ASSESSMENT SUMMARY SHEET This form is to be completed by the assessor and used a final record of student competency. All student submissions including any associated checklists (outlined below) are to be attached to this cover sheet before placing on the students file. Student results are not to be entered onto the Student Database unless all relevant paperwork is completed and attached to this form. Student Name: Student ID No: Final Completion Date: Unit Code: Unit Title: Please attach the following documentation to this form Result Assessment 1: Task 1 Meetings Observed, supporting evidence attached Checklist attached (observation) S / NYS / DNS Assessment 1: Task 2 Written questions and answers 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 Student Declaration I have been assessed in a fair and flexible manner. I understand that the Institute’s Student Assessment, Reassessment and Repeating Units of Competency Guidelines apply to these assessment tasks. Assessor Declaration: I declare that I have conducted a fair, valid, reliable and flexible assessment with this student, and I have provided appropriate feedback. Name: Name: Signature: Signature: Date: Date:  ASSESSMENT 1 COVER SHEET Details of Assessment Term and Year Term 2 2017 Assessment Type Meetings Observed, supporting evidence and Written questions and answers Due Date Class Room Lecture Hall 6 Student Name: Student ID No: Date: Qualification : BSB50215 Diploma of Business Unit Code: BSBADM502 Unit Title: Manage meetings Assessor’s Name Assessment Outcome Satisfactory Not Satisfactory Student Feedback Student Declaration: I declare that this work has been completed by me honestly and with integrity. I understand that the Sydney Metro College’s Student Assessment, Reassessment and Repeating Units of Competency Guidelines apply to these assessment tasks. Assessor Declaration: I declare that I have conducted a fair, valid, reliable and flexible assessment with this student, and I have provided appropriate feedback. Name: Name: Signature: Signature: Date: Date: Student was absent from the feedback session. Assessment/evidence gathering conditions Each assessment component is recorded as either Satisfactory (S) or Not Satisfactory (NS). A student can only achieve competence when all assessment components listed under Purpose of the assessment section are Satisfactory. Your trainer will give you feedback after the completion of each assessment. A student who is assessed as NS (Not Satisfactory) is eligible for re-assessment. Resources required for this Assessment All documents must be created using Microsoft Office suites i.e., MS Word, Excel, PowerPoint Upon completion, submit the assessment printed copy to your trainer along with assessment coversheet. Refer the notes on eLearning to answer the tasks 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. This form is to be completed by the assessor and used a final record of student competency. All student submissions including any associated checklists (outlined below) are to be attached to this cover sheet before placing on the students file. Student results are not to be entered onto the Student Database unless all relevant paperwork is completed and attached to this form. Administrative use only Entered onto Student Management Database ________________ Date Initials  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 specifications below for details. Performance objective Candidates are to demonstrate the skills and knowledge necessary to prepare for a meeting in accordance with organisational requirements. Assessment description TASK 1: For this assessment, you will be observed preparing for, conducting and following up on one meeting, with at least four participants. Whilst you may work with your assessor to discuss the meeting options, it is recommended that you implement this assessment with other units you are studying. 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 You must provide your agendas to your assessor at the time of your assessment CONDUCTING 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  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  TASK 2: WRITTEN QUESTIONS AND ANSWERS Questions 1 What is the difference between a General meeting and an Annual General meeting? There are many types of meetings as to suit different purposes in an organization. In the case of conducting an ordinary meeting, this type of meetings are held usually on a regular basis and the duration of the meeting is usually kept between 30 minutes to an hour at most. 2 What are the meeting requirements for the following types of companies? Proprietary Company Public Company Listed Company 3 In your own words, you are to explain the following terms: Chairperson Secretary Treasurer Abstention Adjournment Agenda Motion Casting Vote Proxy Tabled    4 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. 5 Explain the role of the minute taker, and the interaction undertaken before, during and after a meeting. 6 ALT International will be holding a meeting of team leaders on the first Wednesday of next month. The meeting will take place in the board room at ALT Internationals head office – 133 Federal Avenue, Werribee Victoria 3030. This meeting will commence at 10:30 am and will run for 1 hour. Discussions will include Budgets, Timeliness, staff attendance, sales targets, and OHS. Develop an agenda for this meeting.  7 When planning and managing a meeting, there are a number of tasks that can, and should be delegated. List the types of tasks that could fall into this category, and the benefits associated with delegating these tasks to other staff members.  