Republic of the Philippines

UNIVERSITY OF RIZAL SYSTEM

Tanay, Rizal
Email Address: cam.ursmain2017@gmail.com
Tel No. (02) 514-4956

Office of the College of Agribusiness Management

FINAL EXAMINATION IN OA 8
(Second Semester, School Year 2021-2022)

Name Ma. Criselda A. Layusa Date Taken May 13, 2022 Score
Yr & Sec BSOA II Student No. 151-10243 Rating

Directions:  Perform the following activities:

1. Your boss would like to call for a meeting to discuss the following: Absences of
Employees, Vacancies in your company, Department Head’s report, and Company’s
compliance to ISO 9001:2015 certification to be held on April 25, 2021, 2:00 o’clock
in the afternoon at the Conference Room. All the employees are enjoined to attend.
Make a notice of meeting using your own format with the contents cited above. You
can enrich your output by giving relevant information. (10 points)

2. What do you think is the most difficult part in writing the minutes? As future secretary,
what will you do to overcome this difficulty? (10 points)

3. Create and write a memo for each of the scenarios Use the sample memo template
provided below to understand the lay-out of a memo. Edit the memos for layout,
sentence structure, and spelling. Complete the final copy of each memo. (10 points
each)

Scenario#1:
You work as a clerk in the personnel department. For the past six years you have
taken your vacation in the usual summer months. This year, however, your sister is
getting married and you will need to travel out of town and would like to take your two
week vacation in October. You are aware that vacation leave is not normally granted
at this time of year, but feel your reasons are valid. Write a memo to your unit head,
Mr. Roberts, to inform him of your situation and request your vacation for
October. (10 points)

Scenario#2:

You are the Training Co-ordinator. You have been asked to make arrangements for a
half-day seminar at the Conference Centre. The seminar is for 25 Division Chiefs
from various departments. Write a memo to the director of the Conference Centre,
Mary-Ann Downs, making arrangements for space, tables, audio-visual equipment,
and refreshments.(10points)

Page 1 of 2
The leading University in human resource development, knowledge and technology generation, and environmental stewardship.
VISION :

The University of Rizal System is committed to nurture and produce upright and competent graduates and empowered community through relevant and
MISSION : sustainable higher professional and technical instruction, research, extension, and production services.

Responsiveness, Integrity, Service, Excellence, Socially Responsible (RISES)

CORE VALUES :

GRADUATE Globally Competitive, Innovative, Adaptive, Nationalistic, Trustworthy, Service Oriented (GIANTS)
:
ATTRIBUTES
The University of Rizal System commits to deliver excellent products and services to ensure total stakeholders’ satisfaction in instruction, research,
QUALITY POLICY : extension, production and dynamic administrative support and to continuously improve its quality management system processes in compliance with
statutory and regulatory requirements.

“Nurturing Tomorrow’s Noblest”

URS-TAN-OCD-ODE-F-2017-13 Rev: 00 Effectivity Date: August 15, 2017

 Republic of the Philippines
UNIVERSITY OF RIZAL SYSTEM
Tanay, Rizal
Email Address: cam.ursmain2017@gmail.com
Tel No. (02) 514-4956

Office of the College of Agribusiness Management

Scenario#3

You are employed in the accounting department for a large company. Your
department paper shredder has been causing problems because it gets used so
much. Write a memo to the purchasing manager explaining the problem and
requesting the purchase of a new, larger capacity paper shredder. Provide a
rationale for the expense. (10 points)

Page 1 of 2
The leading University in human resource development, knowledge and technology generation, and environmental stewardship.
VISION :

The University of Rizal System is committed to nurture and produce upright and competent graduates and empowered community through relevant and
MISSION : sustainable higher professional and technical instruction, research, extension, and production services.

Responsiveness, Integrity, Service, Excellence, Socially Responsible (RISES)

CORE VALUES :

GRADUATE Globally Competitive, Innovative, Adaptive, Nationalistic, Trustworthy, Service Oriented (GIANTS)
:
ATTRIBUTES
The University of Rizal System commits to deliver excellent products and services to ensure total stakeholders’ satisfaction in instruction, research,
QUALITY POLICY : extension, production and dynamic administrative support and to continuously improve its quality management system processes in compliance with
statutory and regulatory requirements.

