58777 – Subject/ Unit Cover SheetThis form is to be completed

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Subject/ Unit SheetThis form is to be completed by the assessor and used as a record of student’s competency. All student submission including any associated checklists (outline below) are to be attached to this sheets. Refer to Canvas/ Infrastructure for assessor feedback.STUDENT DETAILS/ DECLARATIONCourse Name BSB40215 Certificate IV in BusinessUnit/ Subject Name BSBADM405 Organise MeetingsTrainer’s Name Michal TOMCIK Term T3/2020I declare that: ? I fully understand the context and purpose of this .? I am fully aware of the competency standard/ criteria against which I will be assessed.? I have been given fair notice of the date, time, and venue for the .? I am aware of the resources I need and how the will be conducted.? I have had the appeals process and confidentiality explained to me.? I am ready to be assessed and that all written work is my own.Student’s Name Student IDStudent’s Signature Submission dateASSESSOR USE ONLY (ACADEMIC DEPARTMENT) Detail 1st Submission 2nd Submission ResultAssignment 1 Task 1 ? S? NYSTask 2 ? S? NYSTask 3 ? S? NYSTask 4(if third-party is used) ? S? NYSFinal Result for this unit of competencyS = Satisfactory; NYS – Not Yet Satisfactory; C = Competency; NYC = Not Yet Competency ? C? NYCASSESSOR DECLARATION Signature DateAssessor: I declare that I have conducted a fair, valid, reliable, and flexible with this student, and I have provided appropriate feedback.BSBADM405Organise meetingsBusiness ServicesStudent (includes Tasks 1 – 3)IMPORTANT NOTICE TO ALL STUDENTSThe completion of the tools contained in this access to: a simulated or authentic workplace documents, office equipment and resources.Should a Student believe this to be problematic they are advised to discuss the possibility of reasonable adjustment with their Assessor prior to commencing the Assignment tasks for this Unit of Competence. All reasonable adjustments must be approved by the RTO management.All extrinsic evidence provided (such as Third-Party Reports, previously developed work etc.) in support of the Student’s Assignment submission must be verified for authenticity by the RTO and/or the Assessor prior to a result being recorded.By submitting any Assignment task(s) the Student authorises the RTO or the Assessor to contact the relevant organisations for the purpose of authenticating any extrinsic evidence providedSummary of Unit of CompetencyBSBADM405 Organise MeetingsApplication of the UnitThis unit describes the skills and knowledge required to organise meetings including making arrangements, liaising with Students, and developing and distributing meeting related documentation.It applies to individuals employed in a range of work environments who are required to organise a variety of meetings. They may provide administrative support within an enterprise or have responsibility for these tasks in the context of a particular team, workgroup or .No licensing, legislative or certification requirements apply to this unit at the time of publication.Pre-requisite UnitNot applicableAssignment Conditions• Assignment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced in the general administration field of work and include access to office equipment and resources.• Assessors must satisfy NVR/AQF assessor requirements.• Assessors must satisfy NVR/AQF assessor requirements.Summary of Assignment Methods and TasksThe table below identifies and summarises the Assignment methods that are used in this Student Assignment.Assignment Task # Method of Assignment Description1 Make meeting arrangements Examination/test – For this Assignment Students are required to complete a written quiz.2 Prepare meeting documents Portfolio – Students are required to prepare meeting documents including a notice of meeting and an agenda, and to plan for the writing and distribution of meeting papers.3 Take meeting minutes Role play and report – Students are required to participate in a simulated meeting through a role play and take notes to prepare meeting minutes.4. Third Party Report (only if the student opts to perform the role-play/ oral interaction at the workplace) Third Party Report – Students are required to obtain a third-party report verifying that they have met certain criteria whilst demonstrating a role play before preparing a minutes report. This report should only be completed if the Student selects to perform part of their Assignment for Assignment Task 3 in a workplace.Important note: Assignment Tasks 1, 2 and 3 are related to one another, and should be completed in linear order. Assignment Task 1 and 2 must be completed before Assignment task 3. Assignment Task 4 (Third Party Report) should only be completed if undertaking Assignment tasks and activities in a workplace. Students should read the instructions to all Assignment tasks before commencing any one of them.Due datesAssessors are to provide to Students any Assignment submission due dates (if applicable).Assignment 1 Date DueTask 1: Make meeting arrangements 23 August 2020Task 2: Prepare meeting documentsTask 3: Take meeting minutesTask 4: Third Party Report (only if it is used) 23 August 2020Assignment Task 1: Make meeting arrangements – QuizInstructionsThis written Assignment task Students to provide detailed answers for all seven (7) questions related to this topic. Students are required to bring two pens and complete the quiz with in forty (40) minutesAssessors will record the outcome of each question as either Satisfactory (S) or Not Satisfactory (NS) using the Assignment Task Checklist 1, Students will have a maximum of two (2) attempts to achieve a Satisfactory result for all essential questions.Students must complete all questions unassisted by the Assessor or another person but, Students may refer to the learning resources and any reference material. The trainer/assessor will set a time for Students to submit their answers and Students should submit their written response and a correctly completed Assignment Cover Sheet by that due date.Context of Assignment conditions• This Assignment task may be completed in a classroom, workplace, or independent learning environment.• Students will require printed copies of this task along with pen, paper and a simulated or authentic workplace document, office equipment and resources. to attempt this Assignment.• Students must complete the Assignment Cover Sheet• Submissions must be made in written form unless reasonable adjustments are approved by the RTO manager. Submissions must be handwritten and/or word-processed.Decision-making rulesTo achieve a satisfactory result, Students must:• Answer all questions correctly..Task 1 – Make meeting arrangements – Written quizPlease provide detailed answers to the questions below.1. Name three types of meeting and their purposes and three different ways that meetings can be conducted.Meeting Purpose Conducted???2. What does a meeting code of practice cover, and why do organisations have them? Describe 2 organisational policies or procedures relevant to organising meetings.3. Describe two types of legislation that affect meeting requirements and describe how they might impact on meeting arrangements.4. List three requirements of public meetings.5. List the requirements that you need to know prior to organising a meeting, including possible requirements of persons attending.6. List the resources that may be required for a meeting.7. Describe two examples of cultural differences and how you might manage these in the context of a meeting using appropriate techniques.Assessor’s Checklist for Assessment Task 1Instructions to AssessorsThis checklist is to be used to record the Student’s responses to the questions outlined in Assessment Task 1. When completing this checklist, you must ensure that:• Each checklist item is assessed against the criteria listed• An Assessment result, either Yes or No, is recorded in one of the two columns on the right of the checklist• Feedback is provided to the Student in the Assessment Cover Sheet• The Student must sign the Assessment Cover Sheet upon receipt of the Assessment result and any feedback provided.Student Name: Date of Submission:The Student answered all questions correctly, demonstrating knowledge of the following to an acceptable industry standard: Yes NoQuestion 1. Name three types of meeting and their purposes and three different ways that meetings can be conducted. • •Question 2. What does a meeting code of practice cover, and why do organisations have them? Describe 2 organisational policies or procedures relevant to organising meetings. • •Question 3. Describe two types of legislation that affect meeting requirements and describe how they might impact on meeting arrangements. • •1. Question 4. List three requirements of public meetings. • •Question 5. List the requirements that you need to know prior to organising a meeting, including possible requirements of persons attending. • •Question 6. List the resources that may be required for a meeting. • •Question 7. Describe two examples of cultural differences and how you might manage these in the context of a meeting using appropriate techniques. • •Assessment Result Satisfactory • Not Satisfactory •Assessor NameAssessor Signature & DateEND OF ASSESSMENT TASK 1Assignment Task 2: Prepare Meeting DocumentsInstructionsThis Assignment task Students to prepare and distribute a notice of meeting and an agenda for the Bags About Town monthly directors’ meeting. Students are also expected to identify all other documents that will be required for the meeting and plan for their preparation and distribution. Students must understand the questions or the scenario correctly before they attempt to answer or address them.Essential criteria1. Read the Bags About Town meeting details in Appendix A of this Assignment task.2. Prepare a timeline of tasks and resources to complete in order to prepare for the meeting using Appendix B of this Assignment task. Include activities for checking accuracy of documents.3. Prepare a notice of meeting based on the information provided using Appendix C for this Assignment task.4. Prepare a meeting agenda based on the information provided using Appendix D for this Assignment task5. Students may use the provided template to identify all of the other documents needed for the Bags About Town meeting. Students should plan two spare copies of each document. To plan for the meeting Students will identify the people they are required to contact in order to get a copy of each document and the date by which they will need each document.Students must complete all notice of meeting, agenda and meeting document template using the correct and information for both documents. unassisted by the Assessor or another person but, Students may refer to the learning resources and any reference material. The trainer/assessor will set a time for Students to submit their Assignments and Students should submit their written response and a correctly completed Assignment Cover Sheet by that due date.Students are required to correctly complete all the essential information to achieve satisfactory result in this Assignment. Where answers are incomplete or incorrect the Assessor may award you a ‘Not Satisfactory’ result. Assessors will record the outcome of each question as either Satisfactory (S) or Not Satisfactory (NS) using the Assignment Task Checklist 2 Students will have a maximum of two (2) attempts to achieve a Satisfactory result for all Prepare meeting documents.Context of Assignment conditions• This Assignment task may be completed in a classroom, workplace or independent learning environment.• Students will require printed copies of this task along with pen, paper and access to simulated or authentic workplace documents, office equipment and resources to attempt this Assignment.• Students must complete the Assignment Cover Sheet• Submissions must be made in written form unless reasonable adjustments are approved by the RTO manager. Submissions must be handwritten and/or word-processed.Decision-making rulesTo achieve a satisfactory result, Students must:• Answer all essential information correctly.• Ensure that the number of examples stated in the question is met.Appendix A for Task 2 – Meeting requirementsYou are the Administration Assistant for Bags About Town, a handbag manufacturer. You have been asked to prepare the notice of meeting and an agenda for the next monthly directors’ meeting. You are also expected to organise the preparation and distribution of meeting papers.The CEO’s personal assistant is responsible for making meeting arrangements. She has provided you with the following details for the meeting.Requirement DetailsDate 14 AugustTime 9am to 1pmDuration Half dayAttendees Senior Management Team – CEO, General Manager, IT Director, Finance Director, HR Manager, Marketing Manager, Buying Director, Warehouse Manager, Regional Operations ManagerMeeting structure (e.g. formal or informal) FormalMeeting purpose Regular monthly meeting of senior management team. The meeting is formal and follows a standard including: minutes, business arising and correspondence. Other standing agenda items include:? CEO update (15 minutes).? 10-minute activity reports from the General Manager (Sonia Hurst), Finance Director (Brett Simons), Marketing Manager (Seth Gorman), Buying Director (Vincent Khoo), Warehouse Manager (Chris de Kunder) and Regional Operations Manager (Jeremy Singh).? 10-minute morning tea break at about 10.30.? Appropriate time between items for questions, discussion and decision-making.? CEO concluding remarks.? This month’s meeting will also include:? 30-minute presentation from the IT Director (Jamie Priddle) on progress of the sales terminal upgrade project.Meeting purpose (continued) ? 40-minute question and answer discussion on Workforce Agreements lead by the HR Manager (Maria Angelus).? 