Student Assessment: BSBADM502 Manage Meetings

BSBADM502
MANAGE MEETINGS
STUDENT ASSESSMENT
Spencer College & Spencer Technical College 1
BSBADM502 - Manage meetings Version 2.1
ASSESSMENT INFORMATION FOR
STUDENTS
Throughout your training we are committed to your learning by providing a training and
assessment framework that ensures the knowledge gained through training is translated into
practical on the job improvements.
You are going to be assessed for:

• Your skills and knowledge using written and observation activities that apply to the
workplace.
• Your ability to apply your learning.
• Your ability to recognise common principles and actively use these on the job.
All of your assessment and training is provided as a positive learning tool. Your assessor will
guide your learning and provide feedback on your responses to the assessment materials until
you have been deemed competent in this unit.
HOW YOU WILL BE ASSESSED
The process we follow is known as competency-based assessment. This means that evidence of
your current skills and knowledge will be measured against national standards of best practice,
not against the learning you have undertaken either recently or in the past. Some of the
assessment will be concerned with how you apply your skills and knowledge in the workplace,
and some in the training room as required by each unit.
The assessment tasks have been designed to enable you to demonstrate the required skills and
knowledge and produce the critical evidence to successfully demonstrate competency at the
required standard.
Your assessor will ensure that you are ready for assessment and will explain the assessment
process. Your assessment tasks will outline the evidence to be collected and how it will be
collected, for example; a written activity, case study, or demonstration and observation.
The assessor will also have determined if you have any special needs to be considered during
assessment. Changes can be made to the way assessment is undertaken to account for special
needs and this is called making Reasonable Adjustment.
What happens if your result is ‘Not Yet Competent’ for one or more assessment tasks?
Our assessment process is designed to answer the question “has the desired learning outcome
been achieved yet?” If the answer is “Not yet”, then we work with you to see how we can get
there.
In the case that one or more of your assessments has been marked ‘NYC’, your trainer will
provide you with the necessary feedback and guidance, in order for you to resubmit your
responses.

What if you disagree on the assessment outcome?
You can appeal against a decision made in regards to your assessment. An appeal should only
be made if you have been assessed as ‘Not Yet Competent’ against a specific unit and you feel
you have sufficient grounds to believe that you are entitled to be assessed as competent. You
must be able to adequately demonstrate that you have the skills and experience to be able to
meet the requirements of units you are appealing the assessment of.
Your trainer will outline the appeals process, which is available to the student. You can request
a form to make an appeal and submit it to your trainer, the course coordinator, or the
administration officer. The RTO will examine the appeal and you will be advised of the outcome
within 14 days. Any additional information you wish to provide may be attached to the appeal
form.
What if I believe I am already competent before training?
If you believe you already have the knowledge and skills to be able to demonstrate competence
in this unit, speak with your trainer, as you may be able to apply for Recognition of Prior
Learning (RPL).
Assessor Responsibilities
Assessors need to be aware of their responsibilities and carry them out appropriately. To do
this they need to:
• Ensure that participants are assessed fairly based on the outcome of the language,
literacy and numeracy review completed at enrolment.
• Ensure that all documentation is signed by the student, trainer, workplace

supervisor and assessor when units and certificates are complete, to ensure that
there is no follow-up required from an administration perspective.
• Ensure that their own qualifications are current.
• When required, request the manager or supervisor to determine that the student is
‘satisfactorily’ demonstrating the requirements for each unit. ‘Satisfactorily’ means
consistently meeting the standard expected from an experienced operator.
• When required, ensure supervisors and students sign off on third party assessment
forms or third party report.
• Follow the recommendations from moderation and validation meetings.
How should I format my assessments?
Your assessments should be typed in a 11 or 12 size font for ease of reading. You must include a
footer on each page with the student name, unit code and date. Your assessment needs to be
submitted as a hardcopy or electronic copy as requested by your trainer.