“Nurturing Tomorrow’s Noblest”

URS-TAN-OCD-ODE-F-2017-13 Rev: 00 Effectivity Date: August 15, 2017

 Republic of the Philippines
UNIVERSITY OF RIZAL SYSTEM
Tanay, Rizal
Email Address: cam.ursmain2017@gmail.com
Tel No. (02) 514-4956

Office of the College of Agribusiness Management

NOTICE OF MEETING

You are hereby notified that the meeting to be held on April 25, 2021, 2:00 o’clock in the afternoon
at the Conference Room. All the employees are enjoined to attend.

AGENDA

1. Absences of Employees

2. Vacancies in your company

3. Department Head’s report

4. Company’s compliance to ISO 9001:2015 certification

Ma. Criselda A. Layusa

Secretary,

Page 1 of 2
The leading University in human resource development, knowledge and technology generation, and environmental stewardship.
VISION :

The University of Rizal System is committed to nurture and produce upright and competent graduates and empowered community through relevant and
MISSION : sustainable higher professional and technical instruction, research, extension, and production services.

Responsiveness, Integrity, Service, Excellence, Socially Responsible (RISES)

CORE VALUES :

GRADUATE Globally Competitive, Innovative, Adaptive, Nationalistic, Trustworthy, Service Oriented (GIANTS)
:
ATTRIBUTES
The University of Rizal System commits to deliver excellent products and services to ensure total stakeholders’ satisfaction in instruction, research,
QUALITY POLICY : extension, production and dynamic administrative support and to continuously improve its quality management system processes in compliance with
statutory and regulatory requirements.

“Nurturing Tomorrow’s Noblest”

URS-TAN-OCD-ODE-F-2017-13 Rev: 00 Effectivity Date: August 15, 2017

 Republic of the Philippines
UNIVERSITY OF RIZAL SYSTEM
Tanay, Rizal
Email Address: cam.ursmain2017@gmail.com
Tel No. (02) 514-4956

Office of the College of Agribusiness Management

Question # 2

One of the most difficult things about taking minutes is knowing what to write down and what to
leave out. Keep these two central points in mind: Don't try to write everything down – it's impossible
and not useful. Minutes are not a blow-by-blow description of what was said. It is useful to have a
written record of the meeting, what you’ve decided to do and who is going to do it – memories are
unreliable! It is difficult to know exactly what has been agreed. No one is sticking to the point and
lots of different suggestions are being made about what to do.The discussion jumps from one item to
another before any of them are finished. Everyone is talking at once, and you can’t follow the
discussion. There is a long, confusing discussion and you don’t know which bits are important to get
down.You have been very involved in a particular issue and want to say things, but can’t minute at
the same time. You are nervous about getting it right. This is true even if the meeting is very small
and informal. Minutes keep members of the group, especially those who were not able to attend the
meeting, informed about what went on. If a meeting is well run, it makes taking minutes much easier.
It’s the Chair’s job to keep the meeting in order, but they can only do this with the co-operation of
everyone at the meeting. It is really helpful to have a clear agenda for the meeting, and for this to be
followed during the meeting. One idea is to discuss and agree together some guidelines by which
you’ll run your meetings. Some common guidelines are not interrupting, putting your hand up if you
want to talk, not having side-conversations and keeping to the agenda item under discussion.Feel free
to point out that it is impossible to take minutes if everyone is talking at once and not following the
agenda. If it’s not clear what decision has been made, ask the Chair to clarify this. It is useful for the
minute-taker to sit next to the Chair so that you can work together easily. Discuss the agenda with the
Chair before the meeting – the clearer you are about the content of the meeting, the easier it is to
minute it.Go through your minutes with the Chair after the meeting. It can be helpful to check
through what you’ve written with someone else.If you are concentrating on taking minutes, it does
limit how much you can join in the meeting – it goes with the job. If there is an item where you have
been centrally involved and have a lot to say, think about asking someone else to take minutes just for
that item. Don’t worry if your minutes are not perfect. They are a working tool, and like everything it
gets easier the more you do it.

Page 1 of 2
The leading University in human resource development, knowledge and technology generation, and environmental stewardship.
VISION :

The University of Rizal System is committed to nurture and produce upright and competent graduates and empowered community through relevant and
MISSION : sustainable higher professional and technical instruction, research, extension, and production services.

