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
1.2. Identify and comply with any legal or ethical requirements
1.3. Identify requirements of meeting and participants
1.4. Make meeting arrangements in accordance with requirements of meeting
1.5. Advise participants of meeting details
 

Element:

2. Prepare documentation for meetings

Performance Criteria:

2.1. Prepare notice of meeting, agenda and meeting papers in accordance with meeting requirements
2.2. Check documentation for accuracy and correct any errors
2.3. Distribute documentation to participants within designated time lines
2.4. Prepare spare sets of documents
 

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
3.2. Produce minutes that reflect a true and accurate account of the meeting
3.3. Check minutes for accuracy and submit for approval by the nominated person
3.4. Despatch copies of minutes within designated time lines
 


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

WeekWeek
commencing
TopicsReferences/Learning Activities
17 JulyPre-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

214 JulyOHS to WHS – an overview of workplace legislation and requirementsCh 28 textbook
321 JulyWHS legislative responsibilities, duties and obligations of managers, supervisors, persons conducting businesses or undertakings (PCBUs) or their officers, and workers in the workplaceCh 28

4
 

28 JulyConducting Meetings according to organisational templates and requirementsCh 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
611 AugustTaking Minutes and checking/proofreadingCh 27
718 AugustCulturally appropriate communications and compliance with anti-discrimination legislationCh 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 
98 SeptemberEmergency evacuation proceduresCh 28
1015 SeptemberTraining and coaching/mentoring Ch 26
   ASSESSMENT TASK 2 DUE: END OF WEEK 10 (YOU WILL RECEIVE FEEDBACK IN WEEK 12) 
1122 SeptemberInvestigating and reporting WHS incidentsCh 28
12
ONLINE CLASS
29 September

ONLINE CLASS

Types and levels of hazard/risk

Ch 28
136 OctoberRisk mitigation strategiesCh 28
1413 OctoberImplement and monitor participation arrangements for managing WHSCh 28
1520 OctoberUsing training and coaching/mentoringCh 26
  ASSESSMENT TASK 3 DUE: END OF WEEK 15 
1627 OctoberSemester 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 knowledgeAssessment
hazards and associated risks in the workplaceTask 3: Risk Assessment and Action Plan Meeting
organisational policies and procedures relating to hazard management, fire, emergency, evacuation, incident investigation and reportingTask 2: WHS Policies and Procedures Meeting
key provisions of relevant WHS Acts, regulations and codes of practice that apply to the businessTask 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 cultureTask 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 workplaceTask 1: Investigation- Who is Responsible for WHS?
culturally appropriate communication techniquesTask 2: WHS Policies and Procedures Meeting
formats for agendas and minutesTask 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 colleaguesTask 3: Risk Assessment and Action Plan Meeting
literacy skills to understand and interpret documentation, and to interpret WHS requirementsTask 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 meetingsTask 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 meetingsTask 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 proceduresTask 2: WHS Policies and Procedures Meeting
2. Implement and monitor participation arrangements for managing WHSTask 2: WHS Policies and Procedures Meeting
Task 3: Risk Assessment and Action Plan Meeting
3. Implement and monitor organisational procedures for providing WHS trainingTask 3: Risk Assessment and Action Plan Meeting
4. Implement and monitor organisational procedures and legal requirements for identifying hazards and assessing and controlling risksTask 3: Risk Assessment and Action Plan Meeting
5. Implement and monitor organisational procedures for maintaining WHS records for the teamTask 3: Risk Assessment and Action Plan Meeting
BSBADM405B Organise meetings 
1. Make meeting arrangementsTask 2: WHS Policies and Procedures Meeting
Task 3: Risk Assessment and Action Plan Meeting
2. Prepare documentation for meetingsTask 2: WHS Policies and Procedures Meeting
Task 3: Risk Assessment and Action Plan Meeting
3. Record and produce minutes of meetingTask 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