{"id":102,"date":"2019-06-05T19:27:15","date_gmt":"2019-06-05T19:27:15","guid":{"rendered":"https:\/\/u3adacorum.org\/?page_id=102"},"modified":"2026-08-29T09:28:48","modified_gmt":"2026-08-29T09:28:48","slug":"coordinator-essentials","status":"publish","type":"page","link":"https:\/\/u3adacorum.org\/staging\/coordinator-essentials\/","title":{"rendered":"Coordinator Essentials"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">As a Coordinator, your first point of contact is the Groups Secretary. <a href=\"https:\/\/u3adacorum.org\/staging\/general-contact-form\/\" data-type=\"page\" data-id=\"9668\">Click here to email them<\/a>.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"#Handbook\">Handbook<\/a><\/li>\n\n\n\n<li><a href=\"#Cancelling a Meeting\">Cancelling a Meeting<\/a><\/li>\n\n\n\n<li><a href=\"#Your Group's Web and Digest Presence\">Your Group&#8217;s Web and Digest Presence<\/a><\/li>\n\n\n\n<li><a href=\"#Risk Assessments\">Risk Assessments<\/a><\/li>\n\n\n\n<li><a href=\"#Forms\">Forms<\/a><\/li>\n\n\n\n<li><a href=\"#Accidents\">Accidents<\/a><\/li>\n<\/ul>\n\n\n\n<h2 id=\"Handbook\" class=\"wp-block-heading has-x-large-font-size\" style=\"margin-top:var(--wp--preset--spacing--20);margin-bottom:var(--wp--preset--spacing--20);padding-top:0;padding-bottom:0\">Handbook<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The Coordinators&#8217; Handbook, which is required reading for all coordinators, has been updated. Many of the old rules have been simplified. <a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2023\/06\/Coord-Handbook-April-2023-A4-Version-2.4.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">Click here to read or download it<\/a>. If you have a tablet and prefer an A5 version, then <a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2023\/06\/Coord-Handbook-April-2023-A5-Version-2.4.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">click here to read or download it<\/a>.&nbsp;<em>Revised June &#8217;23<\/em><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">How u3a Dacorum is Run<\/p>\n\n\n\n<h2 id=\"Cancelling a Meeting\" class=\"wp-block-heading has-x-large-font-size\" style=\"margin-top:var(--wp--preset--spacing--20);margin-bottom:var(--wp--preset--spacing--20);padding-top:0;padding-bottom:0\">Cancelling a meeting<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">If you have to cancel or reschedule a meeting, please do these things:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Notify the hall;<\/li>\n\n\n\n<li>Email Groups, Halls, Webadmin and Treasurer.<\/li>\n\n\n\n<li>Use Group News to notify your members.<\/li>\n<\/ol>\n\n\n\n<h2 id=\"Your Group's Web and Digest Presence\" class=\"wp-block-heading has-x-large-font-size\" style=\"margin-top:var(--wp--preset--spacing--20);margin-bottom:var(--wp--preset--spacing--20);padding-top:0;padding-bottom:0\">Your Group&#8217;s Web and Digest Presence<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Every group is shown in the Digest and on the Website in the Calendar, Meeting Categories, Groups and All Venues pages . They may also have short term information shown in News, and have notifications sent to members via Group News emails. To have your personal details shown in the Digest: download, complete and return the <a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2022\/09\/Coords-Sigs-Form-v1.2.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">Coordinator Privacy Policy Form<\/a>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Please <a href=\"http:\/\/&lt;p class=&quot;wpcf7-contact-form-not-found&quot;&gt;&lt;strong&gt;Error:&lt;\/strong&gt; Contact form not found.&lt;\/p&gt;\" target=\"_blank\" rel=\"noreferrer noopener\">click here<\/a> to contact Web Admin or Beacon Admin to ensure that they are kept up to date.