SUTTON U3A POLICIES
Confidentiality Policy
Grievance & Complaints Policy
Equality, Diversity & Inclusion Policy
Grievance & Complaints Policy
Equality, Diversity & Inclusion Policy
SUTTON u3a CONFIDENTIALITY POLICY
General principles
1. Sutton u3a recognises that colleagues (volunteers, trustees) gain information about individuals and organisations during the course of their activities. In most cases such information will not be stated as confidential and colleagues will exercise common sense and discretion in identifying whether this information should be communicated to others. Information given in confidence must not be disclosed without consent unless there is a justifiable reason e.g. a requirement of law or there is an overriding public interest to do so.
2 Confidential information includes anything that contains the means to identify a person, e.g. name, address, post code, date of birth, National Insurance Number, passport and bank details. It includes other information, for example, beliefs, commission or alleged commission of offences and other sensitive personal information as defined by the Data Protection Act. It also includes information about organisations such as confidential plans, financial information, etc.
3 Colleagues will avoid discussing confidential information about organisations or individuals in social settings.
4 Confidential information will be stored securely. It will be locked away or on a computer it will be stored in password protected folders.
SUTTON u3a – GRIEVANCE & COMPLAINTS POLICY
Important:
This document is an Interim Policy which will be updated when further advice is available from Third Age Trust.
Sutton u3a recognises that problems, complaints and grievances may arise from time to time and so that such issues can be dealt with quickly, objectively and appropriately this document sets out guidelines in resolving these issues.
Appendix 1 of the Constitution of Sutton u3a states:-
PROBLEMS WITHIN SUTTON u3a AS A WHOLE
Member to member.
INITIAL PROCEDURE WHEN A PROBLEM/GRIEVANCE IS REFERRED
Establish the facts quickly, consulting member(s) involved
Have an informal discussion with the party/parties concerned to summarise the problem.
If it is felt that there is a case to answer but that nevertheless it is a minor issue, make it clear to the party/parties that there must be no repeat of the sort of actions/behaviour which led to this problem.
IS REFERRED
If the party/parties concerned have written formally to the Executive Committee, then it will be discussed at a meeting of that Committee and a reply sent to the party/parties concerned on behalf of that Committee.
If the matter is unresolved, an informal meeting will be offered to take place with the party/parties concerned to try and reach an agreement.
If the matter is still unresolved, then the Chair will appoint a subcommittee of two or three Committee Members to hear the complaint/grievance. The subcommittee will not include the Chair. The Chair will ask for details of the original complaint in writing from the person making the complaint – the complaint should be very clear and specific with dates and times if possible. An offer will then be made to the party/parties involved to attend a minuted meeting with the subcommittee, accompanied by a friend who may also speak in a personal capacity if they wish.
After that minuted meeting if the complaint/grievance is against another member or committee member, then that person will also be asked to attend a minuted meeting with the subcommittee, accompanied by a friend who may also speak in a personal capacity if they wish, to address the issues raised in the first meeting.
The minutes of both meetings will be confidential and will not be distributed to anyone outside of the subcommittee other than where the Trust are supporting.
If unresolved, the subcommittee will then consider the matter, taking into account all circumstances, and agree what action to take. They should record their decision and give reasons for the decision based on the factual information provided.
The matter will be referred to the Chair who will then refer to Third Age Trust Head Office for advice.
GROUPS – Problems arising for a Group Leader/Host within a Group with a Group Member(s)
If it requires more, or this fails and the problem persists, the Group Leader/Host should refer the matter to the Sutton u3a’s Groups’ Co-ordinator or, if that role does not exist, to an Executive Committee Member of Sutton u3a. The Group Leader/Host should not allow a situation to continue which impacts on the enjoyment of other members of the group. Group Leader/Host does not have the authority to exclude a member from the group permanently.
POSSIBLE FORMS OF DISCIPLINARY ACTION in respect of Member(s) of a Group
Level 1 - a verbal warning about future conduct by an elected officer with another officer present, which should be confirmed in writing.
Level 2 - a written warning which clearly states what will happen if the situation is repeated.
Level 3 - a final written warning.
Level 4 - exclusion from an interest group.
Level 5 - termination of u3a membership.