Responsiveness, Integrity, Service, Excellence, Socially Responsible (RISES)

CORE VALUES :

GRADUATE Globally Competitive, Innovative, Adaptive, Nationalistic, Trustworthy, Service Oriented (GIANTS)
:
ATTRIBUTES
The University of Rizal System commits to deliver excellent products and services to ensure total stakeholders’ satisfaction in instruction, research,
QUALITY POLICY : extension, production and dynamic administrative support and to continuously improve its quality management system processes in compliance with
statutory and regulatory requirements.

“Nurturing Tomorrow’s Noblest”

URS-TAN-OCD-ODE-F-2017-13 Rev: 00 Effectivity Date: August 15, 2017

 Republic of the Philippines
UNIVERSITY OF RIZAL SYSTEM
Tanay, Rizal
Email Address: cam.ursmain2017@gmail.com
Tel No. (02) 514-4956

Office of the College of Agribusiness Management

Scenario#1

Memo

To: Mr. Roberts,

From: Ma. Criselda Layusa

Date: May 13, 2022

Subject: Taking Vacation

Dear Mr. Roberts,

I am requesting time off from work. My sister is getting married and I will need to travel out of town

and I would like to take two week vacation in October. I will use up my remaining vacation time for

Page 1 of 2
The leading University in human resource development, knowledge and technology generation, and environmental stewardship.
VISION :

The University of Rizal System is committed to nurture and produce upright and competent graduates and empowered community through relevant and
MISSION : sustainable higher professional and technical instruction, research, extension, and production services.

Responsiveness, Integrity, Service, Excellence, Socially Responsible (RISES)

CORE VALUES :

GRADUATE Globally Competitive, Innovative, Adaptive, Nationalistic, Trustworthy, Service Oriented (GIANTS)
:
ATTRIBUTES
The University of Rizal System commits to deliver excellent products and services to ensure total stakeholders’ satisfaction in instruction, research,
QUALITY POLICY : extension, production and dynamic administrative support and to continuously improve its quality management system processes in compliance with
statutory and regulatory requirements.

“Nurturing Tomorrow’s Noblest”

URS-TAN-OCD-ODE-F-2017-13 Rev: 00 Effectivity Date: August 15, 2017

 Republic of the Philippines
UNIVERSITY OF RIZAL SYSTEM
Tanay, Rizal
Email Address: cam.ursmain2017@gmail.com
Tel No. (02) 514-4956

Office of the College of Agribusiness Management

the year. In past six years you haven't taken my vacation in the usual summer months. I hope my

request will be granted. Thank you for your time and understanding, it is greatly appreciated.

Sincerely,

Ma. Criselda A. Layusa

Scenario#2

MEMORANDUM

To: Mary-Ann Downs, Conference Centre Director

From: Ma. Criselda A. Layusa, Training Coordinator
Date May 13, 2022
Subject: Request for the use of Conference Centre

Our company will be having a half-day seminar on May 20, 2022. We wish to hold it in your
Conference Centre. As the Training Coordinator, I would like to request the following arrangements
for the said seminar:

Page 1 of 2
The leading University in human resource development, knowledge and technology generation, and environmental stewardship.
VISION :

The University of Rizal System is committed to nurture and produce upright and competent graduates and empowered community through relevant and
MISSION : sustainable higher professional and technical instruction, research, extension, and production services.

Responsiveness, Integrity, Service, Excellence, Socially Responsible (RISES)

CORE VALUES :

GRADUATE Globally Competitive, Innovative, Adaptive, Nationalistic, Trustworthy, Service Oriented (GIANTS)
:
ATTRIBUTES
The University of Rizal System commits to deliver excellent products and services to ensure total stakeholders’ satisfaction in instruction, research,
QUALITY POLICY : extension, production and dynamic administrative support and to continuously improve its quality management system processes in compliance with
statutory and regulatory requirements.

“Nurturing Tomorrow’s Noblest”

URS-TAN-OCD-ODE-F-2017-13 Rev: 00 Effectivity Date: August 15, 2017

 Republic of the Philippines
UNIVERSITY OF RIZAL SYSTEM
Tanay, Rizal
Email Address: cam.ursmain2017@gmail.com
Tel No. (02) 514-4956

Office of the College of Agribusiness Management

1. I would like to request the use of your biggest conference hall which could be occupied by at least
150 people.
2. I would like to specifically request the arrangement of tables and chairs. Only ten people per table
is advised. This is to easily facilitate the workshops.
3. Since we will be having a seminar, I would like to request wireless microphones, speakers, d
projectors.
4. Lastly, we will be availing your catering services for our snacks and refreshments.
I look forward to your favorable response as soon as possible regarding this matter.

Yours sincerely,

Ma. Criselda A. Layusa

Scenario #3

MEMORANDUM

To: Mr David Tan, Purchasing Manager

From: Ma. Criselda A. Layusa, Accounting Department
Date: 13 May 2022
Subject: Request for a New Paper Shredder

In reference to the conversation we had in last week's meeting, I am writing to officially request the
purchase of a new paper shredder.

Page 1 of 2
The leading University in human resource development, knowledge and technology generation, and environmental stewardship.
VISION :

The University of Rizal System is committed to nurture and produce upright and competent graduates and empowered community through relevant and
MISSION : sustainable higher professional and technical instruction, research, extension, and production services.

Responsiveness, Integrity, Service, Excellence, Socially Responsible (RISES)

CORE VALUES :

GRADUATE Globally Competitive, Innovative, Adaptive, Nationalistic, Trustworthy, Service Oriented (GIANTS)
:
ATTRIBUTES
The University of Rizal System commits to deliver excellent products and services to ensure total stakeholders’ satisfaction in instruction, research,
QUALITY POLICY : extension, production and dynamic administrative support and to continuously improve its quality management system processes in compliance with
statutory and regulatory requirements.

“Nurturing Tomorrow’s Noblest”

URS-TAN-OCD-ODE-F-2017-13 Rev: 00 Effectivity Date: August 15, 2017

 Republic of the Philippines
UNIVERSITY OF RIZAL SYSTEM
Tanay, Rizal
Email Address: cam.ursmain2017@gmail.com
Tel No. (02) 514-4956

Office of the College of Agribusiness Management

Our department paper shredder was purchased three years ago. Since then it has been used more than
20 times every working day. Given that we deal with a lot of confidential documents that need to be
shredded once we are done with them, the paper shredder is used a lot. Because of the overused the
machine is no longer working optimally. It no longer shreds properly and there are days it could not
be used at all.

So the department is requesting for a new paper shredder that could handle the volume of documents
we need to shred daily. If feasible that this could be done as soon as possible so that we would not
have too many documents not shredded.

I hope to receive your response as soon as possible.

Sincerely,

Ma. Criselda A. Layusa

Page 1 of 2
The leading University in human resource development, knowledge and technology generation, and environmental stewardship.
VISION :

The University of Rizal System is committed to nurture and produce upright and competent graduates and empowered community through relevant and
MISSION : sustainable higher professional and technical instruction, research, extension, and production services.

Responsiveness, Integrity, Service, Excellence, Socially Responsible (RISES)

CORE VALUES :

GRADUATE Globally Competitive, Innovative, Adaptive, Nationalistic, Trustworthy, Service Oriented (GIANTS)
:
ATTRIBUTES
The University of Rizal System commits to deliver excellent products and services to ensure total stakeholders’ satisfaction in instruction, research,
QUALITY POLICY : extension, production and dynamic administrative support and to continuously improve its quality management system processes in compliance with
statutory and regulatory requirements.

“Nurturing Tomorrow’s Noblest”

URS-TAN-OCD-ODE-F-2017-13 Rev: 00 Effectivity Date: August 15, 2017

 Republic of the Philippines
UNIVERSITY OF RIZAL SYSTEM
Tanay, Rizal
Email Address: cam.ursmain2017@gmail.com
Tel No. (02) 514-4956

Office of the College of Agribusiness Management

Prepared and Submitted by:

EUSELLE P. SUAREZ, Ph D
Subject Professor

Page 1 of 2
The leading University in human resource development, knowledge and technology generation, and environmental stewardship.
VISION :

The University of Rizal System is committed to nurture and produce upright and competent graduates and empowered community through relevant and
MISSION : sustainable higher professional and technical instruction, research, extension, and production services.

Responsiveness, Integrity, Service, Excellence, Socially Responsible (RISES)

CORE VALUES :

GRADUATE Globally Competitive, Innovative, Adaptive, Nationalistic, Trustworthy, Service Oriented (GIANTS)
:
ATTRIBUTES
The University of Rizal System commits to deliver excellent products and services to ensure total stakeholders’ satisfaction in instruction, research,
QUALITY POLICY : extension, production and dynamic administrative support and to continuously improve its quality management system processes in compliance with
statutory and regulatory requirements.

“Nurturing Tomorrow’s Noblest”

URS-TAN-OCD-ODE-F-2017-13 Rev: 00 Effectivity Date: August 15, 2017