This policy recognises that the preparation and delivery of quality courses requires significant investment of time, effort and skill by each Tutor, and therefore U3A Clarence Inc aims to
1. ensure that all Tutors
2. provide all classes with the opportunity to express their gratitude to the Tutors for the courses they have delivered.
The Committee of Management of U3A Clarence Inc is responsible for
At the beginning or each term the Program Coordinator reminds all Tutors that a Class Representative is to be nominated. Each January the President outlines the importance of the role of the Class Representative in the U3A Clarence Newsletter.
Each Tutor seeks a volunteer for the Class Representative role in Week 1 of the term, as per the Tutor Notes. For classes with new Tutors, a member of the Committee of Management (CoM) assists with introduction of the Tutor to the class and with the identification of a Class Representative.
By Week 2 of the term, as the officer responsible for liaison with Class Representatives, the Pastoral Care person prepares a list of all Tutors and their classes, with space for the inclusion of the names of Class Representatives for each class.
By Week 3 of the term the Pastoral Care person contacts each Tutor to obtain the name of their Class Representative and adds those names to the list of Tutors.
If any classes do not have a Class Representative identified, the Pastoral Care person follows up to encourage a volunteer for the role.
A copy of the term program, with the names and contact details of all Tutors and Class Representatives identified, is placed in the Store Room.
The CoM takes responsibility for the recognition activity at the end of the term in those classes that do not have a Class Representative listed.
The Pastoral Care person reminds all Class Representatives to collect a thank you card and a recognition gift for the class Tutor, and alerts the CoM to any classes that are not covered so that assistance is provided. This is done in Week 4 for five-week courses and in Week 8 for ten-week courses.
At the appropriate morning tea sessions the President reminds those present of this step.
On the final day of a class, the Class Representative proposes a vote of thanks and presents the Tutor with an appropriate card and gift.
At the end of each year the President writes a special message for inclusion in the Term 3 Newsletter, in which all Tutors and Class Representatives are thanked for their contributions.
The adoption of this policy and procedures document by the Committee of Management of U3A Clarence Inc was recorded in the minutes of the Committee’s meeting on 19 March 2018 and approved for publication on its website.
Policy Review Date: September 2020
U3A Clarence Inc’s: Strategic Plan
Tutor Notes and
Role Descriptions for Program Coordinator, Pastoral Care Person, Class Tutor and Class Representative