Module 1
Term and Year: Term 1 2019
Qualification : BSB50215 Diploma of Business
Unit Code: BSBADM502
Unit Title: Manage meetings
Assessment : Task 1 Observation/ demonstration – conducting a meeting
Task 2 Short questions
Student Name:
Student ID No:
Assessor’s Name:
Student Declaration: I declare that this work has been completed by me honestly and with integrity. I understand that the Elite Education Vocation Institute’s Student Assessment, Reassessment and Repeating Units of Competency Guidelines apply to these assessment tasks.
Student Name:
Student Signature:
Date:
Assessment submission (new) requirements
Please save this file as PDF format(include your name to the filename) before uploading onto Moodle.
Assessment deadlines penalty
It is expected that unless a simple extension, special consideration or disability services adjustment has been granted, candidates will submit all assessments for a unit of study on the specified due date. If the assessment is completed or submitted within the period of extension, no academic penalty will be applied to that piece of assessment.
If an extension is either not sought, not granted or is granted but work is submitted after the extended due date, the late submission of assessment will result in a late penalty fee. For further information, please refer to the Assessment Policy.
Assessment/evidence gathering conditions
Each assessment component is recorded as either Satisfactory(S) or Not Yet Satisfactory(NYS). A student can only achieve competence when all assessment components listed under procedures and specifications of the assessment section are Satisfactory. Your trainer will give you feedback after the completion of each assessment. A student who is assessed as NYS is eligible for re-assessment. Should the student fail to submit the assessment, a result outcome of Did Not Submit (DNS) will be recorded.
Principles of Assessment
Based on Clauses 1.8 – 1.12 from the Australian Standards Quality Assurance’s (ASQA) Standards for Registered Training Organizations (RTO) 2015, the learner would be assessed based on the following principles:
Fairness - (1) the individual learner’s needs are considered in the assessment process, (2) where appropriate, reasonable adjustments are applied by the RTO to take into account the individual leaner’s needs and, (3) the RTO informs the leaner about the assessment process, and provides the learner with the opportunity to challenge the result of the assessment and be reassessed if necessary.
Flexibility – assessment is flexible to the individual learner by; (1) reflecting the learner’s needs, (2) assessing competencies held by the learner no matter how or where they have been acquired and, (3) the unit of competency and associated assessment requirements, and the individual.
Validity – (1) requires that assessment against the unit/s of competency and the associated assessment requirements covers the broad range of skills and knowledge, (2) assessment of knowledge and skills is integrated with their practical application, (3) assessment to be based on evidence that demonstrates that a leaner could demonstrate these skills and knowledge in other similar situations and, (4) judgement of competence is based on evidence of learner performance that is aligned to the unit/s of competency and associated assessment requirements.
Reliability – evidence presented for assessment is consistently interpreted and assessment results are comparable irrespective of the assessor conducting the assessment
Rules of Evidence
Validity – the assessor is assured that the learner has the skills, knowledge and attributes, as described in the module of unit of competency and associated assessment requirements.
Sufficiency – the assessor is assured that the quality, quantity and relevance of the assessment evidence enables a judgement to be made of a learner’s competency.
Authenticity – the assessor is assured that the evidence presented for assessment is the learner’s own work. This would mean that any form of plagiarism or copying of other’s work may not be permitted and would be deemed strictly as a ‘Not Yet Competent’ grading.
Currency – the assessor is assured that the assessment evidence demonstrates current competency. This requires the assessment evidence to be from the present or the very recent past.
Resources required for this Assessment
• All documents must be created using Microsoft Office suites i.e., MS Word, Excel, PowerPoint
• Upon completion, ensure that you have completed your coversheet details, i.e. your name, student ID and signature. If these details are not present, the assessment would need to be resubmitted again.
• The document is then required to be converted to PDF and uploaded to the student learning management system for assessment.
• Refer the notes on eLearning to answer the tasks or any additional material will be provided by Trainer.
Instructions for Students
Please read the following instructions carefully
• This assessment is to be completed according to the instructions given by your assessor.
• Students are allowed to take this assessment home.
• Feedback on each task will be provided to enable you to determine how your work could be improved. You will be provided with feedback on your work within 2 weeks of the assessment due date.
• Should you not answer the questions correctly, you will be given feedback on the results and your gaps in knowledge. You will be given another opportunity to demonstrate your knowledge and skills to be deemed competent for this unit of competency.
• If you are not sure about any aspect of this assessment, please ask for clarification from your assessor.
• Please refer to the College re-assessment and re-enrolment policy for more information.
Procedures and Specifications of the Assessment
Task 1
Candidates are to demonstrate the skills and knowledge necessary to prepare for a meeting in accordance with organisational requirements. There are 4 sections:
• Preparation
• Conducting the first meeting
• Following up
• Conducting the follow-up meeting
• Please read the following instructions carefully
This assessment is to be completed according to the instructions given by your assessor.
• Students are allowed to take this assessment home.
• Feedback on each task will be provided to enable you to determine how your work could be improved. You will be provided with feedback on your work within 2 weeks of the assessment due date.
• Should you not answer the questions correctly, you will be given feedback on the results and your gaps in knowledge. You will be given another opportunity to demonstrate your knowledge and skills to be deemed competent for this unit of competency.
• If you are not sure about any aspect of this assessment, please ask for clarification from your assessor.
• Please refer to the College re-assessment and re-enrolment policy for more information.
Task 2
Please read the following questions carefully and provide an appropriate answer that is sufficient to include a practical example in your discussion.

