FAQS for Convenors

FAQs for convenors

Convenors: If using UMAS, log in via the Admin tab (not members tab)

Who do I contact if I can’t find an answer in the FAQs?

You will most often find an answer to your query in the FAQs below. But there may be a time when you need to contact someone with a more specific query. Here are functions led by Committee members with assistance from members of our club.

Convenor Support
Led by Joan Thompson with support From Debbie Griffiths, Cheryl Neenan and Mary Barron. Dealing with all matters and queries concerning convenors.

Activities Management
Led by Sue Dawkins, with support from Phil Quinn. Dealing with matters regarding current, new and proposed activities

Member Support
Led by Carol Neumann, with support from Sherril Milligan and Sue Sturup. Dealing with all existing and new member queries and concerns.

Venue Management.
Ian Barclay. Main contact for all issues and queries related to venues.

All queries on any of the above functions can be sent to info@u3awilli.org.au and will be forwarded to the relevant committee members.

How do I email all participants in my activity?

  1. Log in to UMAS via the Admin tab and choose the Send Emails tab from the menu on the left-hand side. Choose Enrolments from the tabs across the top.
  2. Fill out the email template using the following instructions:
  3. Put your own email address in the “reply to” space at the top.
  4. Choose an appropriate subject line
  5. Write your message in the text space
  6. NOTE: Only one person can use the UMAS email function at a time. You cannot draft an email and leave it on the system without sending it. The next person sending an email will clear your text and you will lose it. If you have a long or complex email, draft it in a Word document, then copy and paste it and send straight away.
  7. Click the choose file white tab if you want to include a document (only one document can be attached)
  8. In the choose an activity there is a drop-down menu. Chose your activity from this.
  9. Send email (green tab)
  10. A screen will appear saying “pop ups must be enabled”. Tick ‘yes’.

How do I personalise my emails

  1. To include an individual salutation, start your email your normal opening (Dear, Hi, Hallo … etc)
  2. Then include: [preferred_name]
  3. The UMAS database will then populate each individual email with their first (preferred) name.

How do I send emails to individuals in my activity?

UMAS is currently only set up to send bulk emails. To send emails to individuals you can do it in two ways:

A. Through UMAS:

  1. Log in to UMAS via the Admin tab and choose the Send Emails tab from the menu on the left-hand side. Choose Members from the tabs across the top.
  2. Put your own email address in the ‘reply to’ space
  3. Choose an appropriate subject line
  4. Write your message in the text space
  5. Put the individual member’s membership number in both boxes (you can get the numbers from your enrolment list)
  6. Click the green button Send Active Member emails
  7. Repeat this process for each member you wish to email.

B. A better method may be to use your own email account

  1. Copy members’ email addresses from your enrolment list
  2. Make sure you put all the email addresses in the bcc box to ensure members’ privacy

How do I find an individual’s email address?

  1. Log in to UMAS via the Admin tab and choose the Reports tab from the menu on the left-hand side.
  2. Choose Enrolments from the tabs across the top.
  3. In the second box there is a drop-down menu: Choose a course/event
  4. Choose your activity from this menu
  5. Click on the green tab: List enrolments
  6. You will see a report with members enrolled in our activity, including their email addresses

How do I find a previous email I sent?

  1. Log in to UMAS via the Admin tab and choose the Send Emails tab from the menu on the left-hand side.
  2. Choose Enrolments from the tabs across the top.
  3. Click on Restore Previous Emails in the section under the email template
  4. All your previous emails will be displayed in the drop-down box
  5. Choose relevant email and the text will be displayed in the email pro-forma

How do I check who is has enrolled in my activity?

  1. Log in to UMAS via the Admin tab and choose the Reports tab from the menu on the left-hand side.
  2. Choose Enrolments from the tabs across the top.
  3. In the second box there is a drop-down menu: Choose a course/event
  4. Choose your activity from this menu
  5. Click on the green tab: List enrolments
  6. You will see a report with members enrolled in your activity
  7. If you want to see further details of a participant, click on their membership number

How do I check who is waitlisted in my activity?

  1. Log in to UMAS via the Admin tab and choose the Reports tab from the menu on the left-hand side.
  2. Choose Enrolments from the tabs across the top.
  3. In the second box there is a drop-down menu: Choose a course/event
  4. Choose your activity from this menu
  5. Tick the check box: Include wait listed
  6. Click on the green tab: List enrolments
  7. You will see a report with members enrolled in your activity, included those on the wait list
  8. To see further details of a participant, click on their membership number

How do I email those waitlisted in my activity?

  1. Log in to UMAS via the Admin tab and choose the Send Emails tab from the menu on the left-hand side.
  2. Choose Enrolments from the table across the top.
  3. Put your own email address in the reply to space.
  4. Choose an appropriate subject line.
  5. Write your message in the text space.
  6. Click the choose file tab if you want to include a document (only one document can be attached).
  7. In the choose an activity there is a drop-down menu. Choose your activity from this.
  8. Tick the send only to waitlisted in the check box.
  9. Send email (green box).

Note: to send to an individual on the waitlist, see How do I check who is waitlisted in my activity (FAQ above) and choose an individual email from the report.

How do I delete a member from my activity?

  • NOTE: Currently UMAS does not allow you to do this, please email members@u3ahbwilli.org.au and request the UMAS administrator deletes the participant who wishes to withdraw from your course

How do I print out an attendance form?

  1. Log in to UMAS via the Admin tab and choose the Reports tab from the menu on the left-hand side. Choose Enrolments from the tabs across the top.
  2. In the last box there is there is a green tab: Attendance List
  3. Choose your activity in the drop-down menu: Choose a course/event
  4. Put in the start and end dates of your activity
  5. Click on the green tab: Attendance list
  6. A printable form will be sent to your computer

I need to change details of my activity

Contact the course convenor on: members@u3ahbwilli.org.au

What should I do if there is an incident or injury during my activity?

When and how to use the Incident Report Form

  1. U3A Hobsons Bay/Williamstown takes all reasonable care to ensure activities are conducted in a safe manner. Please refer to our other policies for details.
  2. The Incident Report form must be completed if any accident, incident or property damage occurs during a U3A HBW activity in relation to any course or activity, whether on U3A HBW rented premises or elsewhere, and regardless of whether an injury or illness is apparent as a result. 
  3. The form should be used to report and record the details of the incident in case the injured person or property owner seeks to make an insurance claim in the future.
  4. The report must include sufficient details of the accident or incident and the surrounding circumstances. 
  5. The report will also be used by U3A HBW to ensure that corrective actions are taken, as appropriate, to eliminate hazards.
  6. The report can be prepared by the person involved or another person who knows the facts (such as a witness to the event) and should be completed as soon as possible after the event. 
  7. It is a printable document.
  8. The completed form should be submitted to: Secretary, info@u3ahbwilli.org.au