<\/p>\n\n\n\n<h2 id=\"Risk Assessments\" class=\"wp-block-heading has-x-large-font-size\" style=\"margin-top:var(--wp--preset--spacing--20);margin-bottom:var(--wp--preset--spacing--20);padding-top:0;padding-bottom:0\">Risk Assessments<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Risk assessments must be completed before starting or restarting any group. If you have a phone or tablet and are comfortable completing the risk assessment while doing it, the web form is the easiest to use. Once completed, you can just answer the security question and click on the &#8216;Send&#8217; button to send it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Docx and odt files must be downloaded and saved and can only be read via a word processor. The free, non tracking, Writer app in Collabora Office or LibreOffice is a good all-rounder on many platforms. Odt files are a modern non-proprietary replacement for Docx files, and are guaranteed to be backward compatible. If any form does not work properly, please <a href=\"https:\/\/u3adacorum.org\/staging\/general-contact-form\/\" data-type=\"page\" data-id=\"9668\" target=\"_blank\" rel=\"noreferrer noopener\">email webadmin<\/a>.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Download a risk assessment for a home group: <a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2025\/06\/Home-based-risk-assessment-checklist-June-2025-v2.0.docx\" target=\"_blank\" rel=\"noreferrer noopener\">docx<\/a> or <a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2025\/06\/Home-based-risk-assessment-checklist-June-2025-v2.0.odt\" target=\"_blank\" rel=\"noreferrer noopener\">odt<\/a> or <a href=\"https:\/\/u3adacorum.org\/staging\/?page_id=8825\" target=\"_blank\" rel=\"noreferrer noopener\">web form<\/a>.<\/li>\n\n\n\n<li>Download a risk assessment for a hall group: <a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2025\/06\/Venue-based-risk-assessment-checklist-June-2025-v2.0.docx\" target=\"_blank\" rel=\"noreferrer noopener\">docx<\/a> or <a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2025\/06\/Venue-based-risk-assessment-checklist-June-2025-v2.0.odt\" target=\"_blank\" rel=\"noreferrer noopener\">odt<\/a> or <a href=\"https:\/\/u3adacorum.org\/staging\/?page_id=8806\" target=\"_blank\" rel=\"noreferrer noopener\">web form<\/a>.<\/li>\n\n\n\n<li>Download a risk assessment for an outside group: <a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2025\/06\/Outside-rIsk-assessments-checklist-June-2025-v2.0.docx\" target=\"_blank\" rel=\"noreferrer noopener\">docx<\/a>&nbsp;or <a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2025\/06\/Venue-based-risk-assessment-checklist-June-2025-v2.0.odt\" target=\"_blank\" rel=\"noreferrer noopener\">odt<\/a> or <a href=\"https:\/\/u3adacorum.org\/staging\/?page_id=8821\" target=\"_blank\" rel=\"noreferrer noopener\">web form<\/a>.<\/li>\n<\/ul>\n\n\n\n<h2 id=\"Forms\" class=\"wp-block-heading has-x-large-font-size\" style=\"margin-top:var(--wp--preset--spacing--20);margin-bottom:var(--wp--preset--spacing--20);padding-top:0;padding-bottom:0\">Forms<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Some forms have been updated as editable PDF forms, so that they can be edited on a PC or Tablet. Just edit them in place and then save the completed form and email it to the treasurer.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Your browser may allow you to view but not to edit the forms. If this is so, try downloading and using <a href=\"https:\/\/www.mozilla.org\/en-GB\/firefox\/new\/\" target=\"_blank\" rel=\"noreferrer noopener\">Firefox<\/a> , <a href=\"https:\/\/www.chromium.org\/Home\/\" target=\"_blank\" rel=\"noreferrer noopener\">Chromium<\/a> or <a href=\"https:\/\/brave.com\/\" target=\"_blank\" rel=\"noreferrer noopener\">Brave<\/a>, which are non-tracking browsers. Alternatively, you could try <a href=\"https:\/\/www.foxit.com\/downloads\/#Foxit-Reader\/\" target=\"_blank\" rel=\"noreferrer noopener\">the free version of Foxit PDF Reader<\/a> or <a href=\"https:\/\/get.adobe.com\/uk\/reader\/otherversions\" target=\"_blank\" rel=\"noreferrer noopener\">Adobe Acrobat Reader<\/a>.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2021\/08\/Attendance-Sheet-v1.4%20Form.docx\" target=\"_blank\" rel=\"noreferrer noopener\">Long Group Attendance Register v1.4<\/a> or&nbsp;<a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2021\/08\/Attendance-Sheet-v1.4.pdf\" target=\"_blank\" rel=\"noreferrer noopener\"> pen and ink Attendance Register<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2024\/07\/Attendance-Sheet-v1.6.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">Wide Group Attendance Register with refreshments column v1.6 (pdf)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2024\/07\/Attendance-Sheet-v1.6.odt\" target=\"_blank\" rel=\"noreferrer noopener\">Wide Group Attendance Register with refreshments column v1.6 (odt)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2024\/11\/Form-1-Committee-Coordinator-Expense-Claim-v2.3.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">Editable PDF Expenses (Form 1)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2024\/11\/Form-2-Group-Meetings-Income-Expenditure-v3.1.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">Editable PDF Group Income &amp; Expenditure (Form 2)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2024\/11\/Form-3-Balance-Sheet-for-Trip-or-Event-v2.0.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">Trip Balance Sheet (Form 3)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2023\/11\/Form-4-Advance-Payment-Request-v2.0.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">Advance Payment (Form 4)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2024\/11\/Form-4a-Trip-Refund-Request-v2.0.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">Trip Refund Request (Form 4a)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2024\/11\/Form-6-Event-or-Outing-Cheques-Received-v0.93.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">Trip Cheques Income (Form 6)<\/a><\/li>\n<\/ul>\n\n\n\n<h2 id=\"Accidents\" class=\"wp-block-heading has-x-large-font-size\" style=\"margin-top:var(--wp--preset--spacing--20);margin-bottom:var(--wp--preset--spacing--20);padding-top:0;padding-bottom:0\">Accidents<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2025\/10\/Accident-v3.1.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">Accident Report (pdf)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2025\/10\/Accident-v3.1.odt\" target=\"_blank\" rel=\"noreferrer noopener\">Accident Report (odt)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/u3adacorum.org\/staging\/wp-content\/uploads\/2025\/10\/Accident-v3.1.docx\" target=\"_blank\" rel=\"noreferrer noopener\">Accident Report (docx)<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>As a Coordinator, your first point of contact is the Groups Secretary. Click here to email them. Handbook The Coordinators&#8217; Handbook, which is required reading for all coordinators, has been updated. Many of the old rules have been simplified. Click here to read or download it. If you have a tablet and prefer an A5 [&hellip;]<\/p>\n","protected":false},"author":11,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-102","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/u3adacorum.org\/staging\/wp-json\/wp\/v2\/pages\/102","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/u3adacorum.org\/staging\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/u3adacorum.org\/staging\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/u3adacorum.org\/staging\/wp-json\/wp\/v2\/users\/11"}],"replies":[{"embeddable":true,"href":"https:\/\/u3adacorum.org\/staging\/wp-json\/wp\/v2\/comments?post=102"}],"version-history":[{"count":214,"href":"https:\/\/u3adacorum.org\/staging\/wp-json\/wp\/v2\/pages\/102\/revisions"}],"predecessor-version":[{"id":42995,"href":"https:\/\/u3adacorum.org\/staging\/wp-json\/wp\/v2\/pages\/102\/revisions\/42995"}],"wp:attachment":[{"href":"https:\/\/u3adacorum.org\/staging\/wp-json\/wp\/v2\/media?parent=102"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}