Task 1
For this assessment, you will be observed by your trainer in preparing for, conducting and following up on two (2) meetings, with at least two (2) participants.
Demonstration/ observation checklist
Candidate’s name
Assessor’s name
Work activity Meeting
Date
A. PREPARATION
In your preparation, you are to ensure that:
• Purpose of meeting is clarified and the agenda developed in line with stated purpose
• The style and structure of the meeting is appropriate to the meeting’s purpose
• Meeting participants are identified and notified in accordance with organisational procedures
• Meeting arrangements are confirmed in accordance with requirements of meeting
• Meeting papers are dispatched to participants within designated timelines
FIRST MEETING AGENDA
Meeting name
Date of meeting (DD/MM/YY) Time
Meeting facilitator Location
1. Meeting objective

2. Attendees
Name Department/ division Email

3. Meeting agenda
Topic Owner Time
4. Pre-work/ preparation (documents/ handouts to bring, reading material, etc.)
Description Prepared by


B. CONDUCTING THE FIRST MEETING
Whilst conducting your meetings, you are to ensure that:
• Meetings are chaired in accordance with organisational requirements, agreed conventions for the type of meeting and legal and ethical requirements
• Meetings are conducted to ensure they are focused and time efficient
• Meeting facilitation enables participation, discussion, problem solving and resolution of issues
• Minute taker is briefed on recording meeting notes in accordance with organisational requirements and conventions for the type of meeting
This will be observed by your assessor during each of your meetings
FIRST MEETING MINUTES
Meeting name
Date of meeting (DD/MM/YY) Time
Minutes prepared by Location
1. Meeting objective
2. Attendees
Name Department/ division Email


3. Meeting minutes
Topic Owner Time
Action items
Action Owner Due date

Next meeting
Date of meeting (DD/MM/YY) Time
Meeting objective

C. FOLLOWING UP
• After each meeting, you are to follow up, ensuring that:
• Transcribed meeting notes are checked to ensure they reflect a true and accurate record of the meeting and are formatted in accordance with organisational procedures and meeting conventions
• Minutes and other follow-up documentation are distributed within designated timelines and stored in accordance with organisational requirements
• Outcomes of meetings are reported as required, within designated timelines
SECOND MEETING AGENDA
Meeting name
Date of meeting (DD/MM/YY) Time
Meeting facilitator Location
1. Meeting objective
2. Attendees
Name Department/ division Email


3. Meeting agenda
Topic Owner Time
4. Pre-work/ preparation (documents/ handouts to bring, reading material, etc.)
Description Prepared by


D. CONDUCTING THE FOLLOW-UP MEETING
Whilst conducting your meetings, you are to ensure that:
• Meetings are chaired in accordance with organisational requirements, agreed conventions for the type of meeting and legal and ethical requirements
• Meetings are conducted to ensure they are focused and time efficient
• Meeting facilitation enables participation, discussion, problem solving and resolution of issues
• Minute taker is briefed on recording meeting notes in accordance with organisational requirements and conventions for the type of meeting
This will be observed by your assessor during each of your meetings
SECOND MEETING MINUTES
Meeting name
Date of meeting (DD/MM/YY) Time
Minutes prepared by Location
4. Meeting objective
5. Attendees
Name Department/ division Email


6. Meeting minutes
Topic Owner Time
Action items
Action Owner Due date

Next meeting
Date of meeting (DD/MM/YY) Time
Meeting objective

Trainer observation rubric checklist in the learner’s demonstration/ observation on task activity (please ?)
Elements Yes No
Chairing the meeting Begin on time
Introduce self and welcome all (especially new members)
Facilitate discussion and group interaction (encouraging diversity of views / opinions)
Provide supporting environment to encourage complex discussions
Communicate effectively with both groups and individuals as required
Ensure participants comments and actions are non-discriminatory through effective facilitation
Summaries key points as appropriate
Instruct minute taker to record details as appropriate
Ensure meeting runs smoothly by moving on to next topic in timely and appropriate fashion
Ensure meeting stays focused
Delegate actions / follow up as required
Communication skills Use warm and open communication style
Use open and approachable body language
Make direct eye contact to create direct pathway between participants and self (may be culturally inappropriate for some groups)
Communicate with confidence
Establish a trusting environment
Stay impartial
Ensure participants comments and actions are non-discriminatory through effective facilitation

Trainer observation rubric checklist in the learner’s demonstration/ observation on task activity (please ?)
Elements(cont.) Yes No
Conflict resolution/ negotiation skills Identify participant concerns that arise and respond appropriately
Identify any critical issues
Talk through concerns
Identify options for changing behaviours
Manage discussions between parties
Moved parties forward through presenting of solutions and ensuring equitable outcomes
Completion Check minutes for accuracy before dispatch
Dispatch minutes to all participants and associated stakeholders
Follow up on issues that arose in meeting, and notify relevant individuals as appropriate
Agenda attached to checklist
Minutes attached to checklist
Comments
Assessor: I declare that I have conducted a fair, valid, reliable and flexible assessment with this student, and I have provided appropriate feedback.
Assessor name Andrey Loburets
Assessor signature
Date

Task 2
Answer all questions with the space provided herein.
1. What is the difference between a General meeting and an Annual General meeting?
2. In your own words, explain the following terms:
a. Chairperson
b. Secretary
c. Treasurer
d. Abstention
e. Adjournment

f. Agenda
g. Motion
h. Casting vote
i. Proxy
j. Tabled
3. What documentation is required when organising and managing a formal meeting? Be sure to include a description of who is responsible for the documentation, and indicate any timelines required for this documentation.
4. Explain the role of the minute taker, and the interaction undertaken before, during and after a meeting..

5. Describe in detail 6 points you should consider when communicating with culturally diverse people
6. Describe the process of voting on a motion in a meeting.
7. Describe how you would sequence a meeting (when writing an agenda). Explain the reasons for your comments.
8. Describe the layout you would use for the following meeting types
a. Formal presentations to large groups
b. Small meetings for debate and discussions
c. Relaxed team meetings for planning and creative sessions
9. In your own words, describe how you would run a mediation meeting.
10. Describe in detail the following legislation / codes of practice and how it affects business operations
a. Anti-discrimination legislation
b. Ethical principles
c. Codes of Practice
d. Privacy laws

e. Copyright
f. Occupational Health & Safety (either OHS or WHS)
11. In reference to the Good Governance Guide by the Governance Institute of Australia, explain the following:
a. Board confidentiality
b. The purpose of establishing Good Governance policy
c. Circulating meeting of minutes
d. Storing meeting of minutes

e. Maintaining consistency between meeting minutes and support materials
f. In compliance with Corporations Act 2000

Assessment Submission Checklist to be completed by the Trainer/Assessor
Unit name: BSBADM502 Manage meetings
Assessment: Task 1
Did the student complete and provide evidence for the following(please ?): Yes No
1. Provide documents for meetings such as a meeting agenda and minutes?
2. Conducted and chaired meetings?
3. Submit within agreed timeframe?
Has the learner proven they can(please ?): Yes No Assessor’s Notes(if any)
1.1. Develop agenda in line with stated meeting purpose
1.2. Ensure style and structure of meeting are appropriate to its purpose
1.3. Identify meeting participants and notify them in accordance with organisational procedures
1.4. Confirm meeting arrangements in accordance with requirements of meeting
1.5. Despatch meeting papers to participants within designated time lines
2.2. Conduct meetings to ensure they are focused, time efficient and achieve outcomes
2.3. Ensure meeting facilitation enables participation, discussion, problem-solving and resolution of issues
2.4. Brief minute taker on method for recording meeting notes in accordance with organisational requirements and conventions for type of meeting
3.1. Check transcribed meeting notes to ensure they reflect a true and accurate record of the meeting, and are formatted in accordance with organisational procedures and meeting conventions
3.2. Distribute and store minutes and other follow-up documentation within designated time lines, and according to organisational requirements
3.3. Report outcomes of meetings as required, within designated time lines

Feedback and result outcome for Task 1 (please ? )
Satisfactory
Not Yet Satisfactory
Re-assessment required
Unit name: BSBADM502 Manage meetings
Assessment: Task 2
Did the student complete and provide evidence for the following(please ?): Yes No
1. Provide answers for the questions?
2. Submit within agreed timeframe?
Has the learner proven they can(please ?): Yes No
1.1. Develop agenda in line with stated meeting purpose
1.2. Ensure style and structure of meeting are appropriate to its purpose
1.3. Identify meeting participants and notify them in accordance with organisational procedures
1.4. Confirm meeting arrangements in accordance with requirements of meeting
2.1. Chair meetings in accordance with organisational requirements, agreed conventions for type of meeting and legal and ethical requirements
2.4. Brief minute taker on method for recording meeting notes in accordance with organisational requirements and conventions for type of meeting
3.2. Distribute and store minutes and other follow-up documentation within designated time lines, and according to organisational requirements

Feedback and result outcome for Task 2 (please ? )
Satisfactory
Not Yet Satisfactory
Re-assessment required
Assessment Summary Result(please ? )
Task 1 Observation/ demonstration – conducting a meeting S NYS DNS
Task 2 Short questions S NYS DNS
Final Assessment Result for this unit C NYC
Feedback is given to the student on each Assessment task YES NO
Feedback is given to the student on final outcome of the unit YES NO
The result of my performance in this unit has been discussed and explained to me (please place signature below)
Student Signature Date
Trainer/ Assessor’s declaration: I hereby certify that the above student has been assessed by myself and all assessments are carried out as required by the Principles of Assessments (Clause 1.8 of the Standards for RTO 2015).
Trainer/ Assessor’s Initials Date
Appeal Process (only for mitigating circumstances)
I would like to appeal the outcome of this assessment as per the appeals procedure in the Student Handbook
Student Signature Date