Application
This unit applies to individuals undertaking straightforward administrative and organisational functions in a library or information services context.
Work would generally be undertaken under supervision, within established procedures.
Prerequisites
Not applicable.
Elements and Performance Criteria
1. Determine ordering requirements | 1.1 Search for and verify bibliographic details for requested information resources within required timeframes 1.2 Check availability and estimated cost of requested information resources 1.3 Select suppliers according to organisational guidelines 1.4 Check supplier performance to inform selection, and report performance problems to appropriate colleagues |
2. Order information resources | 2.1 Create and despatch order records according to organisational procedures 2.2 Prioritise urgent orders and action to expedite receipt 2.3 Check progress of orders and take appropriate follow 2.4 Update records of ordered material to reflect changes in availability or price according to organisational procedures 2.5 Refer problems with processing orders to appropriate personnel as required |
3. Receive information resources | 3.1 Accept materials and complete checking processes against invoice and order details 3.2 Process invoices for payment or raise queries with suppliers 3.3 Follow organisational procedures when making claims to suppliers for missing, damaged or incorrect material 3.4 Record details of material received according to organisational procedures 3.5 Complete physical processing tasks for received items as required 3.6 Sort received items in priority order ready for cataloguing 3.7 Update relevant records and note irregularities |
Required Skills
Required skills
communication skills to raise queries with suppliers
literacy skills to:
interpret and complete order documentation
complete checking processes
numeracy skills to:
interpret orders and invoices
calculate payments
complete order documentation
self-management skills to:
meet deadlines
seek expert assistance as required
complete work tasks in a logical sequence
teamwork skills to work collaboratively with others
technology skills to use:
business technology
industry-current ordering systems.
Required knowledge
organisational procedures, including systems for determining availability of resources
range of available print and electronic information resources
typical ordering processes and systems used by information services providers.
Evidence Required
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 ability to: demonstrate accuracy in processing orders for information resources apply knowledge of bibliographic and catalogue record components process multiple orders for different types of resources work within realistic industry time constraints. |
Context of and specific resources for assessment | Assessment must ensure: use of industry-current ordering systems and databases access to: relevant policy and procedures documents automated resource ordering systems. |
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: direct questioning combined with review of portfolios of evidence and third-party workplace reports of on review of accuracy and completeness of orders completed by the candidate verbal or written questioning to assess knowledge of automated resource ordering systems and procedures. Assessment methods should closely reflect workplace demands and the needs of particular client groups (consider the requirements of different age groups, clients with English as a second language, clients with disabilities, remote library users, etc.). |
Guidance information for assessment | Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example: ICAICT203A Operate application software packages. |
Range Statement
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.
Bibliographic details may include: | author edition International Standard Book Number (ISBN) International Standard Serial Number (ISSN) publication details title. |
Information resources may include: | assistive technology devices audiovisual formats, such as: CDs DVDs datasets digital images and files e-books e-journals electronic databases kits material in English material in a language other than English monographs or serial publications pictures posters print, such as: books newspapers journals serials. |
Suppliers may be: | database providers international interstate library suppliers local bookstores or other retail outlets publishers specialist and online bookstores. |
Supplier performance may relate to: | average supply time compatibility of vendor systems and databases cost customised services dedicated customer service representatives discounts negotiated on behalf of library networks or consortia electronic invoicing or serials checking, for example, electronic data interchange (EDI) quality of service range of available formats and materials value added services, such as outsourcing of end processing or cataloguing. |
Problems | additional costs for supply of urgent orders availability, such as: out of print out of stock cost and availability of equipment, hardware or software required to access materials or formats damaged goods or missing parts incorrect or partial supply insufficient funds duplicate copies requested inability to verify bibliographic details items already held or already on order methods for despatching orders, such as: EDI ordering fax phone sensitive or inappropriate material. |
Checking processes may relate to: | binding correct format correct items correct pagination damaged goods or missing parts illegible or blurred print incorrect or partial supply matching ISBN, author, title and edition missing sections supply of wrong items. |
Sectors
Knowledge management - Information services
Employability Skills
This unit contains employability skills.
Licensing Information
No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.