How long should my answers be?
The length of your answers will be guided by the description in each assessment, for example:
Type of Answer Answer Guidelines
Short Answer 4 typed lines = 50 words, or

5 lines of handwritten text
Long Answer 8 typed lines = 100 words, or
10 lines of handwritten text = 1⁄3of a foolscap page
Brief Report 500 words = 1 page typed report, or
50 lines of handwritten text = 11⁄2foolscap handwritten pages
Mid Report 1,000 words = 2 page typed report
100 lines of handwritten text = 3 foolscap handwritten pages
Long Report 2,000 words = 4 page typed report
200 lines of handwritten text = 6 foolscap handwritten pages
How should I reference the sources of information I use in my assessments?
Include a reference list at the end of your work on a separate page. You should reference the
sources you have used in your assessments in the Harvard Style. For example:
Website Name – Page or Document Name, Retrieved insert the date. Webpage link.
For a book: Author surname, author initial Year of publication, Title of book, Publisher, City,
State

ASSESSMENT GUIDE
The following table shows you how to achieve a satisfactory result against the criteria for each
type of assessment task. The following is a list of general assessment methods that can be used
in assessing a unit of competency. Check your assessment tasks to identify the ones used in this
unit of competency.
Assessment Method Satisfactory Result Non-Satisfactory Result
You will receive an overall result of Competent or Not Yet Competent for the unit. The assessment process
is made up of a number of assessment methods. You are required to achieve a satisfactory result in each of
these to be deemed competent overall. Your assessment may include the following assessment types.
Questions All questions answered correctly Incorrect answers for one or more
questions
Answers address the question in Answers do not address the
full; referring to appropriate question in full. Does not refer to
sources from your workbook appropriate or correct sources.
and/or workplace
Third Party Report Supervisor or manager observes Could not demonstrate
work performance and confirms consistency. Could not
that you consistently meet the demonstrate the ability to achieve
standards expected from an the required standard
experienced operator
Written Activity The assessor will mark the activity Does not follow
against the detailed guidelines/instructions
guidelines/instructions
Attachments if requested are Requested supplementary items
attached are not attached
All requirements of the written Response does not address the
activity are addressed/covered. requirements in full; is missing a
response for one or more areas.
Responses must refer to One or more of the requirements

appropriate sources from your are answered incorrectly.
workbook and/or workplace Does not refer to or utilise
appropriate or correct sources of
information
Observation/Demonstration All elements, criteria, knowledge Could not demonstrate elements,
and performance evidence and criteria, knowledge and
critical aspects of evidence, are performance evidence and/or
demonstrated at the appropriate critical aspects of evidence, at the
AQF level appropriate AQF level
Case Study All comprehension questions Lack of demonstrated
answered correctly; demonstrating comprehension of the
an application of knowledge of the underpinning knowledge (remove)
topic case study. required to complete the case
study questions correctly. One or
more questions are answered
incorrectly.

Answers address the question in Answers do not address the
full; referring to appropriate question in full; do not refer to
sources from your workbook appropriate sources.
and/or workplace
Practical Activity All tasks in the practical activity Tasks have not been completed
must be competed and evidence of effectively and evidence of
completion must be provided to completion has not been provided.
your trainer/assessor.
All tasks have been completed
accurately and evidence provided
for each stated task.
Attachments if requested are Requested supplementary items
attached are not attached

ASSESSMENT COVER SHEET
Assessment Cover Sheet
Student’s name:
Assessors Name: Date:
Is the Student ready for assessment? Yes No
Has the assessment process been explained? Yes No

Does the Student understand which evidence is to be collected and
Yes No
how?
Have the Student’s rights and the appeal system been fully explained? Yes No
Have you discussed any special needs to be considered during
Yes No
assessment?
The following documents must be completed and attached
 Written Activity Checklist

The student will complete the written activity provided to them by S NYS
the assessor.
The Written Activity Checklist will be completed by the assessor.
 Observation / Demonstration
The student will demonstrate a range of skills and the assessor will S NYS
observe where appropriate to the unit.
The Observation Checklist will be completed by the assessor.
 Questioning Checklist
The student will answer a range of questions either verbally or S NYS
written.
The Questioning Checklist will be completed by the assessor.
I agree to undertake assessment in the knowledge that information gathered will only be used for
professional development purposes and can only be accessed by the RTO:
Overall Outcome Competent Not yet Competent
Student Signature: Date:
Assessor Signature: Date:

