Course Title: Organise meetings
Part B: Course Detail
Teaching Period: Term2 2014
Course Code: OFFC5201C
Course Title: Organise meetings
School: 650T TAFE Business
Campus: City Campus
Program: C4340 - Certificate IV in Frontline Management
Course Contact : Sylvia Baroutis
Course Contact Phone: +61 3 9925 5469
Course Contact Email:sylvia.baroutis@rmit.edu.au
Name and Contact Details of All Other Relevant Staff
Course Coordinator/Teacher:
Vivien Wong
Tel: +61 3 9925 5494
Email: v.wong@rmit.edu.au
Nominal Hours: 20
Regardless of the mode of delivery, represent a guide to the relative teaching time and student effort required to successfully achieve a particular competency/module. This may include not only scheduled classes or workplace visits but also the amount of effort required to undertake, evaluate and complete all assessment requirements, including any non-classroom activities.
Pre-requisites and Co-requisites
None
Course Description
This unit describes the performance outcomes, skills and knowledge required to organise meetings including making arrangements, liaising with participants, and developing and distributing meeting related documentation.
National Codes, Titles, Elements and Performance Criteria
National Element Code & Title: |
BSBADM405B Organise meetings |
Element: |
1. Make meeting arrangements |
Performance Criteria: |
1.1. Identify type of meeting and its purpose |
Element: |
2. Prepare documentation for meetings |
Performance Criteria: |
2.1. Prepare notice of meeting, agenda and meeting papers in accordance with meeting requirements |
Element: |
3. Record and produce minutes of meeting |
Performance Criteria: |
3.1. Take notes with the required speed and accuracy to ensure an accurate record of the meeting |
Learning Outcomes
Details of Learning Activities
Learners will gain valuable learning opportunities in the classroom and in the Virtual Enterprise, where they will practice their skills taking minutes using their own shorthand and using word processing technology to transcribe minutes and business documents. Students will learn to apply theory to meeting organisation, and ensuring documents are created and distributed in a timely manner. This is a holistic delivery method using the VE together with courses "Implement Customer Service Standards", "Promote Team Effectiveness" and "Implement and monitor WHS policies, procedures and programs to meet legislative requirements".
Some learning activities will include a self-directed learning approach. Self-directed learning refers to organised activities that you will undertake independently, either as individuals or with other students, that are supervised by a teacher. This may include workplace research, library assignments, fieldwork and work placements.
Teaching Schedule
| Week | Week commencing |
Topics | References/Learning Activities |
| 1 | 7 July |
Pre-Training Review (if applicable) Includes skills analysis and Recognition of Prior Learning and Credit Transfers Course Induction • Course delivery and assessment details • Course support documents • Online learning environment including Blackboard • Grading • Plagiarism • Appeals/Extensions • Feedback/Privacy • Submission requirements/Resubmission policy • Where to get support • Student responsibilities • Use of Turnitin (if applicable) |
Check enrolment Log onto Blackboard Undertake a Skills Analysis |
| 2 | 14 July | OHS to WHS – an overview of workplace legislation and requirements | Ch 28 textbook |
| 3 | 21 July | WHS legislative responsibilities, duties and obligations of managers, supervisors, persons conducting businesses or undertakings (PCBUs) or their officers, and workers in the workplace | Ch 28 |
4 |
28 July | Conducting Meetings according to organisational templates and requirements | Ch 27 |
| ASSESSMENT TASK 1 DUE: END OF WEEK 4 (YOU WILL RECEIVE FEEDBACK IN WEEK 6) | |||
|
ONLINE CLASS 5 |
4 August |
ONLINE CLASS Organisational policies and procedures |
Ch 28 |
| 6 | 11 August | Taking Minutes and checking/proofreading | Ch 27 |
| 7 | 18 August | Culturally appropriate communications and compliance with anti-discrimination legislation | Ch 27 |
| 8 ONLINE CLASS |
25 August |
ONLINE CLASS Kinds of hazards/risks that might be encountered in the workplace |
Ch 28 |
|
Semester break |
1-7 September | SEMESTER BREAK | |
| 9 | 8 September | Emergency evacuation procedures | Ch 28 |
| 10 | 15 September | Training and coaching/mentoring | Ch 26 |
| ASSESSMENT TASK 2 DUE: END OF WEEK 10 (YOU WILL RECEIVE FEEDBACK IN WEEK 12) | |||
| 11 | 22 September | Investigating and reporting WHS incidents | Ch 28 |
| 12 ONLINE CLASS |
29 September |
ONLINE CLASS Types and levels of hazard/risk |
Ch 28 |
| 13 | 6 October | Risk mitigation strategies | Ch 28 |
| 14 | 13 October | Implement and monitor participation arrangements for managing WHS | Ch 28 |
| 15 | 20 October | Using training and coaching/mentoring | Ch 26 |
| ASSESSMENT TASK 3 DUE: END OF WEEK 15 | |||
| 16 | 27 October | Semester review | |
This schedule may be amended according to student progress or other circumstances but no student will be disadantaged by this
Learning Resources
Prescribed Texts
Cole, K 2013, Management: theory and practice/Kris Cole, Pearson, Australia |
9781442550681 |
References
Other Resources
Dwyer, J 2012, The Business Communication Handbook - 9th edition, Pearson, Australia. ISBN 978-1-4425-4673-8. Look up Chapter 13 - there are many useful examples of writing agendas and minutes of meeting.
Overview of Assessment
Assessment may incorporate a variety of methods including technical requirements documentation, homework, assignments, group and/or individual projects, in class exercises, written and practical assessments, problem solving exercises, presentations, direct observation of actual and simulated work practice, presentation of portfolio of evidence which may comprise documents, and/or photographs and/or video and audio files, review of products produced through work based or course activities.
Students are advised that they are likely to be asked to personally demonstrate their assessment work to their teacher to ensure that the relevant competency standards are being met. Students will be provided with feedback throughout the course to check their progress.
Assessment Tasks
This unit is clustered, delivered and assessed with BSBWHS401A Implement and monitor WHS policies, procedures and programs to meet legislative requirements within a virtual enterprise (Reflective Records) where students have access to a simulated work environment. They have been clustered to allow for a holistic approach to delivery and assessment that reflects what might occur in the workplace.
This cluster consists of 3 assessment tasks.
In the team assessment each team member will be marked individually. You will be assessed from observation and peer feedback against several criteria including:
• Did you attend scheduled meetings, and on time?
• Did you meet deadlines for your allocated contributions?
• Did you accept constructive criticism and act on it?
• Did you contribute and share ideas and research?
• Did you participate in team activities and successfully complete all the tasks allocated to you?
• Did you treat other team members with respect?
• Did you contribute proactively to the team, or were you only reactive to others’ suggestions and directions?
Various methods for individual evaluation will be used including contribution to wikis, discussion boards, team meetings, emails, communication systems as well as face ro face questioning. All team members are expected to be competent in all aspects of the subject matter so that, even if you accept responsibility for one particular aspect of the assessment, you must know and understand all areas of the assessment
Task 1: Investigation- Who is Responsible for WHS? (Due end of Week 4) - Individual
Using State and Federal government websites and other sources as required, summarise the WHS legislative responsibilities, duties and obligations of the following people in your organisation: (no more than 2 pages)
• managers
• supervisors
• persons conducting businesses or undertakings (PCBUs) or their officers
• workers in the workplace
Task 2: WHS Policies and Procedures Meeting (Due end of week 10) - individual
For this task you will need to investigate your organisation’s policies and procedures and prepare a WHS Induction Kit for a new employee. You will then present your “kit” at a meeting of colleagues (minimum 4 attendees at the meeting) and get their feedback on the information you have prepared. You will need to submit the following documentation for this task:
• Information provided to participants prior to the meeting (including time, date, venue, purpose)
• WHS Induction Kit including information about the following topics ( this may be in the form of fliers, or booklets, or a report):
o Organisational procedures for hazard management
o Kinds of hazards/risks that might be encountered in your workplace
o Organisational procedures if there is a fire or another kind of emergency including evacuation procedures
o How WHS incidents are investigated and reported in the organisation
• Meeting agenda
• Checked and edited meeting minutes
• A brief explanation (2-3 key points) of how your Induction Kit conforms with organisational policies/procedures including how culturally appropriate language has been used
• Feedback regarding the WHS Induction Kit including 2-3 things that colleagues thought you did well and 2-3 things that you could improve so that the message regarding WHS is clearer.
Task 3: Risk Assessment and Action Plan Meeting (Due end of week 15) - group
For this task you will need to undertake a risk assessment of your workplace and present your findings at a meeting with work colleagues (minimum 4 attendees at the meeting). You will need to submit the following documentation associated with the meeting:
• Information provided to participants prior to the meeting (including time, date, venue, purpose)
• Support materials including:
o An overview of the Hierarchy of Control as it applies to workplace hazard control (diagram)
o A completed Risk Assessment and Hazard Control Action Plan for you workplace containing a minimum of 5 potential hazards/risks including:
 Type of hazard/risk
 Level of risk
 Risk management strategy (follow the Hierarchy of Control)
 Responsibility for implementing risk management strategy
• Meeting agenda including:
o discussion of risk management strategies
o development of 2-3 strategies for ensuring that all staff are aware of their WHS responsibilities in an ongoing way
• Checked and edited meeting minutes
• A WHS Training Plan for a new staff member to ensure they understand the risks associated with their job and their responsibilities in the organisation. The Training Plan should include:
o Procedures for induction (what is covered and how)
o Use of colleagues for coaching/mentoring (what is covered and how)
o Formal training options including associated costs
Assessment Matrix
| Required knowledge | Assessment |
| hazards and associated risks in the workplace | Task 3: Risk Assessment and Action Plan Meeting |
| organisational policies and procedures relating to hazard management, fire, emergency, evacuation, incident investigation and reporting | Task 2: WHS Policies and Procedures Meeting |
| key provisions of relevant WHS Acts, regulations and codes of practice that apply to the business | Task 2: WHS Policies and Procedures Meeting |
| key provisions of relevant legislation from all forms of government, standards and codes that may affect aspects of business operations, such as: • anti-discrimination legislation • ethical principles • codes of practice • privacy laws |
Task 2: WHS Policies and Procedures Meeting |
| relevance of consultation and participation as key mechanisms for improving WHS and culture | Task 3: Risk Assessment and Action Plan Meeting |
| WHS legislative responsibilities, duties and obligations of managers, supervisors, persons conducting businesses or undertakings (PCBUs) or their officers, and workers in the workplace | Task 1: Investigation- Who is Responsible for WHS? |
| culturally appropriate communication techniques | Task 2: WHS Policies and Procedures Meeting |
| formats for agendas and minutes | Task 2: WHS Policies and Procedures Meeting |
| Required skills | |
| analytical and problem solving skills to: • identify hazards • assess risks in the work area • review information relating to monitoring and evaluating incidents, and the effectiveness of risk controls |
Task 3: Risk Assessment and Action Plan Meeting |
| coaching and mentoring skills to provide support to colleagues | Task 3: Risk Assessment and Action Plan Meeting |
| literacy skills to understand and interpret documentation, and to interpret WHS requirements | Task 1: Investigation- Who is Responsible for WHS? Task 2: WHS Policies and Procedures Meeting Task 3: Risk Assessment and Action Plan Meeting |
| communication skills to coordinate and consult with participants, to orally present written reports with a number of defined sections, and to clarify points made in meetings | Task 2: WHS Policies and Procedures Meeting Task 3: Risk Assessment and Action Plan Meeting |
| literacy skills to: • write and compile agenda items • record minutes • make notes from spoken texts in meetings • use a variety of strategies for planning, reviewing and proofreading documentation |
Procedures Meeting Task 3: Risk Assessment and Action Plan Meeting |
