Doug Wallace
The ethos of U3A is of an organisation run by volunteers for volunteers, providing education, physical and social benefits.
All organisations evolve over time, and the challenge of those involved in the administration is to ensure that the organisation’s systems remain relevant.
U3A Manningham (U3AM) is continuously evolving but, apart from some technological advances, little has changed over the years in our administration. Recognising this, last year your Committee of Management (COM) established several subcommittees to review and update our systems to ensure their functional relevance.
The task of my subcommittee was to review our enrolment, volunteering and priority systems. The subcommittee comprised current and former Coordinators, members of the Curriculum and Enrolments groups, and COM representatives.
Review process
The first question asked by the subcommittee was, “Should our volunteer and priority system continue?” The answer was an unequivocal yes! Last year, 50% of our approximately 1500 members volunteered, many for multiple positions, of which only the position with the greatest involvement earnt them their priority.
We then looked at the current system, wherea class traditionally comprised a Tutor, a Class Representative (Rep) and a Deputy Class Rep. The Tutor led, taught, instructed and informed; the Class Rep marked the roll and handled clerical functions affecting class members; while the Deputy Class Rep prepared the room, packed up afterwards and took over the Class Rep position during absences.
As part of our review process, we divided all classes into physical or non-physical categories, then into subgroups. The physical division contained subgroups such as strength training, tai chi, yoga and dancing. The non-physical contained subgroups such as art, entertainment, discussion and instructional classes. Then, within those subgroups, we ranked them in order of class size, comparing not only the number of volunteers in each class within that group, but also the type of volunteer.
Next, we reviewed the function of each volunteer position. For instance, Class Reps mark the roll. The primary reason for the paper copy is for Occupational Health and Safety (OH&S) reasons. Heaven forbid that we ever have an emergency, but if for whatever reason we have to evacuate The Pines or any other building, we need the paper roll to check off each name and ensure all class members are safe. We also need the roll entered onto MyU3A for long-term records of attendance and statistical purposes.
Some of the issues we considered are outlined in Box 1.
Recommendations
After much debate and discussion, the subcommittee made the following recommendations to the COM and these were adopted:
- To develop a range of ratios for the class team—Tutors, Associate Tutors, Tutor Assistants and Class Reps—for each class grouping related to the number of members in the class, depending on their needs. Not surprisingly, most classes fell naturally into the ratios selected.
For example, for physical classes requiring close supervision—strength training and tai chi—a ratio range of one class team member to every 5 to 8 class members was chosen. For the other physical classes, a ratio of one to every 10 to 15 class members was more appropriate, while for the non-physical groups of classes, a ratio of one to 7 to 15 class members was the natural range. However, the lower number may not apply to smaller classes. - To develop a simplified volunteer structure that reflected where we believe U3AM should be going in the future.
Changes to U3AM class structure
Class Reps: conscious of the workload for larger classes, the number of Class Reps that may be appointed has been linked to the number of members in a class, as shown in the following table.
| Number of members in class | Number of Class Reps |
| 10 or less | 0 or 1 at discretion of Tutor |
| 11–29 | 1 |
| 30–59 | 2 |
| 60 or more | 3 |
If there is more than one Class Rep, the workload can be split to best suit the class. For example, they may elect to mark a section of the roll each week, or to mark the roll alternate weekly, monthly or for a term. Their class, they decide.
For many of the larger classes this becomes an opportunity for the previous Deputy Class Rep position to assume this role with an increase in responsibility and priority. But the main aim is to reduce the workload of Class Reps in the administration of their class.
Deputy Class Reps: do very little for their priority. This position has been made redundant.
Associate Tutors: this position has now been restricted to strength training classes as members in these classes use U3AM equipment, which is an OH&S issue, whereas other exercise classes do not.
Co-Tutors: this position has been made redundant. In recognition of the contribution that Co-tutors have made in the past (eg in planning and organising classes), we have abolished the position and changed their status to Tutor. In time, we would encourage them to create a class of their own.
Migrant English Tutors: currently record their hours, as distinct from sessional Tutors who are graded by the number of sessions they lead. The previous Migrant English Coordinator, Foong Sim Chin, developed a formula that can now convert that record, which allows them to be classed as Tutors.
Oher redundant positions abolished are Substitute Tutors, Tutor Nominees, Mobile Phone Tutor and Home Entertainment Tutor.
All other volunteer positions and priority levels are unchanged.
In developing this system, we have tried to be pragmatic. While we have set firm guidelines, and a range of ratios for each grouping in establishing this new system, there may be instances where class numbers vary up or down depending on enrolments. Individual Tutors should discuss this with their Coordinator.
Class Rep absences
One question asked was, “How do we handle absences?”
In a Class with a single Class Rep, who may be absent for one or two sessions, a class member can be recruited to mark the paper roll, and the incumbent Class Rep mark the MyU3A roll on their return. Good training for a budding Class Rep!
For longer terms of absence, appoint a replacement Class Rep for the duration of the absence, and record their name and dates, so they can be credited with the correct priority. The Tutor and/or Class Rep communication to the Tutor and Class Rep Coordinators, Daniela Cursio and Heather Johnson respectively, is vital. If you don’t do it, it won’t happen!
Appeal process
While we are a voluntary organisation, you must also recognise that U3AM is a large organisation with over 1500 members. We are one of the larger organisations in the City of Manningham. U3AM must operate in a professional manner, while at the same time with the sensitivity that a voluntary organisation requires.
That is why we have also put in place a process whereby if a Tutor feels the arrangements for their class are unsatisfactory, they may certainly approach the subcommittee for a review. The review process is intended to be professional and logical, in writing, spelling out the reasons for the objection, for the Coordinators to assess its merit. Remember however, one of the major measures in assessing an objection will be to compare their class with others in their grouping, to ensure consistency and fairness to other classes and members.
Implementation
This new Volunteer and Priority system applies to 2025 for the generation of priorities in 2026. The operation of this system will be continually monitored during this year and reviewed prior to 2026.
I commend to you the Policies section on our website
https://u3amanningham.org.au/policies-procedures/
The process of reviewing and updating all our policies and procedures is ongoing.
Doug Wallace
Chair, Volunteers and Priorities Subcommittee