The role of the Group Coordinator
1 What does a
GC actually do? Briefly the person who
helps set up groups, supports Group
Leaders and is a vital link between groups and members and Exec
Committee
Words that
describe qualities a Group Coordinator might need
Nurturing, cultivating, cherishing, enabling,
empowering, facilitating, encouraging, reassuring, supporting, guiding, calming,
enthusing, listening, enthusiastic, stimulating, motivating, inspiring,
thoughtful, persuasive, helping groups to evolve to meet change (if
they wish) and to resolve difficulties,
Plus diplomatic and tactful.
All
positive words – which is what we are about - being positive not critical– trying to help
Group Leaders and Groups. The more help GLs get the more likely they are to
succeed.
2 It helps to have a job description and a
list of tasks:
For
example:
Groups Coordinator functions:
To support existing Study Groups and assist the development of new
groups.
To fulfil these functions the Committee is
responsible for liaising with Group Leaders, the oversight of the Study Groups
and fostering the development of Group networks, where appropriate. These
responsibilities fall under three broad headings: Providing information to members, support and
guidance for Group Leaders and putting recommendation f to the Executive
Committee
The Groups Coordiantor is responsible for the
following tasks: Etc Etc
3 How can a
GC make life easier for Group Leaders and improve the chances of a group being
successful?
Provide a tool kit for your U3As Group Leaders
This might be a folder with information sheets
and links to websites, including Advice Sheets from NO website. All the
information might be on your website.
Practical help
- Finances –
dealing with cash/hiring halls, expenses,
- Insurance –
rules
- Local venues and
costs
- Disability
access
- Transport
- Grants – local
or U3A
- Photocopying and
Copyright rules
- Data protection
rules
- Equipment available
such as laptops
- Health and
Safety
- Accident form
- Guidance on setting
up, running a group and maintaining a group.
- Hints on
organisation such as having forward plans for the group meetings, sharing
petrol and photocopying costs
- Explanations of the different ways people learn
- Ways of
preparing and giving presentations and talks – guidance in Time to Learn and
the National Office DVD
- Communication
methods
- Netiquette
4 What
else can a GC do? Some or all might apply
- Make it easy to set up a group
- Be available and approachable
– offer advice for problems
- Encourage the GL to set rules
for a group at the start eg everyone
must do a presentation, members must notify in advance if not attending, if the
group has a waiting list non attendees must give up place if miss 3 meetings,
no interruptions, questions at end, good manners - that sort of thing.
- Get GLs to question why
attendance is dropping off
- GLs to review group at times,
ask members if they want to change way it runs, do they enjoy the meetings?
- Suggest new ways of doing
things – if always had meetings try going on a trip. Use free bus pass
- Are there DVDs? TV programmes? To support what the group
does?
- Share with other groups. eg History group might join up with a book group
to look at literature in a certain period
- Tell a GL it is not for ever
– put a limit on time for a GL
- Search for new talent and
expertise. Talk to members who currently don’t get involved. Ask for their help.
Include questions on application form about what the new member can do for the
U3A
- Run sessions for new GLs on
how to run a group or informal coffee mornings to exchange ideas
- Looks for feedback from GLs
- Group members share
talks/organisation of visits
- Use own or others experience
to mentor new groups
- Actively seek to set up new
groups – ask members what they want
- Have liaison groups with GCs
from local U3As
- Can you share groups for
specialist subjects with other U3As? Or
groups that need to hire a hall and want lots of members? Must
be agreed by U3As Exec Committees
- Do other local U3As run
groups you might replicate?
- Meet GLs regularly
- Have GL conferences- with a
lunch?
- Starting a second group – how
to encourage
- Short courses might lead to a
group
- More groups to encourage men
who belong to U3A but don’t participate
- Encourage or support change and
sharing of work
- Do you visit your groups? Go to first meeting?
- Listen
- Say THANK YOU to Group
Leaders –provide a lunch or tea?
- Can the Trust help with
guidance?
- Buddy system for new Group
Leaders
- Groups needing new members
can do presentation at a monthly meeting
- Enjoy the job = it can be fun and very rewarding
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