Unit of Competency Mapping – Information for Teachers/Assessors – Information for Learners

BSBLEG306A Mapping and Delivery Guide
Maintain records for time and disbursements in a legal practice

Version 1.0
Issue Date: April 2024


Qualification -
Unit of Competency BSBLEG306A - Maintain records for time and disbursements in a legal practice
Description This unit describes the performance outcomes, skills and knowledge required to maintain time records and enter disbursements incurred.All aspects of legal practice may be subject to a range of legislation, rules, regulations and/or codes of practice relevant to different job roles and jurisdictions.
Employability Skills This unit contains employability skills.
Learning Outcomes and Application This unit applies to individuals who provide services to support legal practitioners, while under supervision. This unit underpins all units of competency in the Legal Services stream. All aspects of legal practice may be subject to a range of legislation, rules, regulations and/or codes of practice relevant to different job roles and jurisdictions.
Duration and Setting X weeks, nominally xx hours, delivered in a classroom/online/blended learning setting.
Prerequisites/co-requisites
Competency Field Administration - Legal Services Administration
Development and validation strategy and guide for assessors and learners Student Learning Resources Handouts
Activities 		Slides
PPT 		Assessment 1 Assessment 2 Assessment 3 Assessment 4
Elements of Competency Performance Criteria              
Element: Record fee earner time
  • Access time sheets submitted by fee-earners
  • Organise self or other to enter time recording onto the accounting system against the relevant client or client matter file, or other relevant codes eg. training, marketing
  • Note irregularities and/or uncertainties and follow standard resolution procedures or alert designated person as appropriate
  • Make entries within agreed timelines
       
Element: Enter disbursements incurred
  • Record details of disbursements accurately against the relevant client or client master file according to a firm's policies and procedures
  • Note irregularities and/or uncertainties and ensure standard resolution procedures are followed or alert designated person as appropriate
  • Attach file/master number to all relevant documentation and file such documentation appropriately
       


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

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

Evidence of the following is essential:

demonstrating honesty and integrity in all financial dealings

accurately entering time recording and disbursements onto the accounting system in accordance with firm's policies and procedures

presenting relevant documentation to designated person/s for approval within agreed timelines

consistently handling and administering trust accounts in accordance with firm's policies and procedures and legislative requirements

applying standard procedures to resolve irregularities and/or uncertainties and/or alertingdesignated person/s as appropriate.

Context of and specific resources for assessment

Assessment must ensure:

wherever possible the context is a real or simulated workplace

access to workplace manuals and reference materials such as company policy, procedural manuals and checklists

access to list of relevant sources of documentation and sample forms

access to background information on courts, their jurisdiction and behavioural requirements

access to appropriate technology such as computers with relevant software

access to appropriate texts and access to person's with expert knowledge such as legal practitioners

access to appropriate legislation and regulations relevant to common legal matters, such as that accessible via:

http://www.law.gov.au

http://www.ag.gov.au

http://www.austlii.edu.au/

http://www.australia.gov.au/states-territories

http://www.act.gov.au

http://www.nsw.gov.au

http://www.nt.gov.au

http://www.qld.gov.au

http://www.sa.gov.au

http://www.tas.gov.au

http://www.vic.gov.au

http://www.wa.gov.au

Method of assessment

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

analysis of responses to case studies and scenarios

assessment of examples of records

direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate

questioning (oral or written)

review of authenticated documents from the workplace or training environment

review of testimony from team members, colleagues, supervisors or managers

tests of knowledge on relevant legislation, rules, regulations, codes of practice and research resources.

Guidance information for assessment

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

BSBLEG301A Apply knowledge of the legal system to complete tasks

other legal services administration or general administration units.

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assignment, 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

numeracy skills to apply combination of oral and written mathematical and general language for the record keeping process

communication skills to listen to clear, sequenced instructions; clarify information by questioning as necessary; and consult where necessary with team members and clients

technology skills to use a range of software applications

literacy skills to follows a firm's legal procedures and sequenced, written instructions

problem-solving skills to apply resolution procedures to standard problems

organisational skills to select and apply the procedures and strategies needed to perform a range of tasks within designated time lines.

Required knowledge

scope of legal practitioner/support role and own responsibilities and obligations to provide legal advice, complete or sign off on legal work and/or appear in court as described by relevant jurisdiction(s)

firm's policies and procedures

accepted codes of conduct including those relating to:

privacy and confidentiality

use of company property

duty of care

ethical behaviour

non-discriminatory practice

conflict of interest

compliance with reasonable direction

overview knowledge of relevant; court processes, current legislation, legal processes and required documentation

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.

Time sheets may be:

electronic

paper-based.

Fee-earners may include:

accountant

conveyancer

law clerk

paralegal

qualified legal practitioner.

Designated person may include:

accountant

business manager

lawyer

legal practice manager

partner

supervisor

teacher/trainer.

Disbursements may include:

cost of duty stamps

courier fees

court costs

filing fees

photocopying

postage

search fees

telephone charges

other disbursements as described by state/territory requirements

A firm's policies and procedures may include:

accessing accounting system

availability of information

definition of disbursement and amount to charge

detailing disbursements

information specific to the firm

liaising with financial institutions

office procedure manual

recording information

security/confidentiality/privacy procedures

time recording procedures

verifying and authorising information.

Relevant documentation may relate to:

exchange of information

financial transaction

public search of record

verbal communication with external parties.

Methods for maintaining records for time and disbursements may include:

specialised electronic software packages eg. LAW 2000, BillBack, LawLedger

standard books of account - trust account receipt book, cash book, cheque book, ledger, bank deposit book

timesheet.

The area of law may include:

commercial law

corporate law

criminal law

family law

industrial relations

litigation

property law

tax law

wills and probate

other areas of law not included in this listing

Legislative requirements may relate to:

Australian Taxation Office regulations

court scales in each State/Territory

definition of a disbursement

establishing a trust account

Governing Legal Practice Acts in each State/Territory

Law Society/Institute procedures in each State/Territory

relevant State/Territory/Commonwealth legislation

schedules of fees and duties payable

taxation and banking requirements

the area of law

the client and a firm (eg. Consumer Credit Code, Privacy Act, secrecy laws, Codes of Practice, common law and Statutory Duties of Care involving financial relationships)

Tort, Equity and Statute law

trust accounting regulations in each State/Territory.

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
Access time sheets submitted by fee-earners 
Organise self or other to enter time recording onto the accounting system against the relevant client or client matter file, or other relevant codes eg. training, marketing 
Note irregularities and/or uncertainties and follow standard resolution procedures or alert designated person as appropriate 
Make entries within agreed timelines 
Record details of disbursements accurately against the relevant client or client master file according to a firm's policies and procedures 
Note irregularities and/or uncertainties and ensure standard resolution procedures are followed or alert designated person as appropriate 
Attach file/master number to all relevant documentation and file such documentation appropriately 

Forms

Assessment Cover Sheet

BSBLEG306A - Maintain records for time and disbursements in a legal practice
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

BSBLEG306A - Maintain records for time and disbursements in a legal practice

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: