Assessment Task 3: Diversity objectives

implementation project

Task summary
In this assessment task, you are required to review initiatives in the Workforce Plan for King
Edward VII College relating to recruitment and diversity. You will also assist the College in being
recognised as an employer of choice and implement the required actions.

You are also required to prepare for and conduct an informal meeting with your team to discuss
a document you have developed.

This assessment is to be completed in the simulated work environment in the RTO.

Required
 Access to textbooks/other learning materials
 Computer with Microsoft Office and internet access
 Recruitment, Selection and Induction Policy and Procedures
 Meeting Agenda Template
 Meeting Policy and Procedures

Timing
Your assessor will advise you of the due date of these submissions.

Submit
 Answer all questions
 Email with updated Recruitment, Selection and Induction Policy and Procedures
 Email with Diversity Calendar and Calendar Meeting Agenda attached
 Draft email with Revised Diversity Calendar
 Corrected email with Revised Diversity Calendar

Assessment criteria
For your performance to be deemed satisfactory in this assessment task, you must satisfactorily
address all of the assessment criteria. If part of this task is not satisfactorily completed, you will
be asked to complete further assessment to demonstrate competence.
Re-submission opportunities
You will be provided feedback on their performance by the Assessor. The feedback will indicate
if you have satisfactorily addressed the requirements of each part of this task.
If any parts of the task are not satisfactorily completed, the assessor will explain why, and
provide you written feedback along with guidance on what you must undertake to demonstrate
satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date.
You have the right to appeal the outcome of assessment decisions if you feel that you have
been dealt with unfairly or have other appropriate grounds for an appeal.
You are encouraged to consult with the assessor prior to attempting this task if you do not
understand any part of this task or if you have any learning issues or needs that may hinder you
when attempting any part of the assessment.
Assessment Task 3 Instructions

Review the following information from the King Edward VII College Workforce Plan:

Issue/need Action Outcomes Resources Timelines

Attract and retain a Update recruitment, Organisational Human End 2018
diverse workforce/be selection and capacity to fill resources
known as an employer induction vacancies
of choice regarding procedures to
diversity increase diversity of
employees
Acknowledging and Develop a calendar Various important Human End 2018
celebrating calendar of events dates and cultural resources
days that relate to events are
workplace diversity advertised and
celebrated

Complete the following activities:

1. Update Recruitment, Selection and Induction Policy and Procedures to increase

diversity
Review the scenario information above, as well as the Recruitment, Selection and
Induction Policy and Procedures for King Edward VII College.

Use the internet to research best practice for increasing diversity through improved
recruitment and selection practices.

Update the recruitment, selection and induction policy and procedure to reflect best
practice procedures for increasing diversity in recruitment and selection.

King Edward VII College

Recruitment, selection and induction policy and procedures

Policy Statement

King Edward VII College is committed to recruiting and selecting quality staff. It is also
committed to inducting staff to ensure that they understand their job role and can follow
all required procedures.

Principles

Selection decisions will always be made on merit, to avoid discrimination and

unfairness.
Scope

This policy and procedure apply to all staff who undertake recruitment, selection,
induction and termination. This policy and procedure are supported by, and linked to
the company’s Strategic Plan, and Staff Code of Conduct.

Procedures

Recruitment, selection and appointment.

The following procedures will be followed for recruitment.

 Prior to the recruitment process commencing, HR develops a position

description or accesses an existing position description. Ensure that all
information in the position description is accurate and identifies the key
responsibilities, key selection criteria and desirable skills and attributes.
 HR will advertise the position using the organisation’s preferred medium(s) and
advertisement templates. Advertisements will clearly specify the purpose of the
role, key selection criteria, mandatory qualifications and a contact name and
number,
 Following the receipt of applications, HR and the responsible manager wil
develop a shortlist of applicants based on the applications provided and their
suitability to the role. Ensure that all shortlisted applicants have the mandatory
qualifications required of the position or the ability to obtain them.
 Interview of shortlisted candidates will be completed with HR and the
responsible manager. Standard questions will be used and accurate notes will
be taken.
 Following the interview, HR and the responsible manager will agree on the
selected applicant and referee checks will occur using the Reference Check
form.
 Letter of offer is developed using standard letter template and sent out to
successful candidate/s
 Rejection letter is developed using standard letter template and sent to
unsuccessful candidates

Induction
 HR creates a staff file for the new staff member and all documents
relating to the recruitment process are stored.
 Staff member completes all required documentation for employment,
including contracts, staff details forms and TFN form.
 Ensure signed contract is on file.
 Induction plan is created, and initial induction completed.
 Inductions as per plan are conducted during the first three months,
which is also the probationary period.
 At least 2 days prior to the probationary period lapsing, HR will hold a
review and support session with the employee. This session is to be
used as a feedback and review opportunity from both parties on the
probationary period.
 A forward plan for development and training needs is to be developed
during this session and agreed to by the employee.
  If the employee’s performance is not satisfactory, the termination
procedure must be followed.

Supporting documents
 Position description template
 Advertisement templates
 Letter of offer
 Award
 Employment Contract template
 Unsuccessful candidate template
 Induction plan
 Induction checklist

RECRUITING BEST PRACTICES

These best practices have been collected from academic sources, interviews with
hiring committee
members and recruiters and best practices from other recruiting toolkits and internet
resources.

ADVERTISING FOR DIVERSITY

Advertise with professional organizations.
Ask professional organizations for names of potential candidates.
Include affirmative action policy or statement in advertisements and websites.

TARGET RECRUITMENT ACTIVITIES TO UNDERREPRESENTED POPULATIONS

Discuss hiring goals with the Human Resources Liaison and obtain the profile of the
department, the demographics of current staff, and any affirmative action goals.
Include the ways in which the work would help underrepresented populations in all
messages.
Partner with minority-serving institutions in the area to develop recruitment plans.
Attend job fairs at local community, junior, and 4-year colleges that serve primarily
underrepresented populations.
Ask existing staff speak or guest lecture at classes at local community, junior, and 4-
year colleges that serve primarily underrepresented populations.
Provide opportunities for potential candidates to get a sense of the diversity in the
workplace or broader community (such as a tour or attendance at an event).
Create a diverse recruiting and/or hiring team.
Personalize recruitment; call applicants and follow up.
Reach out and find candidates. Use the internet and social media tools like LinkedIn to
find competitive candidates.
Recruit continuously—not only when there are openings. Maintain professional
networks and make note of potential candidates from underrepresented groups. If
possible, build and develop relationships with potential candidates, keeping them in
mind for future openings and/or asking them to assist in recruiting from their own
networks.
Maintain a file of resumes and contact information for potential candidates from
underrepresented groups.
ON-THE-JOB MENTORSHIPS AND CAREER LADDERS
Increase (and publicize) ability for advancement.
Provide information on training and mentorship opportunities.
Create career development and mentorship opportunities within the organization.
Provide mentors for staff from underrepresented groups (compensate mentors, if
possible).
Offer compensation (or other benefits) for participation in diversity recruitment and
community outreach endeavors including participation in conferences, committees, or
coalitions related to diversity and the reduction of disparities.

DEMONSTRATING AN ORGANIZATIONAL COMMITMENT TO DIVERSITY

Make King Edward VII College’s commitment to diversity public.

Integrate elements of diversity, equity, and inclusion into management and employee
performance reviews and professional development plans.
Review policies that affect work/life balance and make changes to reflect changing
family structures, home situations, and cultural norms.
Enforce accountability among staff, departments, and units to demonstrate a
commitment to providing a high quality level of care to all divisions.

2. Send an email to the CEO (your assessor).

The text of the email should be in grammatically correct English, written in an
appropriate (polite, business-like) style.
It should introduce and summarise the contents of the attachment.
The email text should outline the importance of diversity in recruitment and selection
as well as key changes that you have made to the Policy and Procedures.

Attach your Updated Recruitment, Selection and Induction Policy and Procedures to
the email.

To: CEO

Subject: Updated Recruitment, Selection and Induction Policy and Procedures

Dear CEO,

In attachment follows the Updated Recruitment, Selection and Induction Policy and
Procedures.

The new updates include the new topics below:

RECRUITING BEST PRACTICES

ADVERTISING FOR DIVERSITY

TARGET RECRUITMENT ACTIVITIES TO UNDERREPRESENTED POPULATIONS

ON-THE-JOB MENTORSHIPS AND CAREER LADDERS

DEMONSTRATING AN ORGANIZATIONAL COMMITMENT TO

DIVERSITY).

Not forgetting to mention the importance of diversity in recruitment and selection. While
skills are a valuable asset in the workforce, diversity must be a priority as well. By
including diversity in a company, the recruiting and retention rates are more successful
because it puts a company at a competitive advantage, there is greater productivity
and engagement, and increased customer service.

If you have any further questions please do not hesitate in contacting me.

Regards,

Adilson Junior.

3. Develop a diversity calendar for 2020

Review the scenario information above.
Research important dates for diversity and cultural events occurring in 2019 in
Sydney.
Identify at least 6 important dates and develop a calendar of events. For each event,
identify how the College will celebrate that day or event.

Your calendar may be developed in any format, as long as it addresses the above
content requirements.

Diversity Calendar

Diversity calendar for 2020

LGBT: Gertrude Stein, birthday of the 2/3/2020
most celebrated lesbian author of the
early 20th century
Irish: St Patrick’s Day – honors Ireland’s 17/09/2020
patron saint, who brought Christianity to
Ireland
Cancer Survivor: David Servan- 21/04/2020
Schreiber given 6 months to live with
brain cancer, he survived 15 years, as
documented in books such as
Anticancer: A New Way of Life
France: Bastille Day celebrates the start 14/07/2020
of the French Revolution in 1789 and the
eventual end of monarchical rule
Women’s Equality Day 26/08/2020
4. Develop a meeting agenda.
The agenda should conform to the Meeting Policy and Procedures.

It should clearly show the date and time for the meeting, as well as who is to attend
the meeting and items for discussion as per the scenario information and meeting
policy and procedure. Note that the meeting will last for about 15 minutes.

Your assessor will advise you of the date and time for the meeting.

Use the Meeting Agenda Template to guide your work.

Save this version of the document as Calendar Meeting Agenda.

King Edward VII College

Calendar Meeting Agenda

Meeting Date: 16/05/2020

Meeting
15 minutes
Time/durati
on:

Meeting Location: Meeting room

Attendees: Management team

Chair:

Please bring Laptop

&/or read:

Agenda Items Time

Allocated
1 Welcome and apologies 2 minutes

2
5 minutes
Presentation of new calendar
 3
3 minutes
Short discussion about diversity
4
3 minutes
Feedback
5 Closed
2 minutes

5. Send an email to King Edward VII College staff (your assessor).

The text of the email should be in grammatically correct English, written in an
appropriate (polite, business-like) style.
It should introduce and summarise the contents of the attachments.

The email text should explain the purpose of the calendar and requesting that staff
attend an informal meeting to discuss it, and any suggestions they have.

Attach your Diversity Calendar and Calendar Meeting Agenda to the email.

To: Staff Members

Subject: Diversity Calendar and Calendar Meeting Agenda

Deas,

In attachment follows the Diversity Calendar and Calendar Meeting Agenda.

I would like to introduce these data to promote diversity and greater inclusion in our
college.

Please see the agenda. I would like that all of you attend an informal meeting to discuss it,
and any suggestions you have

If you have any further questions please do not hesitate in contacting me.

Regards,

Adilson Junior.

6. Conduct an informal meeting with some staff members.

The objectives of the meeting are to discuss the workforce plan you have developed
and seek the Management Team’s input.

You are required to conduct the meeting in the role of the Chair. Review the Meeting
Policy and Procedures to make sure that you understand and can apply the Chair’s
role and responsibilities.
 One staff member will be roleplayed by your assessor and the other two staff will be
roleplayed by two other students. Each student roleplaying a staff member will be
briefed by the assessor to make suggestions for the calendar during the meeting.

Chair the meeting in accordance with the meeting policy and procedures. This
includes:
 Introducing the meeting by stating the purpose of the meeting and encouraging all team
members to contribute
 Ensuring that the meeting follows the requirements of the Chairperson as outlined in
the meeting policy and procedure
 Ensuring that the meeting is kept to time and focused on the specified purpose

Conduct the meeting according to the agenda in the email ensuring that:
 You share your own ideas for calendar entries
 You seek the ideas from the staff team
 All ideas are discussed and at least four ideas are agreed on
 You facilitate a consensus on the activities and events to include in the calendar
 Explain that you will send an email to report on outcomes.

During the meeting, you are required to demonstrate effective communication skills
as follows:
 Speaking clearly and concisely
 Using non-verbal communication to assist with understanding
 Asking questions to identify required information
 Responding to questions as required
 Using active listening techniques to confirm understanding.

7. Revise your diversity calendar

Using the feedback that you received from the College’s staff members during the
meeting, revise the diversity calendar to include all of the activities that were agreed
on at the meeting.

Save this version of the file as Revised Diversity Calendar.

Diversity Calendar

Diversity calendar for 2020

LGBT: Gertrude Stein, birthday of the 2/3/2020
most celebrated lesbian author of the
early 20th century
Irish: St Patrick’s Day – honors Ireland’s 17/09/2020
patron saint, who brought Christianity to
Ireland
Cancer Survivor: David Servan- 21/04/2020
Schreiber given 6 months to live with
brain cancer, he survived 15 years, as
documented in books such as
Anticancer: A New Way of Life
Mormon: Brigham Young religious leader 01/06/2020
of the Church of Jesus Christ of Latter-
day Saints
France: Bastille Day celebrates the start 14/07/2020
of the French Revolution in 1789 and the
eventual end of monarchical rule
Women’s Equality Day 26/08/2020

8. Send an email to your team (your assessor).

You are required to demonstrate that you able to review and revise text, so this
email will be the draft version, and the next will be the revised version of an email.
Assume that you have agreed on all of the diversity activities to go into the calendar
discussed at the meeting.
Draft an email to be sent to the team that briefly details the meeting outcomes and
lists the activities agreed on, as well as the agreed times.
Finish the text with a note that you will be correcting the email and sending the
corrected version shortly.
This email should have the word “Draft” in its title.
Send the draft email to your assessor.
Attach the Revised Diversity Calendar to the email.

To: Staff Members

Subject: Draft Email

Diversity Calendar

Deas,

I would like to thank you your participation in our last meeting. It was great to see that
all of you are inclusive people and you respect each others differences.

I will add the Mormon: Brigham Young religious leader of the Church of Jesus Christ of
Latter-day Saints on our calendar.

I will will be correcting the email and sending the corrected version shortly.

If you have any further questions please do not hesitate in contacting me.

Regards,

Adilson Junior.

9. Send an email to your assessor.

Re-open the sent email and carefully check it for spelling and grammar and ensure
that it is a true and accurate record of the meeting. This email gives you the
 opportunity to demonstrate to your assessor that you are able to correct your
own work accurately, so this email needs to contain text that is an improvement
on the previous one.
When finished, send this revised draft of the email to your
assessor. This email should have the word “Revised” in its title.

Attach the Revised Diversity Calendar to the email, too.

It should be sent within the timeframes set out in the Meeting Policy and
Procedures.

To: Assessor

Subject: Revised Diversity Calendar

Dear,

I would like to thank you your participation in our last meeting. It was great to see that
all of you are inclusive people and you respect each others differences.

I will add the Mormon: Brigham Young religious leader of the Church of Jesus Christ of
Latter-day Saints on our calendar.

If you have any further questions please do not hesitate in contacting me.

Regards,

Adilson Junior.

Assessment Task 3 Checklist

Student’s name:

Satisfactory
Did the student: performance Comments
Yes No
Demonstrate the ability to implement workforce
planning initiatives to attract and retain a diverse
workforce?
Demonstrate the ability to review workforce plan
requirements to support the attraction and retention a
diverse workforce?
Demonstrate the ability to research and develop
required documentation?
Demonstrate the ability to share information with
staff?
Develop a notice for an informal meeting according to
the Meeting Policy and Procedures?
Student’s name:
Satisfactory
performance
Did the student: Yes No Comments
Send the email to each identified meeting participant
at least two working days prior to the meeting?
Chair the meeting as required?
Conduct the meeting according to the agenda?
Include in the email a summary of the outcomes of
the meeting?
Correctly reflect the meeting’s discussion in email
summarising meeting outcomes?
Check email for spelling and grammar and to ensure
that it is a true and accurate record of the meeting?
Make changes to email as required?

Task Outcome: Satisfactory  Not Satisfactory 

Assessor name

Assessor signature

Date