Data Protection
This is some Concise Guidance for Group Leaders but please do visit the Bristol u3a Documents and Policies page to view all relevant policies such as the Data Protection Policy.
Copyright & Media Licensing
Take a look at this guide to copyright items, particularly if your group needs to photocopy from books or uses CDs, DVDs or sheet music.
Beacon - Our Administrative System
As a group leader you will need to use Beacon to communicate with your members. Email Judy Parker who will give you a user name and password that is specific to your group - this is not the same as the Members Portal which is used to access your own personal details. Once you have access, if you have any problems please contact Judy again and she will be happy to talk you through any issues.
All group leaders using Beacon are required to sign our short confidentiality form.
Our Quick Start Instructions should get you on your way and the YouTube video (under 8 minutes long) gives some basic tips.
If you collect money from your group members, take a look at the Using the Beacon Group Ledger advice on how to record it on the Beacon system.
Get your group listed on the website
Do you have an idea for a new group?
If you have an idea for a new group, speak to your Area Coordinator first.
There may be other u3a members with a similar interest who would love to join your group. Send details of your proposal to the website editor so that it can be advertised on the Future Groups page. Information about your proposed group will include a link to a contact form so that anyone interested in your group can message you directly.
Once your group has started to meet
Every interest group has its own dedicated website page giving details of where and when it meets, a description of the group's aims and activities and a way to contact the group leader.
Once your group is up and running please complete the website details form with as much detail as possible and email it to the website editor (email address is in the Annual Bulletin).
Keep your website page up to date
Please keep the website editor informed about any changes to your group including any change of venue, day, time, leader or of the leader's email address.
If you would like to be able to edit your website page yourself, contact the Website Editor and she will set you up with a login and password. You can add photos and details of your group's forthcoming meetings or events.
Applying for a Venue Hire Subsidy
Bristol u3a can provide a subsidy of £480 per financial year (April – March) towards the costs of venue hire. Once approval for funding has been obtained for your group, invoices will be paid directly by the Treasurer. If the costs exceed £480 within a financial year, you will be responsible for collecting the balance from your group’s members and reimbursing the Treasurer.
Please read the financial considerations section of "Guidance on running a group" for a full explanation of how to apply for funding.
No fees must be incurred before receiving formal confirmation that your application has been approved.
Using New Technologies to Run Your Group
Privacy while using WhatsApp
Many u3a groups now use WhatsApp for informal communication between group members. There is now a privacy function which stops your mobile phone number being automatically displayed to other members of the group and replaces it with a username. You can find out more here.
If you would like to know how to set up a closed Facebook Group this is a simple step-by-step guide.
How to manage video calls
Another excellent source of information for everything relating to computers and exploring new ways for your groups to meet "remotely" can be found on the Exmouth & District u3a site - check out in particular their Video Calls page.