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.
Not applicable.
ELEMENTS | PERFORMANCE CRITERIA |
1. Record and retain original notes | 1.1 Notes are made within required timeframes, with content and sequencing that meets organisational and legislative requirements. 1.2 Notes are recorded in a format that meets organisational and legislative requirements. 1.3 Identifying information is recorded in accordance with organisational policy and procedures, retained and kept secure for the length of time required by law. |
2. Use notes to make statements | 2.1 Notes are used to refresh memory and provide a factual basis for statements. 2.2 Required details for statements are included to meet legal and organisational requirements. |
3. Use notes to give evidence | 3.1 Notes are used to give evidence and ensure answers are concise and factual. 3.2 Authority is requested of presiding official to refer to notes while giving evidence in court when this is required by court procedure and protocols. 3.3 Factual, correctly sequenced evidence is presented that accurately reflects information in notes. 3.4 Presentation standards are employed to meet organisational guidelines and court requirements. |
4. Compile reports | 4.1 Information for reports is collected, analysed and organised into a logical sequence according to the purpose and audience of each report. 4.2 Reports are compiled with all required information and outcomes according to organisational policy and procedures and legislative requirements. 4.3 Reports are formatted to meet organisational and judicial requirements for structure, style and content. 4.4 Administrative requirements for reports are met according to organisational requirements for information management. |
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 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 |
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 |
Regulatory
This unit contains employability skills.
Not applicable.