Course Title: Organise meetings
Part B: Course Detail
Teaching Period: Term1 2014
Course Code: OFFC5201C
Course Title: Organise meetings
School: 650T TAFE Business
Campus: City Campus
Program: C4223 - Certificate IV in Business Administration
Course Contact : Hazel Sims
Course Contact Phone: +61 3 9925 1316
Course Contact Email:hazel.sims@rmit.edu.au
Name and Contact Details of All Other Relevant Staff
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 course describes the performance outcomes, skills and knowledge required to organise meetings including making arrangements, liaising with participants, and developing and distributing meeting related documentation. This course focuses on organising and recording meetings across a variety of meeting settings.
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
Assessment Scenario
You will attend the Simulated Business Space (SBS) and work as a business administrator. Your manager is also your teacher. Refer to the Course Guide for due dates.
TASK 1
You are to attend as an observer two meetings: one in the SBS and the other the eConference in Week 11 held by the Diploma of Business Administration students. Plan to attend this meeting online and participate. You will then write a report on your observations.
TASK 2
You will hold 3 meetings with your department team members. The purpose of these meetings relates to the business of the SBS. You will submit three sets of typed agendas and minutes, with your handwritten notes of each meeting. See document format for Agenda and Minutes in the Business Communication Handbook – Chapter 13. See due dates on Course Guide.
Teacher observation – progressive feedback
The student will be observed by the facilitator whilst undertaking this competency. Refer to Graded Assessment Sheet.
Special Requirements
See assessment scenario heading above. Plan your meetings early in the semester. You will access the Internet to learn more about the business partner and the Internet to get resources as advised by your teacher/manager. Use the Student network drives to store your documents, not a USB. Industry standard work conditions apply such as OHS requirements and acceptable work practices. Punctuality is important. Work is presented in word processed format, complete and with spelling and grammar check used. All topics will be addressed and professional presentation of content is required, myRMIT holds your marking instruction guides for assessments.
If you miss weekly class then you should organise yourself to catch up on missed work and opportunities.
Teaching Schedule
Week | Week Beginning |
Content | Assessment |
1 |
10 Feb |
Learning Agreement for catch up Course induction, delivery and assessment details Course support documents Blackboard and grading Plagiarism/use of Turnitin Appeals/Extensions Feedback/Privacy Where to get support Student responsibilities |
Task 1: set of three minutes Task 2: community report - attend Diploma of Business Administration econference date to be advised. |
2 |
17 Feb |
Making meeting arrangements
Assessment Outline Learning activities: Toolbox as a resource Mode of delivery: Weekly in SBS. |
|
3 |
24 Feb |
Making meeting arrangements: Organisational skills - put scheduled meetings in Outlook and Student Diary. Why keep minutes and the rise of the virtual meeting. Taking shorthand and transcribing. Document template production: Agenda and minutes |
TASK 1: Meeting 1 |
4 |
3 Mar |
Making meeting arrangements: The secretary Corporations Law and meeting structure and style. Legal and ethical requirements. Formal meetings, informal meetings. |
|
5 |
10 Mar |
Making meeting arrangements: Setting up a meeting Research community meetings Preparing documents for meetings: Organisational skills About meetings: Keeping records in accordance with organisational guidelines |
|
6 |
17 Mar |
Preparing documents for meetings: Organisational skills Meetings terminology |
|
7 |
24 Mar |
Quick strategies for informal meetings Negative factors at meetings Practice session |
TASK 1: Meeting 2 |
8 |
31 Mar |
Recording and producing minutes of meeting: What is a motion? Proposing amendments Confirmation of minutes |
|
9 |
7 April |
Recording and producing minutes of meeting: Case study Practice session |
|
10 |
14 April |
Recording and producing minutes of meeting: Cultural diversity in communication Practice session |
|
MID SEMESTER BREAK 18-27 APRIL INCLUSIVE | |||
11 |
28 April | Attend Diploma of Business Administration eConference. This date is not yet confirmed. |
TASK 1: Meeting 3 |
12 | 5 May | Recording and producing minutes of meeting
Report writing |
|
13 |
12 May |
Decision-making and problem-solving in a meeting Following up after meetings |
|
14 |
19 May | Planning day | |
15 |
26 May | Work on assessment |
TASK 1 minutes completed
|
16 |
2 June | Feedback and review |
Learning Resources
Prescribed Texts
Dwyer Judith 2012, The Business Communication Handbook, 9th ed, Pearson, NSW. |
References
Other Resources
To complete Task 2 you will be notified of the date of the eConference hosted by the Diploma of Business Administration students.
Overview of Assessment
Students must demonstrate all elements of competency through a variety of methods showing their understanding of all elements of a particular competency to be deemed competent. Assessment methods have been designed to measure achievements of each competency in a flexible manner. Assessments will incorporate a variety of methods: class exercises, homework, the preparation, conduct and preparation of meeting minutes and distribution of same through a holistic assessment in the Virtual Enterprise. 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.
Learning activities include class-based discussions, exercises, small group work, online activities, meetings, reading and reflection on various activities together with independent and group based research in the Virtual Enterprise and in order to develop competency including the underpinning skills and knowledge.
In addition to the assessments, formative and timely feedback is provided to the students throughout the duration of the course.
Assessment Tasks
Critical aspects for assessment and evidence required to demonstrate competency in this unit Evidence of the following is essential:
• organising meetings, including informing participants and preparing materials
• preparing an agenda
• taking minutes during a meeting and preparing draft minutes after the meeting.
TASK 1: Taking minutes:
You will take three sets of minutes. Refer to the Assessment Outline for instructions, although the marking guide clearly explains the marking criteria and task outline. Submit your work for feedback in class. Use the templates in the textbook for document production guidelines. Read documents relating to this course in your Blackboard.
TASK 2: Community Report
You will attend the eConference in Week 11, date to be confirmed. This is a community meeting because you are part of the learning community here at RMIT. You will write a report on your findings - not take minutes. Students will use the marking guide which specifies the criteria required for this assessment found in myRMIT Studies.
Overview of Assessment
Students must demonstrate an understanding of all elements of competency to be deemed competent.
A range of assessment methods are used to assess practical skills and knowledge, for example:
• direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate
• review of authenticated documents from the workplace or training environment
• demonstration of techniques
Assessment Tasks
You are required to complete 2 tasks. You must successfully complete all 2 tasks to be deemed competent in this unit.
Submission Requirements
Assessment tasks need to be submitted electronically via MyRMIT and hard copies in class, if required.
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:
If you are found to be Not Yet Competent in a Course Assessment Task you will be allowed one resubmission only. 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
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 myRMIT and links in Student Diary.
• Always retain a copy of your assessment tasks. (hard copy and soft copy)
• 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 on blackboard.
• 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.
Assessment Matrix
Assessments
Required knowledge | Assessments |
• culturally appropriate communication techniques • formats for agendas and minutes • 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 • occupational health and safety. |
3 meetings
Community Report |
Required skills | |
• 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 • 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 • time management skills to allow sufficient time to prepare for and conduct meetings. |
3 meetings
|
BSBADM405B Organise Meetings Elements |
3 meetings |
Community meeting |
1. Make meeting arrangements
(Organising meetings, including informing participants and preparing materials) |
ALL | ALL |
2. Prepare for documentation for meetings (preparing an agenda) | ALL | ALL |
3. Record and produce minutes of meeting (taking minutes during a meeting and preparing draft minutes after the meeting) | ALL | ALL |
Delivered in the Simulated Business Space.
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 pass that unit of competency.
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 recognised against industry standards and employability skills.
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
Further information regarding the application of the grading criteria will be provided by your teacher.
Graded assessment criteria – when your work is assessed the following criteria are used:
1. Level of independence, initiative, enterprise and performance of the work task
You will need to show that you can use initiative, enterprise and acceptable performance to do the work of the SBS. You will show that you can design complex documents for meetings using textbook and student drives where necessary. You will keep timely records of your meeting handing in your typed minutes to your manager/teacher. Your class attendance will ensure success, seeking feedback on your progress from the teacher. If you cannot attend a meeting you will submit an apology. You will need to accommodate the needs of others and negotiate time to have meetings that will meet your purpose. You will follow administration requirements and tasks, processes and resources planned to ensure efficient management of self, resources and that of the SBS. You will be aware of legislative requirements and apply them where appropriate. You will complete in full all work required in the two tasks listed in the course guide.
2. Demonstrated breadth of underpinning knowledge and a willingness to continue learning
You will identify the types of meetings and the requirements that meeting may have such as special needs of attendees; giving the meeting documents such as the agenda on time. You will show how you planned and managed your time and how you actively participated in helping others to enable effective meetings. You will plan and identify your learning needs and monitor and evaluate your training requirements.
3. Techniques and processes, technology skills and problemsolving
You will use existing business technology to conduct your meeting. You will demonstrate that you can problemsolve by meeting the needs of yourself and others while achieving the purpose of the meeting. You will prepare relevant and error free documentation for participants and minutes for your teacher. Your scheduling the dates and times for the meeting will be timely. Your meeting documents will be found electronically and in hard copy.
4. Work organisation, planning and self management
You will organise resources, equipment and time lines; organise work schedules and meetings (using technology); plan future business technology requirements; plan task organisation to meet time lines. You will follow organisational standards and meet legislative and regulatory requirements.
5. Communication, people networking, language and interpersonal skills and teamwork
You will communicate your absences (meeting apologies) and lateness with your teacher and Team Leader. Communication will be in a polite business manner when working in the SBS- be aware of others needs and maintain a respectful manner when communicating with colleagues and customers when gathering information about their needs and to provide services. You will listen to and follow complex oral instructions, be able to proofread and edit effectively and write clearly with detailed instructions. Teamwork will involve agreeing on the purpose and structure of documents, collecting feedback from customers and colleagues, coordinating and consulting with meeting participants, referring queries to colleagues.
Course Overview: Access Course Overview