Student Assessment Workbook BSBADM502 Manage Meetings Version 4.0 May 2017 Assessment Information Welcome to your Student Assessment Workbook for BSBADM502 Manage Meetings. This Student Assessment Workbook is where you will write all your answers for the knowledge questions and simulation tasks. Please refer to the Student Assessment Guide for more information. This assessment has the following two events: Assessment Event 2 – Simulation: My Career Unlimited You will complete a number of tasks that will provide us with evidence of your skills with organising and chairing two meetings. These tasks will be based on your role as a Project Officer and the challenges that students experience in their study. To complete the Simulation, you will need to refer to the following resource: Meeting Policy and Procedures A policy and procedures document that specifies the procedures for planning and running and documenting meetings. Please note that your responses for both assessment events can (where appropriate) use dot point format. See below for an example of a dot point response and a full sentence response. Dot point format Presentation Plan includes the following: · outcomes · needs of the audience · context. Full sentence format When you are preparing for a Presentation, there are a number of tasks that must be carried out. These are; listing the outcomes that you want to achieve, followed by the identification of the needs of your audience. When you have completed these two tasks, you then check on the room you will be conducting the simulation in etc. Performance required · complete all of the questions and tasks listed in the Student Assessment Workbook · meet all the requirements listed in this Student Assessment Guide · your responses to the questions and tasks must be relevant, accurate and specific · submit your completed Student Assessment Workbook to your Assessor within the set timeframes · your work must be in your own words · where you use an external source of information, you must provide citation. Please be aware that your Assessor is here to provide you with the necessary support throughout the assessment process. If you have questions, then contact them for guidance. Pre-assessment Checklist Your assessor will go through the assessment for this unit, BSBADM502 Manage Meetings. It is important that you understand this assessment before taking on the tasks. To confirm that you have been given this overview, we ask you to complete the following Pre-Assessment Checklist. You are required to carefully read each checklist item provided below and tick either ‘Y’ to confirm your understanding or ‘N’ if you disagree. In case you disagree with an item, please provide your reason under the ‘Comments’ section. When you have done this, we ask you to sign this Pre-Assessment Checklist. This acknowledges that your Trainer/Assessor has discussed all of the information with you prior to undertaking this assessment. Checklist Commen.

1. Student Assessment Workbook
BSBADM502
Manage Meetings
Version 4.0
May 2017
Assessment Information
Welcome to your Student Assessment Workbook for
BSBADM502 Manage Meetings.
This Student Assessment Workbook is where you will write all
your answers for the knowledge questions and simulation tasks.
Please refer to the Student Assessment Guide for more
information.
This assessment has the following two events:
Assessment Event 2 – Simulation: My Career Unlimited
You will complete a number of tasks that will provide us with
evidence of your skills with organising and chairing two
meetings. These tasks will be based on your role as a Project
Officer and the challenges that students experience in their
study.
To complete the Simulation, you will need to refer to the
following resource:
Meeting Policy and Procedures
A policy and procedures document that specifies the procedures
for planning and running and documenting meetings.

2. Please note that your responses for both assessment events can
(where appropriate) use dot point format. See below for an
example of a dot point response and a full sentence response.
Dot point format
Presentation Plan includes the following:
· outcomes
· needs of the audience
· context.
Full sentence format
When you are preparing for a Presentation, there are a number
of tasks that must be carried out. These are; listing the
outcomes that you want to achieve, followed by the
identification of the needs of your audience. When you have
completed these two tasks, you then check on the room you will
be conducting the simulation in etc.
Performance required
· complete all of the questions and tasks listed in the Student
Assessment Workbook
· meet all the requirements listed in this Student Assessment
Guide
· your responses to the questions and tasks must be relevant,
accurate and specific
· submit your completed Student Assessment Workbook to your
Assessor within the set timeframes
· your work must be in your own words
· where you use an external source of information, you must
provide citation.
Please be aware that your Assessor is here to provide you with
the necessary support throughout the assessment process. If you
have questions, then contact them for guidance.
Pre-assessment Checklist
Your assessor will go through the assessment for this unit,

3. BSBADM502 Manage Meetings. It is important that you
understand this assessment before taking on the tasks. To
confirm that you have been given this overview, we ask you to
complete the following Pre-Assessment Checklist.
You are required to carefully read each checklist item provided
below and tick either ‘Y’ to confirm your understanding or ‘N’
if you disagree. In case you disagree with an item, please
provide your reason under the ‘Comments’ section.
When you have done this, we ask you to sign this Pre-
Assessment Checklist. This acknowledges that your
Trainer/Assessor has discussed all of the information with you
prior to undertaking this assessment.
Checklist
Comments
Y
N
I, the student, understand the purpose of the assessment.
Y
N
I understand when and where the assessment will occur, who
will assess me, how and in what format the assessment will be
submitted.
Y
N
I understand the methods of assessment.
Y
N
I understand what resources are required to successfully
complete this assessment.
Y
N
I understand the performance level required for each assessment

4. event.
Y
N
I understand that it must be my own work. I have been
explained and understood the serious consequences in case this
work is found plagiarised.
Y
N
I understand the process if I am deemed not yet competent.
Y
N
I understand the feedback process and the appeals process.
Y
N
The assessor has discussed with me if I have any special needs
and if so what arrangements have been put in place.
Student Full Name
Student ID
Student Signature
Date
Assessment Event 2 – My Career Unlimited Simulation
In this simulation, you will prepare and chair two meetings as
part of your activities in developing strategies to support
students in their studies. The first meeting will be to have an
informal discussion about the issues impacting on students in
their course of studies. The second meeting will be formal to
develop a set of strategies to assist students in their course of

5. study. Both meetings are observed by the assessor.
In this simulation, you will perform the following actions:
· brief Minute Taker at the start of the meeting
· conduct meetings to ensure that they are focused, time
efficient and achieve the required outcomes
· ensure your meeting facilitation enables participation,
discussion, problem solving and auctioning of items in the
meetings.Task 1: Prepare for Meetings
In this task, you will demonstrate your preparation skills in
planning for two meetings. The first meeting is informal and
prepares you for the formal meeting.
1.1 Identify the type of meetings being organised and their
purpose
Insert your response here:
1.2 Develop a plan for conducting meetings
Insert your responses into the Meeting Plan template below:
Actions
Costs
When Will It Be Done
Outcomes Planned

6. 1.3 Develop agendas for the meetings
Attach your agendas below:
1.4 Notify meeting participants.
Insert your emails and attachments here:
1.5 Confirm meeting arrangements.
Insert your emails here:

7. 1.6 Despatch meeting papers
Insert your emails and attachments here:
Task 2: Conduct meetings
In this task, you will demonstrate your skills in preparing the
Chairing two meetings. Your assessor will observe your actions
in these meetings.
2.1 Brief Minute Taker on method of taking notes
Your Assessor will observe you using the observation check
sheets. See your Student Assessment Guide for specific
instructions.
2.2 Conduct meetings
Your Assessor will observe you using the observation check
sheets. See your Student Assessment Guide for specific
instructions.
Task 3: Follow up meetings
In this task, you will review the notes made by the note taker
(in the formal meeting) to ensure production of minutes, then
distribute and store documentation and report on outcomes of
meeting to appropriate stakeholders.
3.1 Manage Minutes
Insert your minutes here:

8. 3.2 Despatch Minutes
Insert your emails and attachments here:
3.3 Report outcomes of meeting
Insert your emails and attachments here:
BSBADM502 Student Assessment Workbook
Page 10
Student Assessment Workbook
BSBADM502
Manage Meetings
Version 4.0
May 2017
Assessment Information
Welcome to your Student Assessment Workbook for
BSBADM502Manage Meetings.

