Form for Complaints, Suggestions and Comments
Code of Conduct
U3A Adelaide expects that all members, tutors and other volunteers will behave in a courteous and civilised manner in all dealings relevant to U3A Adelaide. As a member of U3A Adelaide, you therefore agree to abide by this Code of Conduct by:
- Participating in U3A Adelaide activities in a friendly and positive way at all times.
- Being honest and ethical in all dealings with U3A Adelaide.
- Showing respect, courtesy and consideration to everyone you deal with in U3A Adelaide and the general public in relation to our activities.
- Being punctual and reliable in attending U3A Adelaide classes/events/office rosters or other commitments; and forewarning of unavoidable absences, withdrawals from classes and events.
- Observing strict confidentiality regarding organisational and members’ personal information to which you may have access.
- Avoiding all forms of discriminatory behaviour in regard to nationality, ethnicity, gender, sexuality, culture, religion, age and mental or physical ability.
- Not engaging in behaviour that is inappropriate, disruptive or intimidating, as would breach the rights of other persons to participate in a class/event or to carry out their designated role.
- Preserving the wellbeing and safety of members, tutors and presenters, office staff, committee and working group members by:
- Participating safely in each class or activity, and abiding by all reasonable directives or prerequisites specified by the tutor or group leader for that participation;
- Refraining from activities or comments that would place others in a vulnerable situation;
- Not causing any wilful damage to U3A Adelaide premises, materials, facilities, or equipment.
- Promoting U3A Adelaide in a positive way.
- Abiding by this Code of Conduct and all other U3A Adelaide published policies and procedures, in particular, and without limiting the generality of this clause, any requirements promulgated on behalf of the Board relating to matters of health and safety (eg COVID-19) or U3A processes and procedures (eg the arrangement of furniture in rooms).
HANDLING OF COMPLAINTS, SUGGESTIONS AND COMMENTS
This document sets out the procedures established by the Board of Adelaide U3A for handling complaints, suggestions and comments. Where members wish to raise these matters, they are encouraged first to discuss them informally with the Members’ Liaison Officer (MLO). It may be that the MLO can provide or obtain satisfactory answers or resolution on an informal basis.
If not, or in circumstances where a breach of the Code of Conduct might have occurred, the member will need to lodge the matter formally by completing the form provided for that purpose. Copies of the form are available at the office, or it can be download from the web site. The remainder of this document relates to issues raised formally.
Complaints, suggestions and comments relating to courses will be referred to the Program Coordinator, those relating to facilities will be referred to the Officer Manager. These officers may be able to provide satisfactory resolution of the issue. If not, they will refer the matter to the Board for resolution. Either way a formal response will be provided.
Where the issue relates to a possible breach of the Code of Conduct it will be referred to the MLO and dealt with in the following way as provided for by the Constitution of the U3A.
- The President or another member of the Board will meet with the MLO to determine whether the reported breach is serious or is a minor breach. In the latter case the board will attempt to resolve the matter by working with the member who has allegedly breached the Code of Conduct, as follows:
- a) The matter will be discussed, informally, with the member by the president or the vice president and another board member
- b) If the member responds favourably then no further action need be taken.
- c) A record of the interview will be kept for a period of 5 years.
- d) If the member does not respond favourably then the matter will be dealt with as a serious breach.
- Particulars of the alleged breach will be communicated in writing to the member who has allegedly breached the Code of Conduct.
- The Board (or, if there is more than two weeks before the next meeting of the Board, the President acting on behalf of the Board) will appoint one or more people (not necessarily Board members) to investigate the matter.
- The member will have a reasonable opportunity to be heard orally by the investigators and to make written submissions to them. The member will have the right for a supporter to accompany him/her to any meetings at which he/she may be heard in relation to the alleged breach.
- After completing their work, the investigators will prepare a report for the Board including recommendations as to whether the allegation has been proved and, if so, what action should be taken.
- If the allegation is not deemed to be proved, then the alleged offender and the complainant will be advised of the outcome and the matter will be closed.
- If deemed to be proved, the action might be:
- a) The member should be formally counselled,
- b) The member should be removed from a particular class/group either permanently or for a specified time,
- c) The member should be expelled.
- If the investigators consider the allegation to be proved, then that decision together with the action proposed to be taken will be advised to the alleged offender in writing at least 14 days prior to a Board meeting where the recommendations will be considered. At that meeting the member will be able to attend to present arguments orally and/or in writing and, if they wish, be accompanied by a supporter. After considering any such further representations the Board will decide whether to accept the recommendations of the investigators, acquit the alleged offender, or impose a greater or lesser penalty. In most cases the Board will accept the recommendation of the investigators unless there is strong contrary argument.
- The determination of the Board will be communicated in writing to the member within seven days of its determination. However, the Board’s consideration of the alleged breach may be such that the determination can also be delivered verbally immediately.
- Incasesofexpulsion,itshallbeimmediateandfortheremainderoftheyear.Ifthepersonwishestore- enrol in the following year, application for enrolment would come to the Board for consideration and may involve discussion by members of the Board nominated by the Board with the person regarding his/her acceptance of the reasons for the action taken to expel him/her.