10-minute presentation by the Design Team, reporting on international fashion trends (5 members of the Design Team will attend for this portion of the meeting only).Meeting chair CEO – Mark SchofieldNumber of Students (internal and external) Nine members of the senior management team and the CEO’s personal assistant who will act as minute-taker.Five members of the Design Team will attend only for their meeting item.Location Boardroom, Bags About Town head office, Level 14, 194 Collins Street, Sydney.Pre-reading materials for attendees A number of documents need to be distributed in hard copy to meeting Students at least one week in advance of the meeting, they are:? Agenda? Minutes of previous meeting? Sales terminal upgrade progress report? Draft Workforce Agreement.Documentation requirements for the meeting The following documents will be distributed in hard copy at the meeting:? Monthly budget report? Correspondence list? Design Team summary report.Equipment required for the meeting (e.g. video/data projector, microphone, whiteboard) LaptopData/video projectorTeleconferencing or videoconferencing requirements and equipment’s NilCatering Morning teaAppendix B for Task 2 – Schedule to prepare for meetingGoalsWhat do you want to achieve? TasksHow will you achieve this? Resources neededWhat will help me get there? TimelinesWhen do I need to achieve this by?Set meeting objectivesAssemble attendeesCreate an agendaOrganising venue and amenitiesFollow-up on attendance and any documentation/s requiredAppendix C for Task 2 – Prepare a notice of meetingWrite out a notice to inform the meeting attendees on the coming meeting.Your answers should not exceed 200 .Appendix D for Task 2 – Prepare an agenda for the meetingMEETING AGENDAMeeting nameDate of meeting TimeMeeting facilitator LocationMeeting objectiveTopic Owner TimeAssessor’s Checklist for Assessment Task 2Instructions to AssessorsThis checklist is to be used to record the Student’s responses to the questions outlined in Assessment Task 2. When completing this checklist, you must ensure that:• Each checklist item is assessed against the criteria listed• An Assessment result, either Yes or No, is recorded in one of the two columns on the right of the checklist• Feedback is provided to the Student• The Students is advised of the Assessment resultStudent’s Name: Date of Submission:The Students submit a portfolio covering all essential criteria, to an acceptable industry standard: Yes NoComplete a notice of meeting using an appropriate template/format? • •Complete a notice of meeting detailing required information accurately? • •Complete a meeting agenda using an appropriate template/format? • •Complete a meeting agenda detailing required information accurately? • •Identify and list all required meeting documents? • •Assessor NameAssessor Signature & DateEND OF ASSESSMENT TASK 2Assignment Task 3: Taking meeting minutesInstructionsThis Assignment task Students to partake in a simulated workplace meeting as a note-taker. Upon completion of the meeting Students will use the notes to prepare meeting minutes.Essential criteria1. Students are required to work in a group of two (2) to four (4) persons.2. Read the meeting scenarios provided.3. Students are required to participate in a number of role-play meetings using the scenarios provided, or a suitable topic/s of your choice found in Appendix A. The group must conduct enough role-play meetings to allow each person in the group an opportunity to act as the note-taker (secretary). If necessary, more than one person can act as note-taker for each role-play. Ensure Students actively lead the meetings and ask questions as required. Students must use appropriate meeting technology such as data projectors, etc.4. Each meeting must be a minimum of 10 – 15 minutes duration.5. Upon completion of the role-play meetings Students are to work individually to prepare the minute’s template found in Appendix B.6. Students must check accuracy of minutes with Students and despatch to relevant people7. Screenshots of your group members on Zoom must be inserted in Appendix D as evidence to support this Assignment task activity.Students must complete meeting minutes using the correct format that:? provide information regarding discussions, decisions and agreed actions? provide the appropriate amount of information? Include a short summary in Appendix C, of how minutes were checked for accuracy? Include a short summary in Appendix C, of how the minutes were circulatedStudents must complete the tasks unassisted by the Assessor or another person but, Students may refer to the learning resources and any reference material. The trainer/assessor will set a time for Students to submit their Assignments and Students should submit their written response and a correctly completed Assignment Cover Sheet by that due date.Students are required to correctly complete all the essential information to achieve satisfactory result in this Assignment. Where answers are incomplete or incorrect the Assessor may award you a ‘Not Satisfactory’ result. Assessors will record the outcome of each question as either Satisfactory (S) or Not Satisfactory (NS) using the Assignment Task Checklist 2 Students will have a maximum of two (2) attempts to achieve a Satisfactory result for all Prepare meeting documents.Context of Assignment conditions• This Assignment task may be completed in a classroom, workplace or independent learning environment.• Students will require printed copies of this task along with pen, paper and access to simulated or authentic workplace documents, office equipment and resources to attempt this Assignment.• Students must complete the Assignment Cover Sheet• Submissions must be made in written form unless reasonable adjustments are approved by the RTO manager. Submissions must be handwritten and/or word-processed.Decision-making rulesTo achieve a satisfactory result, Students must:• Answer all essential information correctly.• Ensure that the number of examples stated in the question is metAppendix A for Task 3: Meeting scenariosScenario 1You are the administration team at Light It Up Electrical Suppliers. You have been asked by management to develop and implement a customer complaints procedure for receiving customer complaints over the telephone.You have met to discuss and agree on a procedureScenario 2As the administration team for Think Ahead Financial Planning you are responsible for organising coverage of annual leave members of the administration team are away on annual leave. This is to ensure that no area of business is without administration support members of the administration team are on leave.The leave schedule is as follows:EmployeeMarySusanPaulDavidCarolBen Start date24 December16 January2 February9 February10 January19 February End date24 January31 January16 February21 February16 January19 MarchScenario 3As the administration team at Skills Development Training company, you are responsible for the copying and distribution of student workbooks.Recently there has been a problem with the stock of paper and you keep running out of paper whilst copying workbooks. It takes two days to receive an order and this has meant that many classes have commenced without workbooks. The Training Manager has told you that this is not acceptable and must not happen again.You have met to discuss and develop a new procedure for managing paper stocks and to ensure you do not run out of paper in the future.Scenario 4You are the administration team for a Toy Warehouse. You are responsible for organising the staff on-site Christmas lunch.You are having your first meeting to discuss the arrangements and assign responsibilities for organising the lunch.Appendix B for Task 3– Prepare the minutes for the meetingMEETING MINUTESMeeting nameDate of meeting TimeMeeting facilitator LocationMeeting objectiveTopic Owner TimeMeeting minutes (pg.2)Topic Owner TimeMeeting minutes (pg.3)Topic Owner TimeAppendix C for Task 3: Short Questions1. Briefly explain how meeting minutes were checked for accuracy?2. Briefly explain how meeting minutes will be circulated?Appendix D for Task 3 – Screenshots of meetingPlease ensure that you include the screenshots of your meeting attendees (not more than 4 to a group) when you are undergoing the simulated workplace meeting as a note-taker. Upon completion of the meeting Students will use the notes to prepare meeting minutesMeeting attendee # 1 (Meeting Facilitator’s screenshot should be placed here) Meeting attendee # 2 (Note-taker/ secretary – you need to place your own screenshot here)Meeting attendee # 3 Meeting attendee # 4Assessor’s Checklist for Assessment Task 3Instructions to AssessorsThis checklist is to be used to record the Student’s responses to the questions outlined in Assessment Task 3. When completing this checklist, you must ensure that:• Each checklist item is assessed against the criteria listed• An Assessment result, either Yes or No, is recorded in one of the two columns on the right of the checklist• Feedback is provided to the Student• The Student is advised of the Assessment resultStudent Name: Date of Submission:Did the Student participate in a number of role play scenarios & submit: Yes No1. A prepared minutes’ template • •2. Include information regarding discussions, decisions and agreed actions • •3. Included a short summary of how minutes were checked for accuracy • •4. Included a short summary of how the minutes were circulated • •Assessor NameAssessor Signature & DateObservation/ demonstration activityDid the student: Yes No1. Participate in meetings or roleplays and take notes?2. Prepare a minute’s template Including information gathered in the meetings regarding discussions, decisions and agreed actions?3. Summarised how minutes were checked for accuracy?Assessor/ 3rd Party NameAssessor/ 3rd Party Signature & DateEND OF ASSESSMENT TASK 3Task 4 – Third Party Report (only if required)InstructionsThis Assignment task Student’s to obtain a third-party report from their supervisor, or suitable colleague verifying that they have met certain criteria whilst planning and participating in meetings. preparing meeting documents, taking notes/minutes and circulating information.This report should only be completed if the Student selects to perform part of their Assignment (task 3) in a workplace.Specifically, the third-party report aims to verify that Students have consistently performed the following, to an acceptable industry standard, the ability to:1. Prepare a portfolio of documents to prepare for meetings including:• a notice of meeting using an appropriate template/format and detailing required information accurately• a meeting agenda using an appropriate template/format detailing required information accurately• a list to identify all required meeting documents2. Participate in meetings or roleplays and take notes3. Prepare and completed a minute’s template Including information gathered in the meetings regarding discussions, decisions and agreed actions• Include a short summary of how minutes were checked for accuracy• Include a short summary of how the minutes were circulatedA third-party report relevant to this Assignment task is available on the following page.Context of AssignmentThis Assignment should only be attempted if Student’s perform the tasks and activities Practical Assignment Observation Sheet from Assignment Task 2-part A in a workplace. Students must seek approval the Assessor prior to attempting Assignment Task 2-part A in a workplace and should refer to the Context of Assignment guidelines from Assignment Task 2-part A for guidance.Decision-making rulesTo achieve a satisfactory result, you must submit:• A completed third-party report verifying that the various criteria have been metThird Party ReportInstructions to StudentPrint this page, and the Practical Assignment Observation Sheet for Assignment Task 3 and give both documents to a supervisor or manager, who can verify that you have engaged in a meeting and taking notes/minutes.A presentation delivery in a workplace setting. Explain that the report will be used as evidence to support Assignment Task 3.Instructions to third party/ supervisor/ managerYour confirmation is sought as part of the Student’s training in the unit BSBADM405 Organise Meetings: Eve College is seeking your verification that the Student has undertaken the tasks listed below, and you have directly observed them undertaking the tasks contained in the Practical Assignment Observation Sheet.By completing and signing the form below you are declaring that the Student has performed each task in a manner that meets or exceeds your organisations standards. You will be contacted by Eve College and/or the Assessor to verify authentication of the information you provide.____/____/______ (Date)To whom it may concern,I ………………………………………………………………..……….. (your name) of………………………………………………………………………….. (organisation) performing the role of………………………………………………………………..………… (position) verify that……………………………………………………………………..…… (Student’s name) has engaged in a range of consistent activities, over a period of time for the Prepare Meeting Minutes task. Activities have included:1. Participate in meetings or roleplays and take notes2. Preparing a minutes template Including information gathered in the meetings regarding discussions, decisions and agreed actions?3. Summarised how minutes were checked for accuracy?4. Summarised how to circulate minutes?I can be contacted on the details below if verification is required.Signature: …………………………………………………………………………..Contact number: …………………………………………………………………………Email address: …………………………………………………………………………….Online ResourcesWebsites:• Pienkowski, J., 2009, ‘Spot the difference’, Jan Pienkowski, viewed June 2015, http://www.janpienkowski.com/fun-and-games/spotthedifference/index.htm .Printed resources? Burns, R. 2002, Making Meetings Happen, Allen & Unwin, Australia.? Leigh, J. 2002, Organising and Participating in Meetings, Oxford University Press, Oxford.? Puregger, M. 1998, The Australian Guide to Chairing Meetings, University of Queensland Press, Queensland.? Walsh, F. 1995, The Meetings Manual, Australian Government Publishing , Canberra.

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