Result and Feedback
Feedback to Student:
Overall Outcome Competent Not yet Competent

Assessor
Date:
Signature:

A1 WRITTEN ACTIVITY
For this assessment you will need to perform the following tasks. These tasks will need
to be completed and submitted in a professional, word processed, format. Each task
must be 1000 words minimum in length.
Task 1: Action - Conduct and Chair a workplace meeting and produce;
1. An agenda
2. Minutes of the meeting and;
3. An Action Plan for a minimum of 2 key items on the agenda
Refer Move project team meeting Minutes.doc Case Study in Resources folder

Task 2: Research - Workplace meetings are usually not bound to strict protocols
associated with formal meetings and are usually more informal. Agendas and recording
of the meeting outcomes is encouraged. When conducting informal workplace meetings;
1. What is an “Action Plan”
2. List two advantages of recording an action plan in workplace meetings
3. List 3 strategies that the manager/facilitator of a workplace meeting could

use to encourage participation by all team members in attendance at the
meeting.
Refer Move Project Meeting Notice via Memo.doc Case Study in Resources folder

Task 3: Research - When managing/facilitating a meeting one of your roles will be to
gain agreement/consensus by the group for an action. List the 5 recommended phases
for reaching consensus.

Task 4: Provide one example on how you could address each of the key provisions of
relevant legislation, standards and codes listed below, when you are managing meetings
in the workplace:
1. Anti-discrimination legislation
2. Ethical principles
3. Codes of practice
4. Privacy laws
5. Copyright
6. Occupational health and safety

Task 5: Then you are to complete the following exercises:
1. Outline meeting terminology, structures, arrangements
2. Outline responsibilities of the chairperson and explain group dynamics in

relation to managing meetings
3. Describe options for meetings including face-to-face, teleconferencing, web-

conferencing and using webcams
4. Identify the relevant organisational procedures and policies regarding

meetings, chairing and minutes including identifying organisational formats
for minutes and agendas.
After you have completed this activity you will have to hand it in.

A1 WRITTEN ACTIVITY CHECKLIST
Written Activity Checklist

For this assessment, the student must complete the written activity.
The written activity is a stand-alone activity that will allow the student to display the required
knowledge and skills that are essential when deciding overall competency.
Student’s name:
Assessor’s name:
Has the student satisfactorily

completed the written activity?
Yes No
Did the Student provide evidence of their ability to:

Task 1: Action - Conduct and Chair a workplace meeting and
produce;  
• An agenda
 
• Minutes of the meeting and;

 
• An Action Plan for a minimum of 2 key items on the

agenda  
Task 2: Research - Workplace meetings are usually not bound to strict protocols associated with formal
meetings and are usually more informal. Agendas and recording of the meeting outcomes is
encouraged. When conducting informal workplace meetings;
• What is an “Action Plan”
 
• List two advantages of recording an action plan in

workplace meetings  
• List 3 strategies that the manager/facilitator of a

workplace meeting could use to encourage participation  
by all team members in attendance at the meeting.
Task 3: Research - When managing/facilitating a meeting one of
your roles will be to gain agreement/consensus by the group for an
action. List the 5 recommended phases for reaching consensus.
 
Task 4: Provide one example on how you could address each of the key provisions of relevant
legislation, standards and codes listed below, when you are managing meetings in the workplace:

• Anti-discrimination legislation
 
• Ethical principles
 
• Codes of practice
 
• Privacy laws
 
• Copyright
 
• Occupational health and safety

 
Task 5: Then you are to complete the following exercises:
• Outline meeting terminology, structures, arrangements

 
• Outline responsibilities of the chairperson and explain

group dynamics in relation to managing meetings  
• Describe options for meetings including face-to-face,

teleconferencing, web-conferencing and using webcams  
• Identify the relevant organisational procedures and

policies regarding meetings, chairing and minutes
 
including identifying organisational formats for minutes
and agendas.
Result  Satisfactory  Not Yet Satisfactory
Assessor’s Signature: Date:

A2OBSERVATION/DEMONSTRATION
Unless specified below or by arrangement with your Trainer/Assessor, where references are
made to the ‘workplace’ or the ‘organisation’, please refer to “ASSESSMENT INFORMATION FOR
STUDENTS” for instructions on choosing a suitable workplace for this assessment
For this assessment you will need to perform 2 observation assessments in a workplace
or simulated environment. In Each, you will need to set up a meeting and prepare,
conduct and follow-up on your meeting.
To complete this assessment, You are required to conduct Two (2) meetings marked A
&B
Meeting A (Formal)
A.1 Create a report using all of the items listed under OBSERVATION A as headings
detailing how you addressed each item.

A.2 Attach as appendices to your report,
I. Notice of Meeting,
II. Proxy form
III. Agenda
IV. Minutes ( with typical errors identified)
V. Minutes - signed final version (with errors corrected)
For a Simulated environment, use the Case study “Enhanced Well-Being Solutions” AGM
2018. The AGM 2017 documents & “Enhanced Well-Being Solutions - Standing orders
and rules of debate” will be provided in the case study for context.
OR
You may use a meeting scenario from your own workplace, however your trainer
should first approve the assessment scenario to ensure it meets the requirements for
this unit
OBSERVATION A
During your observation assessment you will need to:

1. Apply conventions and procedures for a formal meeting including:
a. Developing and distributing agendas and papers
b. Identifying and inviting meeting participants
c. Organising and confirming meeting arrangements
d. Running the meeting and following up

Meeting B (Informal)
B.1 Create a report using all of the items listed under OBSERVATION B as headings
detailing how you addressed each item.
B.2 Attach as appendices to your report,
I. Notice of Meeting,
II. Agenda
III. Minutes ( with typical errors identified)
IV. Minutes - signed final version (with errors corrected)
For a Simulated environment, use the Case study “Enhanced Well-Being Solutions -
Occupational Health and Safety Committee meeting”. The previous meeting documents
& “Enhanced Well-Being Solutions - Standing orders and rules of debate” will be
provided in the case study for context.
OR
this unit
OBSERVATION B
During your observation assessment you will need to:

1. Apply conventions and procedures for formal including:
a. Developing and distributing agendas and papers
b. Identifying and inviting meeting participants
c. Organising and confirming meeting arrangements

d. Running the meeting and following up
2. Organise, take part in and chair a meeting
3. Record and store meeting documentation
4. Follow organisational policies and procedures
Once you are ready you are going to need to:
5. Prepare for a meeting Evidence: Notice and Agenda
6. Conduct a meeting Evidence: Meeting minutes

7. Follow up on the meeting Evidence: Correct and Distribute meeting papers
While you prepare for your meeting you will be assessed on the following points:
8. Your ability to develop the agenda in line with stated meeting purpose
9. Your ability to ensure the style and structure of meeting are appropriate to its
purpose
10. Your ability to identify meeting participants and notify them
11. Your ability to confirm meeting arrangements
12. Your ability to despatch meeting papers to participants within designated timelines

While you conduct the meeting you will be assessed on the following points:
13. Your ability to chair meetings in accordance with organisational requirements, agreed
conventions for type of meeting and legal and ethical requirements
14. Your ability to conduct meetings to ensure they are focused, time efficient and achieve
the required outcomes
15. Your ability to ensure meeting facilitation enables participation, discussion, problem-
solving and resolution of issues
16. Your ability to brief the minute-taker on the method for recording meeting notes in
accordance with organisational requirements and conventions for type of meeting

While you follow up on the meeting you will be assessed on the following points:
17. Your ability to check transcribed meeting notes to ensure they reflect a true and
accurate record of the meeting and are formatted in accordance with organisational
procedures and meeting conventions
18. Your ability to distribute and store minutes and other follow-up documentation
within designated timelines, and according to organisational requirements
19. Your ability to Report outcomes of meetings as required, within designated timelines