9. This Student Assessment Workbook is where you will write all
your answers for the knowledge questions and simulation tasks.
Please refer to the Student Assessment Guide for more
information.
This assessment has the following two events:
Assessment Event 2 – Simulation: My Career Unlimited
You will complete a number of tasks that will provide us with
evidence of your skills with organising and chairing two
meetings. These tasks will be based on your role as aProject
Officer and the challenges that students experience in their
study.
To complete the Simulation, you will need to refer to the
following resource:
Meeting Policy and Procedures
A policy and procedures document that specifies the procedures
for planning and running and documenting meetings.
Please note that your responses for both assessment events can
(where appropriate) use dot point format. See below for an
example of a dot point response and a full sentence response.
Dot point format
Presentation Plan includes the following:
· outcomes
· needs of the audience
· context.
Full sentence format
When you are preparing for a Presentation, there area number of
tasks that must be carried out. These are; listing the outcomes
that you want to achieve, followed by the identification of the
needs of your audience. When you have completed these two
tasks, you then check on the room you will be conducting the
simulation in etc.

10. Performance required
· complete all of the questions and tasks listed in the Student
Assessment Workbook
· meet all the requirements listed in this Student Assessment
Guide
· your responses to the questions and tasks must be relevant,
accurate and specific
· submit your completed Student Assessment Workbook to your
Assessor within the set timeframes
· your work must be in your own words
· where you use an external source of information, you must
provide citation.
Please be aware that your Assessor is here to provide you with
the necessary support throughout the assessment process. If you
have questions, then contact them for guidance.
Pre-assessment Checklist
Your assessor will go through the assessment for this
unit,BSBADM502 Manage Meetings. It is important that you
understand this assessment before taking on the tasks. To
confirm that you have been given this overview, we ask you to
complete the following Pre-Assessment Checklist.
You are required to carefully read each checklist item provided
below and tick either ‘Y’ to confirm your understanding or ‘N’
if you disagree. In case you disagree with an item, please
provide your reason under the ‘Comments’ section.
When you have done this, we ask you to sign this Pre-
Assessment Checklist. This acknowledges that your
Trainer/Assessor has discussed all of the information with you
prior to undertaking this assessment.
Checklist
Comments
Y
N
I, the student, understand the purpose of the assessment.
Y

11. N
I understand when and where the assessment will occur, who
will assess me, how and in what format the assessment will be
submitted.
Y
N
I understand the methods of assessment.
Y
N
I understand what resources are required to successfully
complete this assessment.
Y
N
I understand the performance level required for each assessment
event.
Y
N
I understand that it must be my own work. I have been
explained and understood the serious consequences in case this
work is found plagiarised.
Y
N
I understand the process if I am deemed not yet competent.
Y
N
I understand the feedback process and the appeals process.
Y
N
The assessor has discussed with me if I have any special needs

12. and if so what arrangements have been put in place.
Student Full Name
Student ID
Student Signature
Date
Assessment Event 1 – Knowledge Questions
The information contained in this assessment event lists the
questions that you will need to develop a written response.
These questions are theoretical and provide evidence of your
understanding of the legislation, basic communication for
cultural diversity and key components of meeting structure.
Note you must answer these questions in your own words.
Remember, you must get a satisfactory result with each question
to be deemed satisfactory for the whole of Assessment Event
1.Question 1
Describe five terms used in meetings.
Write your response here:
Question 2
Describe three structures with meetings.
Write your response here:
Question 3
Describe four arrangements often used for meetings.
Write your response here:
Question 4

13. Describe three responsibilities for the chairperson.
Write your response here:
Question 5
Describe three group dynamics, in the table below, that could
occur in meetings and with each dynamic provide a technique
on how it could be managed by the chairperson:
Write your response into the table:
Group dynamic
Technique to manage
Question 6
In the table below, provide an explanation to each of the
meeting options:
Write your response into the table:
Options For Meetings
Explanation
1. face to face meeting
2. teleconferencing
3. web conferencing
4. web cams

14. BSBADM502 Student Assessment Workbook Page 5
Student Assessment Guide
BSBADM502
Manage Meetings
Version 4.0
May 2017

15. Intellectual Property Statement
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products and services for the vocational education and
training (VET) sector.
By purchasing the ‘BSBADM502 Manage Meetings’ assessment
resources (“Product”), you are entitled to use it for
educational purposes only, but the intellectual property remains
with VET Fair. This Product includes the following
components:
Product (e.g. policy and procedures, templates, etc.).
VET Fair owns all copyright to the Product as subject to the
provisions of the Copyright Act 1968.
This purchase grants you a non-exclusive, perpetual, non-
sublicensable, and non-shareable right to use and
contextualise this Product. You have the right to distribute

16. unlimited copies of this Product to your students or internal
staff, limited to only for educational purposes; however, you
must not:
a) reproduce this Product or produce other assessment resources
based on this Product
b) share this Product with any other external person or entity
other than your students and internal staff through
physical or electronic including online access
c) use this Product for any other purposes than education (e.g.
assessing student competency, conducting validation
and moderation activities, etc.)
d) resell this Product to any party of individual
e) use this Product without affixing the following statement in
each copy of a modified, adapted, customised or
contextualised version of this Product that is distributed
electronically or in a physical format to your target learner
audience:
“The assessment activities and information in this guide are
derived
from the BSBADM502 Manage Meetings assessment resources
provided by VET Fair. VET Fair owns all copyright to this
information

17. and the intellectual property of this resource remains with VET
Fair.”
Breaches of this copyright will result in VET Fair claiming for
loss of sales.
Table of Contents
Intellectual Property Statement 2
Assessment Information 1
Assessment Event 1 – Knowledge Questions 2
Question 1 2
Question 2 2
Question 3 2
Question 4 2
Question 5 2
Question 6 3
Assessment Event 2: My Career Unlimited Simulation 4
Task 1: Prepare for meetings 4
1.1 Identify the types of meetings being organised and their

18. purpose 4
1.2 Develop a plan for conducting meetings 4
1.3 Develop agendas for the meetings 4
1.4 Notify meeting participants 4
1.5 Confirm meeting arrangements 5
1.6 Despatch meeting papers 5
Task 2: Conduct meetings 6
2.1 Brief Minute Taker on method of taking notes 6
2.2 Conduct meetings 6
Task 3: Follow up meetings 7
3.1 Manage Minutes 7
3.2 Dispatch Minutes 7
3.3 Report outcomes of meeting 7
Appendix A: My Career Unlimited Simulation 8
Simulation Background 8
Simulation Phases 8
Your Role in the Simulation 8
Phase 1: 8
Phase 2: 8
Phase 3: 9
Simulation Setup 9
Assessment Conditions for the Observation 10
Appendix B: Observation Check Sheets 11
Observation 1: Informal Meeting 11
Observation 2: Formal Meeting 13

19. BSBADM502 Student Assessment Guide v4.0 Page 1
Assessment Information
Welcome to your Student Assessment Guide for BSBADM502
Manage Meetings. This Guide provides you with
information on the assessment particularly what you have to do
and to what level of performance.
This assessment has the following two events:
Assessment Event 1 – Knowledge Questions
There are six questions that will provide us with evidence of
your general knowledge of meeting formats, legislation
and communication techniques.
This assessment is completed in your own time and by a
submission date provided by your Assessor. You may use
support material in the development of your responses, but you
must indicate the source. In addition, you must not
‘cut and paste’ content from your source, rather, use your
words, unless it is a direct quote.

20. Assessment Event 2 – Simulation: My Career Unlimited
You will complete a number of tasks that will provide us with
evidence of your skills with planning and chairing two
meetings. These meetings will be based on your role as Project
Officer for an initiative in a fictitious RTO. The context
of the meetings is to provide support to students in their study.
To complete the Simulation, you will need to refer to the
following resource:
Meeting Policy and
Procedures
A policy and procedures document that specifies the procedures
for planning and
running and documenting meetings.
Remember, you do not type your responses in this Student
Assessment Guide, but use the Student Assessment
Workbook, which is a separate document. This document is
simply a guide to explain what you are required to do, and
by doing so, this will assist you to perform at your best.
Please note that your responses for both assessment events can
(where appropriate) use dot point format. See below
for an example of a dot point response and a full sentence
response.

21. Dot point format Presentation Plan includes the following:
Full sentence format When you are preparing for a Presentation,
there are a number of tasks that must be
carried out. These are; listing the outcomes that you want to
achieve, followed by the
identification of the needs of your audience. When you have
completed these two tasks,
you then check on the room you will be conducting the
simulation in etc.
Performance required
and tasks listed in the Student
Assessment Workbook
Guide
accurate and specific
rkbook to
your Assessor within the set timeframes

22. provide citation.
Please be aware that your Assessor is here to provide you with
the necessary support throughout the assessment
process. If you have questions, then contact them for guidance.
BSBADM502 Student Assessment Guide v4.0 Page 2
Assessment Event 1 – Knowledge Questions
The information contained in this assessment event lists the
questions that you will need to develop a written
response. These questions are theoretical and provide evidence
of your understanding of principles and practices of
meetings. Each question includes the requirements which
indicate what you have to do and the depth of your response
to achieve a satisfactory result.
Question 1
Describe five terms used in meetings.
R 1. provide a minimum of five terms

23. R 2. word count is approximately 10 words per term.
Question 2
Describe three structures with meetings.
R 1. provide a minimum of three structures
R 2. word count is approximately 20 words per structure.
Question 3
Describe four arrangements often used for meetings.
R 1. provide a minimum of four arrangements
R 2. word count is approximately 20 words per arrangement.
Question 4
Describe three responsibilities for the chairperson.
R 1. provide a minimum of three responsibilities
R 2. word count is approximately 10 words per responsibility.
Question 5
Describe three group dynamics, in the table below that could
occur in meetings and with each dynamic provide a
technique on how it could be managed by the chairperson.
R 1. provide a minimum of three dynamics
R 2. list two techniques to address dynamic

24. R 3. word count is approximately 15 words per technique.
Group dynamic Technique to manage
BSBADM502 Student Assessment Guide v4.0 Page 3
Question 6
In the table below, provide an explanation to each of the
meeting options.
R 1. explanations are accurate
R 2. word count is approximately 20 words per option.
Options for Meetings Explanation
face to face meeting
teleconferencing
web conferencing
webcams

25. BSBADM502 Student Assessment Guide v4.0 Page 4
Assessment Event 2: My Career Unlimited Simulation
In this simulation, you will prepare and chair two meetings as
part of your activities in developing strategies to support
students in their studies. The first meeting will be to have an
informal discussion about the issues impacting on
students in their course of studies. The second meeting will be
formal to develop a set of strategies to assist students
in their course of study. Both meetings are observed by the
assessor.
In this simulation, you will perform the following actions:
efficient and achieve the required outcomes
discussion, problem solving and auctioning of items in the
meetings.
Please ensure that you familiarise yourself with this set of
requirements that underpin this simulation. This includes

26. understanding the background of the simulation and the criteria
you will be assessed on. These are located in the
Appendix of this document.
Task 1: Prepare for meetings
In this task, you will demonstrate your preparation skills in
planning for two meetings. The first meeting is informal
and prepares you for the formal meeting.
1.1 Identify the types of meetings being organised and their
purpose
R 1. review the simulation provided and state the purpose of
both meetings
R 2. review the policy and procedures for meetings and list the
types of meetings to be used
R 3. word count for type and purpose is approximately 50
words.
1.2 Develop a plan for conducting meetings
R 1. develop a plan for the implementation of your meetings:
meetings and list the types of meetings to be used
variation to the budget allocation
R 2. word count for type and purpose is approximately 50

27. words.
1.3 Develop agendas for the meetings
R 1. develop an agenda for both meetings:
tructure must align to the type of meeting required
R 2. word count is not critical.
1.4 Notify meeting participants
R 1. identify participants for both meetings
R 2. notify participants via email:
se essential details
R 3. word count is approximately 100 words per email.
BSBADM502 Student Assessment Guide v4.0 Page 5
1.5 Confirm meeting arrangements
R 1. send email to participants for both meetings confirming
arrangements
R 2. attach agendas

28. R 3. word count is approximately 100 words per email.
1.6 Despatch meeting papers
R 1. research and table a minimum of one article for the formal
meeting:
dispatched within organisational
timelines
R 2. provide a summary of the attachment(s) in your draft
email:
useful
R 3. word count is approximately 30 words.
BSBADM502 Student Assessment Guide v4.0 Page 6
Task 2: Conduct meetings
In this task, you will demonstrate your skills in preparing then
Chairing two meetings. You will be observed by your
Assessor in these meetings.

29. 2.1 Brief Minute Taker on method of taking notes
R 1. give guidance to Minute Taker on requirements for note
taking that includes recording:
R 2. reassure Minute Taker by:
ion if required
of note taking
R 3. these actions must be relevant, concise and clear (refer to
the observation check sheet)
R 4. word count is not critical.
2.2 Conduct meetings
R 1. ensure that the procedures being used will achieve planned
outcomes
R 2. these actions must meet the requirements of the
observation check sheets
R 3. duration of the meetings is approximately 15 minutes for
informal and 30 minutes for formal.

30. BSBADM502 Student Assessment Guide v4.0 Page 7
Task 3: Follow up meetings
In this task, you will review the notes made by the Minute
Taker (in the formal meeting) to ensure production of
minutes, then distribute and store documentation and report on
outcomes of the meetings to appropriate
stakeholders.
3.1 Manage Minutes
R 1. review the draft notes from the Minute Taker
R 2. make corrections where required to produce minutes that
meet organisational policies and procedures:
curate in content

31. R 3. store all documents as per organisational policies and
procedures:
must be accurate
R 4. word count is approximately 200 words.
3.2 Dispatch Minutes
R 1. distribute approved minutes by email to the participants:
procedure document
d attach to your Student Assessment
Workbook.
R 2. store Minutes as per policy and procedure:
R 3. word count is not critical.
3.3 Report outcomes of meeting
R 1. send email to General Manager of the RTO with attached
Minutes as follows:

32. document.
R 2. store documents as set out in the policy and procedures
document
R 3. word count is not critical.
BSBADM502 Student Assessment Guide v4.0 Page 8
Appendix A: My Career Unlimited Simulation
Simulation Background
The main theme of this simulation is based on the increasing
challenges students have while studying. As a result, the
RTO has set up an initiative called ‘My Career Unlimited’. My
Career Unlimited is a support initiative by the RTO to
assist students manage issues both personal and academic issues
so that they can maintain their focus on study. You
will take the role of Project Officer where you will coordinate
and Chair meetings for this initiative.
An early step for this initiative is to hold an informal meeting to

33. discuss the issues that impact on the student.
Participants of this meeting are a group of interested staff keen
on identifying these stressors. The issues identified in
this meeting will be used to develop strategies that will assist
students. This strategy formation will be the basis of the
second meeting which will be formal and contain more
structure. The budget allocated for the two meetings is $100.
Simulation Phases
This simulation is divided into the following phases:
Phase 1: You will prepare for the meetings.
Phase 2: You will Chair the meetings.
Phase 3: You will follow up after the meetings.
Your Role in the Simulation
You will be the Project Officer of My Career Unlimited in the
simulation. Your roles and responsibilities in the
simulation are as follows:
Phase 1:
Phase 1 occurs from Task 1.1 to Task 1.6. In Phase 1 your main
duties in the organisation are as follows:

34. da and appropriate documentation
Phase 2:
Phase 2 occurs in Task 2.1 to Task 2.2.
This simulation will have a duration of 15 minutes for the
informal meeting and 30 minutes for the formal meeting.
where you will generate discussion and strategies (for the
formal meeting only) on supporting students when studying
their course. Note that your Assessor will not play a role in
these two observation activities as they will be observing
your interaction with the stakeholders and documenting
evidence in the Observation Check Sheets provided in
Appendix B.
In Phase 2 your main duties in the organisation are as follows:
the meeting
efficient and achieve the required outcomes
discussion, problem solving and auctioning of items in the

35. meetings.
BSBADM502 Student Assessment Guide v4.0 Page 9
Phase 3:
Phase 3 occurs from Task 3.1 to Task 3.3. In Phase 3 your main
duties in the organisation are as follows:
ort outcomes of meeting to the General Manager.
Simulation Setup
The simulation chosen is to give you the opportunity to provide
evidence that demonstrates your ability to plan and
Chair two meetings. We have tried to make this simulation as
real as possible within a classroom setting through the
use of policies and procedures and other documents which
typify the world of meetings. To carry out your role in this
simulation will require you to follow these steps:
Step 1 At the commencement of the unit, your Assessor will
overview the assessment with you. You will then
sign the declaration of your understanding located in the

36. Student Assessment Workbook (Pre-
Assessment Checklist).
Step 2 You will identify the requirements of the assessment and
review the documentation provided to support
the simulation.
Step 3 You will identify the two types of meetings (Task 1.1).
Step 4 You will develop a plan for the two meetings (Task 1.2).
Step 5 You will develop agendas for both meetings (Task 1.3).
Step 6 Your Assessor will provide you with email contact
details of the participants of both meetings so that you
can notify them of the upcoming meetings.
Step 7 You will notify participants of the pending meetings
(Task 1.4).
Step 8 You will send the agenda to participants (Task 1.5).
Step 9 You will send out articles to be reviewed prior to
attending the formal meeting (Task 1.6).

37. Step 10 Your Assessor will check that there are appropriate
‘actors’ ready to participate in the role play for the
two meetings. Note that these meetings are separate from each
other as the formal meeting builds in
the information from the informal meeting.
Step 11 Your Assessor will observe you briefing the Minute
Taker at the start of the formal meeting (Task 2.1).
Step 12 Your Assessor will observe you Chairing both meetings
(Task 2.2).
Step 13 Your Assessor will observe your actions throughout
these sessions using the Observation Check Sheets
provided.
Step 14 You will review the minutes produced from the formal
meeting and make adjustments as required (Task
3.1).
Step 15 You will distribute the minutes of both meetings to the
participants (Task 3.2).
Step 16 Your will report the outcomes of the meeting to the
General Manager who in this simulation is you the

38. Assessor. They will not be required to respond to this email
(Task 3.3).
Step 17 Upon the completion of the feedback session, finalise
your Student Assessment Workbook to be
submitted to your Assessor.
BSBADM502 Student Assessment Guide v4.0 Page 10
Assessment Conditions for the Observation
The information in this section outlines the assessment
conditions for the Observation which occurs in Phase 2 and
involves your interaction with the three stakeholders.
Before the Observations:
documents required to undertake the Observations
performance requirements listed under each task
the Observation Check Sheets as your performance

39. will be judged based on these criteria (see Appendix B)
Observations.
During the Observation:
you will be interacting with the Manager of Student
Support and the Information Officer
tes
where you will be interacting with the Manager of
Student Support and the Information Officer as well as the Note
Taker
will give them an unfair advantage
be role played by staff from the RTO
or other externals
carry out their actions in an appropriate manner
undertaking the Observation
- observe you individually based on the criteria in the
Observation Check Sheets
- document their observations in detail on the Observation

40. Check Sheets
- provide extensive written feedback
- ensure that the session will be free from distractions
Check Sheets to achieve a satisfactory result for the
Observation.
After the observations:
Assessor will summarise your
performance during the observations
- provide written feedback on the Observation Check Sheets
explaining their justification in detail
- communicate this feedback to you
- arrange another suitable time to observe your second attempt.
BSBADM502 Student Assessment Guide v4.0 Page 11
Appendix B: Observation Check Sheets
We have provided the Observation Check Sheets for you to
prepare for your assessment with the Assessor. Remember,

41. you will not be able to use this Check Sheets during this
session. However, we recommend you use this as a planning
tool so that you are fully prepared for the observation.
Note that you must demonstrate all the criteria listed in the
following Observation Check Sheets to be deemed
satisfactory.
Observation 1: Informal Meeting
Performance Requirements
1. Preparation:
- seating
- air temperature is suitable
- equipment is operational
- private venue is free from interruptions
2. Introduction:
- friendly tone
- volume is appropriate
- facial expressions are appropriate

42. - documents are complete
- documents are in order
- documents are clear
procedures:
- states the purpose of the meeting
- apologies
- agenda items
- explains documentation
- explains voting procedures
3. Body:
- gives background on issue
- tables any attached papers
- invites participants to discuss item
- is able to keep pace with the discussion
- ensures that presenter remained on topic and was concise
- verbalises clearly and concisely the issues raised

43. - verbalises the decisions made
- checks for confirmation from participants
- ensure decisions were recorded
- if discussion outside time limit for each item, brings it to the
attention of participants
- facilitates an appropriate action to keep within timeframe
- monitors input of participants
BSBADM502 Student Assessment Guide v4.0 Page 12
Performance Requirements
- invites comments from all
- validates input
- summarises discussion
- reviews the extent that the discussion addresses agenda item
- if not, states gap(s) in progress with achieving task

44. - puts forward a motion when gap(s) are addressed, calling for
decision
- if gap(s) remained, makes recommendation for resolution of
issue(s)
- seeks seconder for a motion
- implements appropriate voting system on motion
- calls the outcome of the decision
- if approved, ensures note taker records action
- if not approved puts forward motion for further discussion or
deferment to another meeting when
ore time available
- if this motion gets voting approval, actions item is recorded
4. Conclusion:
- summarises the agenda and what has been achieved in the
meeting
- makes recommendations on any outstanding business
- seeks consensus with this strategy
- summarises concisely and accurately actions required by next
meeting

45. - provides the venue, time and date for next meeting
Communication skills:
- gives eye contact to participants
- displays appropriate facial expressions
- posture is appropriate
- gestures have fit with the message
- paraphrases
- seeks clarification by asking questions
- tone is pleasant
-verbal and verbal cues of participants:
- adjusts delivery accordingly to ensure understanding
- shares insight with chair as appropriate
BSBADM502 Student Assessment Guide v4.0 Page 13
Observation 2: Formal Meeting
Performance Requirements
1. Preparation:

46. - seating
- air temperature is suitable
- equipment is operational
- private venue is free from interruptions
note taker prior to the start of the meeting:
- the number of agenda items and time allocated for each item
- the amount of information needed for each item
- the method of documenting this information
- if clarification sought how to get attention of the chair
2. Introduction:
participants appropriately:
- friendly tone
- volume was appropriate
- facial expressions appropriate
- documents are complete
- documents are in order

47. - documents are clear
procedures in line with policy and
procedures:
- states the purpose of the meeting
- apologies
- agenda items
- explained documentation
- voting procedures
3. Body:
- gives background on issue
- tables any attached papers
- invites participants to discuss item
- is able to keep pace with the discussion
- ensures note taker recorded issues raised and by whom
- responded to any clarification as required
- ensures that presenter remained on topic and was concise
- verbalises clearly and concisely the issues raised
- verbalises the decisions made

48. - checks for confirmation from participants
- ensures decisions are recorded by note taker
- if discussion outside time limit for each item, brings it to the
attention of participants
- facilitates an appropriate action to keep within timeframe
- monitors input of participants
BSBADM502 Student Assessment Guide v4.0 Page 14
Performance Requirements
- invites comments from all
- validates input
- summarises discussion
- reviews the extent that the discussion addresses agenda item
- if not, states gap(s) in progress with achieving task
- puts forward a motion when gap(s) are addressed, calling for
decision

49. - if gap(s) remained, makes recommendation for resolution of
issue(s)
- seeks seconder for a motion
- implements appropriate voting system on motion
- calls the outcome of the decision
- if approved, ensures note taker records action
- if not approved puts forward motion for further discussion or
deferment to another meeting when
ore time available
- if this motion gets voting approval, action item recorded by
note taker
4. Conclusion:
- summarises the agenda and what has been achieved in the
meeting
- makes recommendations on any outstanding business
- seeks consensus with this strategy
for the next meeting:
- summarises concisely and accurately actions required by next
meeting

50. - provides the venue, time and date for next meeting
Communication skills:
- gives eye contact to participants
- displays appropriate facial expressions
- posture is appropriate
- gestures have fit with the message
- paraphrases
- seeks clarification by asking questions
- tone is pleasant
-verbal and verbal cues of participants:
- adjusts delivery accordingly to ensure understanding
- shares insight with chair as appropriate
Meeting Policy and Procedures
Version
Version 1.0
Short Description
This policy outlines the meeting procedures for My Career
Unlimited.
Approving Authority
Compliance Manager
Approval Date

51. July 2016
Next Scheduled Review
July 2020
Responsible Officer
Compliance Officer
Responsible Office
Compliance and Quality Assurance
Category
Organisational Meeting
File Number
ORM-16-17
Policy Owner
Director
Scope and Application
This policy applies across all business units and organisational
levels within My Career Unlimited.
Relevant Legislation
· Privacy Act 1988
· Age Discrimination Act 2004
· Australian Human Rights Commission Act 1986
· Disability Discrimination Act 1992
· Racial Discrimination Act 1975
· Sex Discrimination Act 1984
· WHS Act 2011
· Corporations Act 2001
Key Words
meeting, agenda, minutes
Table of Contents
Purpose 1
Policy 1
Types of meetings 1

52. Codes of behaviour 1
Roles of key stakeholders2
Chair person 2
Meeting coordinator 2
Meeting Documentation 3
Notice for meeting 3
Reports for meeting 3
Records management 3
Voting methods 4
Producing minutes: Option 1 4
Producing minutes: Option 2 5
Resources for meetings 5
Purpose
This policy and procedure is to set benchmarks for our meetings
so that they run efficiently and produce outcomes which assist
the organisations operations.
We strive to conduct effective meetings based on corporate
ground rules. Effective meetings are an important aspect of
ensuring successful outcomes in meetings which allow the
participants to perform at their best throughout their interaction
with each other.
This policy and procedures document aims to synergise the
contributions of each attendee by:
· establishing a collaborative and productive environment
· encouraging individual participation through forming a
welcoming platform
· enforcing ethical meeting practices.Policy
All employees when managing or participating in meetings will
follow the enclosed procedures to ensure that the processes
meet government legislation and the organisations operational
practices. High performance meetings contribute to the
organisations productivity. Types of meetings
For our organisation there are a number of meetings that are
held as follows:
a) Annual company meeting – these are held once a year and are

53. formal meetings with all employees invited to attend.
b) Senior executive meetings – these are held every month and
are invitation only. Minutes of the meetings are stored on
company intranet and available to interested internal parties.
c) Management meetings – held every month and attended by
relevant department personnel
d) Team meetings – held weekly and attended by relevant
section personnel.
These meetings are formal (documented) and face to face,
though there is the potential for some members to attend via
teleconferencing. There are in addition, meetings that are
organised as required. These meetings may be either formal or
informal depending on the meeting outcomes.
Informal meetings should have a documented agenda but the
format can be a summary of the agenda format used in formal
meetings (refer to the sample titled “Agenda”).Codes of
behaviour
a) Our organisationfollows best practice principles;therefore, all
meetings must be exercised in compliance with our Diversity
Policy.
b) Meeting attendees must speak in a way that can be easily
understood by others.
c) The meeting coordinator must receive written confirmation
from each attendee in advance of the meeting.
d) All attendees must use appropriate interpersonal
communication, particularly engaging others in discussion.
e) All attendees must use appropriate language and respect and
be sensitive to the needs of others.
f) The meeting coordinator must attempt to meet any special
needs of attendees.
g) The Chair is responsible to run a meeting that never
discriminates, bullies or harasses any individual.
h) All attendees must not speak when the chair is speaking.
i) All attendees must respect the directions of the chair and
abide by all decisions.
j) The chair has the authority to expel an attendee on grounds of

54. disruption to meeting processes and can terminate a meeting if
they believe that processes are too disruptive.Roles of key
stakeholdersChair person
a) A Chairperson (Chair) is an individual who has received
approval to manage the meeting.
b) This approval must be by consensus of the attendees (80% in
agreement).
c) Or nominated by senior management.
d) Our organisation encourages less formal meetings to have a
rotating chair.
e) If a Chair is unable to attend they can request a replacement
to that meeting. This replacement must be endorsed by the
methods above.Meeting coordinator
a) The Meeting Coordinator must book the venuefor a meeting
that can accommodate the number of attendees.
b) The Meeting Coordinator must attempt to meet special needs
but these needs must be received by email.
c) The Meeting Coordinator must arrange all equipment needs
and ensure all is operational.
d) If an attendee is using distance technology, then it is the
responsibility of attendees to ensure they have given the correct
details to the Meeting Coordinator.
e) The Meeting Coordinator must document all requirements in
aMeeting Preparation Plan.
f) The Meeting Coordinator must record apologies in the
Meeting Minutes.
g) If there are disability requirements, then this attendee must
give 4 days’ notice where possible.
h) The Meeting Coordinator should attempt to find the most
economical accommodation within the standards approved by
the organisation.
i) If the meeting is cancelled, the Meeting Coordinator must
immediately cancel the reservation so that they can receive a
refund.
j) The Meeting Coordinator must ensure that the venue is in line
with the Workplace Health and Safety Policy and Procedures.

