeanour, for example:
• Sexual/racial abuse, discrimination, harassment, bullying.
• Dangerous or violent behaviour.
• Falsification of expense claims.
• Theft.
• Malicious damage.
• Conduct which brings the u3a into disrepute or is prejudicial to the u3a or the running of the u3a.
the committee has the right to move immediately to Levels 4 or 5, including asking the Trustee or member to leave.

Decision.
The decision should be communicated in writing to the member or Trustee advising him/her if the breach of the code of conduct has been upheld or not upheld.
If the breach has been upheld, they will be informed:
• Of the action that will be taken as a result;
• that they have the right of appeal;
• That the right of appeal can only relate to the original breach;
• That the appeal request must be lodged with the Chair within 14 days from the date the decision is communicated.

Right of appeal.
The Trustee or member who is alleged to have breached the Code of Conduct must be informed of their right of appeal at the end of the initial hearing. The appeal, must be lodged within a 7 day period, from the date of the appeal request and must take the form of written representation with the opportunity to attend an appeal meeting for a right of reply. The Trustee or member must be advised of their right to attend with a companion. The written appeal request must be sent to the person chairing the initial hearing.
The Chair should be informed of the intention to appeal by the person chairing the initial hearing.
The Chair will then convene a further sub-panel of Trustees who did not hear the original disciplinary, to hear the appeal.
The appeal panel will then hold an appeal hearing to consider any written response and representations in order to make their decision on whether to uphold the appeal or not.
This will be independent of the initial hearing and trustees should not discuss this outside of the appeal sub-panel.
If the member or Trustee concerned requests a right of reply to the appeal panel the member or Trustee can be accompanied by a companion who may also speak in a personal capacity, if they wish.
The Chair of the appeal panel will summarise the issues involved in the disciplinary hearing and the information provided and then the member or Trustee will be given the opportunity to speak, along with their companion if the companion wishes to speak.
The appeal panel will review its decision, considering any mitigating circumstances, and then make a final decision which must be communicated in writing within 7 days of the appeal meeting.
The Committee’s decision following any appeal is final and absolute confidentiality must be maintained.

Liskeard & District u3a Accessibility policy

Liskeard & District u3a is a learning co-operative and membership charity which enables members in their third age to share educational, creative and leisure activities. Members of each u3a draw upon their knowledge, skills and experience to teach and learn from each other (peer to peer learning). Liskeard & District u3a is committed to ensure that the u3a is as inclusive and accessible as possible for those in their third age who meet the criteria for membership. This policy document should be read alongside Liskeard & District u3a’s Equality, Diversity and Inclusion Policy.

Aims of the Policy
This policy has been drawn up to ensure that Liskeard & District u3a takes steps to review accessibility needs for individual members and makes reasonable adjustments, where possible, to accommodate the needs of members with disabilities and/or health related needs. The policy takes into account the requirements of the Equalities Act 2010 and the need for Liskeard & District u3a to avoid discriminating directly or indirectly against members with disabilities and/or health related needs. The policy will act as a reference point for Committee Members, Group Leaders and individual members in terms of the steps Liskeard & District u3a will take. The policy will also identify the parameters of the adjustments that can be made. Liskeard & District u3a is a membership charity and not a service provider, therefore whilst reasonable adjustments will be made to ensure that individuals can participate and can attend with carers to support their needs, there will be certain needs that the u3a will not be able to accommodate due to the level of care that an individual may need.

Practical Approaches to Increasing Access
In ensuring equality of access Liskeard & District u3a will take the following steps:
• Appoint an Accessibility Officer from amongst the membership. This will be a volunteer
role/committee member role.
• The Accessibility Officer will have responsibility for liaising with Group Leaders on an ongoing basis
to ensure that groups are accessible and that group leaders are aware of what the expectations are
and what adjustments may need to be made e.g. relocating a group held within someone’s home to
a wheelchair accessible venue.
• The Accessibility Officer will contact new members who indicate that they have a disability or health
related issue that may need additional support and/or adjustment and discuss with them what needs
they have and how these could be met – as appropriate.
• General meetings will, as far as possible, be held at a well lit, fully wheelchair accessible venue,
spacious enough to cope with wheelchairs and mobility scooters, with wheelchair accessible toilet
and hearing aid loop system, and with a sound system in use.
• Speakers giving visual presentations will be asked to give a good description of the presentation if
there is a possibility that people with visual impairment are present.
• At the monthly members meetings the front row of seats will be reserved for members who have
impaired hearing or vision.
• Access will be reviewed by the committee on an ongoing basis with a view to considering any
additional adjustments that may need to be made e.g. availability of a hearing loop.
• Group Leaders running groups that require a certain level of fitness and/or mobility will be asked to
provide this information to members in advance so that members can decide as to whether the
group is suitable for them.
• Group Leaders will liaise with the Accessibility Officer where there are concerns about an individual’s ability to participate.
• Liskeard & District u3a will try to ensure that there are a range of groups available that will provide access to members so that members do not feel excluded from too many interest/activity groups.
• Liskeard & district u3a will encourage and may require members to bring carers with them to u3a
activities, as needed, with no additional cost for the carer. The carer will fall under u3a liability
insurance unless they are a professional carer, in which case the individual will be covered by their
employer’s insurance cover..
• Liskeard & District u3a has a duty of care to all members and this may mean that difficult decisions
have to be taken in assessing an individual’s ability to participate either in the u3a as a whole or
within individual activities. These decisions will always be taken through discussion with the
individual member and his or her carer in order to ensure that a fair and considered decision is
taken. This may include developing a risk assessment with the individual regarding their ability to
participate.
• Liskeard & District u3a will seek additional advice and support from u3aPlus, the Regional Trustee,
National Office, the national website and external specialist organisations as required.

Liskeard & District u3a Equality, Diversity & Inclusion Policy

Liskeard & District u3a is a learning co-operative and membership charity which enables
members in their third age to share educational, creative and leisure activities. Members of
each u3a draw upon their knowledge, skills and experience to teach and learn from each
other (peer to peer learning). Liskeard & District u3a recognises that some people are
particularly likely to experience discrimination and harassment, and is committed to
making sure that the u3a is as inclusive and welcoming as possible.

Aims of this policy
This policy has been drawn up to comply with the Equality Act 2010. The Act stipulates
that organisations cannot treat someone unfairly on the basis of what it calls ‘protected
characteristics’, which are:
• ethnic origin, nationality (or statelessness) or race
• age
• disability
• religion or belief (including the absence of belief)
• marital or civil partnership status
• sexual orientation
• pregnancy
• gender reassignment

Liskeard & District u3a will strive to achieve a membership which reflects the composition
of the community it serves and is committed to the furtherance of fair treatment and
absence of discrimination on any level, in all its activities. This includes all contact and
communication with external organisations and members of the general public.
The Equality Act highlights that organisations need to consider what reasonable
adjustments can be made in order to accommodate those who may have particular needs.
Liskeard & District u3a Committee will review the reasonable adjustments needed for all
members and individual members with particular needs, on an ongoing basis. Where
necessary, the Committee will seek guidance and additional support from the u3a Plus
sub-committee and/or National Office.

Practical approaches to inclusion.
Liskeard & District u3a will make sure all new members are aware of our policies and
procedures in relation to equality, diversity and inclusion and accessibility as well as the
Member Code of Conduct. Liskeard & District u3a will make reasonable adjustments and
take practical steps to ensure a wide range of people can participate in our activities and
meetings. This may include:
• Ensuring equal access to Groups
• Consideration given to the time of day of meetings and their location.
• Consideration of venues for meetings including:
• Accessible to wheelchair users
• Access to PA system and a hearing loop
• Parking and disabled parking available
• Disabled toilet facilities available
• Publicity:
• Using a variety of methods and platforms to communicate externally and
raise the profile of the u3a.
• Make communications available to those who don’t have access to the
internet.

Code of Conduct
Liskeard & District u3a has a Member Code of Conduct. The code of conduct outlines that
members should abide by the u3a’s policies and procedures as well as treating each other
with dignity and respect. This would include not acting in a way that would be deemed
discriminatory or offensive.

