Manage business document design and development

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SUMMATIVE ASSESSMENT TOOL

This Assessment summary is to be completed by the VTI Assessor and is to be used as the final record of this student’s competence.

Student Name:

Student ID No:

Unit Code: BSBADM506

Unit Title: Manage business document design and development

Assessment Task Outline

Result S - Satisfactory

NS – Not Satisfactory

Assessment Task 1  Student’s Notes, Letterhead template and

expenses spreadsheet and support documents  Observable Behaviours Assessor Checklist

S | NS

Assessment Task 2

 Knowledge Evidence  Assessor Knowledge Evidence Checklist

S | NS

Final Assessment Result for this unit

 COMPETENT  NOT YET COMPETENT

Assessor feedback on student’s performance and knowledge outcome for this Unit of Competency: ___________________________________________________________________________ _____ ___________________________________________________________________________ _____

Student Declaration: I declare that the evidence I have submitted for this unit of competency is my own work. I believe that my work meets all the rules of evidence and principles of assessment such as current, sufficient, valid and authentic. I further declare that I have been assessed in this unit and been provided with appropriate feedback and I have been advised of my result. I also am aware of my appeal rights.

Name: ___________________________________

Signature: ____________________________

Date: ____/_____/_____

Assessor Declaration: I declare that I believe that the evidence that I have assessed for this task is this student’s own work and that I have conducted a fair, valid, reliable and flexible assessment. In addition, I have assessed this student have provided appropriate feedback to the student.

Name: ___________________________________

Signature: ____________________________

Date: ____/_____/_____

Note – For international students, VTI will securely retain all completed Assessment items relating to this Unit of Competency for six months from the date the decision of competence for the individual Unit of Competence was made. Completed Assessment evidence will be attached, where indicated, and not handed back to the student.

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The Assessor will outline a brief summary of the feedback they have provided to this student for this Unit of Competency:

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Student Information:

 Students must complete all assessment tasks and submit their evidence to the assessor. Each task will be graded as either S – Satisfactory or NS – Not Satisfactory by the assessor. Students will be given feedback by the assessor.

 The assessor will use Task checklists to assess each task.

 If the task is graded as NS – Not Satisfactory, the assessor will provide clear feedback to the student and the student will be required to re-submit the evidence.

 When all assessment tasks have been graded as S – Satisfactory, the student will be deemed C – Competent.

 If all the assessment tasks are not satisfactorily completed, the student will be deemed NC – Not Competent and the Assessor will detail the reasons for this assessment decision on the front page of this document.

 Students can appeal to Vocational Training Institute against an assessment decision. This appeal should be made in writing within 7 days of the assessment decision.

Reasonable Adjustments to the Assessment Tasks – by student request Reasonable adjustments can be made to the assessment tasks for students who have special needs. Students with special needs should contact the assessor as soon as possible to explain their situation and discuss alternative approaches.

Note to Assessor - Assessment Conditions: Assessment must be conducted in a safe environment where evidence gathered

demonstrates consistent performance of typical activities experienced in the general

administration field of work and include access to:

 computer hardware and other document production equipment

 software applications appropriate to the task

 media for production of documents

 samples of high quality standard documents.

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Assessment task 1

Student information

Assessment Activity 1. For this Assessment Activity, you will be required to develop a report outlining a company’s:

 needs, requirements and information technology capabilities relevant to the design and production of documents and

 the documentation standards they will require to meet their organisational requirements

To assist you with these activities, as a Case Study, you can refer to relevant business documents, policies, and procedures of Adept Owl Games Company (at Attachment 1).

o When you have developed your draft report, show it to your Trainer for feedback, incorporate any changes you believe are required and then submit your final report to your Assessor, as evidence for summative assessment.

During this Activity, you will be observed by your Assessor demonstrating the following: Establishing documentation standards by:

 Identifying organisational and legislative requirements for information entry, storage, output, and quality of document design and production

 Evaluating organisation’s present and future information technology capability in terms of its impact on document design and production

 Identifying types of documents used and required by organisation  Establishing documentation standards and design tasks for organisational

documents in accordance with information, budget and technology requirements

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Assessment Activity 2. Following on from Assessment Activity 1, as a Case Study, for Adept Owl Games Company, you now will be required to:

 design their letterhead template and expenses spreadsheet,

 test these documents, and

 amend document templates where required For this company, in accordance with the document standards you developed in Assessment Activity 1. Once you have developed the Adept Owl Games Company letterhead template and expenses spreadsheet, you then will be required to provide a sample of these documents to the management and staff of Adept Owl Games Company to:

 obtain feedback, and

 make amendments as necessary to ensure maximum efficiency and quality of presentation.

Note – Your Assessor will role-play a staff member of Adept Owl Games Company for this activity.

o When you have developed the draft letterhead template and expenses spreadsheet show them to your Trainer for feedback, incorporate any changes required before submitting them to the management and staff of Adept Owl Games Company (your Assessor) as evidence, for summative assessment. If changes are required, make the amendments as necessary to ensure maximum efficiency and quality of presentation, and then submit your final documents to your Assessor, as additional evidence for summative assessment.

During these Activities, you will be observed by your Assessor demonstrating the following: Managing template design and development by:

 Ensuring standard formats and templates suit the purpose, audience and information requirements of each document

 Ensuring document templates enhance readability and appearance, and meet organisational requirements for style and layout

 Testing templates, obtain organisational and user feedback, and make amendments as necessary to ensure maximum efficiency and quality of presentation

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Assessment Activity 3. Following on from Assessment Activity 1, as a Case Study, for Adept Owl Games Company, for this Assessment Activity, you now will be required to:

 Develop and implement documentation and training to support the use of standard templates and macros that you have developed for the Adept Owl Games Company

This will require you to develop standard texts for these documents. To assist you in the development of these texts you will need to:

o Evaluate the complex technical functions of software for their usefulness in automating aspects of standard document production

o Match the requirements of each document with software functions to allow efficient production of the documents

o Test any macros included in these documents to ensure they meet the requirements of each document in accordance with the documentation standards

In addition, you also will be required to develop and implement strategies to ensure the use of these documents. Accordingly, you will be required to:

 develop and implement a training session on the use of the standard templates and macros and as a result of this training adjust the content and level of detail to suit user needs.

It is suggested that for this training session you:

o Prepare explanatory notes, as a handout at the beginning of the training session, for the use of standard templates and macros using content, format and language style to suit existing and future users; and

o Produce, circulate, name and store master files and print copies of templates and macros in accordance with organisational requirements for this training session

Note - Your Assessor will role-play one of Adept Owl Games Company’s staff at this training session.

o When you have developed the draft texts for these documents, your draft-training plan and handouts, show them to your Trainer for feedback, incorporate any changes required and submit them to your Assessor, as evidence for summative assessment.

o If changes are required to any of the texts or handouts as a result of the training session, make the amendments as necessary, and then submit your amended documents to your Assessor, as additional evidence for summative assessment.

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Assessment Activity 4. After completing all of the above 3 Assessment Activities, as a Case Study, you will now be required to develop a report outing how you believe the Adept Owl Games Company should develop and implement strategies for maintenance and continuous improvement of their standard documentation. This report should specifically cover:

 How the Adept Owl Games Company should monitor the use of standard documentation templates and macros, and how they should evaluate the quality of documents produced against documentation standards

 How the Adept Owl Games Company should review their documentation standards against the changing needs of their organisation, and how they should plan to implement improvements in accordance with their organisational procedures

o When you have developed your draft report, show it to your Trainer for feedback,

incorporate any changes you believe are required, and then submit it to your Assessor, as evidence for summative assessment.

Your Assessor will use the Observable Behaviours – Assessment Task 1 – Assessor Checklist to ensure that you have completed all the assessment requirements for this Assessment Task.

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Observable Behaviours - Assessment Task 1 –

Assessor checklist

Student Name:

Student ID No:

Unit Code: BSBADM506

Unit Title: Manage business document design and development

This checklist is to be completed by the Assessor and used as a record of student performance for this Assessment Task. Note to the Assessor

 You are to use this checklist when assessing the evidence provided by the student as a result of the student completing this Assessment Task.

 You should conduct your assessment in accordance with the Principles of Assessment and Rules of Evidence as outlined in ASQA’s Standards for RTO’s 2015: Clause 1.8.

 Attach the student’s  Notes to, Identify the Adept Owl Games Company’s needs, requirements and

information technology capabilities relevant to the design and production of documents and Establish documentation standards to meet organisational requirements.  Letterhead template and expenses spreadsheet  Notes to monitor the implementation of standard documentation templates and

macros and make improvements in line with Adept Owl Games Company’s organisational requirements to this Assessment Tool.

During Assessment Task 1, did the student establish documentation standards by:

Satisfactory

Identifying organisational and legislative requirements for information

entry, storage, output, and quality of document design and production  Yes  No

Evaluating organisation’s present and future information technology

capability in terms of its impact on document design and production  Yes  No

Identifying types of documents used and required by organisation  Yes  No

Establish documentation standards and design tasks for organisational

documents in accordance with information, budget and technology

requirements  Yes  No

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During Assessment Task 1, did the student manage template design and development by:

Satisfactory

Ensuring standard formats and templates suit the purpose, audience and

information requirements of each document  Yes  No

Ensuring document templates enhance readability and appearance, and

meet organisational requirements for style and layout  Yes  No

Testing templates, obtain organisational and user feedback, and make

amendments as necessary to ensure maximum efficiency and quality of

presentation  Yes  No

During Assessment Task 1, did the student develop standard text for documents by:

Satisfactory

Evaluating complex technical functions of software for their usefulness in

automating aspects of standard document production  Yes  No

Matching requirements of each document with software functions to allow

efficient production of documents  Yes  No

Testing macros to ensure they meet the requirements of each document in

accordance with documentation standards  Yes  No

During Assessment Task 1, did the student develop and implement strategies to ensure the use of standard documentation by: Satisfactory

Preparing explanatory notes for the use of standard templates and macros

using content, format and language style to suit existing and future users  Yes  No

Developing and implementing training on the use of standard templates

and macros and adjust the content and level of detail to suit user needs  Yes  No

Producing, circulating, naming and storing master files and print copies of

templates and macros in accordance with organisational requirements  Yes  No

During Assessment Task 1, did the student develop and implement strategies for maintenance and continuous improvement of standard documentation by:

Satisfactory

Monitoring use of standard documentation templates and macros, and

evaluate the quality of documents produced against documentation

standards  Yes  No

Reviewing documentation standards against the changing needs of the

organisation, and plan and implement improvements in accordance with

organisational procedures  Yes  No

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Assessment Task 1  Satisfactory or

 Not Yet Satisfactory

Student Declaration: I declare that the evidence I

have submitted for this Task is my own work; and

that I have been assessed in this assessment task, as

well as have been provided with feedback. In

addition, I have been advised of my result and I am

aware of my appeal rights.

Student Name: ________________________

Student Signature: _____________________

Date: ____/_____/_____

Assessor Declaration: I declare that I believe that

the evidence that I have assessed for this Task is this

student’s own work and that I have conducted a fair,

valid, reliable and flexible assessment. In addition, I

have provided appropriate feedback.

Assessor Name: _______________________

Assessor Signature: ____________________

Date: ____/_____/_____

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Knowledge Evidence – Task 2

Student Assessment Information

 You are to read the following six (6) questions and seek for guidance from your Assessor for clarification, if required.

 Please print your answers for each question on separate sheet, making sure that your Name, your Student ID, Unit Name and Code, Task Number, Question number and Date of submission are included on your answer sheet.

o As this is an “Open Book” Assessment, you may use any material provided to you by your Trainer relating this Unit of Competency or use the Internet to research for a suitable response, however this will require you to identify the source that you have used, at the end of your answer.

 Before submitting your answer sheet please show it to your Trainer for feedback and incorporate any changes you believe are necessary before submitting your final answers to your Assessor as knowledge evidence for summative assessment.

 Your Assessor will deem each answer as either S – Satisfactory or NS - Not Satisfactory.

 In the event that you are deemed NS – Not Satisfactory, you will receive specific feedback from your Assessor and you then will be required re-submit the answer(s) on a separate page. Ensure that your Name, Student ID, Unit Name and Code, Task Number, Question number and Date of submission on your re-submitted answer(s).

 Only when have answered all the questions S- satisfactorily you then will be deemed S – Satisfactory for this Assessment Task.

Assessment Task 2- Student Assessment Instructions: The evidence you need to provide for summative assessment

For this Assessment Task you will be required to answer questions on a separate, typed sheet:

Question 1. Describe document production processes Question 2. Identify costs involved with the implementation of standard

documentation Question 3. Explain the software applications relevant to document design and

development in the organisation Question 4. Identify key provisions of relevant legislation and regulations, codes and

standards affecting document production Question 5. Outline organisational policies and procedures relating to document

production Question 6. List sources of expertise available externally to the organisation or

workgroup

Your Assessor will use the Knowledge Evidence – Assessment Task 2 Assessor Checklist - to

ensure that you have completed all the assessment requirements for this Assessment Task.

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KNOWLEDGE EVIDENCE – ASSESSMENT TASK 2

ASSESSOR CHECKLIST

Student Name:

Student ID No:

Unit Code: BSBADM506

Unit Title: Manage business document design and development

This checklist is to be completed by the Assessor and be used as a record of this student’s performance for this Assessment Task. Note to the Assessor

 You are to use this checklist when assessing the evidence provided by the student as a result of the student completing this Assessment Task. You should conduct your assessment in accordance with the Principles of Assessment and Rules of Evidence as outlined in ASQA’s Standards for RTO’s 2015: Clause 1.8.

 Attach the student’s typed answers for the knowledge-based questions to this Assessment Tool.

During Assessment Task 2, did the student provide the following knowledge

evidence: Satisfactory

Describe document production processes  Yes  No

Identify costs involved with the implementation of standard documentation

 Yes  No

Explain the software applications relevant to document design and development in the organisation

 Yes  No

Identify key provisions of relevant legislation and regulations, codes and standards affecting document production

 Yes  No

Outline organisational policies and procedures relating to document production

 Yes  No

List sources of expertise available externally to the organisation or workgroup

 Yes  No

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Assessment Task 2  Satisfactory or

 Not Yet Satisfactory

Student Declaration: I declare that the

evidence I have submitted for this Task is my

own work; and that I have been assessed in

this assessment task, as well as have been

provided with feedback. In addition, I have

been advised of my result and I am aware of

my appeal rights.

Student Name: _________________________

Student Signature: ______________________

Date: ____/_____/_____

Assessor Declaration: I declare that I believe

that the evidence that I have assessed for this

Task is this students own work and that I have

conducted a fair, valid, reliable and flexible

assessment. In addition, I have provided

appropriate feedback.

Assessor Name: _________________________

Assessor Signature: ______________________

Date: ____/_____/_____

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Attachment 1 Adept Owl Games Company

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Adept Owl Business Plan (excerpt)

From Adept Owl Business Plan FY 2018–2019

Mission

● Adept Owl aims to produce high quality, entertaining board, card and puzzle

games for the enjoyment of all ages.

Vision

● To establish, within five years, the reputation of Adept Owl as one of the finest,

most innovative and entertaining board game developers in Australia.

Values

● customer focus

● actively encourage excellence, innovation and continuous improvement

● work collaboratively and consultatively with integrity, professionalism and

teamwork

● recognise the diversity and expertise of Adept Owl employees

● sustainable manufacturing practices.

Strategic directions

The strategic context in which Adept Owl will achieve its mission and vision is

through:

● engaging with customers

● developing and improving products and production

● supporting innovative thinking, management and leadership skills

● creating a high-performing organisation

● ensuring sustainable materials and processes are used in manufacture and

distribution.

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Adept Owl Organisational Chart

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Adept Owl Office Equipment Use Policy and Procedures

Policy

Adept Owl provides staff with access to high quality office equipment in order to

complete work tasks to a professional standard.

Adept Owl is committed to maintaining the confidentiality of its customers and

employees. All documents relating to staff, suppliers and retailers will be shredded

before removing to secure bins.

Procedures

All staff will to use the following procedures in the use of office equipment.

Photocopier and printers

All staff must:

● attend a training session in the correct use and basic maintenance of the

photocopier

● operate the photocopier in accordance with the manufacturer’s guidelines

● comply with copyright legislation

● check that the machine is working properly and clear any paper jams

● check that there is adequate toner and paper available and inform the Office

Administrator if stocks are low

● report any faults to your manager or the Office Administrator if you cannot

easily resolve them yourself

● note that high-volume printing (500+ copies) should not be printed on Adept

Owl printers but should be completed using Adept Owl’s preferred printing

supplier, Pixel Precision

● implement the company’s policy on consumables conservation wherever

possible.

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Binder and laminator

All staff must:

● attend a training session in the correct use of the binding and laminating

machine

● use the binding and laminating machines only for the formal presentation of

Adept Owl documents or as directed by your manager

● check that the contents of documents are in the correct order and meet

professional standards before binding

● operate the binder and laminator in accordance with the manufacturer’s

guidelines

● ensure binding and laminating machines are turned off after use

● report any faults to your manager or the Office Administrator if you cannot

easily resolve them yourself.

Shredder

All staff must:

● attend a training session in the correct use of the shredder machine

● use the shredder for the destruction of confidential documents or parts of

documents which contain sensitive personal or confidential information

relating to Adept Owl’s customers, employees, suppliers and franchisees

● operate the shredder in accordance with the manufacturer’s guidelines

● remove all paper clips and staples before shredding documents

● empty shredded material into recycling bins as necessary

● ensure that confidential documents approved for shredding are shredded before

placing them in recycling bins

● ensure shredder machine is turned off after use

● report any faults to your manager or the Office Administrator if you cannot

easily resolve them yourself.

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Telephones

All staff must:

● attend a training session in the correct use and functions of the telephone

system

● when making and receiving calls, remember as a representative of Adept Owl to

ensure professional conduct at all times; be polite, courteous and clear

● use the options provided by the system efficiently (e.g. call forwarding,

voicemail, hold)

● refer to the user manual supplied by the service provider

● avoid use for personal calls

● consider the need for long distance calls – use other modes of communication

instead (email, etc.), if appropriate

● seek approval from your manager prior to making any international calls

● report any faults to your manager or the Office Administrator if you cannot

easily resolve them yourself.

Fax machine

All staff must:

● attend a training session in the correct use and functions of the fax machine

● operate the fax machine in accordance with the manufacturer’s guidelines

● complete a fax transmittal sheet and attach to all sent documents

● check supply of fax transmittal sheets for all outgoing faxes and plain paper for

all incoming faxes and inform the Office Administrator if stocks are low

● check the fax machine for incoming faxes and distribute these immediately

● load the fax machine with paper and leave on at night to receive any incoming

out of hours transmissions

● keep the area around the fax machine uncluttered

● report any faults to your manager or the Office Administrator if you cannot

easily resolve them yourself.

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Adept Owl Stationery and Consumables Policy and Procedures

Policy

This policy relates to the purchase and replacement of consumables and general

stationery.

Note that some pieces of equipment require special training or an external technician

for the installation of replacement consumables.

Procedures

Purchase

● As a general rule, all purchases must be approved by the department manager

and processed by the Office Administrator.

● A nominated person in each department will check paper supplies and other

general stationery weekly, to ensure stock levels are adequate

● All staff members are to implement Adept Owl’s policy on conservation and use

paper and other consumables efficiently.

Replacement of consumables

● All staff members are responsible for the replacement of paper in photocopier,

fax machine, etc. for their own use.

● All staff members are to ensure that they remove special paper (coloured paper,

letterhead, etc.) from the photocopier once they are done and return to supply

cupboard.

● Photocopier and printer toner is to be replaced by trained personnel only. Staff

members that have not been trained by the Office Administrator to replace

toner cartridge are not to attempt it.

● Photocopier drum cartridges are only to be replaced by the Xerox technician.

Replacement by someone not authorised by Xerox will void our warranty.

● Notify the Office Administrator as soon as the ‘Drum cartridge is running low’

message appears and they will arrange for a technician to attend as soon as

practicable.

Maintenance/servicing

● Regular servicing of equipment is to be booked and recorded in the equipment

service log by the Office Administrator.

● All equipment is to be serviced according to the manufacturers’ warranty and,

at a minimum, once per year.

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Adept Owl Computer Use Policy and Procedures

Policy

Adept Owl is committed to ensuring that staff use computer technology in a manner

that promotes a safe work environment. Individual workspaces, furniture and

equipment must be adjusted to suit the ergonomic requirements of the user.

All staff members are expected to be able to use a variety of software programs in the

course of their daily duties; manage computer data proficiently; and maintain

computer equipment in good order and condition.

Procedures

Hardware

● Do not eat or drink near your computer or laptop. Spills can permanently

damage the equipment.

● Develop a routine to maintain your computer equipment. The keyboard,

monitor and mouse should be cleaned regularly. Before cleaning, make sure the

computer is turned off.

● Store any user manuals for your computer in a place where they can easily be

accessed for reference.

● Report any suspected hardware problems to the IT Manager.

● Portable devices, such as laptops, smartphones (e.g. iPhones) and tablets (e.g.

iPads) are especially vulnerable to physical damage, loss or theft.

● Avoid dropping or knocking about mobile devices, ensuring they are kept secure

in protective casing where required.

● Carry and store your laptop in a padded laptop computer bag or strong

briefcase to reduce the chance of accidental damage. An ordinary-looking

briefcase is less likely to attract thieves than an obvious laptop bag.

● Keep your laptop, tablet or smartphone in your possession and within sight

whenever possible, just as if it were your wallet or handbag. Lock them away out

of sight when not in use, preferably in a strong cupboard, filing cabinet or safe.

This applies at home, in the office and in a hotel.

● Never leave a mobile device visibly unattended in a vehicle. If absolutely

necessary, lock it out of sight in the boot or glovebox. The physical security of

any company-owned mobile IT devices in your possession is your personal

responsibility. Please take all reasonable precautions to keep these devices safe

and secure.

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Software programs

● Only registered software programs may be used. Do not download, install or use

unauthorised software programs. Unauthorised software could introduce

serious security vulnerabilities into the network as well as affecting the working

of your computer. Software packages that permit the computer to be ‘remote

controlled’ and ‘hacking tools’ are explicitly forbidden on Adept Owl equipment

unless they have been explicitly pre-authorised by management for legitimate

work purposes.

● Be careful about software licences. Most software, unless it is specifically

identified as ‘freeware’ or ‘public domain software’, may only be installed

and/or used if the appropriate licence fee has been paid. Shareware or trial

packages must be deleted or licensed by the end of the permitted free trial

period. Some software is limited to free use by private individuals whereas

commercial use requires a license payment. Individuals and companies are

being prosecuted for infringing software copyright: do not risk bringing yourself

and the company into disrepute by breaking the law.

