Hayling Island u3a articles

Articles of general interest to Hayling Island u3a members

Basic bike maintenance

These are some notes from my recent bike maintenance workshop we conducted in the Cycling group. I've also added some links to illustrative articles and videos. Note that I am not, by any means, an expert. Most of my knowledge comes from:

  • Advice picked up while riding with Portsmouth CTC
  • Internet searches (especially YouTube)
  • Trial and error

The internet is a great resource for finding out how to tackle some bike maintenance. Searching for a specific component often finds videos showing you exactly what to do.

I used a bike stand for the workshop as it makes it easier to get to bits on the bike. Alternatives are to:

  • Suspend the bike from a beam, or similar
  • Use something to prop the bike with the back wheel off the ground (so you can turn the cranks)

Click any of these headings for more information...

Bike cleaning

Use a bucket of water - as hot as you can manage. Add some shampoo - I use waxless car shampoo to avoid contaminating my disk brakes. Ordinary detergents contain salt, so not such a good idea.

Use a sponge or similar to wash the bike starting at the top and working down to the bottom.

I use a mix of cloths, old brushes and old toothbrushes to get to hard-to-reach bits.

It helps to remove the wheels and clean them separately (see below).

I have some Isopropyl alcohol for removing grease.

A small flat-bladed screwdriver is good for cleaning jockey wheels.

Make sure to dry your chain when you've finished to avoid rust and stuck links.

You can wax painted parts - I don't.

Cleaning is a good opportunity to spot issues with the bike.

Chain care

3-in-1 oil is not good for chains as it is too light. Most of what you apply ends up on the floor. WD40 (and similar) is far too light and useless for lubricating chains. Instead, use chain 'lube', one of:

  1. Dry lube. Small particles of wax suspended in a carrier liquid. After application the liquid evaporates leaving the wax particles to do the lubrication. Best applied the day before you need to ride. Dry lube leaves the chain looking clean and the chain doesn't pick up as much dirt. However, it washes off easily so has to be applied more often and certainly after cycling in heavy rain.
  2. Wet lube. Viscous oil that sticks well to the chain so does better in wet weather. Attracts dirt, however. After application turn the cranks to work the oil into the chain then use a rag to wipe off as much oil as possible (the useful oil is between the plates of the links and can't be wiped off).

I apply oil to individual bushings (the axles in the chain). Some people run the nozzle along the chain while turning the cranks but that's wasteful in oil.

You can clean the chain on the bike. I use a rag soaked in WD40 and run the chain through it (prevents WD40 getting onto brake surfaces). You can also use chain cleaners that attach to the chain but they are expensive and wasteful in cleaning fluid. Once the cleaning fluid has evaporated, re-lube.

It is easier to deep clean the chain off the bike. Remove the chain (see on). I use WD40 and a rag to remove the worst of the grease. I then immerse the chain in white spirit (pickle jars work well) and swirl the chain around occasionally. Leave as long as practical then remove from the white spirit and allow chain time to dry before refitting and re-lubing.

Chains are said to 'stretch'. In fact the bushings wear down so the chain gets longer. Chain stretch will, over time:

  • Damage front and rear cogs
  • Cause the chain to slip on the cogs
  • Result in a broken chain

Best to replace a chain as soon as stretch becomes significant. That protects the rear cassette which will last three chains, or so. Waiting until the chain starts slipping usually means having to replace the rear cassette at the same time.

Detect chain stretch with:

  • Simple chain gauge. £2-3 on eBay. Two sides, When the first side fits flat against the chain the chain is close to needing replacement. When the second side fits flat against the chain it needs replacement.
  • Use a 12 inch ruler. Chains are spaced one inch apart. When the chain has stretched more than 1/8th inch it needs replacement.

This video shows different methods to detect chain stretch:

Replace brake pads

Two broad types of brake:

  • Rim brakes that work by gripping the rim of the wheel
  • Disk brakes that work by gripping a rotor attached to the wheel's hub
Rim brakes

Pads have grooves in them. Replace before wear removes the grooves.

To replace, remove the wheel (see on). Two main types of rim brakes:

  • Racing bikes use calipers that fit closely around the wheel. The pads are held in place by a small screw. The pads slide out of the caliper towards the rear of the bike. They can be stiff. Slide the new pads in and secure with the provided screw. Make sure to re-engage the cam after refitting the wheel so the brakes work OK.
  • Other pads come as pad/holder/bolt/nut assemblies together with a range of spacers. Undo the nut and remove the old pad keeping a note of which spacers go where and which way around. Replace with the new pad making sure the spacers are in the same places. Makes sense to replace one pad at a time so you always have a correctly fitted pad to use as a reference.

Test your brakes after refitting. Make sure the pads are not close to touching the tyre surface. If they touch they will wear the tyre quickly resulting in a blow-out.

Disk brakes

Pads are secured by a small bolt that passes through the body of the brake and the pads, making sure they stay in the right place. Usually a fiddly retaining clip makes sure the bolt cannot fall out. Remove the retaining clip and bolt.

Pads slide out from the top or bottom. Two pads held in place by a retaining spring (and sometimes magnets). Pads need replacing if they are worn close to the retaining spring.

Do not touch your brakes while working on the pads. You might force the pistons out and cause the hydraulic fluid to leak. Use a pad spacer if you are at all concerned you might operate the brake by mistake.

Replacement pads should come with replacement retaining spring, bolt and retaining clip. Dispose of the old ones. Use a flat-bladed screwdriver to push the pistons back into their housing. Replace the pads in the opposite direction they came out (if you're struggling to get them in you might not have pushed the pistons in far enough). Fit the bolt through the pads and (if possible) the retaining clip.

Once fitted, it is essential to bed the new pads in. You do that by riding the bike and doing some gentle braking, gradually increasing speed and strength of braking. Ideally finish with some downhill braking. It's tedious but necessary to reduce the risk of brake squeal and glazing the surface of the pad (which renders them useless).

Tyre care

Important to inspect tyres regularly. Flints, in particular, can get embedded into tyres and will act like little axes and will eventually get through the tyre and cause a puncture. Also look for evidence of wear such as:

  • Cracking
  • Bare patches showing underlying material
  • Flattening of tyres that have little or no tread

Frequent punturing is a cue to replace the tyre.

Puncture resistant tyres are a good investment in our area. Folding (as opposed to beaded) tyres are a little more expensive but they are easier to get on and off, lighter and easier to pack as standbys when touring.

Tyre sealants that go into the inner tube and plug small punctures can be effective (and essential for tubeless tyres), but messy and no protection against larger punctures. I don't use them.

Check pressures regularly (I check after every three rides, or so). Correct pressure range is shown on the side of the tyre. Important to use a pump with a gauge. Low pressure (almost inevitable if you use a pump without a gauge) increases the risk of punctures.

The pressure you decide to use is a preference. Using a lower pressure in the range increases comfort, using a higher pressure reduces the work needed to cycle.

Escaping air when you remove your pump is normal and the pump (rather than the tyre) depressurises. Similarly, pressure in the tyre will drop when you attach a pump as the pressure between pump and tyre equalises. Do not expect refitting a pump to a tyre you just inflated to show the same pressure.

This video explains how to inflate tyres fitted with the two common types of valve:

  1. The schrader valve
  2. The presta valve

The video helps you find out which you have.

Note that to add air to a pressurised tyre using a presta valve, you need to exert short sharp pressure to open the valve (usually with an audible snap).

Removing and replacing your wheels

You'll need to remove your bike's wheels to fix a puncture or to clean your bike thoroughly.

This video is a good explanation of how to remove and replace the back wheel from a bike equipped with 'V' brakes. The chances are your bike will have that kind of brake.

Removing and replacing the front wheel is the same as the back except that you don't have the hassle of disentangling the chain from the gears.

This video is a good explanation of how to remove and replace the wheels from a bike equipped with caliper brakes. If you have a road/race bike, there's a good chance this is your type of brake.

This video is a good explanation of how to remove and replace the front wheel from a bike equipped with disc brakes.

Take a look at one of the above two videos to see how to get your rear wheel disengaged/engaged with your gears.

Bikes with disk brakes sometimes use a through axle (no slot for the wheel to come out of the forks) in which case you will need to remove the skewer completely before you can separate the fork from the wheel.

Fixing a puncture

If you have a puncture on the road, consider safety first. Make sure anyone behind you knows you have to stop. Look for a way to repair the puncture off the road. Perhaps a pavement or a gate entrance. Make sure everyone with you gets off the road too.

Having said that, you need to stop as soon as you can safely. Riding on a flat tyre can wreck the inner tube.

Replacing the inner tube is faster and more reliable than a repair. In any case, a major puncture can't be repaired, so it's a good idea to carry one or two replacement tubes with you. I also carry self-adhesive patches in case of multiple punctures. You'll also need to carry some tools:

  • Good tyre levers – the ones you get in cheap kits can be too bendy, making them useless; hard plastic are easier on rims than metal ones
  • Pump – preferably one with a pressure gauge
  • Self-adhesive patches or a puncture repair kit
  • Something with a sharp point to remove whatever caused the puncture from your tyre
  • A small biro is useful for marking a puncture

It's a good idea to practice puncture repair at home before you need to do it out on the road.

Once you are safe, to repair a puncture, follow these steps:

  1. Remove your wheel (se above).
  2. Make a note of the position of the valve in relation to the tyre (not the wheel). That will help you find the cause of the puncture later on.
  3. Use tyre levers (see the videos below) to remove the tyre.
  4. Remove the inner tube. You might have to unscrew the collar from the valve before you can remove it from the rim. You will need to remember which way round the inner tube came out of the tyre, or you can mark which way round it was with a biro.
  5. Add some air to the inner tube and use your hand or your lips feel around the tyre to find the puncture. Note you might have two punctures at the same place - one at the outside of the tube and one at the inside.
  6. If possible, mark position of the puncture with a biro - that makes it easier to find it again when it comes to placing the patch.
  7. Place the valve next to the tyre in the position where it was when you removed it, with the inner tube the same way round as when you removed it.
  8. Look for what caused the puncture at the place in the tyre corresponding to the puncture location. The sharp is probably embedded in the tyre. If you fail to find it, you risk a second puncture if it's left in the tyre. Feel round the inside of the tyre carcass for a thorn. Look for a flint or piece of glass that might be deeply embedded in the tread of the tyre. Remove the offending article with a sharp point.
  9. Replace or patch the inner tube. See the videos below for examples of patching an inner tube with self-adhesive patches or patches you have to glue on.
  10. Add just enough air to the inner tube to give it some shape.
  11. With one side of the tyre fitted to the wheel, fit the valve into the rim. Make sure the valve is in straight. If appropriate, make sure the tyre is fitted right way around (look for an arrow on the tyre indicating forward rotation). Line the valve up with an obvious point in the tyre (the first character of the maker's name, for example) - so it's easier to find the next puncture. Fit the tube inside the tyre.
  12. Fit the other side of the tyre over the rim - this can be difficult. You will usually get to the last six inches, or so and find that there's not enough slack to fit the rest of the tyre. Work around the section of the tyre that you have fitted squeezing inwards to force the tyre into the deeper part of the rim (you might need to deflate your inner tube). You should then be able to fit the rest of the tyre. Take care not to pinch the inner tube, especially if you have to use a tyre lever.
  13. Screw the collar to the valve if it has one.
  14. Reinflate the inner tube to a suitable pressure, checking as you go that the inner tube is not escaping from the tyre.
  15. Replace your wheel (see above). Job done!

This video demonstrates how to repair a puncture using a self-adhesive patch (my preferred method - patches are simpler and less fussy than glue-on patches):

This video demonstrates how to repair a puncture using glue-on patches. The visual references to the Monty Python 'Bicycle Repair Man' sketch date the video - or perhaps the presenters - but the method hasn't changed:

Note that neither video properly shows you how to find what caused your puncture.

Removing a chain

To remove a chain from your bike you first have to 'break' it. That means undoing one of the links.

If you have a special link in your chain, you can break it there, sometimes without tools. There's an article discussing different types of link here. Otherwise you will have to use a chain breaking tool which forces one of the pins securing each link out of the chain.

This video shows the different types of link and how to use a chain breaking tool. Note, however, it really isn't necessary to buy special pliers. The article about links describes some alternative methods to undo a difficult link.

Replacing a chain

You will first need to buy a replacement chain. Chains are interchangeable. You don't need to match the manufacturer of your gears, provided you choose:

  • The right 'speed' - this refers to the number of gears on your back wheel. Modern bikes are usually 10 or 11 speed.
  • The right length. It's unlikely you'll find one exactly the right length. Instead make sure it's longer than you need (by counting links) so you can cut it to the right size.

Costlier is not necessarily better.

I suggest buying a chain that comes with a reusable link. Specifically, I advocate Wippermann chains that come with their connex link which can be removed and reused easily without tools.

Before replacing a chain, make a note (and perhaps take a photo or two) of how the chain winds around your bike's rear wheels. Then:

  1. Put your gears into the smallest rings front and back (to make it easier to get the chain back on later).
  2. Break the old chain.
  3. Run your new chain alongside the old one to determine how many links you need to remove from your new chain. To use a link, both ends will need to be narrow (if you used a chain breaking tool on your old link it will be one link longer) see video below for an illustration. Check you have the right length carefully - if you are unsure how the link on your new chain will work, consider a trial run before the next step.
  4. Use a chain breaking tool to remove excess links from your new chain.
  5. Fit the new chain to your bike making sure it follows the same path as the old one. It should go around the smallest cogs at the back. For the time being don't fit it to the front cogs but lay it alongside the smallest ring. If the chain has manufacturer's markings they should be on the outside of the bike.
  6. Secure the chain with the supplied link.
  7. Pull the bottom of the rear derailleur towards the font of the bike to loosen the chain and put it onto the smallest front ring.
  8. Turn the cranks to make sure the chain is running freely.
  9. Lube the new chain. Some people say that step is unnecessary because the chain comes already lubed; I'm unconvinced, I think it comes with a coating to protect its appearance, but it doesn't look like lube to me. It doesn't do any harm to be sure.

This video shows how to replace a chain:

Replacing a cassette

Arguably an advanced topic because it needs specific tools (a cassette removal tool and a chain whip) but - if you have those tools - the job is really easy and you can save a lot of money:

  • Using a hub at replacement prices
  • Avoiding labour costs and transport costs

This video provides some hints for detecting chain wear:

This video shows how to replace a cassette:

Some notes:

  • It's usual when changing a cassette to change the chain at the same time; a worn chain is a cue to consider cassette replacement (some people always replace their cassettes with every worn chain - seems excessive to me)
  • When choosing a new cassette, you must match the 'speed' (i.e. the number of gears of the old cassette)
  • You might be able to fit a cassette with a larger number of cogs in its biggest gear. That will give you easier hill-climbing. However, each type of gear has its limits - exceed them and your bike will not change gear correctly. You'll need to check the specs of your specific gears online. You will probably need to replace your chain with a longer one too. Safest is to fit one the same as you are replacing or (if you are unsure about limits, use a bike shop, explaining what you want to do).
  • Shimano and SRAM cassettes are interchangeable.
  • When you remove your old cassette from the hub do one of the following to ensure you know how to reassemble the new cassette (in case you let it fall apart by mistake):
    • Keep the cassette intact (don't let it separate into separate bits) - perhaps use string or a cable tie to keep the bits together in sequence; or
    • Remove each element (sprockets and spacers) separately and lay them out in the order you remove them.
  • If you are fitting a 10 speed cassette onto a wheel that takes 10 or 11 speed, you will find there is an extra spacer that doesn't come with your new cassette - you'll need to refit that spacer before replacing your cassette.

I forgot my username or password

Every current member of Hayling Island u3a has a username and password that gives access the the members' area of this site.

We sent an email to everyone when we launched the site providing usernames and passwords. All new members are notified of their credentials when they join.

This article explains what to do if you have lost or forgotten your username, your password or both.

The process depends on your current situation:

  • If you know your username, use the procedure described below to reset your password
  • If you do not share your email address with another member of Hayling Island U3A, use the procedure described below to reset your password.

If neither applies to you, you will need to find out your username. Either Andy Henderson or Peter Haskell can tell you your username.

Your password is stored by the web site in such a way that no-one can retrieve it. Not even site administrators. Instead, the web site gives you the ability to reset your password using the procedure below. This procedure requires you to have an active email address registered with the web site. If you have provided a dummy email address or or one that doesn't work, you will have to provide Andy Henderson or Peter Haskell with a new password so they can reset it for you.

To reset your password via the web site, click a link to the members' area. You'll find one in the menu bar and another in the area at the bottom of any page in the site. When you click the "Members' area" link you will see the login page...

Retrieve Password 1

Click the message 'Click here if you forgot your password'. You will see this page...

Retrieve Password 2

If you know your username enter it in the box provided. Otherwise you can use your email address - but only if you do not share it with another u3a member.

Click 'Get New Password'. The web site will then send you an email that tells you your username and gives you a link to click. When you click the link you will see this page...

Enter new password

Enter your new password in both boxes provided. If the two versions match, the site will store your new password. You can now go to the members' area of the site using the username provided in the email sent by the web site and the password you just provided. To make sure you have them available when you need them, make a note of them now. Alternatively, set yourself up with a password manager that can keep track of all your ids and passwords and - in many cases - can enter them for you. I can recommend LastPass which is available as a free service.

Why don't I get u3a emails?

The emails get sent - honest. But several people claim they don't get them, or that they get them intermittently.

There's nothing special or different about Hayling Island u3a emails. In fact, when people manage to track them down, they usually find emails from other people have gone astray too.

This note will hopefully help you find out where they are going and how to make sure they arrive OK.

It describes:

  • Some basic principles
  • The main reasons for emails going astray
  • What you can do about it
  • What we can do about it
  • Some specific step-by-step instructions

Continue reading Why don't I get u3a emails?

How to: Use our site to send emails

You should always send multiple emails through the web site rather than keep a personal list. The web site ensures you:

  • Use the latest address we have for each member
  • Observe members' preferences for receiving circulation emails
  • Do not email members who have retired from HIU3A; in particular those who have died.

Click/tap any link below to find out more...

How to select who gets your email(s)

There are several ways to begin sending your email. Apart from the first, all these methods require you to have logged in to the members' area.

Apart from the 'Member lookup service' none of these methods disclose your recipients' email address(es). Members decide who can see their email address in the member lookup service through their profile.

Use an email link in the public area of our site

For example anyone can email:

a group's leader (provided they have an email address) via a group page

any of our committee members via the organisation page.

Via member lookup

In the 'Member services' menu you can look up any current HIU3A member. Members decide whether you can see their email address via their profile. You can, however, always email them through the 'Email them' button on the lookup page.

Email group members

Group members, leaders and editors can email:

  • Individual group members via the list of group members shown on the group page
  • All group members via the 'Email group members' link shown in the heading of the group's page, or menu options 'Member services' / 'Email members of a selected group or groups'
  • Selected group members via the 'Email selected group members' link shown in the heading of the group's page.

People can also use the 'all group members' methods to email all members from multiple groups they belong to.

Email group leaders

Under the 'Member services' menu, you see 'Email services'. Under that you see an 'Email all group leaders' option. Authorised members can select that option to start sending an email to group leaders.

Email all HIU3A members

Under the 'Member services' menu, you see 'Email services'. Under that you see an 'Email all u3a members' option. Authorised members can select that option to start sending an email to all our members.

Other methods

HIU3A members such as:

  • Treasurer
  • Membership secretary
  • Groups co-ordinator
  • Visits organiser

all have additional methods to select members they want to email. Since those methods are specific to those roles we haven't listed them here.

Having started your email, you will see one of two different pages depending on whether you selected one member or multiple members:

Send an email to one person

You will see a simple page that asks you to provide a subject and the message you want to send.

You can split your message on to multiple lines. There is, however, no facility to mark up your message with, for example, bold text or bullet points.

If you are not logged in to the site, you are asked to provide your email address. Otherwise:

  • The web sites suggests your HIU3A email address - please accept that unless you have a good reason to override it, that will help your recipient reply to you
  • You can optionally ask for a copy of the message you send.
Send an email to multiple members

However you start your email, you see this form (click to see a larger version):

There are two ways to provide the subject and content of your message:

Enter a subject and message directly

Ignore the 'Message post id' box and enter a subject for your email and the message you want to send.

You can split your message on to multiple lines. There is, however, no facility to mark up your message with, for example, bold text or bullet points. However, you can use special tags exclosed in [ and ] to add links and images.

To provide a simple link to a web page, use:
[link link-address]

For example:
[link https://haylingu3a.org] generates: haylingu3a.org

To link a piece of text to a web page, use:
[link link-address text-to-link]

For example:
[link https://haylingu3a.org Click me] generates: Click me

To insert an image into your email, use:
[image image-address]

Note, however, most email programs suppress images in emails by default. Better to use one of the above methods to link to your image instead.

Send the content of a news item or article

You start by creating an article or news item. The item will have a title that becomes the subject for your email. The text of the article becomes the text of your email. The text can be formatted. For example it can include:

  • Headings (we suggest you use 'Heading 2's
  • Bullets
  • Bold, italic and coloured text
  • Superscripts and subscripts

Features that rely on web site code will not, however, work in your email. For example, the following will not work:

  • Folding sections (like this one)
  • Use of "fancybox" to show larger versions of images

Having published your item you will need its numeric id to email it. Click/tap the 'Update or delete' button on your item's page and the id is shown at the bottom right of the page like this:

When you send your email ignore the subject and message boxes and enter the id in the 'Message post id' box.

We provide a mechanism that allows you to see how your email will appear before you send it out (see below).

The web site suggests you send your emails using your name and HIU3A email address. Please accept that unless you have a good reason to override it, that will help your recipient reply to you. It's OK, for example, to override the email address if you have a role address like chair@haylingu3a.org.

Optionally, add an attachment to your email. Click here to find out more about email attachments.

Before you send your email, you have the option to send a test version to yourself. That allows you to check how it appears and make sure any links work correctly. We suggest you always do that to avoid embarassment of sending an email that then needs a follow-up correction. You won't have to re-enter anything, the site will remember your email when you want to send it to members.

Send a test email

Click/tap 'Send to test address' and enter the email address you want to send it to.

Click/tap 'Proceed' to start sending your test email. You see a confirmation message like this:

Confirmation page

Note that the message shows you the title of your selected post if you chose that method to provide the content of your email. That allows you to check you entered the correct id.

Click/tap 'Confirm your request' to send the test email and see this message:

Email sent

You can then confirm your email is as intended. Make sure any links in the email work correctly. If there are any problems, click Restart and:

  • Either update the plain text subject and text of your message
  • Or update the item that you are using as the basis for your message

Then send a new test message.

Send your email to members

When you have sent your test message and are happy it is ready to be sent, Click/tap Restart and repeat the send process but this time select 'Send to members' instead of 'Send to test address'.

When you click 'Send to members' you will see an additional option to 'Request copy'. If you tick this option the web site will send you a copy of the email together with a list of everyone that received it.

Depending on how many members you are circulating, the process might take some time and your browser page might go blank. That's OK. Wait for the confirmation message.

How to: Work with meetings and events

We can add events to group pages. Meetings are just one kind of event. Other kinds include: visits, walks, cycle rides, Christmas lunches, and so on.

The web site allows you to create two types of event:

One-off events

One-off events describe an event happening on a single day. The give you complete flexibility over how they appear on the web site since each one can have entirely different details. They have to be created individually, however.

One-off events are a useful way to:

  • Describe meetings for groups that a diverse range of topics or that meet at different venues (for example, the walking group)
  • Supplement recurring events for groups that have occasional meetings that don't fit the normal pattern
Recurring events

One event in the system can occur on multiple days. For example a meeting on the second Tuesday of every month for a year. You can alter the generated dates to allow for special circumstances such as:

  • Extra meetings outside the normal schedule
  • Meetings that coincide with a bank holiday

Recurring events have the same:

  • Title
  • Description
  • Start time
  • Finish time (if specified)
  • Venue (if specified)

The only difference is the date of each one.

Recurring events are a useful way to establish a programme of regular meetings for a group that doesn't change its activities significantly from meeting to meeting.

Events linked to a group can be a mix of the two types.
Continue reading How to: Work with meetings and events

How to: Update group members and editors

Each group is linked to a list of members and editors.

Member lists allow everyone in the group to:

  • Send emails to the rest of the group via the web site - email addresses will always be the latest provided by each member
  • See the group in their group lists and in their calendars, making it easier to find out what's going on
  • See contact details for people that have restricted their availability to fellow group members

Group leaders are notified automatically if any of their members are no longer members of HIU3A and those members are automatically removed from emails sent to the group via the web site.

It is therefore important to keep the member list up-to-date.

