BSBADM502 Manage meetings

Assessment-1

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 1	Week 2

Comments/Feedback to Students

Assessment Task 1 Plan and Prepare for 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 you with the opportunity to demonstrate that you have the skills and knowledge to plan and prepare for conducting a meeting.

Assessment Description

For this assessment, you are required to plan and prepare to conduct a meeting for a fictional organisation, the Adept Owl Games Company. The work completed for this assessment task will then be used to complete Assessment Tasks 2 and 3.

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

Instructions

1. Read the Adept Owl Games Company – Company Information handout provided by your assessor.
2. Meet with your assessor to identify a topic for a meeting that you will chair.
3. Using the company information and the Adept Owl Organisation Chart provided by your assessor, identify 3 – 4 company staff members will need to attend the meeting.
4. Choose 3 – 4 members of your class to act as the staff members.
5. Identify what type of meeting e.g. face-to-face, teleconferencing, web-conferencing and using webcams will be appropriate to achieve the meeting’s purpose? Discuss the reasons.
6. Explain the following meeting terminology:

Agenda

Apologies

Point of order

Standing orders

Quorum

Chairman

7. Complete the Meeting Requirements Form in Appendix A and select a suitable meeting format (refer to learner book section: Determine Appropriate Meeting Format).

Ensure that you identify and describe any of the following as they apply to your meeting:

1. Organisational requirements – e.g. the need to record minutes.
2. Applicable conventions – the ways in which the meeting will be carried out e.g. how minute-taking.

Legal and ethical requirements e.g. how confidentiality of information will be discussed.

8. Complete the Meeting Preparation Action Plan template in Appendix B by listing the tasks required to make the meeting arrangements you have identified in Appendix 1 and identify who is responsible for completing each task.

Note: These activities will need to be completed in Assessment Task 2 before you can conduct your meeting.

9. Prepare the meeting documentation, as per the Adept Owl Company Information handout, using templates where required. The documentation will need to include:
   1. A meeting invitation to notify the required staff of your meeting, including an explanation of the reason for choosing the meeting format;
   2. A meeting agenda;
   3. A meeting minutes template.
10. Prepare at least one meeting paper, a document relating to the meeting topic, that attendees will need to read before the meeting and select a suitable method to distribute this.
11. Send the meeting documentation produced in steps 7 and 8 to the meeting attendees within the time set by assessor.
12. 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 Requirements Form (Appendix A)	
A completed Meeting Preparation Action Plan (Appendix B)	
A meeting invitation	
A meeting agenda	
A meeting minutes template	
At least one meeting paper required for your meeting	
Written explanation of meeting terminology	

Your assessor will be looking for:

Reading skills to identify and interpret information from organisational documentation

Writing skills to address context, purpose and audience when creating documents and communications

Numeracy skills to recognise and interpret numerical information related to timeframes and budgets

Ability to recognise and respond to organisational policies and procedures and legislative requirements

Ability to select the appropriate method of communication for your purpose

Ability to apply formal processes when planning complex tasks and to produce plans with logically sequenced steps and an awareness of time constraints.

Appendix A: Meeting requirements form

Meeting Requirements Form
Chairperson
Department
Meeting name
Meeting details
Date		Time
Location		Budget
Meeting format
Purpose
Agenda
Participants	Internal	External
Speakers
Seating arrangements
Video or teleconference requirements
Supporting materials
Pre-reading
Meeting documentation
Equipment requirements
Hospitality requirements
Catering requirements
Accommodation requirements
Other requirements
Special needs of attendees
Other organisational requirements for conducting meetings
Applicable conventions for conducting meetings
Legal and ethical requirements for conducting meetings
Other specific requirements

Appendix B: Meeting preparation action plan

Meeting preparation action plan
Meeting name:
Meeting date:
Chairperson/host:
Action required	By whom	By when

Assessment Task 1 – Marking Guide

Outcomes

Did the student	Satisfactory
Yes	No
Submit a completed Meeting Requirements Form?
Submit a completed Meeting Preparation Action Plan?
Submit a meeting invitation?
Submit a meeting agenda?
Submit a meeting minutes template?
Submit at least one meeting paper required for the meeting?
Submit a written explanation of meeting terminology?
Submit all documents within required timeframe set by Assessor?

Performance indicators

Did the student	Satisfactory
Yes	No
Choose a meeting format that is appropriate for the purpose of the meeting and will assist with achieving the goals of the meeting?
Determine the meeting requirements, as required, in their Meeting Requirements form?
Determine meeting style, format and requirements appropriate to the meeting’s purpose?
Identify and interpret organisational requirements for conducting meetings in line with the Adept Owl meetings policy, such as:
Provide evidence of identification and understanding of applicable conventions for conducting meetings?
Provide evidence of identification and understanding of legal and ethical requirements for conducting meetings?
Develop an action plan?
Develop a meeting invitation in line with organisational requirements, such as Adept Owl meetings policy?
Develop a meeting agenda, in line with organisational requirements, including Adept Owl meetings policy, style guide and template, which includes the following information?
Source and prepare the meeting minutes template in line with organisational requirements, including Adept Owl meetings policy, style guide and template?
Prepare meeting papers that are relevant to the purpose of the meeting and contribute to the achievement of the meeting goals, and select an appropriate method to distribute these to participants prior to the meeting?
Use a method to the send the invitation, agenda and required meeting papers to participants that is appropriate to the meeting’s purpose and in line with Adept Owl meetings policy, style guide and templates?

Outcome:		Successful		Unsuccessful
Student Signature:
Assessor Name:
Assessor Signature: