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Evidence Guide: CULINS202A - Process information resource orders

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

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CULINS202A - Process information resource orders

What evidence can you provide to prove your understanding of each of the following citeria?

Determine ordering requirements

  1. Search for and verify bibliographic details for requested information resources within required timeframes
  2. Check availability and estimated cost of requested information resources
  3. Select suppliers according to organisational guidelines
  4. Check supplier performance to inform selection, and report performance problems to appropriate colleagues
Search for and verify bibliographic details for requested information resources within required timeframes

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Check availability and estimated cost of requested information resources

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Select suppliers according to organisational guidelines

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Check supplier performance to inform selection, and report performance problems to appropriate colleagues

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Order information resources

  1. Create and despatch order records according to organisational procedures
  2. Prioritise urgent orders and action to expedite receipt
  3. Check progress of orders and take appropriate followup action where necessary
  4. Update records of ordered material to reflect changes in availability or price according to organisational procedures
  5. Refer problems with processing orders to appropriate personnel as required
Create and despatch order records according to organisational procedures

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Prioritise urgent orders and action to expedite receipt

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Check progress of orders and take appropriate followup action where necessary

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Update records of ordered material to reflect changes in availability or price according to organisational procedures

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Refer problems with processing orders to appropriate personnel as required

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Receive information resources

  1. Accept materials and complete checking processes against invoice and order details
  2. Process invoices for payment or raise queries with suppliers
  3. Follow organisational procedures when making claims to suppliers for missing, damaged or incorrect material
  4. Record details of material received according to organisational procedures
  5. Complete physical processing tasks for received items as required
  6. Sort received items in priority order ready for cataloguing
  7. Update relevant records and note irregularities
Accept materials and complete checking processes against invoice and order details

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Process invoices for payment or raise queries with suppliers

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Follow organisational procedures when making claims to suppliers for missing, damaged or incorrect material

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Record details of material received according to organisational procedures

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Complete physical processing tasks for received items as required

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Sort received items in priority order ready for cataloguing

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Update relevant records and note irregularities

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

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 onthejob performance

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.

Required Skills and Knowledge

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.

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.

Problemsmay relate to:

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

email

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.