Dealing with discrimination and harassment
Where Liskeard & District u3a Committee become aware of any discriminatory practice or
harassment, the Committee will seek to address this through consultation with all parties
concerned and, where necessary, through invoking formal procedures.
If any member of Liskeard & District u3a feels they have experienced or witnessed
discriminatory behaviour or harassment, this should be reported to the Committee. Any
matters of concern will be reviewed by the Committee and a decision will be made, in line
with the u3a’s constitution and formal procedures, as to what steps will be taken to
address the issue.

Definitions.
Equality is about ensuring that every individual has an equal opportunity to make the most
of their lives and talents and believing that no one should have poorer life chances
because of where, when or whom they were born, or because of other characteristics.
Promoting equality is about behaving in a way that tackles inequalities, aiming to ensure
that all members are treated fairly, and do not experience discrimination.
Promoting diversity is about recognising that everyone is different and creating an
environment that values members and ensuring that the u3a Movement is as accessible
as possible to different groups within the community.
Inclusion is about positively striving to meet the needs of different people and taking
practical steps to ensure members feel respected.
Direct Discrimination is when a person is treated less favourably because of their ethnic
origin, nationality (or statelessness) or race, age, disability, religion or belief (including the
absence of belief), marital or civil partnership status, sexual orientation, pregnancy, gender
reassignment, political belief.
Indirect Discrimination occurs when a condition or requirement is applied equally to all
groups of people but has a disproportionately adverse effect on one particular group.
Harassment is unwanted conduct related to ‘protected characteristics’ that has the
purpose or effect of violating a members dignity, or creating an intimidating, hostile,
degrading, humiliating or offensive environment. Harassment is also unwanted conduct of
a sexual nature which has that same purpose or effect.
Victimisation occurs when a member is treated less favourably than others in the same
circumstances because he or she has made a complaint or an allegation of discrimination,
harassment or bullying or given information regarding such a complaint or allegation

Liskeard & District U3A Grievance Procedure

In any organisation, problems and grievances will occur from time to time. It is important that members know where to turn for help, advice and support, so that whatever the issue, it can be dealt with quickly, objectively and appropriately. This procedure sets out how Liskeard & District u3a will approach problems and grievances, to ensure they are dealt with in this way. All parties are encouraged to take a problem-solving approach to achieve resolution.

In dealing with grievances Liskeard & District u3a will ensure the following
• All action taken will be documented.
• Grievances (including the appeals procedure) will be dealt with quickly and fairly.
• Liskeard & District u3a will try to de-escalate the situation and try to settle the issue without having to resort to formal action.
• Confidentiality will be maintained at all times. For serious issues Liskeard & District u3a may contact the Third Age Trust for support. This may include liaising with the Regional Trustee and/or Trust volunteers supporting the u3a to deal with the issue. Sharing information with the Trust will not constitute a breach of confidentiality due to Liskeard & District u3a’s affiliation to the Trust. Members involved in grievance procedures will be informed of the involvement of the Trust.
• All communication will be based on fact and evidence provided.
Confidentiality
All procedures and documents relating to a grievance must be kept confidential at all times. Information should only be shared with those who have a genuine need to receive it. This may include Third Age Trust staff, Trust volunteer/s and the Regional Trustee. All situations should be dealt with discreetly and by showing respect to the parties and views involved.
Problems for a group coordinator within an interest group
Problems can arise within a group, for example:
• disruptive and/or unsocial behaviour;
• poor attendance/timekeeping;
• unsuitability;
• failure to pay fees;
• disagreement between members.
Participants in any group or organisation will, on occasion, have concerns or complaints. In most cases the group coordinator will be able to resolve the situation informally and amicably by just by having a quiet word with the member or members in question. For example, in certain situations asking a member to leave the group for the remainder of the session to give time for the co-ordinator to talk the matter through with them may well be the best solution.
If it requires more, or this approach fails and the problem persists, the group co-ordinator should refer the matter to the Groups’ Coordinator on the committee or, if that role does not exist, the Trustee on the committee designated to deal with complaints/grievances. The group co-ordinator should not allow a situation to continue which impacts on the enjoyment of other members of the group.
Group coordinators should not have the authority to exclude a member from the group permanently. That decision must be made by the Committee and should a group coordinator refuse to have a member in the group, it will not be possible for that group to continue with that member running it. Similarly, if a group coordinator refuses to have a particular member in his/her house, then it will not be possible for the group to continue to be hosted there.

Problems with the group coordinator.
Initially, the member or members should try to resolve the problem by discussing it with the group coordinator. However, if this is unsuccessful or if the member or members involved feel unable to do so, the matter should be referred to the Groups’ Coordinator or the designated Trustee.
Problems within the u3a as a whole
• Member to member.
• Member to the Committee.
• Member to an individual trustee.
• Committee member to Committee member
• A member who brings the u3a into disrepute or acts in a way which is prejudicial to the u3a.
• A member who causes damage to property and/or equipment, for example, through misuse or negligence
The above should all be referred to the designated Trustee in the first instance unless that person is personally involved, in which case, it should be referred directly to the Chair. Responsibility for dealing with grievances (other than those raised by or against the Chair) rests with the Chair and the Committee.

Informal procedure.
When a problem/grievance is referred to the Groups' Coordinator or designated Trustee they will:
• gain clarity from the outset as to what the nature of the problem/grievance is. Ask people to cite specific examples of behaviour, with dates where possible.
• attempt informal resolution,
• have an informal discussion with each party concerned to understand the problem and hear each party’s views. The parties may decide to put their concerns or complaints in writing, and for the sake of clarity this is often helpful.
• seek to summarise the situation with both parties, be clear about any required changes to ensure it does not happen again, and to clear the air.
• If the Groups' Coordinator or designated Trustee feels that there is a case to answer but that nevertheless it is a minor issue, make it clear to all present that there must be no repeat of the sort of actions/behaviour which led to this problem. In this case no further action is necessary.
• If, however, the Groups' Coordinator or designated Trustee feels that the situation warrants a more formal approach or a particular course of action e.g. exclusion from an interest group, or if the person raising the grievance wishes to lodge a formal grievance the matter will be referred, in writing, to the Chair of the Committee stating that this is a formal grievance. This should include a summary of the grievance and any action that the parties involved consider necessary to resolve it.

Committee procedure (formal).
The formal grievance procedure should only be activated after every effort has been made to resolve the issue informally.
The designated Trustee should inform the Chair that there is a grievance that needs to be investigated. The Chair will appoint a subcommittee of 2/3 committee members (where possible) to hear the grievance.
The designated Trustee should ask the aggrieved party to provide details of the grievance in writing. The grievance should be very clear and specific, with dates and times if relevant.
The designated trustee should advise the aggrieved party that a meeting to hear the grievance by a subcommittee will be convened. The timetable for the date of the meeting will be short, preferably within 7 to 14 days.
A letter should be sent to the member against who the grievance has been made:
• advising them of the grievance
• asking for their response to the grievance in writing
• advising them of the date of the grievance hearing
• advising that they can also attend the subcommittee meeting to state their response in addition to their written response
• advising them they may choose to bring a companion who will also be bound by confidentiality, if they wish.
A letter should be sent to the member lodging the grievance
• Advising them for clear and specific details of the grievance including dates and times if relevant
• Advising them of the date of the grievance hearing
• Advising that they can also attend the subcommittee meeting to state their grievance in addition to their written response
• advising them they may choose to bring a companion who will also be bound by confidentiality, if they wish.
If either member advises that there are witnesses to the grievance incident(s) who are willing to give representations, they should ask those witnesses to contact the subcommittee to agree to give a statement relating to the specific grievance incident(s) that they have witnessed.
The subcommittee meeting
The meeting must be minuted. The minutes must be confidential. (If you are a u3a that publishes your minutes, these MUST NOT be published on your websites or distributed to anyone outside of the subcommittee.)
This subcommittee will then consider the matter, taking into account any mitigating circumstances and agree what action to take. They should record their decision and give reasons for the decision based on the factual information provided in the statements and verbal reports provided.
Possible forms of action
• Level 1- no case to answer. No further action necessary
• Level 2- a verbal warning about future conduct by an elected officer with another officer present, details of which should be confirmed in writing.
• Level 3 - a written warning which clearly states what will happen if the situation is repeated.
• Level 4 - a final written warning, which if breached will result in automatic escalation to level 4 or 5
• Level 5a - exclusion from an interest group.
• Level 5b - termination of u3a membership.

Gross misconduct.
If there is a case to answer, for most problems you will start at Level 1. However, in the case of an extremely serious proven misdemeanour, for example:
• Sexual/racial abuse, discrimination, harassment, bullying.
• Dangerous or violent behaviour.
• Falsification of expense claims.
• Theft.
• Malicious damage.
• Conduct which brings the u3a into disrepute or is prejudicial to the u3a or the running of the u3a
The committee has the right to move immediately to Levels 3, 4 or 5, including asking the member to leave the interest group or to leave the u3a, depending on the outcome.
Grievance against the Chair
If the grievance is against the Chair of the Committee, then the Vice Chair will replace the Chair in the procedure. In this case and in the event of an appeal, the Vice Chair may choose to ask committee members from a neighbouring u3a or seek advice/request attendance from Third Age Trust staff or trustees.

Decision.
The decision will be communicated in writing to the member against whom a grievance has been made advising them if the grievance has been upheld or not upheld.
If the grievance has been upheld, they will be informed:
• of the action that will be taken as a result;
• that they have the right of appeal;
• that the right of appeal can only relate to the original grievance;
• that the appeal request must be lodged within 7 days with the designated trustee.

Right of appeal.
An appeal, providing it is lodged within a 7 day period, can take the form of written representation for the committee to consider or a request for a right of reply.
In either case the Chair should be informed of the intention to appeal by the member.
They will then convene a further sub-panel of committee members who did not hear the original grievance, to hear the appeal.
This sub-panel should consider any written response and make their decision on whether to uphold the appeal or not.
This should be independent of the initial hearing and committee members should not discuss this outside of the appeal sub-panel.
If the member concerned requests a right of reply the sub-panel should arrange an appeal meeting with the member in question, who, again, may be accompanied by a companion who may also speak in a personal capacity.
The whole issue should be summarised and then the member given the opportunity to speak, along with their companion, if they wish to.
The sub-panel will review its decision, taking into account any mitigating circumstances, and then make a final decision, which must be communicated in writing within 7 days of the appeal meeting.
The decision must be minuted and these minutes must be kept confidential.
The Committee’s decision following any appeal is final and confidentiality must be maintained. Exceptions to this would be for gross misconduct issues that necessitated informing appropriate authorities and legal advice would be sought by National Office.

Liskeard & District u3a Safeguarding Guidance

General Safeguarding information and guidance.
It is a legal requirement of all the Charity Commissions that all u3as (and other charities)
must have a safeguarding policy in place to protect their members. Non-charity u3as
in Scotland effectively govern as charities and must therefore also have a safeguarding
policy in place.

SECTION 1: Safeguarding information and overview.

1. What is safeguarding?
“Safeguarding” refers to measures designed to protect the health, wellbeing and human
rights of individuals.
• All u3a members have a responsibility to report any safeguarding concerns to their
committee.
• All u3a committee members have an obligation to follow their safeguarding policy
and procedure if they suspect that a member is at risk of abuse.

2. What are some examples of where safeguarding procedures may be
activated?

• A member controlling the finances of a visually impaired member.
• A member arriving at an outdoor-based group without appropriate clothing and
seemingly confused.
• A member making advances towards another member with dementia.

3. What is the responsibility of members in safeguarding?

Safeguarding is everyone’s responsibility, and members must bring any safeguarding
concerns they have to their committee (this can be via their group leader). Members
should follow their code of conduct and not keep any concerns they have to themselves.

4. What is the responsibility of the committee in safeguarding?

All trustees must take reasonable steps to protect anyone who comes in contact with u3a
from harm. Every trustee should have clear oversight of how safeguarding and protecting
people from harm are managed within the u3a. Trustees must report all safeguarding
concerns to the relevant safeguarding authorities promptly. Trustees should support those
involved in safeguarding incidents but should not lead safeguarding investigations- this
must be left to the authority it is referred to (e.g., social services).
Once a safeguarding concern has been raised , it should be referred onto the appropriate
authority. Usually, this would be the local authority or social services in England, Scotland
and Wales and the HSC Trust in Northern Ireland. In cases where the individuals involved
are in immediate danger you should call 999. Additionally, Hourglass (previously Action
on Elder Abuse) https://www.wearehourglass.org is a confidential support and advice for
older people who have been abused or people who know an older person who may be
suffering abuse. Available weekdays 9am - 5pm on freephone 0808 808 8141.

5. What are the signs and indicators of abuse and neglect?

Abuse may be inflicted by anyone that the member comes into contact with. There are
many signs and indicators that may suggest abuse or neglect including:
• Unexplained bruises or injuries – or lack of medical attention for an injury
• Non attendance at interest groups without reason and no response to reminders
from group leaders or other members.
• Significant loss or gain of weight and/or an unkempt appearance.
• A change in the behaviour or confidence of a member, where they become quiet
and withdrawn, or lash out in anger.
• A member showing fear of a particular group or individual.
• A member who sends unwanted sexually explicit text messages to a vulnerable
member
• Threats of physical harm and bullying, or intentional striking of another member.
Additionally, a member may report they are being abused – i.e., a disclosure.

6. How do you deal with a disclosed safeguarding concern?

If someone discloses a safeguarding concern to you:

Do:
Stay calm and try not to show shock or disbelief.
• Listen carefully to what they are saying.
• Be sympathetic (“I’m sorry that this has happened to you”).
• Be aware of the possibility that medical evidence might be needed.

Tell the person that:
• They did the right thing to tell you.
• You are treating the information seriously. It was not their fault.
• You are going to inform the appropriate person.
• You/ will take steps to protect and support them.
• Record and report the disclosure in line with your safeguarding policy and procedure.

Do not:
• Press the person for more details if they are not comfortable sharing.
• Stop someone who is freely recalling significant events (Don’t say ‘hold on, we’ll
come back to that later’; they may not tell you or anybody else again).
• Promise to keep secrets; you have a duty of care to raise safeguarding concerns.
• Make promises you cannot keep such as “this will never happen to you again”.
• Contact the alleged abuser unless they are also a u3a member and it is necessary
to do so to safeguard other members.
• Be judgmental.
• Pass on the information other than to those with a legitimate ‘need-to-know’ under
your safeguarding policy and procedure.

7. How should you record a safeguarding concern?

• Note what people actually said, using their own words and phrases.
• Describe the circumstances in which the disclosure came about.
• Note the setting and anyone else who was there at the time of the disclosure.
• Separate factual information from your own and others’ opinions.
• Use pen or biro with black ink so that the report can be photocopied if needed.
• Be aware that your report may be required later as part of a legal action or
disciplinary procedure.

8. Key Definitions

Adult at risk
Any person aged 18+ who has need for care and support, is experiencing, or is at risk of
abuse or neglect, and as a result of those needs is unable to protect themselves against
the abuse or neglect, or risk of it.
Abuse
is the “violation of a person’s human and civil rights by any other person(s). It may be a
single or repeated act(s), physical verbal, psychological, sexual, institutional,
discriminatory, or financial, an act of neglect or failure to act”.

Types of abuse
• Physical abuse e.g. assault, hitting, slapping, pushing.
• Domestic violence e.g. psychological, physical, sexual, financial, emotional.
• Sexual abuse – including inappropriate looking or touching, indecent exposure and
sexual harassment.
• Psychological abuse e.g., threats of harm, humiliation, blaming, controlling,
intimidation, coercion, harassment, verbal abuse, cyber bullying, isolation.
• Financial or material abuse e.g., theft, fraud, internet scamming, coercion in an
adult’s financial affairs/arrangements, including with wills, property, inheritance or
finances, or the misuse/misappropriation of property, possessions or benefits.
• Modern slavery encompasses slavery, human trafficking, forced labour and
domestic servitude.
• Discriminatory abuse including harassment, slurs, or similar treatment because of
race, gender and gender identity, age, disability, sexual orientation or religion.
• Organisational abuse – including neglect in relation to care provided at home. This
may be a one off incident or on-going ill-treatment, through neglect or poor
professional practice.
• Neglect and acts of omission – including ignoring medical, emotional or physical
care needs, failure to provide access to appropriate health, care and support or
educational services, withholding of medication, adequate nutrition and heating.
• Self-neglect – this covers a wide range of behaviour neglecting to care for one’s
personal hygiene, health or surroundings and includes behaviour such as hoarding.