Meeting C (Informal)
C.1 Your trainer will complete an Observation Report with you while you participate in
the Assessment process.
C.2 Attach as appendices to the Observation Report,
V. Notice of Meeting, ( email format )

VI. Agenda
VII. Minutes
C.3 Participate / Chair the meeting
Arrange a meeting with your trainer using the simulated environment provided.
This meeting should be a follow up meeting using the case study provided and you must
run the meeting.
For a Simulated environment, use the Case study “Enhanced Well-Being Solutions - On
the Move project team meeting”. The previous meeting documents & “Enhanced Well-
Being Solutions - Standing orders and rules of debate” will be provided for context.
OR
this unit
Briefly note the contents of the meeting:

A2OBSERVATION/DEMONSTRATION
CHECKLIST
*Multiple copies of the checklist will need to be printed For observations, A,B & C
Observation/Demonstration Checklist
The observation/demonstration checklist is used by the assessor to observe the student demonstrating
the application of the required skills and knowledge. For details on how to conduct and contextualise for
competency, please refer to the section on contextualisation above.
*The assessor needs to ensure that they take detailed notes on the performance of the student in the
comments section provided.
Student Name:
Assessor Name:
Observation Number
The student is able to demonstrate competency by:

How and where actions were
Yes No
observed:
You will need to set up a meeting and
prepare, conduct and follow-up on your
meeting. During your observation
assessment you will need to:
Apply conventions and procedures for
formal and informal meetings including:
• Developing and distributing
agendas and papers
• Identifying and inviting
meeting participants
• Organising and confirming
meeting arrangements
• Running the meeting and
following up
Organise, take part in and chair a meeting
Record and store meeting documentation

Follow organisational policies and
procedures
Once you are ready you are going to need to:
• Prepare for a meeting
• Conduct a meeting
• Follow up on the meeting
While you prepare for your meeting you will be assessed on the following points:
• Your ability to develop the

agenda in line with stated
meeting purpose
• Your ability to ensure the
style and structure of
meeting are appropriate to
its purpose
• Your ability to identify
meeting participants and
notify them
• Your ability to confirm
meeting arrangements
• Your ability to despatch
meeting papers to
participants within
designated timelines
While you conduct the meeting you will be assessed on the following points:
• Your ability to chair meetings

in accordance with
organisational requirements,
agreed conventions for type
of meeting and legal and
ethical requirements
• Your ability to conduct
meetings to ensure they are
focused, time efficient and
achieve the required
outcomes
• Your ability to ensure
meeting facilitation enables
participation, discussion,
problem-solving and
resolution of issues
• Your ability to brief the
minute-taker on the method
for recording meeting notes
in accordance with
organisational requirements
and conventions for type of
meeting
While you follow up on the meeting you will be assessed on the following points:
• Your ability to check

transcribed meeting notes to
ensure they reflect a true and
accurate record of the
meeting and are formatted in
accordance with
organisational procedures
and meeting conventions
• Your ability to distribute and
store minutes and other
follow-up documentation
within designated timelines,
and according to
organisational requirements
• Your ability to Report
outcomes of meetings as
required, within designated
Details of Students Performance:

Feedback Given to Student:

Assessor Signature Date:

A3 QUESTIONS
The following questions may be answered verbally with your assessor or you may write down
your answers. Please discuss this with your assessor before you commence. Short Answers are
required which is approximately 4 typed lines = 50 words, or 5 lines of handwritten text.
Your assessor will take down dot points as a minimum if you choose to answer them verbally.
Answer the following questions either verbally with your assessor or in writing.
1. Give 2 examples of Formal meetings that would be conducted under formal

protocols.
2. List 5 roles that the Chairperson would have in a Formal meeting

3. List 3 roles of the meeting Secretary
4. What does the term “Quorum” mean?
5. What is the difference between an “Absence” and an “Apology” being

recorded in the minutes of a formal meeting.

6. What does the term ‘Through the Chair” mean?
7. What does the term “Constitution” mean
8. List 3 essential items that need to appear on a formal meeting agenda

9. What does it mean if a “Motion” is “carried”
10. List 3 methods of voting at formal meetings

A3 QUESTIONS CHECKLIST
Questioning Checklist
The assessor needs to indicate whether they have conducted the questioning as written questions or as
verbal questions by ticking the box below.
 Written Questioning  Verbal Questioning

The assessor must provide evidence with the assessment tool. For written questions, the assessor must
provide the student’s original written responses. For verbal questioning, the assessor must provide dot
points as a minimum on the student’s responses.
For details on how to conduct and contextualise this form of assessment, please refer to the questioning
checklist explanation in the assessor guide.
Student’s name:
Assessor’s
name:
If questions are answered verbally, the assessor must write detailed answers in Satisfactory
the sections provided below. The space below does not indicate the size of the response
answer anticipated. Keep typing and the space will expand. If answers are
recorded separate to this document, they must be attached to the assessment Yes No
documents.
Give 2 examples of Formal meetings that would be conducted under
formal protocols
1  
List 5 roles that the Chairperson would have in a Formal meeting
2  
List 3 roles of the meeting Secretary
3  
What does the term “Quorum” mean?
4  
What is the difference between an “Absence” and an “Apology” being

recorded in the minutes of a formal meeting.
5  
What does the term ‘Through the Chair” mean?
6  

What does the term “Constitution” mean
7  
List 3 essential items that need to appear on a formal meeting agenda
8  
What does it mean if a “Motion” is “carried”
9  
List 3 methods of voting at formal meetings
10  
11  
12  
13  
Assessor’s Signature: Date:


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BSBADM502

You are going to be assessed for:

• Your ability to apply your learning.

HOW YOU WILL BE ASSESSED

Spencer College & Spencer Technical College 2

What if I believe I am already competent before training?

• Ensure that all documentation is signed by the student, trainer, workplace

• Ensure that their own qualifications are current.

• Follow the recommendations from moderation and validation meetings.

How should I format my assessments?

Spencer College & Spencer Technical College 3

Short Answer 4 typed lines = 50 words, or

How should I reference the sources of information I use in my assessments?

Spencer College & Spencer Technical College 4

Assessment Method Satisfactory Result Non-Satisfactory Result

Responses must refer to One or more of the requirements

Spencer College & Spencer Technical College 5

Spencer College & Spencer Technical College 6

Assessment Cover Sheet

Assessors Name: Date:

Is the Student ready for assessment? Yes No

Has the assessment process been explained? Yes No

The following documents must be completed and attached

 Written Activity Checklist

Overall Outcome Competent Not yet Competent

Student Signature: Date:

Assessor Signature: Date:

Spencer College & Spencer Technical College 7

Overall Outcome Competent Not yet Competent

Spencer College & Spencer Technical College 8

Task 1: Action - Conduct and Chair a workplace meeting and produce;

2. Minutes of the meeting and;

3. An Action Plan for a minimum of 2 key items on the agenda

Spencer College & Spencer Technical College 9

1. What is an “Action Plan”

2. List two advantages of recording an action plan in workplace meetings

3. List 3 strategies that the manager/facilitator of a workplace meeting could

Spencer College & Spencer Technical College 10

Spencer College & Spencer Technical College 11

6. Occupational health and safety

Spencer College & Spencer Technical College 12

1. Outline meeting terminology, structures, arrangements

2. Outline responsibilities of the chairperson and explain group dynamics in

3. Describe options for meetings including face-to-face, teleconferencing, web-

4. Identify the relevant organisational procedures and policies regarding

Spencer College & Spencer Technical College 13

Written Activity Checklist

Has the student satisfactorily

Did the Student provide evidence of their ability to:

• Minutes of the meeting and;

• An Action Plan for a minimum of 2 key items on the

• List two advantages of recording an action plan in

• List 3 strategies that the manager/facilitator of a

Spencer College & Spencer Technical College 14

• Occupational health and safety

Task 5: Then you are to complete the following exercises:

• Outline meeting terminology, structures, arrangements

• Outline responsibilities of the chairperson and explain