National Assessors Face to Face Meeting

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					National Assessors Face to Face Meeting

Purpose
     To ensure that, Assessors Meetings are organised, arrangements and procedures are
     in place for the meetings to run smoothly.

Scope
     The Assessors Meetings are twice a year, preparation should commence one month
     before each meeting. Assessors should be notified as soon as a date and booking of
     venue is known for each meeting.

Actions and responsibilities

     Action                                                               Responsibility
          1. Notify Assessors by email of upcoming meeting date as        Assessments
             soon as dates are identified & request for RSVP.             Coordinator
          2. Two months before the meeting, issue a reminder email        Assessments
             with the travel form and request for RSVP confirmation if    Coordinator
             not yet received.
          3. Book venue and using RSVP numbers & reserve                  Assessments
             tentative accommodation requirements.                        Coordinator
          4. One month before the meeting, send a date and venue          Assessments
             confirmation email to the assessors and request for          Coordinator
             agenda items. Allow five business days for submissions.
          5. Collate information received from Assessors and forward      Manager Assessor
             to National Manager, Assessments                             Allocation
          6. Consider Agenda items and finalise                           National Manager
                                                                          Assessments
          7. Send out Meeting Agenda to Assessors and other               Assessments
             attendees                                                    Coordinator
          8. Organise flights & accommodation for Guild staff             Assessments
                                                                          Coordinator
          9. Organise refreshments, meals and other meeting               Assessments
             requirements two weeks from the date of meeting.             Coordinator
          10. On the day of the meeting, ensure that venue is set up as   Assessments
              required and all refreshments and meal schedules are        Coordinator
              confirmed.
          11. During the meeting, note actions and important              Assessments
              decisions.                                                  Coordinator
          12. Circulate meeting Action Items and manage the list          Manager Assessor
                                                                          Allocation
          13. Process travel claim forms                                  Assessments
                                                                          Coordinator
          14. Organise payment of venue invoice                           Assessments
                                                                          Coordinator
          15. Approve payment of venue invoice                            National Manager
                                                                          Assessments




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Templates

       Agenda Template Minutes Template

       Flight Booking Template,

       Travel Claim Form



Authority
     Author: Assessor Allocation Coordinator/ Assessment Coordinator, QCPP
     Approval: National Manager Assessments, QCPP
     Date approved:


1.     Assessors notified by email of upcoming meeting, RSVP date for attendance.
       Discuss at previous assessors meeting a date for the next meeting; email this date
       out to assessors (as soon as possible after the previous meeting) with a RSVP date.
       Make RSVP date two months to the next meeting.


2.     Two months before the meeting, issue a reminder email with the travel form
       and request for RSVP confirmation if not yet received
       Issue a reminder email with the travel form and request for RSVP confirmation if not
       yet received.
       Request any special dietary requirements.
       Send travel forms to assessors for reimbursement.


3.     Book venue and using RSVP numbers & reserve tentative accommodation
       requirements.
       Organise accommodation for guild staff and reserve booking for a number of rooms
       for assessors,


4.     One month before the meeting, send a date and venue confirmation email to the
       assessors and request for agenda items. Allow five business days for
       submissions.
       Once the date and venue is set, email assessors the details, requesting agenda
       items.


5.     Collate information received from Assessors and forward to National Manager,
       Assessments
       Manager Assessor Allocation collates and drafts agenda


6.     Consider Agenda items and finalise
       National Manager Assessments finalises the agenda.




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2/06/2009
7.    Send out Meeting Agenda to Assessors and other attendees
8.    Organise flights & accommodation for Guild staff
      Confirm accommodation and flights for guild staff; confirm reservation of number of
      rooms for assessors if possible. Confirm with venue room set up, menus, computers,
      power point equipment etc.
      Two months out to meeting finalize venue and number of staff and assessors
      attending. Finalize room set up, menus, computers, power point equipment etc.


9.    Organise refreshments, meals and other meeting requirements two weeks from
      the date of meeting.
      Confirm with venue menu and special dietary requirements.
      Confirm with venue room set up, computers, power point equipment etc
10.   On the day of the meeting, ensure that venue is set up as required and all
      refreshments and meal schedules are confirmed.


11.   During the meeting, note actions and important decisions.
      Either the Assessor Allocation Coordinator or Assessment Coordinator scribe actions,
      minutes and decisions at the meeting.
      Ensure that actions and decision minutes are drafted by the Assessment Coordinator
      and finalised by the National Manager Assessment two weeks after the meeting


12.   Circulate meeting Action Items and manage the list
      After the action items are finalised, Manager Assessment Allocation disseminates the
      list of action items to assessors, all QCPP staff and other attendees.


13.   Process travel claim forms

14.   Organise payment of venue invoice


15.   Approve payment of venue invoice
      Wait till meeting has finished, process travel claim forms, checking travel claim is
      reasonable, code travel claim forms and give to National Manager, Assessment for
      approval, sign and date.
      Scan and save electronically, give original travel claim form to Senior Account
      Manager.




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