For most problems action will start at level 1. However, in the case of an extremely serious proven misdemeanour, for example,
Before a member is excluded from an interest group or has his/her membership terminated, a right of appeal will be offered and this also applies in the case of expulsion from the u3a . An appeal, providing it is lodged within a 7 day period, can take the form of written representation for the Executive Committee to consider, or a request for a right of reply. If it is the latter, a meeting of the whole Executive Committee should be called and the member in question asked to attend, accompanied by a friend if he/she wishes, who may also speak on their behalf. The whole issue should be summarised and then the member given the opportunity to speak, along with the supporter if so desired. In both cases, the Executive Committee will review its decision, taking into account any mitigating circumstances, and then make a final decision, which must be communicated in writing.
GROUPS – Problems with a Group Leader/Host
Initially, the member/members should try to resolve the problem by discussing it with the Group Leader/Host. However, if this is unsuccessful or, if the member/members involved feel unable to do so, the matter should be referred to the Groups’ Co-ordinator or to an Executive Committee Member of Sutton u3a.
After discussion with all parties, if the matter is unresolved, then an offer will be made to the parties involved to attend a minuted meeting with some members of the Executive Committee so that the matter can be discussed further. Alternatively an informal meeting will be offered to take place with the parties concerned to endeavour to resolve the problem.
If unresolved, then the matter will be reported to Third Age Trust Head Office for advice.
Important:
This document is an Interim Policy which will be updated when further advice is available from Third Age Trust.
Sutton u3a recognises that problems, complaints and grievances may arise from time to time and so that such issues can be dealt with quickly, objectively and appropriately this document sets out guidelines in resolving these issues.
Appendix 1 of the Constitution of Sutton u3a states:-
- Members should not do anything to bring The u3a into disrepute
- Members should not do anything to undermine the work of the Committee
- The u3a operates a policy of zero tolerance if a member or committee member behaves in a threatening, aggressive or intimidating manner towards a member of the Committee
- Fellow members should be treated with respect
PROBLEMS WITHIN SUTTON u3a AS A WHOLE
Member to member.
- Member and the Executive Committee.
- Member and a Sub Committee.
- Committee member to committee member
- Member and an individual Sutton u3a Committee member/trustee.
- A member who brings the u3a into disrepute or acts in a way which is prejudicial to the u3a.
- A member who causes damage to property and/or equipment through misuse/negligence etc.
INITIAL PROCEDURE WHEN A PROBLEM/GRIEVANCE IS REFERRED
Establish the facts quickly, consulting member(s) involved
Have an informal discussion with the party/parties concerned to summarise the problem.
If it is felt that there is a case to answer but that nevertheless it is a minor issue, make it clear to the party/parties that there must be no repeat of the sort of actions/behaviour which led to this problem.
- If, however, it is felt that the situation warrants a more formal approach, or a particular course of action, the matter should be referred to the Executive Committee to take it further.
IS REFERRED
If the party/parties concerned have written formally to the Executive Committee, then it will be discussed at a meeting of that Committee and a reply sent to the party/parties concerned on behalf of that Committee.
If the matter is unresolved, an informal meeting will be offered to take place with the party/parties concerned to try and reach an agreement.
If the matter is still unresolved, then the Chair will appoint a subcommittee of two or three Committee Members to hear the complaint/grievance. The subcommittee will not include the Chair. The Chair will ask for details of the original complaint in writing from the person making the complaint – the complaint should be very clear and specific with dates and times if possible. An offer will then be made to the party/parties involved to attend a minuted meeting with the subcommittee, accompanied by a friend who may also speak in a personal capacity if they wish.
After that minuted meeting if the complaint/grievance is against another member or committee member, then that person will also be asked to attend a minuted meeting with the subcommittee, accompanied by a friend who may also speak in a personal capacity if they wish, to address the issues raised in the first meeting.
The minutes of both meetings will be confidential and will not be distributed to anyone outside of the subcommittee other than where the Trust are supporting.
If unresolved, the subcommittee will then consider the matter, taking into account all circumstances, and agree what action to take. They should record their decision and give reasons for the decision based on the factual information provided.
The matter will be referred to the Chair who will then refer to Third Age Trust Head Office for advice.
GROUPS – Problems arising for a Group Leader/Host within a Group with a Group Member(s)
- Disruptive and/or unsocial behaviour.
- Poor attendance/timekeeping.
- Unsuitability.
- Failure to pay fees
- Disagreement between members.
If it requires more, or this fails and the problem persists, the Group Leader/Host should refer the matter to the Sutton u3a’s Groups’ Co-ordinator or, if that role does not exist, to an Executive Committee Member of Sutton u3a. The Group Leader/Host should not allow a situation to continue which impacts on the enjoyment of other members of the group. Group Leader/Host does not have the authority to exclude a member from the group permanently.
