Group Coordinator’s Role Description October 2019
To support and encourage the leaders and members of both continuing groups and new groups.
To liaise with venues about group use.
To update the Timetable.
To update the use of U3A equipment on the Timetable.
To update the information leaflet annually.
To keep the committee informed.
Assist the webmaster.
Some groups have a leader, others work on a cooperative model.
The leaders are encouraged to use the Beacon system to administer their groups. The Group coordinator has administrative overview of every group via the Beacon system.
March April:ask via the newsletter if there are any ideas for new groups. The New Members meeting often brings up ideas.
March April: Help organise the group leaders lunch with all other committee members.
New Groups: Via the newsletter ask for names of interested people. Arrange an informal meeting over coffee. Look at the timetable and see where a new group could fit in. Most groups use the Victoria Hall but other venues are available. How often does a group want to meet? Is there someone willing to lead it? Is there a deputy? Most groups last 1 to 2 hours. Can people access the venue? Do they need to have use of the U3A equipment?
Group Leader Guidelines are available on the Website. Advice and instruction on the Beacon system is available.
Groups can start at any time of year, but it works better to try for a start at the beginning of the new session in September or October. Groups are autonomous.
June – check with all leaders if they wish to continue with their group, make any changes. Ask continuing leaders to update the group description on the Beacon system.
Update the information leaflets with the Publicity Officer ready for distribution on to the website and printed copies made available for potential members at places like the library, TIC, enrolment meeting, etc.
July– contact all leaders to start arrangements for the August Open Meeting. Someone from the group must be there to answer questions etc. Ask group leaders to clear the Beacon lists, except for their own name.
August – Open Meeting; The Group Coordinator designs the room layout and provides registration sheets. Ask group representatives to bring a group sign for their table. Visit all groups present at the event.
September – AGM Assist with sign ups
November: check all is well with the groups
Updated September 2019