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).
Complaints Handling
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 Comments
Complaints-Comments-and-Suggestions‑1Members’ Liaison Officer
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 Policies
UNIVERSITY OF THE THIRD AGE – ADELAIDE POLICIES RELATING TO COVID-19
Vaccination
The Board has determined that all persons attending the Box Factory must be able to demonstrate that they are fully vaccinated against COVID-19 – that is they must have received at least two doses of a COVID-19 vaccine approved by the Australian Technical Advisory Group on Immunisation (ATAGI). Persons are exempt from this policy if they have an official medical exemption issued by South Australia’ Chief Public Health Officer.
Persons attending the Box Factory will be required to show evidence of their COVID-19 vaccination status (or exemption) in accordance with procedures established by the Board.
Mask wearing
The Board has determined that all persons attending the Box Factory must at all times wear a mask covering the nose and mouth, except in the cases set out below. If there is any doubt about whether or not a mask is required, this should be resolved in favour of wearing.
Tutors are required to ensure that this policy is complied with. Should any member of a class, who is not exempt, refuse to wear a mask they should be asked to leave. If they refuse to leave the class should be terminated.
Exceptions
- You need not wear a mask if you have a relevant medical condition, including problems with breathing, a serious condition of the face, a disability or a mental health condition. Evidence of a relevant medical condition must be produced on request.
- You need not wear a mask in circumstances where the ability to see the mouth is essential for communication, such as to enable communication by or with a person who is deaf or hard of hearing,
- In classes where a reasonable amount of interaction is required between participants and between participants and the tutor, such as play reading groups and language classes, the tutor is authorised to relax the mask wearing requirement to an extent that will facilitate the conduct of the class. For example, in a language class participants may be permitted to remove their masks while speaking.
- If you are eating or drinking you may remove the mask while doing so.