POSSIBLE FORMS OF DISCIPLINARY ACTION in respect of Member(s) of a Group
Level 1 - a verbal warning about future conduct by an elected officer with another officer present, which should be confirmed in writing.
Level 2 - a written warning which clearly states what will happen if the situation is repeated.
Level 3 - a final written warning.
Level 4 - exclusion from an interest group.
Level 5 - termination of u3a membership.
For most problems action will start at level 1. However, in the case of an extremely serious proven misdemeanour, for example,
- Sexual/racial abuse, discrimination, harassment, bullying.
- Dangerous or violent behaviour.
- Falsification of expense claims.
- Theft.
- Malicious damage.
- If the conduct brings the u3a into disrepute or is prejudicial to the u3a or the running of the u3a then the Executive Committee has the right to move immediately to Levels 3, 4 or 5.
Before a member is excluded from an interest group or has his/her membership terminated, a right of appeal will be offered and this also applies in the case of expulsion from the u3a . An appeal, providing it is lodged within a 7 day period, can take the form of written representation for the Executive Committee to consider, or a request for a right of reply. If it is the latter, a meeting of the whole Executive Committee should be called and the member in question asked to attend, accompanied by a friend if he/she wishes, who may also speak on their behalf. The whole issue should be summarised and then the member given the opportunity to speak, along with the supporter if so desired. In both cases, the Executive Committee will review its decision, taking into account any mitigating circumstances, and then make a final decision, which must be communicated in writing.
GROUPS – Problems with a Group Leader/Host
Initially, the member/members should try to resolve the problem by discussing it with the Group Leader/Host. However, if this is unsuccessful or, if the member/members involved feel unable to do so, the matter should be referred to the Groups’ Co-ordinator or to an Executive Committee Member of Sutton u3a.
After discussion with all parties, if the matter is unresolved, then an offer will be made to the parties involved to attend a minuted meeting with some members of the Executive Committee so that the matter can be discussed further. Alternatively an informal meeting will be offered to take place with the parties concerned to endeavour to resolve the problem.
If unresolved, then the matter will be reported to Third Age Trust Head Office for advice.
SUTTON u3a –EQUALITY, DIVERSITY & INCLUSION POLICY
Important:
This document is an Interim Policy which will be updated when further advice is available from Third Age Trust.
EQUAL OPPORTUNITIES
Sutton u3a are committed to follow the policy of the Third Age Trust in that all u3a’s pursue an equal opportunities policy and, as far as it is within their power to do so, provide equality of treatment to any person in their third age regardless of:
Everyone will be treated with dignity and respect at Sutton u3a. Bullying, harassment or discrimination of any kind will not be tolerated. All members will have equal rights of participation in the activities of Sutton u3a.
ACCESSIBILITY
Sutton u3a will endeavour to take all reasonable steps to accommodate the needs of existing and potential members with impaired mobility, hearing or vision to ensure they can participate as fully as possible in both general meetings and interest/activity groups.
As the choice of venue and the facilities offered by those venues will often be critical for accessibility, members who cannot manage to participate in their chosen u3a activities without help may bring a companion/carer with them, who for the time that they are in attendance, will be covered by the liability insurance provided by The Third Age Trust. (The only exception to this is a professionally employed carer who would have to be covered by an individual liability policy.)
GENERAL MEETINGS
General Meetings (and large open interest group meetings, such as those held occasionally by the Science Group) will as far as possible be held at a well lit, wheelchair accessible venue, spacious enough to cope with wheelchairs and mobility scooters, with wheelchair accessible toilet.
Speakers giving visual presentations will be asked to give a good description of the presentation if there is a possibility that people with visual impairment are present.
At General Meetings seats will be available in the front row for members who have impaired hearing or vision.
INTEREST GROUP MEETINGS
The majority of Sutton u3a’s Interest Group Meetings are held in the homes of the Group Leaders/Hosts and they will try to take all reasonable steps to make their activities accessible and available to members and potential members with impairment of mobility, hearing or sight. Clearly there will be some activities, such as sports or walking, where participation has to be restricted for some if not all sessions. This should be carefully explained by Group Leaders/Hosts to members or potential members and any difficulties should be reported to the Committee.
Sutton u3a intends, in the near future, to set up a database regarding the accessibility of venues where Group Meetings are held – this will be held by Sutton’s Executive Committee.
Group Leaders/Hosts should follow the guidelines below:
Where an Interest Group is held in the home of a Group Leader/Host, if possible, every endeavour should be made to adjust/adapt it so that it is accessible to aspirant members with impaired mobility. If the Group holds, or intends to hold their meetings in a room in a hall the Group Leader/Host should make every effort to find a venue which has access without steps or stairs, or full wheelchair access, as appropriate for the particular member or aspirant member. If this is considered not to be possible, the matter should be referred to the Groups Co-ordinator or, in the absence of that post, to Sutton Executive Committee.
Members with impaired hearing, including hearing aid users, can have difficulty in venues with even a moderate level of background noise, which can occur in public rooms where there is a background of conversation by others. Group Leaders should ensure that all members can clearly hear any speaker and other members in discussion; if there is a problem those in difficulty should be consulted about possible solutions.
Members with impaired vision can have very particular needs, depending on the type and severity of loss of vision. Any group members or aspirant members with impaired vision should be consulted about the way in which their needs can best be met. This might include technical matters such as the best digital format for electronic documents and other electronic aids; it could also include the format, and the font type and size and the colour of documents. (Black or dark blue typescript on yellow paper is often considered to provide the best contrast for people with impaired vision.)
Important:
This document is an Interim Policy which will be updated when further advice is available from Third Age Trust.
EQUAL OPPORTUNITIES
Sutton u3a are committed to follow the policy of the Third Age Trust in that all u3a’s pursue an equal opportunities policy and, as far as it is within their power to do so, provide equality of treatment to any person in their third age regardless of:
- Educational background.
- Sex (including gender reassignment).
- Marital status (including civil partnership status).
- Sexual orientation.
- Race or racial group (including colour, nationality and ethnic or national origins).
- Religion or belief.
- Disability.
- Social status
Everyone will be treated with dignity and respect at Sutton u3a. Bullying, harassment or discrimination of any kind will not be tolerated. All members will have equal rights of participation in the activities of Sutton u3a.
ACCESSIBILITY
Sutton u3a will endeavour to take all reasonable steps to accommodate the needs of existing and potential members with impaired mobility, hearing or vision to ensure they can participate as fully as possible in both general meetings and interest/activity groups.
As the choice of venue and the facilities offered by those venues will often be critical for accessibility, members who cannot manage to participate in their chosen u3a activities without help may bring a companion/carer with them, who for the time that they are in attendance, will be covered by the liability insurance provided by The Third Age Trust. (The only exception to this is a professionally employed carer who would have to be covered by an individual liability policy.)
GENERAL MEETINGS
General Meetings (and large open interest group meetings, such as those held occasionally by the Science Group) will as far as possible be held at a well lit, wheelchair accessible venue, spacious enough to cope with wheelchairs and mobility scooters, with wheelchair accessible toilet.
Speakers giving visual presentations will be asked to give a good description of the presentation if there is a possibility that people with visual impairment are present.
At General Meetings seats will be available in the front row for members who have impaired hearing or vision.
INTEREST GROUP MEETINGS
The majority of Sutton u3a’s Interest Group Meetings are held in the homes of the Group Leaders/Hosts and they will try to take all reasonable steps to make their activities accessible and available to members and potential members with impairment of mobility, hearing or sight. Clearly there will be some activities, such as sports or walking, where participation has to be restricted for some if not all sessions. This should be carefully explained by Group Leaders/Hosts to members or potential members and any difficulties should be reported to the Committee.
Sutton u3a intends, in the near future, to set up a database regarding the accessibility of venues where Group Meetings are held – this will be held by Sutton’s Executive Committee.
Group Leaders/Hosts should follow the guidelines below:
Where an Interest Group is held in the home of a Group Leader/Host, if possible, every endeavour should be made to adjust/adapt it so that it is accessible to aspirant members with impaired mobility. If the Group holds, or intends to hold their meetings in a room in a hall the Group Leader/Host should make every effort to find a venue which has access without steps or stairs, or full wheelchair access, as appropriate for the particular member or aspirant member. If this is considered not to be possible, the matter should be referred to the Groups Co-ordinator or, in the absence of that post, to Sutton Executive Committee.
Members with impaired hearing, including hearing aid users, can have difficulty in venues with even a moderate level of background noise, which can occur in public rooms where there is a background of conversation by others. Group Leaders should ensure that all members can clearly hear any speaker and other members in discussion; if there is a problem those in difficulty should be consulted about possible solutions.
Members with impaired vision can have very particular needs, depending on the type and severity of loss of vision. Any group members or aspirant members with impaired vision should be consulted about the way in which their needs can best be met. This might include technical matters such as the best digital format for electronic documents and other electronic aids; it could also include the format, and the font type and size and the colour of documents. (Black or dark blue typescript on yellow paper is often considered to provide the best contrast for people with impaired vision.)