SECTION 2: Safeguarding Policy Purpose.

This policy and procedure is written to enable the committee to address issues where
there are safeguarding concerns. Safeguarding includes incidents between members,
concerns regarding abuse or neglect that a u3a member may be experiencing outside of
the u3a, health related issues or previous or pending criminal convictions.
The purpose of this policy is to demonstrate the commitment of
Liskeard & District u3a to safeguarding their members and to ensure that everyone
involved in Liskeard & District u3a is aware of:
• The legislation, policy and procedures for safeguarding adults.
• Their role and responsibility for safeguarding adults.
• What to do or who to speak to if they have a concern relating to the welfare or
wellbeing of an adult within Liskeard & District u3a.

Scope
This safeguarding policy and procedure apply to all individuals involved in Liskeard &
District u3a, including the committee, group leaders and members, and to all concerns
about the safety and wellbeing of members taking part in u3a activities and in the wider
community.

Safeguarding Commitments
In order to implement this policy, Liskeard & District u3a will ensure that all members will
be aware of the safeguarding procedures and know who to contact if they have a concern
relating to the welfare or wellbeing of an adult.
Liskeard & District u3a committee has a duty of care to its members, is committed to
upholding this safeguarding policy in order to protect its members.
Liskeard & District u3a recognises that some people are potentially at risk of abuse and
neglect. Where abuse or neglect is suspected Liskeard & District u3a will aim to respond in
a prompt and efficient manner to any situation where there is a risk of or perceived risk of
harm.

Liskeard & District u3a does not hold any statutory authority. Matters of concern will be
reported to the relevant safeguarding authorities and charity regulatory authorities, as
appropriate. This may include the local authority, the local multi-agency safeguarding hub
(MASH), or the police in an emergency.
Where there are concerns for a member’s wellbeing or safety, Liskeard & District u3a
committee will complete a safeguarding risk assessment, seek advice and support from
the Trust where necessary, and will contact the relevant statutory authorities as needed. It
is not appropriate for Liskeard & District u3a to take the lead role in any Safeguarding
Enquiry (under Section 42 of the Care Act 2014 (England and Wales).

Liskeard & District u3a recognises that there are various forms of abuse which can be
perpetrated by volunteers, members, relatives, friends, and neighbours. Liskeard & District
u3a will not condone nor tolerate any form of abuse or neglect and believes that all people
should be able and, where necessary, enabled to live in an environment which is safe and
free from harm.

Liskeard & District u3a will put the well-being of those at risk of harm first, and they will be
actively supported to communicate their views and the outcomes they want to achieve.
Those views and wishes will be respected and supported unless there are overriding
reasons not to. Any actions taken will respect the rights and dignity of all those involved
and be proportionate to the risk of harm.

A list of the types of safeguarding risks and harm can be found on the England and Wales
Charity Commission website, which is applicable generally.
Liskeard & District u3a will monitor the implementation of this policy and procedure
annually through its committee.
When following the safeguarding procedure Liskeard & District u3a will strive to uphold the
principles that those involved in incidents are entitled to:
• privacy
• be treated with dignity and respect
• lead an independent life and to be enabled to do so
• choose how they live their lives
• the protection of the law
• have their human and civil rights upheld regardless of ethnic origin, gender,
sexuality, impairment or disability, age, religious or cultural background.
Liskeard & District u3a will also follow the principles enshrined within the England and
Wales Care Act 2014
• Principle 1 – Empowerment – whereby the approach is focused on the individual
making their own decision and gaining informed consent, where possible.
• Principle 2 – Prevention – seeking to take steps to prevent issues from arising or
escalating.
• Principle 3 – Proportionality – responding in a proportionate way to the issue/s
being presented.
• Principle 4 – Protection – seeking to keep the membership safe and protection for
those deemed to be at risk.
• Principle 5 – Partnership – reporting incidents to the relevant statutory bodies and
liaising with the Trust.
• Principle 6 – Accountability – accurate recording of incidents. Reporting
incidents, as required, to the Trust and to relevant regulatory authorities.

Procedure Introduction
Liskeard & District u3a has a responsibility to ensure that its committee members and
group leaders understand their safeguarding responsibilities.
Depending on the nature of the allegation and the identified risk, Liskeard & District u3a
will support the alleged victims and the alleged perpetrators of any abuse as well as any
volunteer who becomes aware of an allegation in so far as this does not compromise any
safeguarding enquiry or investigation into the allegation or place other adults at risk.
Liskeard & District u3a will make every effort to respect the confidentiality of any
information that is disclosed under this policy and procedure, however due to the
seriousness of allegations confidentiality is not absolute. Information will be recorded and
stored securely in accordance with Data Protection Act 2018 but information may have to
be shared with relevant authorities on a ‘need-to-know’ basis only, to prevent:
• Danger to a person’s life
• Danger to a person’s health
• Danger to others
• Danger to the community
• To facilitate the investigation of a serious crime

Courses of action
• Liskeard & District u3a’s approach to safeguarding will include members who
exhibit health concerns that could put themselves or others at risk, convictions
(previous or pending) that include offences of a sexual or violent nature,
inappropriate behaviour exhibited by a member including sexual advances, bullying,
aggression or violent behaviour, harassment and/or discrimination. This can include
behaviour exhibited face to face as well as electronic communications or via social
media platforms.
• Where the committee becomes aware of a safeguarding concern, steps will be
taken, as needed, to ensure the safety of adult/s at risk is secured as a priority. The
steps to take to address this will be discussed and agreed between the Executive
Officers of the committee in the first instance. No committee member will act in
isolation when dealing with a safeguarding concern. The steps taken should be
documented and stored securely in accordance with the Data Protection Act 2018.
• Where Liskeard & District u3a committee becomes aware of a safeguarding
concern, the first step will be to gather as much information as possible to assist
with the decision as to the next steps. A risk assessment will be developed and
recorded as soon as possible after the concern comes to the attention of the
committee.
• Where it is deemed that the risk is high and immediate action needs to be taken,
the committee will contact the relevant authorities and the Trust for advice and
support.
• As far as possible, the adult at risk’s wishes will be respected as to whether or not
to refer any concerns to the local authority as a Safeguarding Enquiry under Section
42 of the Care Act 2014, section 4 of the Adult Support and Protection (Scotland)
Act 2007), and according to the Northern Ireland Charity Commission guidelines.
However, it may be necessary to override their wishes in the best interests of other
adults at risk.
• In developing the risk assessment, the committee will consider the level of risk and
the action that needs to be taken accordingly. Assessment of risk will include:
• Risk to the individual member
• Risk to other members within the u3a
• Reputational risk for the individual u3a and the u3a movement as a whole
• Where the risk is not deemed to be high but support is needed, u3a will contact the
Trust to discuss the concerns and seek additional assistance in developing the risk
assessment. Assistance will always be sought before moving to exclude any
member from the u3a on the basis of a safeguarding risk assessment.
• Once the risk assessment is completed, the committee will decide as to the most
appropriate course of action. This could include excluding members from certain
groups i.e., groups held in people’s homes, requesting that a member attends the
u3a with a carer or excluding a member from a group run by a particular group
leader.
• Depending on the nature of the allegation it may be necessary to pursue the
incident following Liskeard & District u3a’s complaints or disciplinary procedure.
Where it is decided that this is the best course of action the matter will not be
investigated by any party that was privy to the initial reporting of the incident.
• All actions taken will be recorded. Any records will remain confidential to the
committee unless a prior decision has been taken to share the record with the
relevant statutory bodies.

Full details of the u3a insurance policy are available from the u3a Trust website.