Assessor Resource

PSPCRT406C
Compile and use official notes

Assessment tool

Version 1.0
Issue Date: April 2024


The task of keeping notes may be undertaken by specific staff, such as sheriff's officers, for the purpose of giving evidence in court, preparing statements, and compiling official reports to meet legal and organisational requirements.

This unit covers the ability to keep notes and use them to give evidence in court, prepare statements and compile reports, including incident reports. It includes applying knowledge of the essential elements of note taking, statement and report preparation; and legislative and organisational requirements for the structure and content of official reports.

In practice, compiling and using official notes may overlap with other generalist or specialist public sector work activities, such as acting ethically, complying with legislation and applying government processes.

No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.

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

Prerequisites

Not applicable.

Employability Skills

This unit contains employability skills.



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.

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

Competency must be demonstrated in keeping notes and using them for evidence in court, preparing statements and compiling reports

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Assessment must confirm the ability to:

apply the elements essential to effective note taking

apply organisational and legislative requirements to the structure and content of statements and reports

apply organisational and legislative requirements to securing and maintaining notes

provide concise answers in court using accurate information from notes

provide required details for statements

apply logical sequencing to reports, appropriate for their purpose

Consistency in performance

Competency should be demonstrated by compiling and using official notes in a range of contexts and over time.

Context of and specific resources for assessment

Assessment must comply with:

applicable regulations and codes

workplace procedures and protocols.

Access may be required to:

a workplace environment or one that closely resembles normal work practices and replicates the range of conditions likely to be encountered when compiling and using official notes, including coping with difficulties, irregularities and breakdowns in routine

legislation, policy, procedures and protocols relating to official notes

case studies and workplace scenarios to capture the range of situations likely to be encountered when compiling and using official notes

Guidance information for assessment

The following assessment methods are suggested:

oral questioning about relevant legislation, acting ethically, and applying processes

observation of the candidate in a range of contexts to ensure achievement of the unit outcomes

feedback from peers and/or supervisor that the candidate consistently applies relevant workplace procedures

review of records completed by candidate or reports of performance

In all cases, practical assessment should be supported by questions to assess underpinning knowledge and those aspects of competency that are difficult to assess directly. Questioning techniques should suit the language and literacy levels of the candidate.

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.

Required skills

initiative and enterprise skills to apply:

legislation, rules, and organisational practices and procedures relating to official note taking or working in an office environment

procedures relating to public sector legislation, such as OHS procedures in the context of note taking on the job, or working in an office environment

communication skills to interpret notes and give evidence

interpersonal skills to respond to diversity, including gender and disability

literacy and numeracy skills to:

take notes according to legislative and organisational requirements

compile reports according to legislative and organisational requirements

sequence events chronologically

assign report and file numbers

technology skills to operate equipment when preparing reports

Required knowledge

key requirements and reasons for note taking for official purposes

essential elements of a report

legislative and organisational requirements for the structure and content of official reports

legislative and organisational requirements of statements

requirements for giving evidence

organisational requirements for:

retention and security of notes

information management

equal employment opportunity principles

equity and diversity principles

working ethically

public sector legislation, such as OHS and environment in the context of note taking on the job, or working in an office environment

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Format may include:

dates, times and signatures at beginning and end of notes

no blank lines

writing in ink, not pencil

no corrective fluid

Identifying information may include:

name

identification number

date of issue.

Organisational policy and procedures may include:

only facts

no opinions

chronological sequence

Statements may include:

original notes

verbal comments to statement writer

Required details for statements may include:

times

dates

places

events

parties

statements taken from subjects

Answers may include:

yes, no or can't recall

facts only

no opinions

Presentation standards may include:

dress, such as wearing uniform

manner

preparedness

clarity of speech

concise answers

Reports may include:

incidents

lost and found property

occupational safety issues

maintenance faults

purchase submissions

Requirements for reports may include being:

complete

concise

clear

correct

honest

Incident report format may include:

date and time of incident

date and time of report

persons involved

occurrence

body of report

outcomes

Administrative requirements may include:

report number

cross-referencing to other reports

file number

number of copies and where each is lodged

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
Official notebooks are used to record original notes relating to incidents and occurrences in a format and timeframe that meet organisational and legislative requirements. 
Notes are made within required timeframes, with content and sequencing meeting organisational requirements. 
Identifying information is recorded in official notebooks and they are retained and kept secure for the length of time required by law and according to organisational policy and procedures. 
Notes are used to refresh memory and provide factual basis for statements. 
Receipts and bank records are maintained according to organisational policy and procedures and legislative requirements. 
Required details for statements are formatted to meet legal and organisational requirements. 
Notes are used prior to giving evidence to refresh memory and enable answers to be concise and factual. 
Authority is requested of presiding official to refer to notes while giving evidence in court according to court procedure and protocols. 
Factual, correctly sequenced evidence is presented that accurately reflects information in notes. 
Presentation standards are employed to meet organisational guidelines and court requirements. 
Information for reports is collected, analysed and organised into a logical sequence according to the purpose and audience of each report. 
Reports are formatted to meet organisational requirements for structure, style and content. 
Incident reports containing all required information and outcomes are compiled according to organisational policy and procedures and legislative requirements. 
Administrative requirements for reports are met according to organisational requirements for information management. 

Forms

Assessment Cover Sheet

PSPCRT406C - Compile and use official notes
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

PSPCRT406C - Compile and use official notes

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: