Assessor Resource

AVIP2001
Capture records into a records keeping system

Assessment tool

Version 1.0
Issue Date: March 2024


This unit involves the skills and knowledge required to capture records into a records keeping system, in compliance with relevant regulatory requirements of the Civil Aviation Safety Authority (CASA) and national operating standards.

It includes identifying records to be captured, and registering a record. The record capturing process is conducted as part of records management activities with the operator using discretion and judgement within established procedures.

This unit addresses aviation technical skill requirements (physical, mental and task-management abilities) related to administration and finance duties of flight or ground operations personnel, and contributes to safe and effective performance in complex aviation operational environments.

Operations are conducted as part of recreational, commercial and military aircraft activities across a variety of operational contexts within the Australian aviation industry.

Work is performed independently or under limited supervision as a single operator or within a team environment.

Legislative and regulatory requirements apply to this unit.

Use for Defence Aviation is to be in accordance with relevant Defence Orders, Instructions, Publications and Regulations.

You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)



Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1

Identify records to be captured

1.1

Material identified and classified for registration is sorted in accordance with records keeping system procedures

1.2

Activity documented by a record is identified from elements of the record in accordance with organisational procedures

1.3

Area or action officer to whom the record needs to go is identified from elements of the record and staff list, in accordance with organisational procedures

1.4

Material that cannot be readily identified is referred to appropriate authority in accordance with organisational procedures

2

Register record

2.1

Unique identifier is selected for record in accordance with organisational procedures and records keeping system rules

2.2

Record is registered into records keeping system with title, description, details of record creator, immediate location and any other control information to fulfil the system requirements, in accordance with organisational procedures

2.3

Access and security status are recorded in accordance with organisational procedures and records keeping system rules

2.4

Disposal status of record is recorded in accordance with records keeping system rules and organisational procedures

2.5

Record is forwarded to its appropriate location, which is recorded, in accordance with system rules and organisational procedures

Evidence required to demonstrate competence in this unit must be relevant to and satisfy all of the requirements of the elements, performance criteria and range of conditions on at least one occasion and include:

adapting to differences in equipment in accordance with standard operating procedures

applying relevant legislation and workplace procedures

communicating effectively with others

completing relevant documentation

identifying and correctly using relevant equipment

implementing work health and safety (WHS)/occupational health and safety (OHS) procedures and relevant regulations

interpreting and following operational instructions and prioritising work

maintaining security and confidentiality of material

modifying activities depending on operational contingencies, risk situations and environments

monitoring work activities in terms of planned schedule

operating electronic communications equipment to required protocol

reading, interpreting and following relevant regulations, instructions, procedures information and signs

reporting and/or rectifying problems, faults or malfunctions promptly, in accordance with workplace procedures

responding appropriately to cultural differences in the workplace

selecting and using required personal protective equipment conforming to industry and WHS/OHS standards

using a range of information technology devices including computers, radio frequency devices, electronic data exchange systems

working collaboratively with others

working systematically with required attention to detail without injury to self or others, or damage to goods or equipment.

Evidence required to demonstrate competence in this unit must be relevant to and satisfy all of the requirements of the elements, performance criteria and range of conditions and include knowledge of:

focus of operation of work systems, equipment, management and site operating systems for capturing records into a records management system

housekeeping standards and procedures

operational workflow within a records management system

problems that may occur when capturing records and appropriate action that can be taken to resolve these problems

regulations relevant to capturing records as part of a records management process

relevant WHS/OHS and environmental protection procedures and guidelines

site layout and obstacles

types of equipment used in capturing records into a records management system and the precautions and procedures that should be followed in their use

workplace procedures and policies for capturing records into a records management system including policies on confidentiality and security of information and records.

As a minimum, assessors must satisfy applicable regulatory requirements, which include requirements in the Standards for Registered Training Organisations current at the time of assessment.

As a minimum, assessment must satisfy applicable regulatory requirements, which include requirements in the Standards for Registered Training Organisations current at the time of assessment.

Assessment must occur in workplace operational situations. Where this is not appropriate, assessment must occur in simulated workplace operational situations that reflect workplace conditions.

Assessment processes and techniques must be appropriate to the language, literacy and numeracy requirements of the work being performed and the needs of the candidate.

Resources for assessment must include access to:

a range of relevant exercises, case studies and/or simulations

acceptable means of simulation assessment

applicable documentation including workplace procedures, regulations, codes of practice and operation manuals

relevant materials, tools, equipment and personal protective equipment currently used in industry.


Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assingnment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)


Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1

Identify records to be captured

1.1

Material identified and classified for registration is sorted in accordance with records keeping system procedures

1.2

Activity documented by a record is identified from elements of the record in accordance with organisational procedures

1.3

Area or action officer to whom the record needs to go is identified from elements of the record and staff list, in accordance with organisational procedures

1.4

Material that cannot be readily identified is referred to appropriate authority in accordance with organisational procedures

2

Register record

2.1

Unique identifier is selected for record in accordance with organisational procedures and records keeping system rules

2.2

Record is registered into records keeping system with title, description, details of record creator, immediate location and any other control information to fulfil the system requirements, in accordance with organisational procedures

2.3

Access and security status are recorded in accordance with organisational procedures and records keeping system rules

2.4

Disposal status of record is recorded in accordance with records keeping system rules and organisational procedures

2.5

Record is forwarded to its appropriate location, which is recorded, in accordance with system rules and organisational procedures

Range is restricted to essential operating conditions and any other variables essential to the work environment.

Records must include:

action that is either complete or includes sentencing that may be part of the capture process

media that is paper-based, electronic or other format

number of simple series, form-based records (e.g. financial or personnel transactions with limited range of activities in the records)

simple records series (single disposal class in disposal authority)

Evidence required to demonstrate competence in this unit must be relevant to and satisfy all of the requirements of the elements, performance criteria and range of conditions on at least one occasion and include:

adapting to differences in equipment in accordance with standard operating procedures

applying relevant legislation and workplace procedures

communicating effectively with others

completing relevant documentation

identifying and correctly using relevant equipment

implementing work health and safety (WHS)/occupational health and safety (OHS) procedures and relevant regulations

interpreting and following operational instructions and prioritising work

maintaining security and confidentiality of material

modifying activities depending on operational contingencies, risk situations and environments

monitoring work activities in terms of planned schedule

operating electronic communications equipment to required protocol

reading, interpreting and following relevant regulations, instructions, procedures information and signs

reporting and/or rectifying problems, faults or malfunctions promptly, in accordance with workplace procedures

responding appropriately to cultural differences in the workplace

selecting and using required personal protective equipment conforming to industry and WHS/OHS standards

using a range of information technology devices including computers, radio frequency devices, electronic data exchange systems

working collaboratively with others

working systematically with required attention to detail without injury to self or others, or damage to goods or equipment.

Evidence required to demonstrate competence in this unit must be relevant to and satisfy all of the requirements of the elements, performance criteria and range of conditions and include knowledge of:

focus of operation of work systems, equipment, management and site operating systems for capturing records into a records management system

housekeeping standards and procedures

operational workflow within a records management system

problems that may occur when capturing records and appropriate action that can be taken to resolve these problems

regulations relevant to capturing records as part of a records management process

relevant WHS/OHS and environmental protection procedures and guidelines

site layout and obstacles

types of equipment used in capturing records into a records management system and the precautions and procedures that should be followed in their use

workplace procedures and policies for capturing records into a records management system including policies on confidentiality and security of information and records.

As a minimum, assessors must satisfy applicable regulatory requirements, which include requirements in the Standards for Registered Training Organisations current at the time of assessment.

As a minimum, assessment must satisfy applicable regulatory requirements, which include requirements in the Standards for Registered Training Organisations current at the time of assessment.

Assessment must occur in workplace operational situations. Where this is not appropriate, assessment must occur in simulated workplace operational situations that reflect workplace conditions.

Assessment processes and techniques must be appropriate to the language, literacy and numeracy requirements of the work being performed and the needs of the candidate.

Resources for assessment must include access to:

a range of relevant exercises, case studies and/or simulations

acceptable means of simulation assessment

applicable documentation including workplace procedures, regulations, codes of practice and operation manuals

relevant materials, tools, equipment and personal protective equipment currently used in industry.

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Material identified and classified for registration is sorted in accordance with records keeping system procedures 
Activity documented by a record is identified from elements of the record in accordance with organisational procedures 
Area or action officer to whom the record needs to go is identified from elements of the record and staff list, in accordance with organisational procedures 
Material that cannot be readily identified is referred to appropriate authority in accordance with organisational procedures 
Unique identifier is selected for record in accordance with organisational procedures and records keeping system rules 
Record is registered into records keeping system with title, description, details of record creator, immediate location and any other control information to fulfil the system requirements, in accordance with organisational procedures 
Access and security status are recorded in accordance with organisational procedures and records keeping system rules 
Disposal status of record is recorded in accordance with records keeping system rules and organisational procedures 
Record is forwarded to its appropriate location, which is recorded, in accordance with system rules and organisational procedures 

Forms

Assessment Cover Sheet

AVIP2001 - Capture records into a records keeping system
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:


Assessment Record Sheet

AVIP2001 - Capture records into a records keeping system

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: