Assessor Resource

PSPREG424
Record and use official notes

Assessment tool

Version 1.0
Issue Date: April 2024


This unit applies to individuals in diverse regulatory work environments who record and use official notes for a range of purposes such as preparing reports and statements, giving evidence in court, assisting with or undertaking prosecutions. Official notes may be recorded in official notebooks, diaries or electronically and may be contemporaneous notes, primary evidence or other written records that must be in English.

This unit describes the performance outcomes, skills and knowledge required to record and use official notes for a range of regulatory purposes.

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.

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

In addition to integrated demonstration of the elements and their related performance criteria, look for evidence that confirms consistency of performance in recording and using official notes.

This will include evidence of:

recording and using official notes and compiling reports on at least three actual or simulated occasions or for three different situations/contexts

adhering to legal, ethical and organisational requirements relating to recording and using official notes

Context of and specific resources for assessment

Assessment must ensure access to a real or simulated workplace environment that closely resembles normal work practice and replicates the range of conditions likely to be encountered while recording and using official notes, including coping with difficulties, irregularities and breakdowns in routine.

Access is required to resources such as:

applicable legislation, policies and procedures

case studies and workplace scenarios to capture the range of requirements for situations likely to be encountered

appropriate technology

Method of assessment

Assessment methods suitable for valid and reliable assessment of this unit of competency may include, but are not limited to, a combination of 2 or more of:

case studies

demonstration

observation

written or oral questions

scenarios

simulation or role plays

authenticated evidence from the workplace and/or training courses

Guidance information for assessment

Assessment methods should reflect workplace demands, such as literacy, and the needs of particular groups, such as:

people with disabilities

people from culturally and linguistically diverse backgrounds

Aboriginal and Torres Strait Islander people

women

young people

older people

people in rural and remote locations

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

communication skills to:

give evidence and make statements

relate to persons from diverse backgrounds in relation to incidents or occurrences

planning and organising skills to:

prepare factual, correctly sequenced notes and reports

make notes within required timeframes

literacy and numeracy skills to:

sequence events chronologically

take notes

compile reports

interpret notes and read complex legislation

self-management skills to:

apply legislation, rules, and organisational policy and procedures relating to official notes

apply public sector legislation such as privacy, freedom of information, occupational health and safety requirements relating to official notes

technology skills to:

prepare reports or take notes electronically

Required knowledge

key requirements and reasons for recording official notes

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 official notes

information management

ethical practices relating to official notes

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.

Notes may include:

contemporaneous notes

primary evidence

other written records including:

documentation

receipts

bank records

records of enforcement actions

those made in relation to an incident, occurrence or conversation and must be in English

Organisational and legislative requirements may require:

only facts

facts and observations

no opinions

chronological sequence

Recording of notes may be:

in official notebooks

in diaries

in other written records

electronic

Format may include:

dates, times and locations

signatures at the beginning and end of handwritten notes

handwritten notes in ink not pencil

no blank lines

no corrective fluid in handwritten notes

electronic recording requirements

Identifying information may include:

name

identification details and numbers

date of issue

Statements may include:

original notes only

verbal comments to statement writer

Required details for statements may include:

times

dates

places

events

parties

statements taken from subjects

legislative requirements

Answers may include:

yes, no or can't recall

facts only

facts and observations

no opinions

opinions if a person is qualified to give those opinions

Presentation standards may include:

dress, such as wearing uniform

manner

preparedness

clarity of speech

concise answers

Reports may include:

statements

briefs of evidence

audit reports

statements of facts

incident reports that include:

date and time of incident

date and time of report

persons involved

occurrence

body of report

outcomes

Requirements for reports may include them being:

complete

concise

clear

correct

honest

Administrative requirements may include:

report number

cross-referencing to other reports

file number

number of copies and where each is lodged

environmental considerations relating to recycling and wastage minimisation

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
Notes are made within required timeframes, with content and sequencing that meets organisational and legislative requirements. 
Notes are recorded in a format that meets organisational and legislative requirements. 
Identifying information is recorded in accordance with organisational policy and procedures, retained and kept secure for the length of time required by law. 
Notes are used to refresh memory and provide a factual basis for statements. 
Required details for statements are included to meet legal and organisational requirements. 
Notes are used to give evidence and ensure answers are concise and factual. 
Authority is requested of presiding official to refer to notes while giving evidence in court when this is required by 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 compiled with all required information and outcomes according to organisational policy and procedures and legislative requirements. 
Reports are formatted to meet organisational and judicial requirements for structure, style and content. 
Administrative requirements for reports are met according to organisational requirements for information management. 

Forms

Assessment Cover Sheet

PSPREG424 - Record 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

PSPREG424 - Record 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: