BSBADM502 Assessor Guide v4.0 Page 1 Assessme.docx

BSBADM502 Assessor Guide v4.0 Page 1
Assessment Event 1 – Knowledge Questions
Please do yourself (6 questions)
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)

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.
You need to organize 2 meetings
Informal meeting & formal meeting – all answers are related to
these 2 meetings
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.
PLEASE GO TO - Appendix A: My Career Unlimited
Simulation
Topic The challenges that students deal with while studying.
Purpose of informal meeting
Purpose of formal meeting
Type of meeting informal
Type of meeting formal
1.2 Develop a plan for conducting meetings
R 1. developed a plan for the implementation of their meetings:
meetings
variation to the budget allocation
Plan for formal and informal meeting
1.3Develop agendas for the meetings

R 1. developed an agenda for both meetings
R 2. agenda structure was aligned to the type of meeting
required
Informal meeting
Sample below
AGENDA FOR INFOMAL MEETING
AGENDA FOR FOMAL MEETING
formal meeting will contain the following in the agenda:

tes
Sample below
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.
Participants for informal meeting
Name Position Email address
Tom Jung Marketing officer [email protected]
Amy Admin officer [email protected]
Alice Student service officer [email protected]
Jack Holiday Director [email protected]
Participants for formal meeting
?
Emails for informal meeting:
Dear………..

Sample email for a formal meeting:
Dear………..
As you may recall, there has been considerable discussion over
the past weeks about what the RTO can do to support
students while studying.
I would like have our first formal meeting to move on from
these early discussions. It would now be useful to develop
strategies to support students during their course of study. I will
shortly send out an agenda for the meeting, but at
this stage I am proposing we meet for 45 minutes on October
15th in the College at 10.00am. I am yet to confirm
the location.
In the meantime, please let me know if you can attend and if not
what time and day within that week you would be
available.
Etc.
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.

Email for a informal meeting:
Sample for a formal meeting:
Dear………..
I am pleased to announce our first meeting for My Career
Unlimited for our RTO. As you recall, there has been
considerable discussion over the past weeks about what the
RTO can do to support students while studying.
Our first formal meeting is on October 15th, in room 2 in the
College library. The start time is 10.00am and the meeting
will have a duration of 45 minutes.
You may recall we agreed that the intention is to develop
strategies to support students during their course of study.
Please refer to the attached agenda for more details. Shortly, I
will despatch a number of recent articles from reliable
sources on the issues students are facing while studying. These
will be useful in developing strategies.
In the meantime, please advise if you have any special
requirements at the meeting so that I can make appropriate

arrangements.
Etc.
1.6 Despatch meeting papers
R 1. researched and tabled a minimum of one article for the
formal meeting:
R 2. provided a summary of the attachment(s) in their draft
email:
ource, contents and why useful
R 3. word count was approximately 30 words.
Stressful issues whiles studying:
Thank you for your confirmation of your attendance at our
upcoming meeting. In preparation for the meeting I
have attached an article titled “how to manage stress while
studying”. This article appears to be part of a
commercial provider’s service however it does contain six
useful tips in that cover what is widely regarded as sound
strategies.
.
.
.

Source for the articles –
http//:www.managementreview.com.au/howtomanage
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:
tion if required
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.
Discuss with the minute taker on following item:

Mention how many items in agenda &
mention how much time for each item here
for each item:
- Who was invited to the meeting - Any person who will not be
present for an item on the agenda (important for
managing conflicts of interest)?
- The meeting start time, location and expected end time
s information
These draft recordings can be manual or use technology as long
as they meet the requirement.
The Meeting Minute taker must revise the Draft Meeting Notes
after the review by the Chair. This must be done within
two (2) days after the meeting.
Your minutes can be a mix of brief narrative and dot point form.
When using dot points try to ensure that the
contents of each point are parallel in terms of their grammatical
structure.

You need to write the minutes while the meeting is still fresh in
your mind and while your notes still make sense to
you.
You're required to distribute the final version of your minutes to
members within 5working days of the meeting. You
must allow time for writing, typing or formatting, checking,
adjustments, reference to the Chair within this
framework.
If you miss a point, don't panic, or you may miss even more
points as the meeting moves on! If you have a vague grasp
of the lost point, you can always ask the Chair or the speaker
after the meeting.
If you don't understand a point made, despite having listened
carefully to it, ask through the Chair for clarification.
Chances are that others won't have understood it either
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.
No answer required. You will conduct the meeting with your
trainer in class.
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 organisational policies and procedures:
R 3. stored all documents as per organisational policies and
procedures:
the final version was accurate

Save your files as below (screenshot)
Please create your all file & save it accordingly:
a) 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
2019 -10-10 dispathc minute
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:
Dear participant,
Please find attached the draft Minutes of our previous meeting
held on October 15. The meeting draft Minutes
contain the key points to the discussion and the subsequent
actions.
Please review these for accuracy and if you have feedback on
this then let me know within two working days from
the date of this email. If I do receive a reply by this time, then I
will take it as approved.
For any items requiring action that have your name as the
actioner, then please implement your actions and be
prepared to report back at our next meeting.
Etc.
Regards……

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
Outcomes of meeting
To: General Manager
From: Project Officer of My Career Unlimited
Date: October 18th
Subject: Meeting to determine what are the challenges that
students face while studying

There is increasing pressures on students particularly in the
areas of managing budgets, preparing to find
employment or considering further studies after course
completion. All these factors can impact on academic
success.
We believe students need strategies to assist them in addressing
these challenges. A meeting was held which
resulted in identifying key issues. We developed strategies
for………………. etc. but need another meeting to produce
additional actions to resolve all remaining issues.
Of particular interest to the participants of this meeting were
the most effective strategies on how to communicate
these to students………. etc.
+ 2019-10-26 outcomes of meeting

I understand that the Assessor will not take an active role
during the role plays apart from observing
the interaction during the session.
Phase 2 as an actor for the role plays.
I confirm that I have the knowledge of participating in a
meeting and the processes required to enable
the student to Chair discussions to achieve outcomes. This
would require me to be an active member
of the meetings which will require a basic understanding of the
following:
dying which
usually include one or more of the
following:
- stress with assessments
- time management challenges
- group dynamic issues that may impact on their studies
- financial hardship
- accommodation issues etc.
actor for these two role plays, I must

provide email contact details to the
Assessor so that I can receive information about the meeting
and subsequent minutes etc. from the
student.
-to-face
meeting with the Assessor prior to the session.
Actor Name Actor Signature Date
Assessor Name Assessor Signature Date
Assessment Conditions for the Observations
The information in this section outlines the assessment
conditions for the observations which occurs in Phase 2.
Before the observations, you will set up this simulation so that
it is fair, valid and reliable:
(fairness)
t the student has read the requirements listed in the

Observation Check Sheets provided in their Student
Assessment Guide
with the stakeholders
wed to refer to the
Observation Check Sheets while undertaking the
assessment activity
with the student (reliability and validity):
- these actors will be external to the class (e.g. employees of the
RTO)
- you have briefed them on their simulation role prior to the role
play
- their level of knowledge with the concepts of participating in a
meeting.
Remember, you need to have the Observation Check Sheets in
front of you prior to undertaking this simulation activity.
Please go to Appendix B to have access to the Observation
Check Sheets.
During the observations, you the Assessor must:

ole as an Assessor is observation only, in
other words, you do not role play in the simulation
(reliability)
demonstrated by the student, but limit your guidance to
clarification of the task
ocument the evidence and provide extensive written
feedback in the Observation Check Sheets
Sheets
timeframe, which is 15 minutes for the informal and 30
minutes for the formal meeting.
After the observations, you the Assessor must:
- provide a summary of their performance during the
observations
- complete the Observation Check Sheets by finalising your
comments, dating and signing off
- attach the completed Observation Check Sheets into the
student’s Student Assessment Workbook

- provide feedback to the student on the NYS areas:
cations in detail
improve
Observation Check Sheets
- arrange another suitable time with the student to observe their
second attempt
- attach the completed Observation Check Sheets into the
student’s Student Assessment Workbook.
Appendix B: Observation Check Sheets for the Observations
The criteria below are the actions that the student must
demonstrate in their Observations. Assessors, tick ‘S’ if the
student demonstrates a particular performance requirement to a
satisfactory level and ‘NYS’ if the student does not
meet these performance requirements. Also, you are required to
write comments on the quality of this evidence under
the ‘Comments’ column. For the student’s overall performance
in this task, tick ‘Satisfactory’ if the student satisfies all

the criteria in the Observation Check Sheets and ‘Not-Yet-
Satisfactory’ if they do not.
It is important that you keep accurate records of the student’s
work. In particular, you must keep the original of the
completed Observation Check Sheets and give a copy to the
student to attach to the ‘Student Assessment Workbook’.
This is essential as some students may lose the completed
Observation Check Sheets, which means there will be no
records of this assessment evidence.
Observation 1: Informal Meeting
Performance Requirements S NYS Comments
1. Preparation:
sures venue is appropriate:
- 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
- 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
- verbalises the decisions made
- checks for confirmation from participants
- ensure decisions are 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
- 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
- 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
- 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
-Yet-
Satisfactory
Assessor Signature: Date ___/___/____

Observation 2: Formal Meeting
1. Preparation:
- seating
- air temperature is suitable
- equipment is operational
- private venue is free from interruptions
eeting
the 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:
- friendly tone
- volume was appropriate
- facial expressions appropriate
ments professionally:
- documents are complete
- documents are in order
- documents are clear
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
- 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
- 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
- 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
- summarises concisely and accurately actions
required by next meeting
- provides the venue, time and date for next meeting
- 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
-Yet-
Satisfactory
Assessor Signature: Date ___/___/____
Intellectual Property Statement
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By purchasing the ‘BSBADM502 Manage Meetings’ assessment
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Fair. This Product includes the following components:
· Assessor Guide
· Student Assessment Guide
· Student Assessment Workbook

· any other material to support the implementation of the
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 unlimited copies
of this Product to your students or internal staff, limited to only
for educational purposes; however, you must not:
1. reproduce this Product or produce other assessment resources
based on this Product
1. share this Product with any other external person or entity
other than your students and internal staff through physical or
electronic including online access
1. use this Product for any other purposes than education (e.g.
assessing student competency, conducting validation and
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each copy of a modified, adapted, customised or contextualised
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“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
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Breaches of this copyright will result in VET Fair claiming for
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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
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
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:
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.
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.
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.
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
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
arrangement.Question 4
Describe three responsibilities for the chairperson.
R 1. provide a minimum of three responsibilities
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
R 3. word count is approximately 15 words per technique.
Group dynamic
Technique to manage
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
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:
· 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.
Please ensure that you familiarise yourself with this set of
requirements that underpin this simulation. This includes
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.

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:
· include a minimum of five actions and outcomes for meetings
and list the types of meetings to be used
· include the costs for these actions and comment on any
variation to the budget allocation
R 2. word count for type and purpose is approximately 50
words.
1.3 Develop agendas for the meetings
R 1. develop an agenda for both meetings:
· agenda structure 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:
· background must be clear
· you must summarise essential details
R 3. word count is approximately 100 words per email.
1.5 Confirm meeting arrangements
R 1. send email to participants for both meetings confirming
arrangements
R 2. attach agendas

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:
· this article must be appropriate to the meeting purpose
· this article must be dispatched within organisational timelines
R 2. provide a summary of the attachment(s) in your draft
email:
· must be clear
· it must provide an explanation of source, contents and why
useful
R 3. word count is approximately 30 words.
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.
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:
· agenda items
· background discussion
· motions
· decisions taken at the meeting.
R 2. reassure Minute Taker by:
· inviting clarification if required
· suggesting that they work at a pace that will ensure accuracy
of note taking
R 3. these actions must be relevant, concise and clear (refer to
the observation check sheet)
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.
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:
· must be accurate in content
· appropriate format
· correct spelling
· appropriate grammar
· appropriate punctuation
R 3. store all documents as per organisational policies and
procedures:
· keep original version and save new version
· the final version 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:
· this dispatch must be within the timelines of the policy and
procedure document
· keep a copy and attach to your Student Assessment Workbook.
R 2. store Minutes as per policy and procedure:
· this must be within folder for meetings
· using correct version control

3.3 Report outcomes of meeting
R 1. send email to General Manager of the RTO with attached
Minutes as follows:
· complete and attach meeting report document
· ensure email and report is clear, concise and accurate
· send within timelines set out in the policy and procedure
document.
R 2. store documents as set out in the policy and procedures
document
Appendix A: My Career Unlimited SimulationSimulation
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
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:
· identify structure and type of meeting required
· develop an implementation plan
· develop agenda and appropriate documentation
· notify participants of meeting
· distribute documentation in preparation for the meeting.
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:
· brief note 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.
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:
· check that transcribed meeting notes are accurate
· distribute and store minutes
· report 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 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).
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 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.
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:
· you must ensure that you have read and understood any
documents required to undertake the Observations
· you must ensure that you have read and understood all
performance requirements listed under each task
· you must ensure that you have read the requirements listed in
the Observation Check Sheets as your performance will be
judged based on these criteria (see Appendix B)
· your Assessor will inform you of the date of your
Observations.
During the Observation:
· the first observation has a total duration of 15 minutes where
you will be interacting with the Manager of Student Support and
the Information Officer
· the second observation has a total duration of 30 minutes
where you will be interacting with the Manager of Student
Support and the Information Officer as well as the Note Taker
· other students will not be observers during the session as this
will give them an unfair advantage
· these stakeholders will be role played by staff from the RTO
or other externals
· your Assessor will brief them on your topics so that they can
carry out their actions in an appropriate manner
· you cannot refer to the Observation Check Sheets while
undertaking the Observation
· your Assessor will:
· observe you individually based on the criteria in the
Observation Check Sheets
· document their observations in detail on the Observation
Check Sheets
· provide extensive written feedback
· ensure that the session will be free from distractions
· you must comply with WHS requirements
· you must demonstrate all the criteria in the Observation Check
Sheets to achieve a satisfactory result for the Observation.

After the observations:
· if you are successful, your Assessor will summarise your
performance during the observations
· if you are unsuccessful, your Assessor will:
· 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.
Appendix B: Observation Check Sheets
We have provided the Observation Check Sheets for you to
prepare for your assessment with the Assessor. Remember, 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:
· ensures venue is appropriate:
· seating
· air temperature is suitable
· equipment is operational
· private venue is free from interruptions
2. Introduction:
· welcome participants appropriately:
· friendly tone
· volume is appropriate
· facial expressions are appropriate
· distributes documents (if required) professionally:
· documents are complete
· documents are in order
· documents are clear
· verbalise the meeting procedures in line with policy and
procedures:
· states the purpose of the meeting

· apologies
· agenda items
· explains documentation
· explains voting procedures
3. Body:
· Commenced on agenda item 1:
· gives background on issue
· tables any attached papers
· invites participants to discuss item
· keep the meeting focused:
· is able to keep pace with the discussion
· ensures that presenter remained on topic and was concise
· verbalises clearly and concisely the issues raised
· verbalises the decisions made
· checks for confirmation from participants
· ensure decisions were recorded
· time manages the discussion:
· if discussion outside time limit for each item, brings it to the
attention of participants
· facilitates an appropriate action to keep within timeframe
· facilitates participation:
· monitors input of participants
· invites comments from all
· validates input
· facilitates problem solving:
· 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
· 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:
· achieves outcomes:
· summarises the agenda and what has been achieved in the
meeting
· makes recommendations on any outstanding business
· seeks consensus with this strategy
· reviews arrangements for the next meeting:
· summarises concisely and accurately actions required by next
meeting
· provides the venue, time and date for next meeting
· body language skills:
· gives eye contact to participants
· displays appropriate facial expressions
· posture is appropriate
· gestures have fit with the message
· actively listens to participants:
· paraphrases
· seeks clarification by asking questions
· tone is pleasant
· monitors non-verbal and verbal cues of participants:
· adjusts delivery accordingly to ensure understanding
· shares insight with chair as appropriate
Observation 2: Formal Meeting
Performance Requirements
1. Preparation:
· ensures venue is appropriate:
· seating
· air temperature is suitable
· equipment is operational
· private venue is free from interruptions
· confirms note taker for the meeting

· discusses accurately and concisely the arrangements with the
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:
· welcomes participants appropriately:
· friendly tone
· volume was appropriate
· facial expressions appropriate
· distributes documents professionally:
· documents are complete
· documents are in order
· documents are clear
· verbalises the meeting procedures in line with policy and
procedures:
· states the purpose of the meeting
· apologies
· agenda items
· explained documentation
· voting procedures
3. Body:
· commences on agenda item 1:
· gives background on issue
· tables any attached papers
· invites participants to discuss item
· keep the meeting focused:
· 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
· checks for confirmation from participants
· ensures decisions are recorded by note taker

· time manages the discussion:
· if discussion outside time limit for each item, brings it to the
attention of participants
· facilitates an appropriate action to keep within timeframe
· facilitates participation:
· monitors input of participants
· invites comments from all
· validates input
· facilitates problem solving:
· 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
· 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:
· achieves outcomes:
· summarises the agenda and what has been achieved in the
meeting
· makes recommendations on any outstanding business
· seeks consensus with this strategy
· reviews arrangements for the next meeting:
· summarises concisely and accurately actions required by next
meeting
· provides the venue, time and date for next meeting
· body language skills:

· gives eye contact to participants
· displays appropriate facial expressions
· posture is appropriate
· gestures have fit with the message
· actively listens to participants:
· paraphrases
· seeks clarification by asking questions
· tone is pleasant
· monitors non-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 1
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
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
Codes of behaviour 1
Roles of key stakeholders2
Chair person 2
Meeting coordinator 2
Meeting Documentation 3

Notice for meeting and agenda 3
Reports for meeting 5
Records management 5
Voting methods 5
Producing minutes: formal meetings 6
Producing minutes: informal meetings 6
Resources for meetings 6
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
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 organisation follows 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
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 venue for 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
a Meeting 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.
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 in the following page).
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
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 Coordinator will 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:
Next meeting:
Time
Business
Presenter

Time
General Business
Presenter
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
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 invited attendees.
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
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
Notes after 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
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 | 7 of 7

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