Form for Complaints, Suggestions and CommentsComplaints-Suggestion-nov22
Members’ Liaison Officer (Ken Johns 2022)
MEMBERS’ LIAISON OFFICER POSITION DESCRIPTION
- The Members’ Liaison Officer (MLO) will act as a channel of communication and liaison between individual U3A members and the President, Board and/or its sub-committees.
- The MLO will receive comments, suggestions or complaints from members. Initially this may be on an informal basis and the MLO will attempt to resolve the matter informally. If this is not possible, or in the case of an alleged breach of the Code of Conduct, the MLO will advise the member to submit the matter on the Form approved by the Board. Copies of the Form can be obtained from the Office or downloaded from the website.
- Where a matter that is raised relates to an alleged breach of the Code of Conduct the MLO will raise it with the President or other member of the Board so that it can be dealt with in accordance with the requirements of the Constitution.
- Other matters that are relatively minor may be dealt with by the officer to whom the form has been referred.
- Significant or major issues will be referred to the President immediately, who will then decide if they need to be considered by the Board.
Covid-19 Policy — Nov 2022
The Board has decided that, consistent with practice across the community, the requirement for people attending at the Box Factory to be vaccinated will no longer apply from 1 January 2023. In taking this decision, the Board draws the attention of members to the advice from government health officers that vaccination is strongly recommended; for our members this will generally mean that four doses are received. While vaccination cannot guarantee protection from contracting COVID, it is clear that it can reduce the impact of the disease if you do catch it.
The Board has also reiterated an earlier decision that mask-wearing is no longer mandatory.
Again, members should consider their own circumstances when deciding whether or not to wear a mask. Factors to consider are the ability to maintain a social distance, the level of ventilation/air low at locations where you are, and consideration of the needs of others.
Finally, please do not attend courses if you are feeling unwell, particularly if you have any flu-like symptoms.
By-laws of U3A-Adelaide Inc.
These By-Laws do not form a part of the U3A Adelaide Constitution. However, as policies established by the Board, they are binding on members. By-Laws are determined and endorsed by the Board in the interests of best practice and may be amended by the Board at a formal meeting.
- Non U3A-Adelaide members
- a) Anyone other than U3A Adelaide members, may enrol for one-off sessions only at a cost of $10 per session. An additional fee for Out and About courses may also be appropriate. Such fee does not entitle the visitor to any other membership rights. People using the visitor enrolment should be advised it may be more economic to pay a half year subscription, thus also obtaining membership rights.
- b) Members from other branches may have associate membership for a fee of $40. Reciprocity is determined by individual U3A branches.
- Half year enrolments
Members may enrol for half a year (either half) for 50% of the current fee. July 1st is the cutoff point.
- Tutor Membership
Tutor membership does not entitle enrolment in any other course, or in a position ofresponsibility, unless full/half year membership fees are paid.
- Life Membership
- a) Once a member’s nomination for Life Membership is approved, a paragraph, setting outthe reasons for making the award, should be incorporated into the minutes of the Board.
- b) A Life Members Minute Book is to be used to record information pertaining to the granting of Life Membership, along with any salient information and, where possible, a photograph. Individual pages should be used for each Life Member and that member’s name is to be recorded on the Honour Roll on the U3A Adelaide website.
- c) A Life Membership badge should be presented to the nominated member at the AGM or other appropriate time.
- Death Notices
Only the deaths of long serving tutors or volunteers will be recognized in the Newsletter
U3A Adelaide Board N ‑U3A Adelaide By-Laws 14/06/2020
6. Hot weather policy
- a) During the summer months the cancellation of classes is at the discretion of the individual tutor. This may occur on an ad hoc basis or decided, in consultation with class members, at the beginning of Session in which the course is held.Where it is an ad hoc decision members will be advised by the office, or the tutor, via email or phone.
- b) Some venues used for Out and About classes have their own Hot Weather Policy and members will be advised of any cancellation via email or phone.
- Course contentU3A Adelaide does not endorse any courses which promote or endorse any particular religious or political views, nor courses which promote or endorse any medical practices which purport to have beneficial outcomes, unless those practices have the full backing of mainstream medicine. U3A-Adelaide reserves the right to determine the type and content of courses offered as a part of their programme.
- Priority EnrolmentPriority in enrolment can be accessed by any member who has significant involvement in U3A Adelaide in the role of tutor, volunteer or formal committee member during the current year. This priority will be at the discretion of the Board.
- Member Re-enrolment
- a) To maintain progression in their learning, all current language students will be eligible tore-enrol in their ONE class in each language
- b) Language students may not enrol in more than one class of any one language. They may enrol in courses for a number of different languages, although in no more than one of each.
- c) Re-enrolment for other courses is at the discretion of the Board.
- Distribution of Third-party Information/AdvertisingWe do not seek or accept advertising in our publications or website, nor do we distribute third party information by email or letter. Links to information may be made available on the website at the discretion of the Board.