● Authorised programs installed on each workstation are as follows:

○ operating system – Microsoft Windows

○ antivirus software – Symantec Antivirus

○ office software suite – Microsoft Office Professional

○ internet browser – Mozilla Firefox

○ email software – Microsoft Outlook Express

○ file compression/decompression software – WinZip

○ PDF reader – Adobe Acrobat Reader.

● Selected workstations also have specialised software relevant to job

requirements. These include:

○ accounting software – MYOB

○ design and publishing software – Adobe Creative Suite

○ customer relationship management (CRM) software – Act!

● If your computer notifies you that an update is required, follow the instructions.

and update the system or software.

○ These updates could relate to security flaws and it is imperative all

software is secure.

○ Some software updates will try to get the user to install additional tools or

add-ons for sister companies. Ensure to deselect all added options and

only install the required update.

● Use the software’s online Help files if you require assistance with the program.

● Report any software problems immediately to the IT Manager.

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Virus protection

● The server and all computers have antivirus software installed and they are

automatically updated at least twice per week. Staff members are not to tamper

with the antivirus or update settings on their computer.

● Viruses are a major threat to your organisation and laptops are particularly

vulnerable if their antivirus software is not kept up-to-date. Ensure your laptop

virus software has been set to automatically update.

● Staff are requested to exercise caution at all times:

○ Email attachments are now the number one source of computer viruses.

Do not open email attachments that are from an unknown source.

○ Do not copy/open files from an external source (USB flash drive, external

hard drive, CD/DVD-ROMs, etc.) until they have been scanned by the

antivirus software. This should be automated by your computer; if not,

notify the IT Manager.

● Read carefully any emails or memos from the IT Manager regarding virus risks.

● Report any suspected virus immediately to the IT Manager.

● Do not forward any files or upload data onto the network if you suspect your

computer might be infected.

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File management

● Create a personal subfolder within the server (using your name as the subfolder

name) to hold your day-to-day working files.

○ Do not store company data on your computer unless absolutely necessary.

Company data should be stored in the appropriate server drive. Unlike the

servers which are backed up automatically, data on your own computer is

not backed up and your work may be lost if you experience a system

crash.

○ If you use a laptop and require access to files offsite, you will be set up

with offline files allowing remote access to server files away from the

office.

● ‘Move’ completed files to the appropriate folder in your department.

● Filenames:

○ Speak to your Manager regarding the file naming conventions used in

your Department

○ For ease of operator identification, add your initials to the end of each

filename. For example, JulyConf-mq.doc (document about July

Conference-keyed in by Mary Quinlan)

● Back-ups:

○ Back-up copies of all electronic files on the server are made twice weekly.

○ If you spend an extended time away from the office network using a

laptop, it is your responsibility to ensure local copies of company files are

backed up.

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Adept Owl Electronic Communication Policy and Procedures

Policy

This electronic communication policy and procedures establish guidelines for the

proper and improper use of Adept Owl’s email and internet resources.

All staff members have the responsibility to use Adept Owl’s internet and email

resources in a professional, ethical and lawful manner.

Adept Owl will not tolerate inappropriate materials such as pornographic, racist,

defamatory or harassing files, pictures, videos or email messages that might cause

offence or embarrassment.

Procedures

Allocation and access

● Due to its global nature, users of the internet may encounter material that is

inappropriate, offensive and, in many instances, illegal. Adept Owl cannot

control the availability of this information and has made the decision not to

restrict access to it. However, staff members are notified that they are

responsible for any material that they:

○ view on the internet

○ download from the internet

○ upload to the internet.

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Authorised use

● Internet and email services can only be used for:

○ Adept Owl business use

○ limited personal use.

● Adept Owl business use includes any activity that is conducted for purposes

of accomplishing official business, professional duties including research and,

where appropriate, professional development.

○ Official business includes:

– using devices and software for work-related use

– using the internet to access work-related information

– sending emails to colleagues on work-related matters

– sending emails outside of the work environment on work-related

matters.

○ Professional duties include:

– using the internet for professional development or other approved

study, research or professional forums

– limited use of computer, email and other facilities to support study

(during personal time)

– limited support for employees to engage with professional

associations.

● Limited personal use means use that is infrequent and brief. This use should

generally occur during personal time and should not include use:

○ that requires substantial expenditure of time

○ for private business, personal gain or profit

○ that impedes the efficiency of internet or email services

○ that clogs mailboxes with large numbers of messages

○ that would violate or breach any state or federal legislation

○ that would violate or breach Adept Owl organisational policies and

procedures.