| time management skills to allow sufficient time to prepare for and conduct meetings | Task 2: WHS Policies and Procedures Meeting Task 3: Risk Assessment and Action Plan Meeting |
| Elements/performance criteria | |
| BSBWHS401A Implement and monitor WHS policies, procedures and programs to meet legislative requirements | |
| 1. Provide information to the work team about WHS policies and procedures | Task 2: WHS Policies and Procedures Meeting |
| 2. Implement and monitor participation arrangements for managing WHS | Task 2: WHS Policies and Procedures Meeting Task 3: Risk Assessment and Action Plan Meeting |
| 3. Implement and monitor organisational procedures for providing WHS training | Task 3: Risk Assessment and Action Plan Meeting |
| 4. Implement and monitor organisational procedures and legal requirements for identifying hazards and assessing and controlling risks | Task 3: Risk Assessment and Action Plan Meeting |
| 5. Implement and monitor organisational procedures for maintaining WHS records for the team | Task 3: Risk Assessment and Action Plan Meeting |
| BSBADM405B Organise meetings | |
| 1. Make meeting arrangements | Task 2: WHS Policies and Procedures Meeting Task 3: Risk Assessment and Action Plan Meeting |
| 2. Prepare documentation for meetings | Task 2: WHS Policies and Procedures Meeting Task 3: Risk Assessment and Action Plan Meeting |
| 3. Record and produce minutes of meeting | Task 2: WHS Policies and Procedures Meeting Task 3: Risk Assessment and Action Plan Meeting |
Other Information
Submission Requirements
Assessment tasks need to be submitted via Blackboard. Hard copy submission may also be required by your teacher; check with them.
You should:
• Ensure that you submit assessments on or before the due date. If your performance in the assessment is affected by unexpected circumstances, you should consider applying for Special Consideration. Information on the process and application forms is available at http://rmit.edu.au/browse;ID=ls0ydfokry9rz website.
• Always retain a copy of your assessment tasks. (hard copy and soft copy)
• Assessment tasks should be typed in Word using Arial font size 11-12 unless otherwise advised.
• When you submit work for assessment at RMIT University you need to use a cover sheet that includes a declaration and statement of authorship. You must complete, sign and submit a cover sheet with all work you submit for assessment, whether individual or group work. On the cover sheet you declare that the work you are presenting for assessment is your own work. An assignment cover sheet for submission of work for assessment is available from the Student forms website.
• Each page of your assessment should include footer with your name, student number, the title of the assessment, unit code and title and page numbers. For example, Julie Macpherson, 324567, Task 2, OHS2345C Ensure safe workplace, Page 1 of 10.
Late Submission Procedures
You are required to submit assessment items and/or ensure performance based assessment is completed by the due dates.
If you are prevented from submitting an assessment item on time, by circumstances outside your control, you may apply in advance to your teacher for an extension to the due date of up to seven calendar days.
More Information: http://www.rmit.edu.au/students/assessment/extension
Form to use: http://mams.rmit.edu.au/seca86tti4g4z.pdf
Where an extension of greater than seven days is needed, you must apply for special consideration. Applications for special consideration must be submitted no later than two working days after the assessment task deadline or scheduled examination.
More Information: http://www.rmit.edu.au/browse;ID=g43abm17hc9w
Form to use: http://mams.rmit.edu.au/8a5dgcaqvaes1.pdf
Resubmissions (VET Programs):
If you are found to be Not Yet Competent in a Course Assessment Task you will be allowed one resubmission only (where applicable). Your teacher will provide feedback regarding what you need to do to improve and will set a new deadline for the resubmission. The highest grade you will receive if your resubmission is successful is "CAG".
If you are still not meeting the assessment requirements you must apply to your Program Manager in writing outlining the steps you will take to demonstrate competence in your course. Your submission will be considered by the Program Team and you will be advised of the outcome as soon as possible.
Adjustments to Assessment
In certain circumstances students may be eligible for an assessment adjustment. For more information about the circumstances under which the assessment arrangements might be granted please access the following website:
More Information: http://rmit.edu.au/browse;ID=7usdbki1fjf31
Feedback Arrangements
This relates to when and how feedback will be provided and should include a Feedback Sheet (see samples from the RMIT VET Compliance Module in Appendix 1) that will be provided to students.
Marking Guide (competency):
Vocational Education and Training (VET) is based on current industry needs and the focus on preparing you for the workplace. Because VET courses are informed by practical application of knowledge and skills, they are based on a system known as ‘competency based training’ (CBT). So when you are assessed in VET it is about whether you are competent to do the job, as well as having a firm grasp on the knowledge and skills required to do that job, as opposed to traditional curriculum based education settings that are often based on knowledge retention.
You need to demonstrate you are competent in each element of the unit of competency you are studying.
You will receive feedback on each assessment task that will inform you whether you are competent or not and how well you are performing. Once competent in all elements of the unit you receive a competency grading.
Please refer to the Final Grades table below.
Marking Guide (Grading)
After achieving competency we then grade your performance in the unit; this gives you the opportunity to have the level of your performance formally recognized against industry standards and employability skills.
The grading is according to the following criteria:
1. LEVEL OF INDEPENDENCE, INITIATIVE, ENTERPRISE AND PERFORMANCE OF WORK TASK
We are looking for a high level of ability to complete all tasks on time. You will show your initiative by organising your meetings and planning the Agenda and meeting documents in a timely manner. You will demonstrate a high level of initiative in your approach to making meeting arrangements within designated timelines. Students will brainstorm and contribute ideas and be part of the group rocess. They will problemsolve by defining the problem, choose a solution and plan a course of action.
2. DEMONSTRATED BREADTH OF UNDERPINNING KNOWLEDGE AND A WILLINGNESS TO CONTINUE LEARNING
Students will learn how to take their own form of shorthand to facilitate efficient notetaking at meetings. They will successfully apply the theory to practice for example, knowing how produce and wordprocess an Agenda and Minutes.
3. TECHNIQUES & PROCESSES, TECHNOLOGY SKILLS AND PROBLEM SOLVING
Using software efficiently, students will produce industry standard business reports free of errors in clear English applying the standards of report writing format. They will problemsolve by using the myRMIT Learning Lab to excel in areas of document production. Minutes will be submitted on time as indicated, learners will seek feedback to improve their productivity. See point 1. above.
4. WORK ORGANISATION, PLANNING AND SELF MANAGEMENT
Students will apply rules of etiquette in face-to-face meetings, virtual meetings and team briefings. In order to plan effectively, the student will be able to prepare documentation for meetings, notice of meetings, agenda and meeting papers. They will use meeting conventions and processes to be effective.
5. COMMUNICATION, PEOPLE NETWORKING, LANGUAGE AND INTERPERSONAL SKILLS AND TEAMWORK
Learners will know the duties of participants at meetings and will demonstrate how they interact effectively. The student will attend all meetings and participate in a business-like manner, observing cultural sensitivities and good business practice. They will coordinate and consult with meeting participants and refer queries to the Chairperson and teacher. Interpersonal skills will be excellent.
Final Grades Table:
CHD - Competent with High Distinction
CDI - Competent with Distinction
CC - Competent with Credit
CAG - Competency Achieved – Graded
NYC - Not Yet Competent
DNS - Did Not Submit for assessment
Course Overview: Access Course Overview