BSBADM502 Manage meetings

Assessment-2

BSBADM502 Manage meetings

Student Must Fill this Section
Student Name:
Student ID:		Term:	Year:
Privacy Release Clause:	“I give my permission for my assessment material to be used in the auditing, assessment validation & moderation Process”.
Authenticity Declaration:	“I declare that: The material I have submitted is my own work; I have given references for all sources of information that are not my own, including the words, ideas and images of others”.
Student Signature:	Date:

Assessment Outcome
Assessor Name:
Attempt	Satisfactory	Not Yet Satisfactory	Date	Assessor Signature
Initial attempt		
2nd attempt/Re-assessment		

Information for Student:

All work is to be entirely of the student.

General Information for this assessment: Read the instructions for each question very carefully. Be sure to PRINT your FIRST name & LAST name in every place that is provided. Short questions must be answered in the spaces provided. For those activities requesting extra evidence such as: research reports, essay reports, etc. The student must attach its own work formatted in double space, Arial 12 pts. All activities must be addressed correctly in order to obtain a competence for the unit of competency. If the student doesn’t understand the assessment, they can request help from the assessor to interpret the assessment. Re-submission of assessment after the term will incur additional fees.

Re-assessment of Result & Academic Appeal procedures:

If a student is not happy with his/ her results, that student may appeal against their grade via a written letter, clearly stating the grounds of appeal to the Chief Executive Officer. This should be submitted after completion of the subject and within fourteen days of commencement of the new term. Re-assessment Process: An appeal in writing is made to the Academic Manager providing reasons for re-assessment /appeal. Academic Manager will delegate another faculty member to review the assessment. The student will be advised of the review result done by another assessor. If the student is still not satisfied and further challenges the decision, then a review panel is formed comprising the lecturer/trainer in charge and the Academic Manager OR if need be an external assessor. The Institute will advise the student within 14 days from the submission date of the appeal. The decision of the panel will be deemed to be final. If the student is still not satisfied with the result, the he / she has the right to seek independent advice or follow external mediation option with nominated mediation agency. Any student who fails a compulsory subject or appeals unsuccessfully will be required to re-enrol in that subject. The cost of reassessment will be borne by the Institute. The external assessor will base his/her judgement based on principles of assessment. These principles require assessment to be reliable, fair, practical and valid. Academic Appeals: If you are dissatisfied with the outcome of the re-evaluation process, you have a right to appeal through academic appeals handling protocol. To appeal a decision, the person is required to complete the WSC- Request for Appeal of a Decision form with all other supporting documents, if any. This form is available via our website. The completed Request for Appeal form is to be submitted to the Student Support Officer either in hard copy or electronically via the following contact details: Student Support Officer, Western Sydney College (WSC), 55 High St, Parramatta NSW 2150, Email: Complaints@wsc.nsw.edu.au The notice of appeal should be in writing addressed to the Chief Executive Officer and submitted within seven days of notification of the outcome of the re-evaluation process. If the appeal is not lodged in the specified time, the result will stand and you must re-enrol in the unit. In emergency circumstances, such as in cases of serious illness or injury, you must forward a medical certificate in support of a deferred appeal. The notice of appeal must be made within three working days of the concluding date shown on the medical certificate. The decision of Chief Executive Officer will be final. Student would then have the right to pursue the claim through an independent external body as detailed in the students’ complaint / grievance policy.

Please note you need to fully complete all tasks included in your assessment booklet to gain competency in this unit.

Assessment Schedule

Task	Due Date	Learner Sign	Trainer Sign Off	Comments
Task 2	Week 2

Comments/Feedback to Students

Assessment Task 2 Conduct, Follow up and Report on a Meeting

Submission Details of Assessment

The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor. Submit this document with any required evidence attached. See instructions below for details.

Please ensure you keep an electronic and/or hard copy of this completed assessment for future use.

Purpose of the Assessment

This task provides the opportunity for you to demonstrate that you have the skills and knowledge required to:

• Conduct and chair meetings.
• Ensure that the meeting achieves its aims.
• Review the outcomes of the meeting.
• Ensure that discussions from the meeting are recorded and stored correctly.
• Make sure that any follow-up activities occur and agreed actions are completed.

Assessment Description

For this assessment you are required to:

• Conduct the meeting that you planned in Assessment Task 1 for the Adept Owl Games Company.
• Review the minutes to ensure they are a true and accurate record of the discussions
• Prepare a report for management detailing the outcomes of the meeting.

The work completed for this assessment task provides the basis for Assessment Task 3. You will need to retain a copy of the minutes from this assessment for use in Assessment Task 3.

Instructions

Part A Prepare to conduct your meeting

1. Review the Meeting Preparation Action Plan you developed in Assessment Task 1 and ensure that all tasks have been completed in preparation for the meeting you are to chair.
2. Follow organisational requirements, agreed conventions for type of meeting and legal and ethical requirements by checking Adept Owl Games Company Information document.
3. Where any tasks have not been completed, ensure these are completed before the next step.

Part B Conduct the meeting

1. Conduct and chair the meeting following the meeting agenda you developed in Assessment Task 1. During the meeting you are required to:
   1. Choose a minute-taker and provide them with the meeting minutes template and brief them on the company requirements for taking meeting minutes.
   2. List 5 requirements you will follow to ensure meetings are conducted efficiently and achieve required outcomes.
   3. Ensure meeting facilitation enables participation, discussion, problem solving and resolution of issues
   4. Identify few tasks and assign responsibilities of those tasks to few attendees using your negotiation skill
   5. Ensure that notes are recorded in the minutes.
2. Collect the minutes from the minute-taker at the conclusion of the meeting.
3. Ask meeting attendees to each complete the Meeting Participant Evaluation Form in Appendix C.
4. Ask the minute-taker to complete the Minute-taker Evaluation Form in Appendix D.

Part C Review of meeting outcomes

1. Check the meeting minutes to make sure they are complete and accurate, as well as to ensure correct spelling, grammar and use of the template in line with company requirements.
2. Make corrections to the minutes as required.
3. Distribute the meeting minutes to the meeting attendees in line with company requirements, along with any follow-up documentation required by the meeting outcomes.
4. Prepare a note where you would consider whether the issues were solved in the meeting and purpose served.
5. Submit all the required evidence to your assessor.

What your assessor will be looking for as evidence:

Evidence checklist:

Evidence MUST be Submitted	Tick off Items When Submitted
A completed Meeting Participant Evaluation Form (Appendix C) for each participant	
A completed Minute-taker Evaluation Form (Appendix D)	
The minutes as completed by the minute-taker	
The corrected minutes	
A copy of the communication you sent to distribute the meeting minutes and any follow-up documentation required by the outcomes of the meeting	
Acknowledgement from the attendees that they have received the meeting minutes	

Your assessor will be looking for evidence of:

• Reading skills to identify and interpret information from organisational documentation, and to compare final minutes with original notes to ensure they are complete and accurate
• Writing skills to:

• address context, purpose and audience when creating documents
• prepare and edit documents using appropriate structure and accurate spelling, grammar and punctuation
• take notes as appropriate

• Oral communication skills to use appropriate style, tone and vocabulary for audience, context and purpose when participating in meeting; listen for specific information; and to ask questions to clarify understanding
• Numeracy skills to conduct meeting in line with required timeframes
• Ability to recognise and respond to organisational policies and procedures and legislative requirements

Ability to cooperate with others and facilitate group interaction, discussion, problem-solving and decision-making

Ability to recognise and take responsibility for addressing problems.

Appendix C: Meeting participant evaluation form

Candidate name

	Strongly Agree	Agree	Neutral	Disagree	Strongly Disagree
The meeting started on time.
The meeting purpose was clear.
The chairperson kept discussions focused on achieving the purpose of the meeting.
The chairperson maintained control of the meeting throughout the duration.
The chairperson ensured all participants were involved in discussions.
The chairperson facilitated the problem-solving activity to resolve any issues.
The chairperson facilitated decision-making to ensure required decisions were made.
The meeting followed the agenda.
The desired outcome for the meeting was achieved.
The meeting concluded on time.
General feedback regarding the way in which the meeting was conducted:

Appendix D: Minute-taker evaluation form

Candidate name

	Strongly Agree	Agree	Neutral	Disagree	Strongly Disagree
The chairperson clearly explained the meeting purpose and the expected outcomes.
I was provided with a list of the attendees and their roles prior to the meeting.
I was provided a copy of a minute template to use to record the meeting discussions.
The chairperson explained any organisational requirements/conventions for recording the meeting minutes.
The chairperson explained the required method for recording meeting notes and their expectations with regards to the level of detail of information recorded.
I was provided with examples of previous minutes to assist me with understanding what was required.
It was clear to me what was expected.
General feedback regarding the information you were provided regarding taking minutes for the meeting:

Assessment Task 2 – Marking Guide

Outcomes

Did the student	Satisfactory
Yes	No
Submit a completed meeting participant evaluation form for each meeting participant?
Submit a completed minute-taker evaluation form?
Submit the minutes as completed by the minute-taker?
Submit the corrected minutes?
Submit a copy of the communication sent to distribute the meeting minutes, along with any follow-up documentation required by the meeting outcomes? Does it include acknowledgement of receipt of minutes from attendees?
Submit all documents including the note, within required timeframe?

Performance indicators

Did the student	Satisfactory
Yes	No
Provide completed meeting participant evaluation forms that provide evidence that, as chairperson, the candidate was responsible for chairing the meeting, encouraging discussion in an appropriate manner to facilitate outcomes in line with the meeting’s purpose?
Provide a completed Minute-taker Evaluation Form that provides evidence that, as chairperson, the candidate appropriately briefed the minute-taker on requirements?
Demonstrate an ability to apply different strategies to review meeting minutes to ensure they are complete and accurate?
Distribute any follow-up documentation e.g. reports, data and additional support material required by meeting outcomes?

Outcome:		Successful		Unsuccessful
Assessor Name:
Assessor Signature:

Assessment Task 2 – Observation Checklist

Student Name		Student ID
Assessor Name
Assessment Date/s
Task	Team Meeting
Roles (Participants’ details)

Outcomes

During the meeting did the learner:	Satisfactory
Yes	No
Start the meeting on time?
Explain meeting purpose?
Keep discussions focused on achieving the purpose of the meeting?
Maintain control of the meeting throughout the duration?
Facilitate decision-making to ensure required decisions were made?
Ensure all participants were involved in discussions?
Ensure the meeting followed the agenda?
Facilitate the problem-solving activity to resolve any issues?
Lead the meeting to achieve the desired outcome?
Conclude the meeting on time?

Comments/Feedback to Students

Outcome:		Successful		Unsuccessful
Student Signature:
Assessor Name:
Assessor Signature:
Date of Observation: