Assessment 2: Meeting Documentation and Minutes
- Subject Code :
36490-03
Instructions to the student
This is assessment two of three for this module.
The following project will test your ability to prepare the required documentation and record the meeting outcomes.
This project requires you to organise a meeting. You will be required to prepare and send a meeting agenda. Furthermore, you will have to take minutes of a meeting and distribute these minutes to the relevant stakeholders.
Assessment components
This assessment consists of seventasks:
Task A Short answer questions
Task B Make meeting arrangements
Task C Prepare meeting papers, agenda, and notice
Task D Role play
Task E Create minutes
Task F Distribute minutes
During this assessment, you are required to demonstrate the skills and knowledge needed to:
- Prepare meeting documentation and details
- Identify the type and purpose of the meeting
- Identify and comply with ethical, legislative and organisational requirements
- Make meeting arrangements according to meeting and participant requirements
- Prepare meeting invite, agenda, and meeting papers according to policies and procedures
- Distribute meeting invite, agenda and meeting papers within required timelines
- Confirm meeting resource requirements
- Record meeting outcomes
- Take notes during the meeting and document key decisions and actions
- Document meeting minutes and review for accuracy in line with organisational policies and procedures
- seek approval for minutes from nominated person
- Distribute post-meeting materials to attendees within required timelines
Submitting your assessment
When you are ready to submit your assessment, you will need to upload all your assessment evidence into OpenSpace in one submission. Read the Student Submission Checklist and ensure you have completed all tasks required to submit this assessment before commencing upload.
Once uploaded, your Assessor will mark your assessment submission and provide feedback to you on the Assessment Evidence Checklist attached to this assessment. You will be given either a Satisfactory or Not Yet Satisfactory result. If your result is Not Yet Satisfactory, you will be given feedback indicating what areas need addressing to gain a satisfactory result.
It is important that youkeep a copyof all electronic and hardcopy assessments submitted to Open Colleges.
Plagiarism and referencing
Plagiarism is not acceptable. Where referencing is required, Harvard referencing style should be used, unless otherwise specified. You MUST check the Plagiarism / Referencing box in the Student Submission Checklist BEFORE submitting your assessment. It may be sent back to you if you do not check this box.
Case Study
Assessment Tasks
Task A Short Answer Questions
Use the information in the case study and themeeting policy and procedureto answer the following questions.
- What type of meeting will you be organising (formal or informal)? Provide an explanation for your answer
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[Insert answer here] |
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Assessor feedback: |
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- What is the purpose of the meeting?
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[Insert answer here] |
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- Outline any specific requirements of the meeting participants?
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[Insert answer here] |
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Task B Make meeting arrangements
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Use the template below to draft an email to make the arrangements for the participant requirements and resources you identified in Task A. Ensure you have followed theMeeting Policy and Procedurefor making meeting arrangements. You need to ensure The date field is complete & adheres to correct timelines The To field is filled in & has the correct email address The body of the email is complete and includes all required information |
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Date: |
[enter details here] |
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To: |
[enter details here] |
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From: |
[enter details here] |
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Subject: |
[enter details here] |
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[enter text here] |
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Assessor feedback: |
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Task C Prepare meeting papers, agenda, and notice
This assessment task consists of three parts and your assessor will be look to see that you have completed the following
- C1 Create meeting papers
- C2 - Preparing the agenda for the meeting
- Prepare the agenda according to theMeeting Policy & Procedure
- Ensure all designated timelines are adhered to
- C3 Preparing the meeting notice
C1 Create meeting papers
This task requires you to create some meeting papers to include within your meeting notice.
To complete this assessment task
- Create a document to provide participants the information they need to prepare for the meeting. Dont forget to include any additional information the participants have requested. Please ensure all pictures included in the document are clearly labelled
- Complete this document in word based on the data and information that is found in thecase study. Your assessor will be looking to see that your meeting papers were created in line with the requirements of theMeeting Policy and Procedure.
Remember to save the file as you go so you dont lose your work. When you have completed your document, you will need to upload the file to OpenSpace, along with this completed assessment document.
Save your file as:
[student name]_[student number]_36490_03_Meeting Papers
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Assessor decision and comments |
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Assessor feedback: |
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C2 - Agenda
This task requires you to create an agenda
For this task, you will be required:
- Complete the minute template located inAppendix 2
- Ensure your Agenda meets the requirements of theMeeting Policy and Procedure
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Assessor decision and comments |
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Assessor feedback: |
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Part 3 Meeting Notice
You will need to create a meeting in Zoom to answer all components of this question. To sign up for Zoom, click here -Sign Up - Zoom. You can find video tutorials on how to set up and schedule a meeting at thislink
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Q1 |
Use the template below to create your meeting notice. Ensure you have used the relevant information in the case study and followed theMeeting Policy and Procedure. Specifically, have you made sure The date adheres to correct timelines and are consistent The email addresses are correct The correct information is included in the body of the email including mention of any relevant attachments Ask the participants to confirm if they have received their required resources |
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New meeting invite |
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Date of invite: |
[enter details here] |
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Meeting topic: |
[enter details here] |
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Required attendees: |
[enter details here] |
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Date of Meeting: |
[enter details here] |
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Location: |
[enter details here] |
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[enter text here] |
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Assessor feedback: |
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Task D Role Play
In this role play Kyla will chair the meeting and your role will be to observe and take notes of a meeting based on the scenario shared and following from tasks A, B, and C. WhileAppendix 1 Meeting Policy and Proceduresstates that the meeting should be 30 minutes (and this should be reflected in all documents), the actual length of this role playwill only be approximately 10 minutes. Your participants will read through the script provided inAppendix 5.
You will be required to create a digital recording of yourself completing the role play and submit this as evidence for assessment. Instructions for submitting digital recordings (video) are provided on theAssessment Support pagein Open Space. You must ensure you have read and complied with these requirements when creating and submitting this assessment, including identifying yourself and obtaining consent from participants.
Your Assessor will observe you during the role play and complete thePractical Skills Checklistlocated in Appendix 4.
During the role-play, you will need to demonstrate the skills and knowledge needed to:
- observe and take meeting notes,
- outline key decisions and actions for implementation.
- convey specific instructions using vocabulary appropriate to context, purpose and audience
- listen for specific information
- ask questions and listen to responses to clarify understanding
You will be involved in a scenario/role-play that involves complex interactions with real people.
When you have finished recording, you will need to upload your video file to OpenSpace, along with this completed assessment document.
Save your file as:
[student name]_[student number]_36490_03_Role Play
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The role play will include the following people: |
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Yourself playing the role of the student support officer observing and taking notes of the meeting. Person A playing the role of Professor Sam Blake Person B playing the role of Kyla, a student from the student body |
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Resources |
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You will be provided with the following resources: Access to theMeeting Policy and Procedure Character instructions and script for the participants of the role play. Participant A, Professor Sam Blake and meeting participant B, Kyla. SeeAppendix E: Character instructions. |
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You will need to provide the following resources: Access to a zoom meeting. To sign up for Zoom, click here -Sign Up - Zoom. You can find video tutorials on how to set up and schedule a meeting at thislink A real person to act as participants A and B. |
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Steps |
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Priorto the role play, you are required to: 1.Print out and provide the script and character instructions to anyone playing a role in the assessment so they can prepare and become familiar with the requirements of the role. SeeAppendix 5: Character Instructions 2.Read all the instructions for the role play and associated documentation carefully and completely. 3.Ensure you have read and complied with instructions for submitting digital recordings when creating and submitting this assessment, including identifying yourself and obtaining consent from participants - provided on theAssessment Support pagein Open Space. At thebeginningof the role play, ensure that you: Introduce yourself stating your name, student number and assessment task Introduce individuals playing Person A and B and allow them to verbally give consent for the digital recording. Duringthe role play you are required to: Observe the meeting that will be taking place between Professor Blake and Kyla. Take notes, outlining the key decisions and actions for implementation throughout the meeting. Clarifying at least one key concept mentioned in the meeting. Throughoutthe role play, make sure you: 1.Participates in verbal exchanges using appropriate style, tone and vocabulary for the audience, context and purpose. 2.Listen for specific information during meetings. 3.Ask questions and listen to responses to clarify understanding. 4.Convey specific instructions using vocabulary appropriate to context, purpose and audience. |
Task E Create minutes
Task E consists of three tasks:
- E1 compare the notes you took throughout the meeting with the notes of the chairperson.
- E2 create minutes of the meeting using the minutes template.
- E3 seek approval of minutes.
Task E1 Compare
This task requires you to compare the notes taken by Kyla with your own notes and then answer the question below.
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To: |
student.services@worlducationuniveristy.com |
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From: |
Kyla.studentbody@worlducation.edu.au |
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Notes of the meeting |
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Hi Gina, I trust that you are doing well. here are my notes that I took during the meeting that took place on the 22ndof February regarding the two social media platforms that would be used to facilitate collaboration throughout the learning process. Notes: Based on the student survey the social media platforms that students would like to use include, WhatsApp, Twitter, Kahoot and Facebook. Professor Blake the Business lecturer was provided with explanations about these social media platforms, and he further stated that the reason why the Professor is including social media platforms in the learning process both in the university and outside campus is so the students always have an individual that they can contact when they do need academic support. Professor Blakefurther mentioned that in terms of collaboration, students would also be open to engage with each other on social media platforms, as this is what excites them and grabs their attention, so when we involve learning in this, students wont find the learning process to be tedious monotone, and boring. From this, we both decided that the two social media platforms that will be used are WhatsApp and Kahoot. WhatsApp because it is one of the largest and most popular communication applications and the majority of the students would be familiar with this app. Kahoot because it will promote engagement both in the lecture rooms and outside of campus, as the students can create quizzes to test their knowledge about certain topics/concepts and revise their work. In addition to this, Professor Blake and I both agreed that the WhatsApp would be the social media platform that will be implemented by the end of February, and a training session will be provided to the lecturers on how to create WhatsApp groups by the student governing body next week. Professor Blake also mentioned that he would work with both myself and John (President of the student body) to develop the rules for the WhatsApp groups. However, the media platform Kahoot will take some time to implement, as some lecture rooms dont have projectors to perform the quiz, besides this, we also have to train the lecturers on how to use this media platform as well as inform the students about Kahoot.
The decisions discussed in the meeting will be finalised with Professor Hill and a meeting will be organised with Gina to discuss the Professors decisions. Please feel free to reach out if you have further questions. Kind regards, Kyla Gram Vice head of the Student Body. |
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Based on the comparison you have completed, were your notes accurate and consistent with Kylas? Did you need to make any updates to your notes? |
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[Please respond here] |
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Assessor feedback: |
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Task E2 Develop minutes
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After you have compared your notes to the chairpersons notes, you will need to use your notes to develop the draft meeting minutes.
For this task, you will be required: oComplete the minute template located inAppendix 3 oEnsure you draft your minutes according to theMeeting Policy and Procedure |
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[Please respond here] |
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Task E3 Seek approval
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Draft an email to the appropriate stakeholder to approve the meetings minutes. Refer toAppendix 1 Meeting Policy and Proceduresto view the requirements for getting approval for the meeting minutes |
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To: |
[enter details here] |
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From: |
Student.support@worlducation.edu.au |
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Subject: |
[enter details here] |
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Date sent: |
[enter details here] |
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[enter text here] |
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Task F Distribute minutes
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Assume you have received approval from Kyla to distribute the final meeting minutes. Use the email template below to send out the minutes to the required stakeholders. Ensure you follow the requirements in theMeeting Policy and Procedure |
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To: |
[enter details here] |
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From: |
[enter details here] |
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Subject: |
[enter details here] |
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Date: |
[enter details here] |
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Attachments |
[enter file name here] |
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[enter text here] |
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Student Submission Checklist
The following outlines the tasks that must be completed to finalise this assessment for submission:
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Have I? |
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Completed |
Uploaded to OpenSpace |
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Complete details on the cover page of this assessment workbook |
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Add student name and number to the footer on each page |
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Task A Short answer questions |
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Task B Make meeting arrangements |
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Task C Prepare meeting papers, agenda, & notice |
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Task D Role play |
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Task E Minutes |
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Task F Distribute |
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This assessment workbook (all tasks) |
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[student name]_[student number]_36490_03_Meeting Papers |
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[student name]_[student number]_36490_03_RolePlay |
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Academic Integrity/ Plagiarism check |
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ConsultAssessment Support in OpenSpacefor information on how to save and upload assessments, including large files.
Some files may have a specific file naming conventions so that they can be easily identified by the Assessor. This will be indicated in the table above AND in the individual assessment items instructions.
Assessment Evidence Checklist
The assessment evidence checklist is a record of your assessment activity outcome. Once you have submitted all parts of this assessment into OpenSpace, your assessorwill provide feedback and comments on this checklist and will provide a copy of this into OpenSpace once your assessment submission has been marked.
If you need to re-attempt the assessment task your Assessor will give you clear and direct feedback. Should you have any queries or are uncertain on the feedback you have been provided please contact your assessor before you resubmit.
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For Assessor use only |
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Student has completed and achieved all criteria for the assessment 36490/03 Project, including providing all evidence which includes: |
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Task A Short answer questions |
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Task B Make meeting arrangements |
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Task C Prepare meeting papers, agenda, and notice |
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Task D Role play |
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Task E Create Minutes |
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Task F Distribute Minutes |
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Academic Integrity/ Plagiarism |
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Outline any reasonable adjustments made: |
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Audio feedback |
Was audio feedback provided ?Y ?N Please provide link here: |
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Assessors comments: |
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If work submitted by student was found Not Yet Satisfactory advise what action is required:
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Assessors Name:?????Date[Select a date.] |
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Appendix 1: Meeting Policy and Procedures
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Meeting Policy and Procedures |
Purpose
The purpose of this policy and procedures is to ensure that all meetings are organised and conducted effectively, and according to established procedures.
Scope
Worlducation University convenes a range of meetings including regular staff meetings, meetings to discuss specific projects or issues, management meetings and client meetings. Such meetings are formal meetings.
This policy and procedures cover both formal and informal meetings, noting that formal meetings are staff meetings, management meetings and conference meetings.
This policy and procedures apply to all staff with responsibility for organising meetings at Worlducation University.
Code of conduct
The Worlducation University meeting code of conduct is as follows:
- Everyone is expected to be on time for the meeting.
- Meetings must be entered into all staff calendars to ensure that they are not forgotten.
- Mobile phones must be turned off in meetings.
- Laptops may only be used during the meeting to make notes or refer to relevant information sources.
- Everyones point of view must be respected.
Our code of conduct ensures that all ethical requirements are met.
Identifying meeting participants
Relevant staff are to be identified for participation in meetings.
Meeting agenda
The purpose of an agenda for a formal meeting is to inform the staff of when and where the meeting will be, as well as what will be discussed and done at the meeting.
The person organising the meeting must develop the agenda. The agenda must be sent with the notice of meetings (calendar invite) and has to be sent at least three days prior to the meeting.
The person organising the meeting must develop the agenda.
The Worlducation University Agenda Template must be used ensuring that:
- Each agenda item is numbered.
- The first agenda item is welcome and apologies
- Standing agenda items that must be included in each Agenda
- Welcome and apologies (1 minute)
- Introduction outline purpose of the meeting and other key information such as dates or deadlines that need to be met (1 minute)
- Recapping and closing the meeting (1 minute)
- Each agenda item is allocated an amount of time e.g., 9.00 am 9.15 am and that this is enough time for the item to be discussed.
- There is a short summary of what will be discussed under each agenda item.
Notice of meeting
The following procedures should be followed for formal meetings only.
A notice of the meeting must be sent to all participants three days prior to the meeting, except in the case of emergency meetings. This notice must be sent by the person organising the meeting.
The notice should be addressed to participants and must be sent as an invite via an email program . It must contain:
- How the meeting will be held (face to face or online)
- The purpose of the meeting and any additional requirements.
- The place, date and time of the meeting.
- Link to the meeting software, meeting IDs and any relevant passwords
- Ask the participants to confirm that they have received the required resources
Where a participant is required to attend a meeting but is interstate visiting clients, teleconference arrangements should be made for that staff member in order that they can attend the meeting. Staff members are to be advised that they will be contacted via Zoom and that they must make themselves available on Zoom at the appointed time.
Staff members who are unable to attend are expected to respond via email advising that they are unable to attend.
The notice of the meeting should also be used to remind staff to familiarise themselves with the Worlducation University the meeting code of conduct prior to the meeting.
For informal meetings, a notice of meeting should be sent in the form of an email at least two working days prior to the meeting. The notice should include the date, time and duration of the meeting, as well as a summary of the meeting and key items that will be discussed. This replaces the need for a formal agenda. Thus, the following section on Meeting agendas does not apply to informal meetings.
Meeting papers
In situations where the purpose of the meeting is for a group to make a decision of any, meeting papers need to be sent along with the meeting notice. This is to ensure that the meeting participants have the opportunity to review any relevant information in preparation for the meeting. Meeting papers should contain
- Background information on why the meeting was organised
- Any relevant data or statistics that could be used to help make decisions and set actions.
Legislation
To meet the requirement of the WHS Act, the chair of the meeting is required to conduct a short hazard inspection prior to the meeting to ensure the space is safe. Any hazards must be removed.
Ethics
Worlducation University has a strict code of ethics. Meeting participants must not promote any ideas related to self-interest or conflict of interest.
Meeting arrangements
- Informal meetings should be held in a participating staff members office or via conferencing software. No catering is required for informal meetings.
- All formal meetings are to be held in the Boardroom or via Zoom.
- All formal meetings held via Zoom must be recorded
- Meetings will generally be up to around 30 minutes. However, for longer meetings, those expected to last longer than 60 minutes, refreshments should be organised. Depending on the time of day this might be breakfast, morning tea, lunch or afternoon tea.
- All requests for services and resources for the meetings need to be organised through Human Resources
- This request should be in writing tohrmanager@worlducation.edu.auat least 5 days prior to the meeting.
- The request needs to include the following information
- The purpose of the meeting
- The service or resource that is required
- The time, date and location of the meeting
- The preferred providers for resource and participant requirements are as follows
- All interpreting services should be organised through:https://auslanservices.com/
- All catering is to be organised through Crave Catering:http://www.cravecatering.com.au/
- Stationery & computer technology should be purchased through Officeworks:https://www.officeworks.com.au
- All requests for IT resources that do not require purchasing should be organised through IT
- This request should be in writing toIT@worlducation.edu.auat least 5 days prior to the meeting.
- The request needs to include the following information
- Type of resource e.g. projector, computer software, or video conferencing software
- The name of the person who requires the software
- The time, date and location of the meeting.
- Resource efficiency checklist such ashttps://www.epa.sa.gov.au/files/8313_eechecklist.pdfshould be used for sustainability meetings.
- Where possible, meeting participants are to use their own devices.
Chairperson
A formal meeting must have a chairperson to chair the proceedings. The chairperson is required to control the meeting procedures and has the task of:
- making their own that details what was discussed in the meeting,
- introducing the meeting, including, welcoming, stating the purpose the of meeting, advising of meeting timeframe and encouraging all to participate;
- checking (and, usually, signing) the minutes of previous meetings if applicable;
- keeping time (to ensure the meeting gets through its business in the allocated time);
- facilitating discussion through encouraging all to participate;
- keeping order by focussing only on agenda items;
- ensuring everyone has an opportunity to speak;
- limiting the amount of time each staff member can have to speak on a matter; and
- making sure that decisions are reached on issues that are discussed and that everyone understands what the decisions are; and
- declaring the meeting closed.
Minutes
It is essential to keep accurate minutes of all formal meetings as follows:
- The minutes must be approved by the chairperson before being distributed to other meeting attendees.
- Minutes must be sent for approval two days after a meeting.
- Meeting Minutes Template is to be provided to the participant taking the notes of the meeting.
- Meeting minutes must be developed by the person who organised the meeting. The meeting minutes should have the following:
- The minutes must record any decisions or actions made at a meeting. Due dates for actions must also be recorded were relevant.
- Minutes should be as brief as possible without jeopardising accuracy and credibility.
- Attendances and any apologies must be noted. This is usually done at the beginning of a meeting, although if people leave early or arrive late, keep a note of this in the minutes.
- Approved Minutes will be distributed via email to all attendees as well to the person who requested the email to take place within four days of the meeting.
- Minutes should be saved using the following file name convention [Meeting Topic] Meeting_[YYYYMMDD]
- For informal meetings, a record of the meeting should be sent via email summarising the key outcomes of the meeting.
Appendix 2: Agenda Template
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Meeting agenda |
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Meeting Location: |
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Chair: |
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Please bring &/or read: |
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Agenda Items |
Time Allocated |
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Appendix 3: Minutes Template
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Minutes for Meeting Topic: |
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Description |
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Welcome |
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Meeting Purpose |
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Item discussed: Outcomes: Actions: |
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Item discussed: Outcomes: Actions: |
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Questions and responses |
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Next meeting: |
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Time: |
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Date: |
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Appendix 4: Practical Skills Checklist
Observe the students performance for the role play and verify that they have demonstrated each of the tasks below, as relevant to the situation and organisational policies, procedures and documentation:
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Task |
Date of observation: |
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The student |
Result |
Assessor Comments: |
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Speaks clearly using appropriate style, tone and vocabulary for the audience, context and purpose. |
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Listens for specific information during meetings. |
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Asks questions and listens to responses to clarify understanding. |
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Appendix 5: Character Instructions
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Meeting participant A |
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Sam Blake Role: Professor |
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Background information |
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Sam has a qualifications in Business and has worked in the industry for a long time. He is now a Business lecturer at Worlducation university, however he doesnt have knowledge about the various social media platforms, as he hasnt used them before. |
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Special instructions |
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At some point in the roleplay the student (playing the role of Worlducations student support officer) will be asking at least one question to clarify a concept mentioned in the meeting. If necessary, use the information in the script to answer the question. After you have responded to the student, you should continue on with the script. |
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Meeting participant B |
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Kyla: 24 Student |
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Background information |
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Kyla is the vice president of the student governing body and likes to take charge of meetings. Kylas mother is also a teacher, and she notices how her mother makes use of a social platform called Kahoot during her lessons to enforce collaboration. |
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Special instructions |
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At some point in the roleplay the student (playing the role of Worlducations student support officer) will be asking at least one question to clarify a concept mentioned in the meeting. If necessary, use the information in the script to answer the question. After you have responded to the student, you should continue on with the script. |
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Script |
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Kyla (chairperson): Good day everyone, I trust that everyone is well and is having a great week. The head of academics, Professor Kaylee Hill informed me that she wants to implement two social media platforms that can be used throughout the learning process both during lecturers and outside of campus. Professor Hill performed a student survey where she obtained which results on which two social media, they would use to facilitate collaboration throughout the learning. The purpose of todays meeting is to use the results from the student survey to make informed decisions and actions on two social media platforms that can be to promote engagement. Professor Blake, can you please run us through these results received from the survey. Sam: Thank you, Kyla. The social media platforms identified in the survey include: WhatsApp to has gotten the highest number of responses from students. Kahoot second highest number of responses We can look into the top two social media platforms that the students identified in the survey. However, prior to making these decisions, kindly provide me with more information about the various social media platforms as identified in the student survey. Kyla (chairperson): Sure, no problem! If you can refer to the meeting papers that Gina sent, I will explain each one to you. Lets start with WhatsApp. WhatsApp which is of the biggest communication applications that are used, with this app, students can communicate via text, call and even video someone. Group chats can be also be created on Whatsapp whereby everyone in that group will receive the same notifications.
Next is Twitter. This plaform is an online news and social networking site where people communicate in short messages called tweets.
The next platform is Instagram. Instagram was mainly designed for sharing your best photos and videos with your followers, as well as interacting and engaging with influencers.
The final platform identified with the students is Kahoot.Itis a digital learning platform that uses quiz-style games to help students learn by making the information engaging in a fun way. Based on my explanations about the various social media platforms, what two platforms do you think would be the best to implement to facilitate collaboration? Sam: The reason why the Professor is including social media platforms into the learning process both in the university and outside campus, is so the students always have an individual that they can contact when they do need academic support. In terms of collaboration, students would also be open to engage with each other on social media platforms, as this is what excites them and grabs their attention, so when we involve learning in this, students wont find the learning process to be tedious, monotone and boring. Based on your explanation about the various social media platforms as identified by the students from the survey. I think that WhatsApp groups are a great idea and the digital learning tool Kahoot can be very beneficial. Kyla (chairperson): I definitely understand when you say that learning does become boring and tedious when there is not engagement and now that the university is adding social media into the situation it would make learning more exciting and something to look forward to. In terms of the two social media platforms, I agree that WhatsApp can definitely be used, for example, each lecturer can create WhatsApp groups and add the students that they are taking for the various modules on each group, so you Mr Blake teach Business and Business administration modules, you can therefore have two sperate groups one for Business and another one for Business administration, so the students you do take for those modules would be added to the respective group. Regarding Kahoot, it creates excitement within the lecture rooms and quizzes can also be developed outside the campus by the student to maybe revise work or test their knowledge about a specific topic or concept. We just must decide which one out of these two platforms we can implement by the end of February. What are your thoughts Mr Blake? Sam: If the majority of the students already have WhatsApp we can definitely implement this as part of the learning process by the end of February. In terms of managing the group, I think the admin of these groups must be the lecturer and there have to be certain rules that have to be applied when communicating in these groups. The media platform Kahoot will take some time to implement, as some lecture rooms dont have projectors to perform the quiz, besides this, we also have to train the lecturers on how to use this media platform as well as inform the students about Kahoot. Kyla (chairperson): Yes, I agree with you. We just must propose these ideas to Professor Hill and then her perspective about these two media platforms, furthermore, I also believe that they should be a short training session for the lecturers on how to create the WhatsApp groups, this can actually be hosted by the student governing body, as we all are glued with how to use WhatsApp. This can take place next week. Sam: I definitely believe that a training session would be highly effective, however like you said Kyla, the ideas that we discussed in this meeting has to be agreed upon by Professor Hill before we can move on to the implementation phase. In terms of the rules for the WhatsApp group myself, you, and John (head of the student governing body) can work together to brainstorm a few compulsory rules that must be obeyed on the WhatsApp groups, I will arrange a meeting within the next couple of days, please look out for my calendar invite. Kyla (chairperson): I am happy to assist, I will inform John about this and yes please do send me a calendar invite.
Sam: Thank you, Kyla, let me just confirm before we end of the meeting that the two media platforms that we agreed to use is both WhatsApp and Kahoot. WhatsApp would be the social media platform that would be implemented by the end of February as this is a platform that is common and most familiar amongst people. In terms of Kahoot we will have to talk to the Professor about this platform as projectors and training sessions would have to be arranged. Kyla (chairperson): You are correct! Before concluding the meeting, are there any further questions?
Sam: No questions Kyla, however, please can you send me your presentation about the various social media platforms, thank you! Kyla (chairperson): Will do, thank you for your time, I will ask Gina to organise a meeting sometime next week to discuss the feedback we receive from Professor Hill. |