55. k) Attendees must be given emergency procedures at the
beginning of a meeting.
l) The Meeting Coordinator must ensure no alcohol or other
recreational drugs are used in the meeting.
m) The Meeting Coordinator must ensure catering is appropriate
for the needs of the meeting type.
n) If required, an external catering services will be used as the
organisation does not provide formal catering facilities.
Meeting DocumentationNotice for meeting and agenda
a) The Meeting Coordinator must notify each attendee of the
date, time, place, at least forty-eight hours(48) prior to the
meeting.
b) The Meeting Coordinator must provide a summary of why the
meeting is being held covering any important issues
c) This summary can include key items from the agenda that are
to be discussed or it can attach the draft Agenda (refer to the
template below)
d) “Minutes of previous meetings” at the start of the meeting
these are accepted and any amendments are noted before a
motion is carried
e) “Business arising from previous minutes” is a summary of
decisions made from previous meeting
f) “Correspondence” any communication received regarding the
“Business” items to be discussed at the meeting
g) “Treasurer’s report” is any financial statements that need to
be summarised – usually for annual general or public meetings
h) “Other reports” will include documents that need to be
reviewed as part of the discussion and decision making in
“Business”
i) Agenda items will be listed as “Business”
j) The notice will also list “General Business” (progress of
previous actions) and “Other Business”(any new item to be
discussed that want included in the draft agenda)
k) The notice must be signed by the Convenor of the meeting
and or Chair and dated
l) The Meeting Coordinator must attach (if required) the draft

56. agenda.
m) The Meeting Coordinator must send the draft Meeting Notice
and Agenda to the Chair at least twenty-four hours (24) prior
the meeting for approval.
n) The Meeting Coordinator must create the Meeting Agenda.
o) The Meeting Coordinatorwill distribute the final agenda and
all required documents at least three (3) days in advancement of
the meeting.
AGENDA
Called by:
Attendees:
Time:
Date:
Duration:
Location:
Purpose:
Apologies:
Minutes of previous meeting:
Business arising from the previous minutes:
Correspondence:

57. Treasurer’s Report:
Other Reports:
Next meeting:
Time
Business
Presenter
Time
General Business
Presenter

58. Time
Other Business
Presenter
Reports for meeting
a) All reports must:
· include an Executive Summary
· Be sequenced correctly
· Use concise language
· Be clear
· Have accuracy in terms of spelling, punctuation and grammar
· Us an appropriate layout – see templates
· End with a summary and any pending actions.
b) Reports must be sent with agenda and or minutes of the
meeting.
c) All meeting documents must be drafted in a Word document
to make changes easily.
d) All finalised documents must be in PDF.
e) Each document must meet the style guide which can be
summarised as follows:
· Margins must be Moderate A4 page setup
· Text in the heading must be in Calibri (Headings) 14 point
bold with double spacing
· Text in the body must be in Calibri (Body) 11 point with 1.15
paragraph spacing
· Footer lists document name, date and version number.Records

59. management
a) All papers and records of a meeting must be electronically
stored on the company server:
D:RTOHuman ResourcesMeetings
b) Each meeting must be filed on the company server (see
above) in a separate folder specifically created for that
particular meeting with the following file naming convention:
‘yyyy-mm-dd Meeting Title Meeting’
e.g.; 2015-02-10 Sales and Marketing Meeting
c) Meeting Secretary is responsible for physically storing all
papers and records of a meeting in the archive room to maintain
a physical backup. A separate folder must be created for each
meeting with the following folder naming convention:
‘yyyy-mm-dd Meeting Title’
e.g.; 2015-04-14 Work Health and Safety Issues
d) Electronic versions must always be retained and never
destroyed. Human Resource Manager must continuously in
contact with the IT Team to ensure all electronic files are
regularly backed up.
e) Physical copies must be kept for 2 years in the archive room
and scanned to the company server before disposal.
f) Record Management Officer must liaise with the Secure
Record Destruction Pty Ltd to ensure confidential destruction of
expired physical copies.Voting methods
a) The Meeting Coordinator must establish the method of voting
prior to the commencement of the meeting.
b) If a quorum is required, the Meeting Coordinator must inform
the Chair on the number of attendees that have confirmed to
establish whether there is sufficient to make decisions.
c) The quorum must be the 65% of the invitedattendees.
d) Where this is insufficient number for this quorum, then the
Chair may cancel the meeting and organise an alternative date.
e) If they decide to proceed pending late arrivals, then no

60. decision can be made until sufficient numbers are achieved.
f) Voting is by show of hands unless a motion is moved to make
it silent. If this receives consensus, then voting will be by
ballot.
g) The chair can have a casting vote to achieve a quorum.
h) Each attendee carries one vote.Producing minutes: formal
meetings
a) The Chair must nominate a Minute Taker at the start of the
meeting.
b) The Minute Taker must be able to keep pace with the speed
of the discussion and able to record actions as they emerge.
c) These draft recordings can be manual or use technology as
long as they meet the above requirement.
d) The document that is used will be the template provided in
the “Meeting Documents” section of this policy and procedures
document.
e) The Minute Taker must seek clarification if they are unsure
of the decisions and or actions.
f) The Minute Taker must verbalise to the Chair the motion, any
decisions and actions that arise.
g) These must be recorded as ‘the Draft Meeting Notes‘.
h) The Meeting Coordinator must revise the Draft Meeting
Notesafter the review by the Chair. This must be done within
two (2) days after the meeting.
i) Upon the receipt from the Chair, this document will now be
titled Draft Meeting Minutes.
j) the Meeting Coordinator must distribute the Draft Meeting
Minutes to all attendees within five (5) days after the meeting
for feedback.
k) If no feedback is received within two days from despatching
the draft, then they will be taken as read and approved.
l) The Meeting Coordinator must store securely the meeting
minutes.
m) All minutes of meetings must not be destroyed and kept on
server.
n) Hard copies are kept for a two year period max and then

61. scanned for electronic download.Producing minutes:informal
meetings
a) If there is not person allocated as note taker and the role is
carried out by the Chair, then the above steps will be amended
as follows
b) The Chair will keep to the timeframes above but will review
notes, create draft minutes, distribute and request feedback. If
no feedback is received, then the minutes are taken as read and
approved.Resources for meetings
a) All meetings will need be resourced adequately.
b) This will require the use of a suitable venue that is
distraction free, temperature controlled, adequate and
comfortable seating.
c) Materials must be professional developed for formal meetings
and be readily available and relevant.
d) Use to technology must be managed professionally which
requires that all equipment is operational and used to maximise
its potential.
e) Any transport required for physical resources or attendee’s
must be organised and included in the budget.
f) Catering is important but must be within the budget allocated.
However, it is mandatory for the provision of water.
Page | 8 of 8
AGENDA
Called by:
Chairperson – Jai So
Attendees:
Mohamed Bari, Mary Matai
Time:
10.00 am
Date:

62. October 15th.
Duration:
30 minutes
Location:
Room 1a Library of RTO
Purpose:
To identify strategies to assist students in their studies
Apologies:
nil
Minutes of previous meeting:
The minutes received from the informal meeting where
discussion was generated resulted in the following issues as
being significant for the student:
· meeting budget each week
· attending class when needing to work part time to pay bills
· understanding the requirements of the assessments
· having time to complete assessments within the required time
frame
Business arising from the previous minutes:
The scope of this meeting will focus on areas that are within the
direct control of the RTO and therefore will not include budget
issues and attendance but limit strategies to assessment support.
Correspondence:
Not applicable
Treasurer’s Report:
Not applicable
Other Reports:
Three articles to be tabled at the meeting are:
1. Stresses students face with study
2. How to balance life and study

63. 3. Five tips when studying
(please note these are fictitious as the student will be required
to research relevant articles)
Next meeting:
November 10th.
Time
Business
Presenter
10.00
Welcome and apologies
Chair
10.05
Review business arising from previous minutes
Chair
10.10
Strategies to assist study
Participants
Time
General Business
Presenter

64. Time
Other Business
Presenter
Draft meeting notes
TITLE:The challenges that students deal with when studying
DATE:October 15th.
TIME:10.00am
LIST OF ATTENDEE’S:Mohamed Bari, Mary Matai
CHAIRPERSON: Jai So
NOTE TAKER: Pru Peach
APOLOGIES:nil
AGENDA ITEM What are the challenges for students?
ITEM NUMBER 2
WHAT WAS DISCUSSED:
Mohamed raised the issues – 1) students are spending a high
prop of their time trying to understand the assessment
requirements this is creating sig stress on ind.
Mary Mati raised other issues – 1) some students were wanting
to go on to Higher Education courses and finding the
requirements for LLN are greater than VET and therefore some

65. students would find the reqts challenging 2) some estsandstone
uni don’t give credit transfers 3) the costs are significantly
higher 4) the combination of doing both VET and HE and the
length of study time can be de motivating for some.
The Chair intervened and asked Mary to first keep on track and
focus on the items raised by Mo. As a result Mo agreed with the
issue raised by Mary but said we need to be specific with the
issues with assessments.
Mary said in her experience they are not understanding what is
required and they make too many assumptions without checking
with the Trainer
Mo agreed and said that they need to sign off on the assessment
requirements on the first day of the unit that way we can be sure
of their understanding
The Chair put forward a motion that the all trainers are to use a
check sheet that confirms the students understanding of the
assessment requirements. This was voted on and agreed by all
attendees.
Etc.
WHAT DECISIONS WERE MADE:
· Mohamed to develop a check sheet for understanding of
assessment requirements
· All trainer to use this check sheet
· Report back on the results of this check sheet
MINUTES OF PREVIOUS MEETING:The minutes received
from the informal meeting where discussion was generated
resulted in the following issues as being significant for the
student:
· meeting budget each week
· attending class when needing to work part time to pay bills
· understanding the requirements of the assessments
having time to complete assessments within the required time
frame
MATTERS ARISING FROM PREVIOUS MEETING The scope
of this meeting focused on areas that are within the direct

66. control of the RTO and therefore did not include budget issues
and attendance but was limited to strategies on assessment
support.
OTHER BUSINESS:nil
DATE TIME MEETING FINISHED:11.00 am
DATE OF NEXT MEETING:November 10th. At 10.00am in
room 2 of the library
2016-10-16 Meeting by My Career Unlimited v2.0
Final meeting minutes
TITLE:The challenges that students deal with when studying
DATE:October 15th.
TIME:10.00am
LIST OF ATTENDEE’S:Mohamed Bari, Mary Matai
CHAIRPERSON: Jai So
NOTE TAKER: Pru Peach
APOLOGIES:nil
AGENDA ITEM What are the challenges for students?
ITEM NUMBER 2
WHAT WAS DISCUSSED:
Mohamed raised the issues – 1) students are spending a high
proportion of their time attempting to understand the
requirements of the assessments and this is creating significant
stress on individuals.
WHAT DECISIONS WERE MADE:
· Mohamed to develop a check sheet for understanding of
assessment requirements and submit to Chairperson by October
19th.
· All trainers to use this check sheet from October 22nd.
· Mary to seek feedback from trainers on the outcomes and table
a report to the Chair on November 6th. prior to the next meeting
MINUTES OF PREVIOUS MEETING:The minutes received
from the informal meeting where discussion was generated

67. resulted in the following issues as being significant for the
student:
· meeting budget each week
· attending class when needing to work part time to pay bills
· understanding the requirements of the assessments
having time to complete assessments within the required time
frame
MATTERS ARISING FROM PREVIOUS MEETING The scope
of this meeting focused on areas that are within the direct
control of the RTO and therefore did not include budget issues
and attendance but was limited to strategies on assessment
support.
OTHER BUSINESS:nil
DATE TIME MEETING FINISHED:11.00 am
DATE OF NEXT MEETING:November 10th. At 10.00am in
room 2 of the library
2016-10-16 Meeting by My Career Unlimited v2.0
My Career Unlimited Plan
Actions
Costs
Timeframe
Outcomes Planned
arrange for specific needs of attendees
0
October 10
list specific needs of each of the two attendees
advise attendees of meeting details
0
October 12

68. confirmed proposed meeting by phone
prepare notice of meeting, agenda, meeting papers
0
October 13
notes, agenda, documents drafted
check documentation for accuracy
0
October 13
final documentation (above) is complete and accurate
organised venue
$50
October 13
appropriate venue booked
access equipment
0
October 14
whiteboard, data projector booked and operational
organise catering
$40
October 14
booked and confirmed and meets dietary requirements of
attendees
distribute documentation to attendees
0
October 17
minutes dispatched
Total costs
$90
Budget
$100
Variance
n/a
Commentcosts were kept within budget

69. Assessment Event 1 – Knowledge Questions
Assessment Event 1 comprises of questions to address the
knowledge evidence, and on occasions, the performance criteria
of the unit guide. Please note that where appropriate, we
integrate the knowledge evidence in Assessment Event 2.
All these questions are theoretical and provide evidence of their
understanding of the legislation, meeting processes and key
components of meeting structure.
Question 1
Describe five terms used in meetings.
R 1. provided a minimum of five terms
R 2. word count was approximately 10 words per term.
Scope:
meetings
de states terms, in fact the focus should be
on processes so that this list does not duplicate the next two
questions
motions, voting procedures.
Question 2
Describe three structures with meetings.
R 1. provided a minimum of three structures
R 2. word count was approximately 20 words per structure.
Scope:
the type of meeting being planned
e level of formality
associated with the meeting.
Question 3
Describe four arrangements often used for meetings.

70. R 1. provided a minimum of four arrangements
R 2. word count was approximately 20 words per arrangement.
Scope:
on the actions required in preparing for
the meeting
organizing travel and accommodation for participants, catering,
preparing documentation etc.
Question 4
Describe three responsibilities for the chairperson.
R 1. provided a minimum of three responsibilities
R 2. word count was approximately 10 words per responsibility.
Scope:
bout the actions that will ensure an efficient meeting
that meets outcomes
set in policy and procedures.
Question 5
Describe three group dynamics, in the table below that could
occur in meetings and with each dynamic provide a technique
on how it could be managed by the chairperson.
R 1. provided a minimum of three dynamics
R 2. listed two techniques to address dynamic
R 3. word count was approximately 15 words per technique.
Scope:
manage these dynamics

71. s such as; side
conversations, hidden agendas of participants, inability to
engage with discussion, inappropriate behaviors such as
harassment
process and directive to procedures.
Question 6
In the table below, provide an explanation to each of the
meeting options.
R 1. explanations were accurate
R 2. word count was approximately 20 words per option.
Scope:
communication mediums for meetings
when appropriate as form of communication amongst
participants.
Assessment Event 2: My Career Unlimited Simulation
In this assessment, the student will undertake a number of tasks
associated with preparing and chairing two meetings for the
developing of strategies to support students in their studies. The
first meeting will be to have an informal discussion about the
issues impacting on students in their course of studies. The
second meeting will be formal to develop a set of strategies to
assist students in their course of study. Both meetings are
observed by the assessor.
The simulation in Assessment Event 2 has its own set of
requirements which include:
(where applicable)

72. Please ensure that you familiarise yourself with the set of
requirements that underpin this simulation. These are located in
the Appendix of this document.
This is important because simulations are notorious for the lack
of validity and reliability. To address this potential, we have
listed detailed profiles of all stakeholders involved. This
includes actors who will play a pivotal role in interacting with
your student to replicate a real-world setting, and in doing so,
to ensure the assessment meets the rules of evidence and the
principles of assessment.
Task 1: Prepare for Meetings
In this task, the student will demonstrate their preparation skills
in planning for two meetings. The first meeting is informal and
prepares the student for the formal meeting.
1.1 Identify the types of meetings being organised and their
purpose
R 1. reviewed the simulation provided and stated the purpose of
both meetings
R 2. reviewed the policy and procedures for meetings and listed
the types of meetings to be used
R 3. word count for type and purpose was approximately 50
words.
Scope:
and or actions to address typical issues students face when
undertaking courses
inadequacy, and frustrations with finding suitable work
formal meetings
ill be required to identify the amount of budget
allocated for both meetings.

73. 1.2 Develop a plan for conducting meetings
R 1. developed a plan for the implementation of their meetings:
meetings
isted the types of meetings to be used
variation to the budget allocation
R 2. word count for type and purpose was approximately 50
words.
Scope:
apply formal
processes when planning complex tasks, producing plans with
logically sequenced steps, reflecting an awareness of time
constraints
allocation and any variance along with the timelines and
outcomes
however we have only included a plan for formal in the sample
response
formal plan but usually they don’t require a budget
1.3 Develop agendas for the meetings
R 1. developed an agenda for both meetings
R 2. agenda structure was aligned to the type of meeting
required
R 3. word count was not critical.
Scope: Informal meeting will contain the following in the
agenda:

74. formal meeting will contain the following in the agenda:
d location of meeting
ng
The sample response below is an example of a formal agenda
1.4 Notify meeting participants
R 1. identified participants for both meetings
R 2. notified participants via email:
R 3. word count was approximately 100 words per email.
Scope:
the two meetings as the student is required in this task to notify
them of the pending meetings:
Manager Student Support
Note Taker
Information Officer

75. 1.5 Confirm meeting arrangements
R 1. sent email to participants for both meetings confirming
arrangements
R 2. attached agendas
R 3. word count was approximately 100 words per email.
Scope: Meeting arrangements could include:
Both formal and informal meetings will require some or all of
the above actions.
1.6 Despatch meeting papers
R 1. researched and tabled a minimum of one article for the
formal meeting:
d within organizational timelines
R 2. provided a summary of the attachment(s) in their draft
email:
R 3. word count was approximately 30 words.
Scope:
s been preparing for two meetings; the
informal is a discussion of issues followed by the formal
meeting where they identify strategies to support students

76. e a
document that provides information on issues that students face
when studying
contains
contained in the article and why it is useful
their source and author and will only use documents that do not
contain the copyright symbol
ow, we do not provide
links to these articles as we cannot ensure that at the time of use
these links will be operable
significant number of articles that had relevance to the issues
facing students in their studies.
Task 2: Conduct meetings
In this task, the student will demonstrate their skills in
preparing then Chairing two meetings. You will observe their
actions in these meetings.
2.1 Brief Minute Taker on method of taking notes
R 1. gave guidance to Minute Taker on requirements for note
taking that included recording:
R 2. reassured Minute Taker by:
uggestions that they worked at a pace that ensured
accuracy with note taking
R 3. these actions were relevant, concise and clear (refer to the
observation check sheet)
R 4. word count was not critical.

77. Scope:
ting
meeting by the Chair
conversation
and Chair will take approximately five minutes in duration.
2.2 Conduct meetings
R 1. ensured that the procedures used, achieved planned
outcomes
R 2. these actions all met the requirements of the observation
check sheets
R 3. duration of the meetings was approximately 15 minutes for
informal and 30 minutes for formal.
Scope: The Chairing of the meetings will essentially cover what
is listed in the Policy and Procedures document and include:
n to achieve resolution of issues
Task 3: Follow up meetings
In this task, the student will review the notes made by the
Minute Taker (in the formal meeting) to ensure production of
minutes, then distribute and store documentation and report on
outcomes of meetings to the appropriate stakeholders.
3.1 Manage Minutes
R 1. reviewed the draft notes from the Minute Taker
R 2. made corrections where required to produce minutes that
met organizational policies and procedures:

78. R 3. stored all documents as per organizational policies and
procedures:
R 4. word count was approximately 200 words.
Scope: for the formal meeting:
formal meeting.
meeting
Minutes and include:
title, date and time
apologies
list of participants
agenda items
issues raised and by whom
decisions taken at the meeting
action items
other business
arrangements for the next meeting
policy and procedure for meetings states 5 days for draft
Minutes to be sent for approval to the Chair.
For the informal meeting:
meeting
guide for the email to participants.

79. 3.2 Dispatch Minutes
R 1. distributed approved minutes by email to the participants:
procedure document
Workbook.
R 2. stored Minutes as per policy and procedure:
R 3. word count was not critical.
Scope:
Minutes
the email
body
after final approval by chair for dispatch to participants.
3.3 Report outcomes of meeting
R 1. sent email to General Manager of the RTO with attached
Minutes as follows:
document.
R 2. stored documents as set out in the policy and procedures
document
R 3. word count was not critical.
Scope:
implemented will have direct or indirect impact on their roles
and responsibilities

80. his simulation will be the General
Manager of the RTO
key points, what action was taken, and follow up
General Manager and therefore will receive the email from the
student