● As a guide, use that occurs more than a few times per day and/or for periods

longer than a few minutes would not be considered limited personal use.

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● Staff members may be held personally responsible for any use of internet and

email services that do not comply with these principles.

○ Limited personal use includes:

– limited personal emails and internet searches that are not

unauthorised, unlawful or criminal

– using a printer or photocopier to print out a few pages of personal

information

– making occasional brief local telephone calls

– making financial transactions, including bill paying or home

banking

– using web-based email.

Note: It is expected that personal use of internet and email services is undertaken

during a staff member’s personal time (Personal time: Staff members’ own time that

is not during business hours, e.g. before 9.00 am, after 5.00 pm and during lunch

breaks).

Inappropriate use

● Adept Owl will not tolerate inappropriate materials such as pornographic,

racist, defamatory or harassing files, pictures, videos or email messages that

might cause offence or embarrassment. Never store, use, copy or circulate such

material, and steer clear of dubious websites.

● If you receive inappropriate material by email or other means, delete it

immediately. If you accidentally browse to an offensive website, click ‘back’ or

close the window straight away. If you routinely receive a lot of spam, talk to

your IT Manager who can get your spam settings checked.

● Staff members should not use internet and/or email services to:

○ infringe the copyright or other intellectual property right of Adept Owl or

third parties

○ download software (without authorisation by management for legitimate

work purposes)

○ scan and email print resources protected by copyright

○ disrupt communication and information devices through such means as

mass emailing or transmitting files that place an unnecessary burden on

departmental resources (without authorisation by management for

legitimate work purposes)

○ access inappropriate internet sites

○ download, distribute, store or display offensive or pornographic graphics,

images or statements or other material obtained from inappropriate

websites

○ download, distribute, store or display material that could cause offence to

others, e.g. offensive material based on gender, ethnicity or religious and

political beliefs

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○ download unreasonable amounts of material for non-business use

○ download information for the purpose of providing it to external

organisations or the general public (without authorisation by

management for legitimate work purposes)

○ distribute defamatory, obscene, offensive, or harassing messages

○ distribute confidential information (without authorisation by

management for legitimate work purposes)

○ distribute messages that disclose personal information (without

authorisation by management for legitimate work purposes)

○ distribute private information about other people

○ distribute messages anonymously, using a false identity or using another

person’s email account

○ engage in any illegal or wrongful activity

○ engage in private business or personal profit ventures

○ engage in online chat forums, if not for legitimate work purposes

○ stream video from internet sites, if not for legitimate work purposes.

● Any serious or repeated inappropriate use of the organisation’s electronic

communication equipment, or any illegal materials will be reported directly to

management, and disciplinary processes will be initiated. This may include

summary dismissal in the event of a serious breach of the policy.

● Staff members may not:

○ disrupt or interfere with the use of internet or email services

○ without authority destroy, alter, dismantle, disfigure, prevent rightful

access to or otherwise interfere with the integrity of internet or email

services

○ misuse Adept Owl resources, including human and computing resources.

Note: Sending, receiving, displaying, printing or otherwise disseminating material

which is fraudulent, harassing, illegal, sexually explicit, obscene, intimidating or

defamatory is prohibited. Staff members encountering such material should report it

to the General Manager of Operations immediately. Sexual harassment laws (and

other anti-discrimination laws) at both Commonwealth and state level can deem

Adept Owl responsible for any breaches of anti-discrimination legislation committed

by any staff member.

Communicating information

Staff members should exercise the same care in drafting email messages as they

would for any other form of written communication. Any messages on Adept Owl’s

computer system may be subject to review by authorised Adept Owl personnel.

Furthermore, email messages may be required to be disclosed, discovered or

produced in a litigious matter involving Adept Owl.

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Adept Owl Privacy Policy

The Adept Owl Games Company is committed to protecting privacy. It is bound by

the National Privacy Principles contained in the Privacy Act 1988 and all other

legislation that governs privacy.

Where appropriate, Adept Owl will handle personal information relying on the

related bodies’ corporate exemption and the employee records exemption in the

Privacy Act. Our respect for our staff and customers’ privacy is paramount. We have

policies and procedures to ensure that all personal information is handled in

accordance with National Privacy Principles.

This Privacy Policy sets out our policies on the management of personal information

– that is, how we collect personal information, the purposes for which we use this

information, and to whom this information is disclosed.

What is personal information?

Personal information is information that could identify you. Examples of personal

information include your name, address, telephone number and email address, or

more complex information like a resume.

How does Adept Owl collect and use personal information?

Some of the ways in which Adept Owl collects personal information is when you send

a job application to us or when you email us. These uses are discussed below.

