Welcome to our Documents page.
Here you'll find all the key forms, policies, and guides grouped by topic to help you navigate your role, activities, and responsibilities within Burton upon Trent u3a. Whether you're a group leader, committee member, or simply looking for information, these resources are here to support you.
Each section is organised to make it easy to find what you need — from governance and safeguarding to outings, finance, and risk assessments. If you're unsure which document applies to your situation, feel free to reach out to a committee member for guidance.
Documents for the Burton on Trent u3a Group
Click or tap any heading to open its section. When you open a new section, the previously opened one will close automatically.
Resources for committee operations, procedures, and internal responsibilities.
Whether you are already a Group Leader or considering becoming one, this guide is a useful read—please also speak to the Groups Co-ordinator who, who can offer helpful advice and support.
These documents are usually Adobe PDF files - if you don't have the free Adobe Reader software, that can be obtained from this link: Adobe Reader Tool
Organisation-wide policies covering safety, finance, and safeguarding
Policy outlining health and safety responsibilities, procedures, and best practices to ensure safe activities and environments.
Policy outlining how finances are managed, including budgeting, controls, and financial responsibilities.
Policy outlining measures and responsibilities for protecting members’ wellbeing and responding to safeguarding concerns
Policy outlining requirements and procedures for Portable Appliance Testing (PAT) to ensure electrical equipment safety.
Policy setting out the level of funds to be retained as financial reserves and how they are managed.
Core documents defining the organisation’s structure, values, and member-related policies.
Governing document outlining the organisation’s aims, structure, and rules for Burton on Trent u3a.
Form used to nominate candidates for committee roles, typically in preparation for the AGM.
Form for securely recording essential personal details needed for administrative and emergency purposes.
Policy promoting equality, diversity, and inclusion, ensuring fair and respectful treatment for all members.
Policy outlining how accessibility is considered and improved to ensure activities and information are inclusive for all members.
Policy explaining how personal data is collected, used, stored, and protected to ensure privacy and compliance.
Policy outlining how personal data is handled, stored, and protected in line with data protection legislation.
Form for collecting and managing new member applications and essential registration details.
Resources for committee operations, procedures, and internal responsibilities.
Submit details of an incident using this official report form for recording and follow‑up.
Form for claiming and recording expenses incurred by committee members for reimbursement.
Clear, step‑by‑step guidance on setting up and using the u3a roller banner correctly.
Procedure outlining how to raise, handle, and resolve complaints in a fair and structured way.
Form for claiming and recording expenses incurred by committee members for reimbursement.
Procedure outlining how to welcome new members or visitors and provide initial information and support.
Guides and policies for the u3a group leaders and committee.
Guide to using Beacon, the u3a Trust’s management system, for running and administering group activities.
Helpful guide to managing and running your u3a interest group, with key processes and best practices.
Key policy outlining how your interest group should manage finances, including responsibilities and procedures.
Guidelines and procedures for organising and managing the monthly luncheon group effectively.
Guidelines and procedures for organising and managing the monthly Sunday Lunch group effectively.
Policy outlining procedures and safety guidance for organising social activities and outings.
Forms for managing group finances, attendance, and equipment. See the corresponding section in Documents for Group Leaders
Simple template for recording group income and expenditure where no venue costs are involved.
Template for tracking group income and expenditure, including venue-related costs and expenses
Attendance register template for groups that do not use a venue, helping track member participation.
Attendance register template for groups using a venue, including space to record attendance and venue-related details.
Accessible version of the group register for use with a venue, designed with improved readability for visually impaired users.
Form for requesting approval to purchase equipment costing over £20 for group use.
Form used to record the loan of equipment, including borrower details and return arrangements.
Checklists and forms for ensuring safe activities and venues.
All our groups are covered by this Insurance Cover Note provided by the Third Age Trust. Click here for the document on the u3a Trust’s website.
Documents specific to organising and managing trips
Form for booking and organising group holidays, including participant and travel details.
Form for recording and submitting payments and income related to group outings and trips.
Register for recording attendance and key details for group outings and trips.
Checklists and forms for ensuring safe activities and venues.
Checklist to help identify and manage risks when hosting activities in a home environment.
Checklist to help assess and manage potential risks when using a venue for group activities.
Checklist for identifying and managing potential risks associated with organised walks and outdoor activities.
Overview of key roles within the organisation and the responsibilities associated with each, helping ensure effective management and support.
Overview of the Chair’s role, outlining key responsibilities for leadership, governance, and effective running of the organisation.
Overview of the Treasurer’s role, outlining key responsibilities for managing finances, budgeting, and financial reporting.
Overview of the Secretary’s role, outlining key responsibilities for administration, communication, and record‑keeping.
Overview of the Accessibility Lead’s role, outlining responsibilities for promoting inclusion and ensuring activities and materials are accessible to all members.
Overview of the Vice‑Chair’s role, supporting the Chair and deputising when required to ensure continuity and effective leadership.
Overview of the Welfare Lead’s role, outlining responsibilities for supporting member wellbeing and providing guidance on welfare-related matters.
Overview of the Newsletter Editor’s role, outlining responsibilities for producing, editing, and distributing Burton on Trent u3a’s newsletter
Overview of the Beacon Coordinator’s role, outlining responsibilities for managing and maintaining the u3a Trust’s Beacon system and membership data.
Overview of the Interest Group Coordinator’s role, outlining responsibilities for supporting, developing, and coordinating interest groups.
Overview of the Minutes Secretary’s role, outlining responsibilities for recording, preparing, and maintaining accurate meeting minutes.
Overview of the Publicity Lead’s role, outlining responsibilities for promoting the organisation and raising awareness of its activities and events.
Overview of the Events Secretary’s role, outlining responsibilities for planning, organising, and coordinating events and activities.
Overview of the Communications Lead’s role, outlining responsibilities for managing communications and ensuring clear, consistent information across all channels.
Overview of the Membership Secretary’s role, outlining responsibilities for managing membership records, applications, and member communication.
Overview of the Coffee Morning Meet & Greet role, outlining responsibilities for welcoming attendees and creating a friendly, inclusive atmosphere.
Overview of the Website Coordinator’s role, outlining responsibilities for maintaining the website, updating content, and ensuring it remains accurate and accessible
Documents specific to organising and managing trips
Link to the u3a Trust Siteworks website, providing access to tools and guidance for managing the group’s online presence.
Collection of user guides providing instructions for using and managing the SiteWorks website.
Guide to creating and maintaining a group website, including content management and best practices. Pubished by Burton on Trent u3a
Step‑by‑step guide for setting up and managing a secure new password. Pubished by Burton on Trent u3a
Guide outlining how to update and maintain your group’s webpage, including content management and best practices.
Please get in touch with any queries:- Interest Group Coordinator