BSBADM502 Manage meetings

BSBADM502 Manage meetings
ASSESSMENT
GUIDE
Student
BSBADM502 Manage meetings
Student Assessment Guide v 1 June 2019 Page 1 of 56

BSBADM502 Manage meetings
UNIT OVERVIEW
BSBADM502 Manage meetings
This unit describes the skills and knowledge required to manage a range of meetings
including overseeing the meeting preparation processes, chairing meetings, organising the
minutes and reporting meeting outcomes.
It applies to individuals employed in a range of work environments who are required to
organise and manage meetings within their workplace, including conducting or managing
administrative tasks in providing agendas and meeting material. They may work as senior
administrative staff or may be individuals with responsibility for conducting and chairing
meetings in the workplace.
No licensing, legislative or certification requirements apply to this unit at the time of
publication.
Elements
To achieve competency in this unit students must demonstrate their ability to:
1. Prepare for meetings
2. Conduct meetings
3. Follow up meetings
Performance Evidence
Evidence of the ability to:
apply conventions and procedures for formal and informal meetings including:
developing and distributing agendas and papers
identifying and inviting meeting participants
organising and confirming meeting arrangements
running the meeting and following up
organise, take part in and chair a meeting
record and store meeting documentation
follow organisational policies and procedures.
Note: If a specific volume or frequency is not stated, then evidence must be provided at least
once.
Knowledge Evidence
To complete the unit requirements safely and effectively, the individual must:
outline meeting terminology, structures, arrangements
outline responsibilities of the chairperson and explain group dynamics in relation to
managing meetings
describe options for meetings including face-to-face, teleconferencing, web-
conferencing and using webcams
identify the relevant organisational procedures and policies regarding meetings,
chairing and minutes including identifying organisational formats for minutes and
agendas.
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INFORMATION FOR STUDENTS
General Assessment Information
This information is designed to provide you with a full overview of the tasks you need to
successfully complete to be deemed competent in this unit.
You must achieve a satisfactory performance in each of the assessment tasks in order to be
deemed competent in the relevant unit. Where necessary, the assessment tasks are divided
into parts or steps. These are designed to take you through a step by step approach to
completing the activities.
Instructions
First and foremost, please contact your assessor to discuss any necessary adjustments that
may need to be made prior to completing these tasks. The instructions for each of the
assessment tasks are logically sequenced. If you have any questions, contact your assessor
immediately. If there is a practical component to your assessment, you will need to discuss
the arrangements for its completion with your assessor in advance.
Assessment Cover Sheet
Once you have completed all of the tasks, complete the Assessment Cover Sheet, sign the
declaration and forward along with your documentation to your assessor. It should be
uploaded along with the assessment on to the RTO manager.
Submitting Assessment Tasks
All written assessment tasks must be typed and submitted with the provided cover sheet.
Your trainer/assessor will tell you when assessments are due. It is your responsibility to
ensure that assessment tasks are submitted on or before their due date.
Extensions for individual assessment tasks may be negotiated with your trainer in specific
circumstances. You must request this prior to the due date, and extensions due to illness will
require a medical certificate. Extensions will be confirmed by your trainer/assessor.
Where assessment tasks are submitted following the conclusion of the unit of competency
without a medical certificate or extension, a late submission fee for each assessment task
will be charged.
Assessment Outcomes
There are two outcomes of assessment tasks: S = Satisfactory and NS = Not Satisfactory
(requires more training and experience).
You will be awarded C = Competent on completion of the unit when you have achieved S for all
completed assessment tasks and by meeting all the performance criteria. If you fail to meet this
requirement, you will receive the result NYC = Not Yet Competent and will be eligible to be re-
assessed according to George Brown College policy.
If you are deemed Not Competent by your assessor and require re-assessment, you will be
informed of the process. A fee may be charged according to George Brown College policy.
If all assessment tasks are not completed for a qualification, a certificate will not be awarded.
A Statement of Attainment for completed units of competency will be provided
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Your Results
Your assessor is committed to providing you with detailed feedback on the outcomes of the
assessment and will provide guidance on areas for improvement. In most instances, you
should only need to complete the sections of the assessment that were deemed not
satisfactory. However, it is important to remember that depending on the task, it may be
necessary to repeat the whole task (for example presentations or the delivery of a training
session).
You are entitled to view your results at any time by asking your trainer/assessor.
Reasonable Adjustment
George Brown College supports individual differences in the learning environment and
provides ‘reasonable adjustment’ in training and assessment activities to support every
learner. If you have any special needs that make it difficult for you to complete your learning
or assessments, you should discuss this with your assessor beforehand and will be provided
with reasonable alternatives to assist you to complete the required tasks such as completing
tests verbally or using an interpreter.
What happens if you do not agree with the assessment result?
If you do not think the assessment process is valid, or disagree with the decision once it is
made, or believe that you have been treated unfairly, you can appeal. The first step is to
discuss the matter with your trainer.
If you still do not agree with the results, refer to the GBC Complaints and Appeals Policy and
speak to the Student Services Team.
Support
While we may not be in a position to assist you with language training or specific LLN
training, our assessors will work with you to ensure that you are supported throughout your
qualification. If you require individual tutoring this may attract an additional fee (see Student
Handbook). Support may be offered by your assessor, or for more specialist support you
may need to contact GBC administration.
A Note on Plagiarism and Referencing
Plagiarism is a form of theft where the work, ideas, inventions etc. of other people are
presented as your own. Information, ideas etc. quoted or paraphrased from another source
such as the Internet, must be acknowledged with “quotation marks” around the relevant
words/sentences or ideas and the source listed in brackets. You must also list the sources at
the end of your assessment.
Sources of information, ideas etc. must be provided in alphabetical order by author’s
surname (including author’s full name, name of document/ book / internet etc. and year and
place of publishing) or may be included in brackets in the text.
As a general rule it is advisable to never copy another person’s work. Should it appear that a
student’s work has been copied or does not appear to be authentic, you will be asked to
speak to your Course Coordinator and required to re-submit it. A fee may be charged
according to George Brown College policy.
Contacting the RTO
If you should need further support or assistance please do not hesitate to contact The
Student Services Team.
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BSBADM502 Manage meetings
ASSESSMENT
BSBADM502 Manage meetings
There are two assessments for this unit:
1. Written Questions
For this assessment, you are to read the questions and respond in writing with the most
suitable answer. There are eight questions, all of which must be completed. Most questions
require short answers although some questions require a more detailed response. You may
use various sources of information including workbooks, internet and other documents, but
must list and reference your sources. Your assessor will advise you when this is due.
2. Project
Assessment for this unit is in three stages each with a number of parts based around the
simulated organisation, Adept Owl Games Company.
Stage One:
This consists of two parts. You are required to plan and prepare for a meeting based on the
given scenario. This includes developing a meeting plan, writing an agenda, sending out
invitations, and organising the meeting details. There are templates for each of the tasks to
be completed.
You will be allocated a role in the company based on the Adept Owl organisational chart.
The scenario is around developing a sustainability action plan for the organisation. You are
to select a particular aspect of the topic and lead a discussion following a brief presentation
to introduce the topic. Refer to the scenario in Stage One and the appendices.
Stage Two:
This stage is in three parts. For Part A You are to review previous information about
meetings and the scenario. You will then designate a minute taker for the meeting. A minute
template is provided.
In Part B, you are to conduct the meeting. Your assessor will observe you to assess your
chairing skills.
You must chair the meeting for at least half an hour. You are to commence the topic for
discussion with a short presentation (5 minutes). You will then swap roles with other
students who will chair a discussion around their topic.
In addition to chairing the meeting, you will need to take the role of minute taker for another
student, giving every student a chance to write minutes.
The meetings will be held in the classroom. Your assessor will advise you when this
assessment will be held.
For Part C, you are required to follow up the meeting including reviewing and distributing
minutes to participants.
Stage Three:
For this task you are to review the meeting and write a report on how you planned, prepared,
conducted and followed up the meeting. As the report is for distribution to “management’, the
report needs to be structured formally and to address the questions provided. The report
should be between 800 and 1000 words.
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Assessment Schedule
Assessment Due Date
1. Written Questions
2. Project:
Part A
Part B
Part B
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ASSESSMENT COVER SHEET
Student Name: Ma. Lourdes Buenaventura
Student ID: GBC200455
Contact Number: 0410964446
Email: [e-mail]
Trainer / Assessor Name: Abdus Salam
Qualification: Diploma of Leadership and Management
Unit of Competency: BSBADM502 Manage meetings
Assessment:
☐ Written Questions
☐ Project: Stage One
☐ Project: Stage Two
☐ Project: Stage Three
Due Date: 08-08-2021 Date Submitted:
If your assessment is being submitted after the due date, please attach a copy of the written
confirmation of extension received from your assessor.
Declaration: I have read and understood the following information at the
beginning of this assessment guide (please tick):
☐ Assessment information
☐ Submitting assessments
☐ Plagiarism and referencing
I declare this assessment is my own work and where the work is
of others, I have fully referenced that material.
MA. LOURDES
BUENAVENTURA
08-08-2021
Name (please print) Signature Date
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BSBADM502 Manage meetings
ASSESSMENT 1: WRITTEN QUESTIONS
Read the questions below and respond in writing with the most suitable answer. There are
eight (8) questions. You must complete them all. Most questions require short answers
although some questions may require a more detailed response. You may use various
sources of information including your workbook, internet and other documents. However,
you MUST correctly reference your sources of information.
Your assessor will advise when this is due.
Question 1
What are the main roles and responsibilities of the chairperson at an informal meeting? List
at least six (6) points.
1. Identifying meeting requirements
2. Developing an agenda that is aligned to the purpose of the meeting
3. Identifying the appropriate format for the meeting
4. Ensuring meeting arrangements are made
5. Identifying participants and notifying them of the meeting
6. Distributing meeting papers
Question 2.
What is the meaning of the following terms?
Term Meaning
(a) agenda It provides information to the participants about the purpose of
the meeting, the date, location, the attendees and any other
requirements.
(b) Standing Orders These standing orders manage the conduct of meetings. It helps
the meeting run more smoothly.
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