Continue reading How to: Update group members and editors

How to: Work with news and articles

We can add articles and news items to group pages and to u3a pages. Articles and news items are very similar. The main difference is that:

  • News items are useful for a relatively short period of time. For example an announcement of a change of venue for a meeting.
  • Articles have a longer life. For example: the route taken by a walk or a cycle ride; or the results of a group project.

Add a news item or article Continue reading How to: Work with news and articles

Guidance for group leaders

These notes are provided to help Hayling u3a group leaders run their groups. In practice, leading a HIU3A group is not intended to be onerous. Instead we hope you find it a pleasant and rewarding experience.

If you are interested in starting a new group, click/tap here to find out what's involved.

Click/tap any of the following headings to see more information.

Support for running your group

Besides help available from the committee and the groups co-ordinator, you can get help by:

Sharing hosting

Some groups rotate hosting around members who are willing and able to accommodate meetings.

Appointing a deputy

Some groups have found it helpful to appoint a deputy group leader. A deputy is particularly useful if you are ill or away on holiday.

Delegating web site changes

If there's a member of HIU3A willing and able to help you manage your group's pages, you can authorise them to make changes on your behalf by adding them as an editor for your group. They don't have to be a member of your group so you can delegate to a friend, spouse or partner, for example, provided they are a HIU3A member.

There's more information about how to do that here.

If you're stuck, you can ask the Web site editor for help, or to make the change for you.

Creating a helpful group page on our web site

Our Group Co-ordinator will create your initial group page. You can then update it yourself.

Your group page is important because it:

  • Allows members and prospective members of HIU3A to find out about your group and how to get in touch if they'd like to join.
  • Lets prospective members see the breadth of what HIU3A offers and encourages them to join us. It's likely they'll review the group lists so your information will promote HIU3A even if they aren't interested in joining your group.

We've kept your group page as simple as possible. All we ask for is some basic information, a short description for group lists and a more detailed description for the group page.

Guidance about page content

When you update your group page you'll see a form where you can change:

  • The name of your group - you can change it if your group evolves over time.
  • A short description to be used in group lists. Typically a summary of your group's activity and an indication of when you meet. For example: "The cycling group arranges monthly rides of two to three hours' duration. Usually at 10.00am on the first Tuesday of each month."
  • A more detailed description of your group for the group page To get away from form filling, we give you a blank box so you can say as much, or as little, as you like. Consider including:
    • A bit more about the group including when and, if you meet in a public place, where you meet.
    • Some friendly words to encourage people to join.
    • Any constraints on membership, for example "This is not a group for people wishing to start to learn French".
    • Any costs involved.
  • Your group's type. This is shown in your group page and determines how your group appears in group lists and calendars. Typically one of:
    • Any member can attend
    • Open to new members
    • Currently closed to new members
  • Which activity/activities are covered by your group. Your selection drives the 'Groups by activity' page. Let the Group Co-ordinator know if you think the list should be expanded.
  • The maximum number of members you can accommodate or "No practical limit". This helps the group co-ordinator gain an oversight of how groups are doing.

If you want to learn how to lay out your detailed description, and add links and images, click/tap here.

How to update your group page

Log in to the web site and go to your group page (you can find it in the group list). The system will recognise you as a leader of the group (there can be more than one) and you'll see a blue button like this:

Click/tap it to update your group page.

Keeping track of your group's members

We ask you to keep an up-to-date member list on the web site. That's because:

  • You can easily email all members, or a selection of members, in your group (see next section). We automatically use the latest email address given us by each member so, if they update us, your list will update too.
  • Members of your group can contact each other easily via the web site.
  • Group members will see your group in the 'Your groups', 'Your calendar', 'News from your groups', and 'Articles from your groups' services, as well as electronic calendars and newsfeeds.
  •  Handing over your group to someone else is much easier if you have an up-to-date list - particularly if you become unavailable for any reason.
  • If a member of your group ceases to be a member for any reason, we notify you automatically by email and remove them from your member list. We can't do that if your list doesn't include them. That saves you the embarassment of continuing to email a past member or, worse, a member who has died.
  • As soon as a new HIU3A year starts, your member list shows which members have not yet paid their subscription. You can use this to help the Membership Secretary by reminding your members of overdue payments.
  • Our Groups Co-ordinator gets an oversight of how all our groups are doing, and the health of our u3a.
How to review your group's member list

Log in to the web site and:

  1. Go to your group page (you can find it it the group lists)
  2. Click/tap the 'Membership list and management' link to see your current list of members

If you want to make changes to the list, click/tap 'Manage group membership' or read on for more details...

How to add members to your group and remove them

Click/tap here for detailed step-by-step instructions (with pictures) for adding and removing members.

Note that you do not have to remove retiring members. The site does that automatically for you.

Letting your members know what's happening

You can keep members up-to-date in various ways. Click/tap any of the following to find out more:

Email

You should always send emails to group members through the web site rather than keep a personal list. The web site ensures you:

  • Use the latest address we have for each member.
  • Observe members' preferences for receiving circulation emails.
  • Do not email members who have retired from HIU3A; in particular those who have died.

You can email:

  • Individual group members
  • The whole group
  • Selected group members (you just tick which members will receive your email)

Click/tap here for more information about how to send emails through the site.

News articles

News articles appear in the sidebar on your group page. Depending on what kind of device people use, the sidebar is either displayed on the right or the bottom of the page.

Members of your group can see news items even if they have deleted your emails. Also, news items demonstrate to prospective members that your group is active.

Add a news item

To add a news item to your group page, log in to the web site and:

  1. Go to your group page (you can find it it the group lists)
  2. Click/tap the 'Add a news item or article' link.

You then enter a title for your article and the text for your news. If you want to can show the item only to members who have logged in to the site. Use this option only if your item includes personal information that should not be shown to the public.

Click/tap here for more information about adding and updating news items.

Having created your news item, you can send it as an email - that's an easy way to let everyone in your group know about it.

To avoid the group page looking stale, the site periodically replaces older items with a link that allows viewers to see archived items.

Meetings and other events

Every year, before the start of the HIU3A year begins in April, you will be asked to update your events for the new year. There are two types of event:

  • Recurring events - these all have the same title and description and automatically repeat throughout the year. For example, the 'first Tuesday of each month' or 'Every fortnight'. Most groups' meetings are set up this way. You can exclude specific dates (to avoid Christmas, for example) and add extra ones.
  • One-off events - each event occurs at a given date and time and has its own title and content. These are useful for groups such as Walking which goes to a different destination each time.

Or you can mix the two.

Your events automatically appear on your group page and in our site's calendars.

Click/tap here to find out more about adding and updating events.

Forums

Forums are a good way to conduct discussions within your group outside of meetings. For example, the Cycling group uses a forum to discuss destinations each month.

You can opt for the discussion to be visible to the public or only HIU3A members. In any case, people have to log in to contribute to a disussion.

Contact the web site editor if you'd like to set up a forum for your group.

Personal calendars and newsfeeds

Members can:

You don't have to do anything extra. The web site will automatically include relevant items.

You can also:

  • Send notices to the HIU3A editor for inclusion in our newsletters.
  • Post your group's details on display boards at monthly meetings.
  • Ask our Chair to make announcements at monthly meetings on your behalf.
Saving your group's work

If your group generates material that might interest people in the future, you can add it to your group page as an article. There are three types of article:

  • Featured articles appear at the top of article lists
  • Normal articles appear latest first
  • Archived articles do not appear on group pages but are available via a link to a page that shows all articles.

Ideally, people should be able to read articles without downloading anything. However, they can include links to documents and images. There is a limit to the size of items you can store in our web site. That means you will be unable to upload videos or high definition images. Instead you can link to external web sites such as YouTube or Dropbox. Contact the web site editor if you need help with that.

You have the option to restrict articles to HIU3A members who have logged in to the site, but making articles public might help promote your group and HIU3A as a whole.

Click/tap here for more information about adding and updating articles.

Places to meet

If you need a place to meet, there's a list of venues we use here. You can use links we provide to find out which groups meet at each venue so you can contact relevant group leaders to find out more.

Handling money

All groups need to be self funding. Shared payments towards covering group necessities such as hiring of halls or equipment, sharing travel expenses, refreshments, etc should be mutually agreed by group members. If you expect contributions from members, you should provide details in your group's page (see above) so there are no surprises.

Apart from equipment belonging to HIU3A (see 'Grants for equipment' below) There is no need for your expenses to be audited or declared.

The Visits group has a system for recording its income and expenses which is visible to the HIU3A Treasurer. The group agrees a fixed price to cover all expenses inc. coach, travel, insurance etc, which is presented to and agreed by members when they buy their tickets.

If your group gets full

It's important for the health of HIU3A that we use opportunities to expand what we do. A full group indicates scope to do that. There are no hard and fast rules for what to do if your group fills up. Here are a few options:

Remove 'absent' members

If there are u3a members who have registered their interest in your group and are waiting to join, you should consider asking any current members, who are poor attenders, to leave and make room for them. It's an obvious courtesy to ask them first, but our committee has authorised you to remove a group member who has missed three meetings without giving a reason.

If your group has no 'absent' members

When you get to the maximum number of group members you can handle, use your group page to change your group’s status to 'Closed to new members'. That will automatically show a message on the page explaining the situation and inviting potential new joiners to register their interest in your group. You will be notified by email of any registrations and you can review them via the ‘Show registrations of interest’ link in your group page.

If someone contacts you directly wanting to join when you are full, you can register their interest on their behalf using the ‘Record an interest in this group’ option on the group page.

Split your group

This option is most appropriate if there's an obvious way to split the group. For example, the Ambling group split from the Walking group to support members who could no longer walk as far.

Similarly, a games playing group might split between better and weaker players, or advanced and beginners.

Support a new group

This option is most appropriate if there's significant interest in a new group - or if you suspect there might be.

Key is identifying a leader for the new group who is prepared to set it up. Someone who hasn't led a group before - especially if they are a new HIU3A member - probably finds the prospect daunting. You could help them by mentoring them through the process and, perhaps attending the initial meetings - or maybe a member of your group is prepared to do that.

Another option is for a member of your group to become the leader of the new group - with, or without, the eventual aim of handing leadership over.

Emergency contacts

Members can add their emergency contacts via their profile page. When members log in to the site they can see a link to their profile in the 'Member sevices' menu or at the foot of every page in the site. We also add a link to it from all emails sent via our web site.

Emergency contacts allow you to get in touch with relevant people following an incident. While you can usually contact a spouse or partner via a member's contact number, that might not be useful if:

  • The member lives alone
  • They use a mobile number as their contact number
  • Spouses and partners are involved in the same incident.

To reduce the stress of dealing with an incident, you should make sure your members have entered emergency contacts.

Once a member has stored their emergency contacts they are automatically avaliable to leaders of all groups to which they belong. You should not rely on personal lists as they can quickly become out of date and are not visible to other group leaders.

More about profiles

Click/tap here for information about the profile page.

View a member's emergency contacts

Log in to the site and use menu options 'Member services' / 'Member lookup'.

Use the service to find the member in the HIU3A database.

You will then see their details. Even if the member has specified that information should not be visible, group leaders can always see their emergency contacts.

List emergency contacts

Useful if you want to:

  • See who has not yet provided emergency contacts.
  • Take a list with you if you are meeting outside your home.

To see the list, log in to the site and use menu options: 'Member services' / 'Group services' / 'Your group contacts'.

If you lead more than one group, you will be asked to select which group you want.

You will then see a list of members. Click/tap any of them to see their contact details including their emergency contacts.

Transport

It's OK for members to offer lifts to other members to attend HIU3A events. Members can accept voluntary contributions, but formal charging is illegal.

Members offering lifts should check their personal insurance, but offering lifts for social purposes is usually covered.

Grants for equipment

You can request a grant for any equipment your group might need. Contact our Groups co-ordinator in the first instance. As a minimum, they will want to know:

  • What you want to purchase
  • How you intend to use it
  • The likely cost
  • Any maintenance costs

Note that purchased equipment is the property of HIU3A, so:

  • It can be used by any group at the HIU3A committee's discretion.
  • You must keep track of where it is.
  • In the first instance, you should consult the Groups co-ordinator about maintenance, repair, disposal and replacement of the equipment.
  • When requested, present the equipment to a member of the HIU3A committee for inspection.
What if there's a problem?

If you run a group from your home, it's prudent to have a simple first aid kit available. Having said that, it's prudent even if you don't lead a group.

If you run an outdoor group, consider also carrying a space blanket which can keep someone warm while waiting for help to arrive.

If an incident should occur during your group sessions (eg. an injury, damage to property, physical assault), you should complete a u3a Trust Incident Form.

Please notify the HIU3A Chair and Group Co-ordinator within 48 hours of the incident, they will provide support and assistance for dealing with it. You should submit your incident form to them as soon as you can.

The latest version of the form at the time of writing is available here as a Word document and a PDF version (printable without needing extra software).

The very latest version is available from the members' area of the u3a Trust web site. It's unlikely to change significantly, however.

u3a insurance documents and incident forms

We've asked for direct, permanent links to the u3a Trust web site, but apparently that's too difficult.

To get to the forms, you have to:

  • Go to the u3a Trust web site
  • Click/tap 'Login' in the header
  • Either login or, if you don't have a u3a Trust username and password, use the 'Don't have an account?' link to register with the site, then login
  • Use menu options: 'Members Area' / 'Support for u3as / 'Advice and Guidance'

That takes you to a page that provides various documents. Insurance documents are in the Insurance section. Incident forms are in the 'u3a Policies and Procedures' section.

Handing over a group

There will be occasions when, for many different reasons, a group's leadership will need to change. The group will need to agree on who they feel will best take over the role.

If you have appointed a deputy, and you are unavailable, they will either oversee the transition, or take over leadership.

It helps if at least one member of the group, besides the leader, knows how to manage aspects of the group that are not obvious. For example:

  • How a book group orders new books from the library
  • How hall bookings are made

The prospective, new group leader should be directed to the 'Guidance for group leaders' page (the page you are reading now) in the Articles section of our site to find out what is involved. They should take further advice from our Group Co-ordinator if necessary, before making their decision to take on leadership of the group.

Implement a change of leadership

As current group leader you can update the leadership of the group yourself.

The new leader must be a group member. If not, you will have to add them to your group. See 'Keeping track of your group's members' above.

To change your group's leader, log into the site and:

  • Go to your group page (you can find it it the group lists)
  • Click/tap the 'Change group details' button
  • In the 'Leadership' section, click/tap the 'Change leader(s)' button
  • Select the new leader(s) and, if appropriate, deselect existing leaders(s)
  • Click/tap 'Update group leader(s)'
  • Click/tap 'Submit your change' to complete your update

If you remove yourself as leader your ability to manage your group's information on the web site is automatically revoked. You might want to consider retaining a leadership role for a while so you can help the new leader.

A change of leadership is a good opportunity to review the group's page. See 'Creating a helpful group page on our web site' above.

If the previous group leader cannot make the change

Our Group Co-ordinator and Web site editor can make changes for any group.

If you have any questions or concerns please contact our Group Co-ordinator who will be happy to help.