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Criteria for the approval of an Assessment Quality Partner

The QCTO will appoint an entity as an assessment quality partner only if it is satisfied that the entity has: i.      The necessary expertise, experience and standing in relation to the occupational qualifications or foundational learning for which the assessment quality partner is appointed; and ii.      the resources necessary to perform its functions In terms of clause of the QCTO Delegation Policy, 22 June 2011 the criteria have been defined in detail as follows: i.     be  recommended  to  the  QCTO  by  the  relevant      DQP  during  the occupational                           development  process at a point  when they submit  an occupational profile. Possible evidence: letter of recommendation from [...]

meeting

How to Prepare for a Business Meeting

Step 1Determine if you are running the meeting or expected to participate in any fashion. If you are in charge of arrangements, be ready to coordinate scheduling, materials and the pacing of the meeting.

Step 2Set a goal for the meeting. Decide if you are trying to make a sale, bring an investor on board, train employees about company policies or brainstorm new product ideas.

Step 3Set an agenda for the meeting. Give participants a heads up if the meeting is expected to be particularly long. Allow time for bathroom or refreshment breaks. Prepare a schedule if there will be multiple speakers or presenters.

Step 4Make arrangements for a meeting room, conference call or online meeting. Book a time that works for all key participants. Call or email the group to make sure that the chosen time works for everyone.

Step 5Send out time and location details to all participants. If you are dealing with employees, let them know if attendance is mandatory or optional. Email conference call-in numbers and codes if you are arranging a phone meeting.

Step 6Prepare for any needed equipment. For example, if you are going to have a computer presentation, be sure that the conference room has a screen and projector. Know how to hook your laptop up to the projector so that you don’t have to waste valuable meeting time dealing with technical details.

Step 7Take your presentation for a test drive before you do it in front of clients. Make sure your sales or investment pitch is professional, concise and interesting. Endless charts projected on a screen don’t make for compelling meetings. Understand your audience, how you can meet their needs and what goals you want to reach.

Step 8Gather materials. Print off handouts. Make sure there are enough chairs for everyone. Prepare refreshments or make catering arrangements if necessary.

Step 9Remind participants 24 hours ahead, or on the morning of, the actual meeting. Aim to start the meeting promptly at the given time.

SAQA ID 13929 Co-ordinate meetings and events

SOUTH AFRICAN QUALIFICATIONS AUTHORITY
REGISTERED UNIT STANDARD:

 

Co-ordinate meetings, minor events and travel arrangements
SAQA US ID UNIT STANDARD TITLE
13929 Co-ordinate meetings, minor events and travel arrangements
ORIGINATOR
SGB Administration
QUALITY ASSURING BODY
FIELD SUBFIELD
Field 03 – Business, Commerce and Management Studies Office Administration
ABET BAND UNIT STANDARD TYPE PRE-2009 NQF LEVEL NQF LEVEL CREDITS
Undefined Regular-Fundamental Level 3 NQF Level 03 3
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Reregistered 2015-07-01 2018-06-30 SAQA 10105/14
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2019-06-30 2022-06-30

 

PURPOSE OF THE UNIT STANDARD

Learners will be learning towards obtaining a national qualification at level 3 or are working in an administrative environment, including SMME`s (Small, Medium and Micro Enterprises), where the acquisition of competence against this standard will add value to the learner`s job, or chances of finding employment.

Learners will be well positioned to extend their learning and practice into other areas in the business environment, or to strive towards professional standards and practice at higher levels.

The qualifying learner is capable of:

  • Identifying a date, venue and time for meeting or event
  • Liasing or negotiating with meeting attendees regarding availability
  • Booking venues and catering
  • Finalising meeting room arrangements
  • Making travel, car hire and accommodation arrangements
  • Notifying and confirming arrangements with attendees or stakeholders
  • Processing and distributing all documentation required for the meeting or event

 

LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNINGLearners accessing this unit standard will have demonstrated competence in numeracy and literacy at NQF Level 2.

 

UNIT STANDARD RANGE

  • Working as part of an office support team includes contributing to the arrangements of meetings from lower level management to executive levels
  • Principles will include data gathering, liaison and negotiation with outside parties and team members
  • Details of meeting will include venue, date, reason and time of meeting

 

Specific Outcomes and Assessment Criteria:

 

SPECIFIC OUTCOME 1Identify a date, venue and time for a meeting or event
ASSESSMENT CRITERIA

 

ASSESSMENT CRITERION 11. A range of dates for meeting/event are provided to attendees.

 

ASSESSMENT CRITERION 22. Suitable dates and venues are determined based on responses to range of dates provided.

 

ASSESSMENT CRITERION 33. Meeting/event is booked and confirmed with attendees in writing.

 

ASSESSMENT CRITERION 44. All related documentation is forwarded to the attendees.

 

SPECIFIC OUTCOME 2Arrange venue and catering
ASSESSMENT CRITERIA

 

ASSESSMENT CRITERION 11. Venue is selected and booked.

 

ASSESSMENT CRITERION 22. Process of selecting venue is described.

 

ASSESSMENT CRITERION 33. Special arrangements, logistics, meeting room layout and equipment required are confirmed with the venue provider.

 

ASSESSMENT CRITERION 44. Process of selecting date, caterer and menu is described, taking into consideration religious and dietary requirements.

 

ASSESSMENT CRITERION 55. Agenda for meeting/event is forwarded to venue provider and caterers so that correct times for meals and breaks can be adhered to.

 

ASSESSMENT CRITERION 66. Venue and caterers are notified in writing and deposits paid.

 

SPECIFIC OUTCOME 3Make travel, car hire and accommodation arrangements
ASSESSMENT CRITERIA

 

ASSESSMENT CRITERION 11. Travel, car hire and accommodation requirements for all attendees are determined.

 

ASSESSMENT CRITERION 22. Suitable accommodation is secured and bookings confirmed in writing.

 

ASSESSMENT CRITERION 33. Car hire facilities are identified and confirmed in writing.

 

ASSESSMENT CRITERION 44. Travel arrangements are made and all necessary documentation forwarded to the attendees.

 

ASSESSMENT CRITERION 55. Invoices relating to travel, car hire and accommodation are processed.

 

ASSESSMENT CRITERION 66. Any relevant advance disbursements for travel, car hire or accommodation are processed.

 

SPECIFIC OUTCOME 4Assemble and distribute documentation for meeting or event in good/sufficient time to attendees
ASSESSMENT CRITERIA

 

ASSESSMENT CRITERION 11. Deadline date for receipt of documentation from contributors is established according to agreed time frames.

 

ASSESSMENT CRITERION 22. Deadline date is communicated to contributors.

 

ASSESSMENT CRITERION 33. Documents are assembled, copied and collated.

 

ASSESSMENT CRITERION 44. Relevant documents are timeously distributed in hard or electronic form to participants.

 

UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS

Accreditation and Moderation:

The relevant Services Educational Training Quality Assurance Body (ETQA) will accredit providers offering learning towards these standard and register assessors.

 

UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE

  • Use and understanding of directories for telephone, venue and conference centers, restaurants, car rental, travel and accommodation
  • Telephone techniques
  • Map book
  • Use of technology: photocopier, e-mail, fax machines, website for research

 

Critical Cross-field Outcomes (CCFO):

 

UNIT STANDARD CCFO IDENTIFYINGIdentify and solve problems regarding specific meeting requirements.

 

UNIT STANDARD CCFO WORKINGWork effectively with others liaising and negotiating dates and venues.

 

UNIT STANDARD CCFO ORGANISINGOrganise oneself and one`s activities to collect and collate information on venues and caterers.

 

UNIT STANDARD CCFO COMMUNICATINGCommunicate effectively using assertive telephone techniques and negotiating skills.

 

UNIT STANDARD CCFO SCIENCEUse science and technology to communicate meeting details (e-mail, fax and telephone).REREGISTRATION HISTORYAs per the SAQA Board decision/s at that time, this unit standard was Reregistered in 2012; 2015.