SayPro Meeting Minutes: Summaries of Discussions and Decisions Made

Date: 01 January 2025
Time: 10:00 AM – 12:00 PM
Location: SayPro Headquarters / Virtual Meeting Room
Meeting Type: Monthly Assessor and Moderator Report & Meeting
Facilitator: [Facilitator’s Name]
Note-Taker: [Note-Taker’s Name]
Attendees:

• [Attendee 1 Name] (Role)
• [Attendee 2 Name] (Role)
• [Attendee 3 Name] (Role)
• [Attendee 4 Name] (Role)
• [Attendee 5 Name] (Role)
• [Attendee 6 Name] (Role)

Apologies:

• [Apologies List]

1. Welcome and Opening Remarks

• Facilitator’s Introduction: The meeting commenced with a welcome note from [Facilitator’s Name], who outlined the primary agenda points and the objectives of the meeting.
• Meeting Objectives:
  • Review monthly assessor and moderator performance reports.
  • Discuss areas for improvement in assessment and moderation processes.
  • Share updates on recent training programs and resources provided to assessors and moderators.
  • Identify key challenges faced by assessors and moderators during the assessment cycle.

2. Approval of Previous Meeting Minutes

• Action: The minutes from the previous meeting held on [Previous Meeting Date] were reviewed and approved without amendments.
• Decision: Approved by [Attendee Name] and seconded by [Attendee Name].

3. Review of Monthly Assessor and Moderator Report

• Summary of Report:
  • The facilitator presented a summary of the January 2025 Assessor and Moderator Report, covering the following key topics:
    • Assessment Quality: No significant issues in assessment design, though a few instances of inconsistent feedback were noted.
    • Moderator Feedback: All moderators provided feedback on assessments within the designated timelines; however, a few delays were observed due to unforeseen technical issues.
    • Learner Feedback: A few learners reported issues with clarity in certain assessment instructions, which were flagged for review.
  • Decisions Made:
    • The team agreed that the issue with feedback inconsistency should be addressed by revising rubrics and providing more in-depth moderator training.
    • A follow-up review of the assessment instructions would be conducted to ensure that they are clear and accessible to all learners.

4. Discussion of Challenges Faced by Assessors and Moderators

• Challenge 1: Inconsistent Feedback and Grading
  • Issue: Some assessors were providing varying levels of feedback, leading to confusion among learners and questions about grading consistency.
  • Discussion: [Attendee 1 Name] proposed more frequent calibration sessions between assessors to ensure alignment in grading. [Attendee 2 Name] suggested the implementation of a peer review system for assessors to provide feedback on each other’s assessments.
  • Decision:
    • It was decided to organize quarterly calibration sessions for all assessors to enhance consistency in grading.
    • A pilot peer review program will be implemented in the next cycle to gather feedback and assess its effectiveness.
• Challenge 2: Technical Difficulties in Online Assessments
  • Issue: Technical issues, including system downtime and slow performance, affected the delivery of online assessments in certain areas.
  • Discussion: [Attendee 3 Name] emphasized the need for better technical infrastructure and a more robust support system for learners during assessments. [Attendee 4 Name] mentioned that some assessors were not properly trained in managing the technical aspects of online assessment platforms.
  • Decision:
    • The IT team will conduct an in-depth review of the current system to address performance issues.
    • Training will be provided to assessors on handling technical challenges, including troubleshooting common issues and supporting learners during assessments.
• Challenge 3: Learner Confusion with Assessment Instructions
  • Issue: Several learners reported difficulty understanding certain instructions, especially in complex assessment scenarios.
  • Discussion: [Attendee 5 Name] suggested simplifying the language used in assessment instructions and incorporating multimedia elements (e.g., videos or infographics) to clarify the process.
  • Decision:
    • A task force will be formed to review and revise assessment instructions for clarity, with a focus on simplifying language and adding multimedia aids where possible.

5. Review of Recent Training Programs

• Training for Assessors:
  • The facilitator provided an update on the recent training program for assessors, which focused on improving feedback quality, enhancing assessment design, and maintaining consistent grading.
  • Feedback from Participants: Overall, the feedback from the assessors was positive, with many indicating that they found the training useful in addressing some of the issues observed in previous cycles.
  • Decision:
    • A follow-up training session will be scheduled in [Month/Quarter], focusing on areas where further improvement is needed, such as handling technical difficulties and managing large volumes of assessments.
• Moderator Training:
  • A new moderator training module, covering best practices for moderation, conflict resolution, and maintaining fairness, was presented.
  • Decision:
    • It was decided that all moderators should complete the new training module before the next assessment cycle to ensure consistency across the moderation process.

6. Resource Allocation and Support for Assessors and Moderators

• Assessment Tools and Resources:
  • [Attendee 6 Name] suggested that assessors would benefit from additional resources such as more comprehensive rubrics and better access to digital tools for managing assessments.
  • Discussion: Several attendees agreed that resources like rubrics, training materials, and assessment templates should be regularly updated and made more easily accessible through the SayPro website or internal resource portal.
  • Decision:
    • A review of current resources will be conducted, and a plan to update and organize these resources more effectively will be implemented by [Assigned Person/Team].
    • A feedback survey will be sent to all assessors and moderators to collect suggestions on improving the tools and resources provided to them.

7. Updates on Upcoming Assessment Cycles

• Upcoming Changes:
  • The facilitator announced that the next assessment cycle would introduce updated assessment formats, with a stronger focus on practical, real-world applications.
  • Discussion: There was consensus on the importance of ensuring that the new assessments are appropriately designed and tested to meet the needs of learners.
  • Decision:
    • A working group will be formed to assist in the redesign of assessment formats, ensuring they align with learning objectives and industry standards.
    • The new assessments will be piloted in selected courses before being rolled out more broadly.

8. AOB (Any Other Business)

• Proposal for Learner Engagement Strategies:
  • [Attendee 1 Name] proposed creating more interactive learner engagement strategies to ensure that learners are motivated and prepared for assessments.
  • Discussion: The group agreed that increasing engagement, such as through regular check-ins and feedback sessions, would improve learner outcomes.
  • Decision:
    • A learner engagement strategy will be developed, with a focus on pre-assessment engagement, ongoing support, and post-assessment reflection.

9. Summary of Decisions

• Quarterly Calibration Sessions for Assessors: To ensure grading consistency, assessors will attend quarterly calibration sessions.
• Peer Review Program for Assessors: A pilot peer review program will be initiated for the next assessment cycle.
• Improved Learner Support for Online Assessments: IT support and assessor training will be strengthened to handle technical issues.
• Revision of Assessment Instructions: The assessment instruction language will be simplified, and multimedia will be added to improve clarity.
• New Training for Moderators: All moderators will complete the new training module before the next cycle.
• Review of Resources for Assessors and Moderators: A comprehensive review of resources will be done to ensure ease of access and usefulness.

10. Next Meeting Date

• The next meeting is scheduled for 01 February 2025 at 10:00 AM.

Meeting Adjourned at 12:00 PM.

Minutes Approved By: [Facilitator Name]
Minutes Submitted By: [Note-Taker Name]

These minutes summarize the key discussions, decisions, and actions agreed upon during the SayPro Assessor and Moderator Meeting. By focusing on continuous improvement and addressing the challenges faced by assessors and moderators, SayPro aims to enhance the overall assessment process for both learners and stakeholders.