8 You are to read the following case study, and prepare minutes from the information provided. Old Spice Paper Products specialises in party products such as paper plates, serviettes, paper cups as well as greeting cards and wrapping paper. The national office for Old Spice Paper Products is located at 199 Tree Ave, Woodend Victoria, where both the administration and manufacturing operations are housed. Old Spice Paper Products is managed by a board of directors who meet monthly at the Woodend site. The members of the board are Jack Stone (Chair) Gillian Collins (Deputy Chair) Albert Brockwook Silvia Devola Janice Bennett Saul Rickman Katherine Montigo Joseph Patulio Old Spice Paper Products held its last board meeting on 15 July at 10:30am. Seven on the eight members were present, with an apology from Albert Brockwood. The minutes for June were received; and it was pointed out that the guest speaker’s name was Robinson, not Robertson. The minutes were then accepted, and no matters arose from the minutes. A letter from the ATO was received notifying the company of changes to Sales Tax exemption laws. The chair requested that the General Manager of Old Spice Paper Products write to the ATO requesting further information regarding tax exemption laws. This information would be reported on at the next meeting. The HR manager reported that one staff members of the accounts department recently resigned to take up a similar position closer to home, and Bill Jacobe from manufacturing was soon to retire after 32 years of service. The chair recognised Bill’s service to the company and asked that the HR manager draft a letter on behalf of the board recognising and thanking Bill for his contribution to the company. The Sales & Marketing manager presented the monthly sales report which included much discussion about the launch of a new range of party goods from Party Hearty Ltd. Party Hearty have only a small percentage of the party goods market, and they are now making a big push into this sector through the release of new products in supermarket chains. Their goods include a range of strong and durable paper plates in bright florescent colours, as well as matching cups, serviettes and plastic cutlery. They also have a number of special offers planned over the next two months. The board requested that the sales team undertake further research into the impact of Party Hearty into the party goods market and asked that this be presented at the next board meeting. A report in current performance against sales targets was also presented at the board highlighting the company’s exceptional sales results for April, May, and June of this year. An OHS report was tabled by the HR sub-committee, but was deferred to the next meeting to enable more detailed consideration. A report was provided by the HR manager on negotiations for phase two if the enterprise bargaining agreement. A motion endorsing the proposed agreement was put by Saul Rickman and seconded by Kathering Montigo and agreed upon. The date for the next meeting was scheduled for 15 August. 9 Describe in detail 6 points you should consider when communicating with culturally diverse people 10 Describe the process of voting on a motion in a meeting.  11 Describe how you would sequence a meeting (when writing an agenda). Explain the reasons for your comments. 12 Describe the layout you would use for the following meeting types Formal presentations to large groups  Medium-sized participative meetings Small meetings for debate and discussion Relaxed team meetings for planning and creative sessions  13 In your own words, describe how you would run a mediation meeting. 14 Describe in detail the following legislation / codes of practice and how it affects business operations Anti-discrimination legislation Ethical principles Codes of Practice Privacy laws Copyright Occupational Health & Safety (either OHS or WHS)  Assessment Feedback Evaluation Sheet Student’s Name: Assessor’s Name : DATE: Unit Name: BSBADM502 – Manage Meetings Has the learner proven they can: 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 1.5. Despatch meeting papers to participants within designated time lines 2.1. Chair meetings in accordance with organisational requirements, agreed conventions for type of meeting and legal and ethical requirements 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 TO STUDENT: Assessment Outcome Satisfactory Not Yet Satisfactory Re-assessment required Student Signature ____________________________ Date: ______________ STUDENT SIGNATURE Assessor Signature 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). ____________________________ Date: ______________ ASSESSOR SIGNATURE APPEAL PROCESS I would like to appeal the outcome of this assessment. Student’s signature: _______________________ Date: __________________  PAGE HAVE BEEN LEFT BLANK INTENTIONALLY  Assessment Receipt Student’s Name: Unit: BSBADM502 Manage Meetings Assessment: One Term: 3 2017 Assessors Name: Assessors Signature: Submission Date: Resubmission Date: Assessor’s Signature on Resubmission: Important Notes: This is your evidence that you have handed in your assessment to your trainer. It is your responsibility to keep this document by the end of the term. This Assessment Receipt is not to be considered that the assessment has a positive outcome. Student Declaration Your trainer and assessor is required to discuss the following matters with you. □ Purpose and outcomes of the assessment process □ Relevant unit/s of competency □ Recognition of Prior Learning □ Appeals process □ Confidentiality and security of information □ Special need/ Additional information □ Signing of Student Declaration In signing this form the Student acknowledges that the assessment process has been fully explained by this unit’s Trainer and Assessor Sydney Metro College. This declaration verifies that copies of the Assessment Plan and Unit of Competency have been provided and that the candidate understands and agrees to the assessment process as described. The candidate also confirms that she/he agrees that Sydney metro College has removed the weighting and marking as part of its assessment evaluation. This competency based training (CBT) assessment is part of Sydney metro College continuous improvement policy and compliance upgrade.