What happens if you don’t provide personal information?

Generally, you have no obligation to provide any personal information to us.

However, if you choose to withhold personal information, we are unlikely to be able

to respond to your application or query.

To whom do we disclose personal information?

We engage third party service providers (including related companies of Adept Owl,

which may be located outside Australia) to perform functions for Adept Owl. Such

functions include mailing, delivery of purchases, credit card payment authorisation,

trend analysis, external audits, market research, promotions and the provision of

statistical sales information to industry bodies.

For our service providers to perform these functions, in some circumstances it may be

necessary for us to disclose your personal information to those suppliers. Where

disclosures take place, we work with these third parties to ensure that all personal

information we provide to them is kept secure, is only used to perform the task for

which we have engaged them and is handled by them in accordance with the National

Privacy Principles.

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How do we protect personal information?

At all times, we take great care to ensure that your personal information is protected

from unauthorised access, use, disclosure or alteration. We endeavour to ensure that

our employees are aware of, and comply with, their obligations in relation to the

handling of personal information. Only properly authorised employees are permitted

to see or use personal information held by Adept Owl and, even then, only to the

extent that is relevant to their roles and responsibilities. Your personal information

will not be sold to any other organisation for that organisation’s unrelated

independent use. Further, we will not share your personal information with any

organisations, other than those engaged by us to assist us in the provision of our

products and services (as described above).

What about information you provide in job applications?

If you submit a job application to Adept Owl, we will use the information provided by

you to assess your application. In certain circumstances, Adept Owl may disclose the

information contained in your application to contracted service providers for

purposes such as screening, aptitude testing, medical testing and human resources

management activities. As part of the application process, in certain circumstances,

you may be required to complete a pre-employment health questionnaire. You may

also be asked to undergo a pre-employment medical assessment. In that case, you will

be asked to give specific consent to Adept Owl to disclose your questionnaire to its

service providers for the purposes of arranging the medical assessment and for the

relevant service providers to disclose the results of the assessment to Adept Owl.

Please note that medical disclosures will only be communicated to Adept Owl if they

are directly related to the job role that you are applying for.

If you refuse to provide any of the information requested by Adept Owl, or to consent

to the disclosure of the results of your medical assessment to Adept Owl, we may be

unable to consider your application.

Is the personal information we hold accurate?

We endeavour to maintain your personal information as accurately as reasonably

possible. However, we rely on the accuracy of personal information as provided to us

both directly and indirectly. We encourage you to contact us if the personal

information we hold about you is incorrect or to notify us of a change in your personal

information.

How can you access or correct the personal information we hold about you?

Wherever possible and appropriate, we will let you see the personal information we

hold about you and correct it if it is wrong. If we do not allow you access to any part of

the personal information we hold about you, we will tell you why.

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Adept Owl’s website privacy policy

Adept Owl generally only collects personal information from its website when it is

provided voluntarily by you, for example, when you send us an electronic message

with a query about Adept Owl or its products. We will generally use your information

to respond to your query, to provide and market our services to your or as otherwise

allowed or required by law.

For the same purposes, Adept Owl may share your information with other members

of the Adept Owl group (including those who are located outside Australia) and their

respective service providers, agents and contractors. If we do this, we require these

parties to protect your information in the same way we do.

When you visit this website or download information from it, our internet service

provider (ISP) makes a record of your visit and records the following information:

● your internet address

● your domain name, if applicable

● date and time of your visit to the website.

Our ISP also collects information such as the pages that our users access, the

documents they download, links from other sites they follow to reach our website,

and the type of browser they use. However, this information is anonymous and is only

used to statistical and website development purposes.

We use a variety of physical and electronic security measures, including restricting

physical access to our offices, firewalls and secure databases to keep personal

information secure from unauthorised use, loss or disclosure. However, you should

keep in mind that the internet is not a secure environment. If you use the internet to

send us any information, including your email address, it is sent at your own risk.

You have a right of access to personal information we hold about you in certain

circumstances. If we deny your request for access we will tell you why.

Use of cookies

A cookie is a small message given to your web browser by our web server. The

browser stores the message in a text file, and the message is then sent back to the

server each time the browser requests a page from the server.

Adept Owl makes limited use of cookies on this website. Cookies are used to measure

usage sessions accurately, to gain a clear picture of which areas of the website attract

traffic and to improve the functionality of our website.

When cookies are used on this website, they are used to store information relating to

your visit such as a unique identifier, or a value to indicate whether you have seen a

web page. We use session (not permanent) cookies. They are used to distinguish your

internet browser from the thousands of other browsers. This website will not store

personal information such as email addresses or other details in a cookie.

Most internet browsers are set up to accept cookies. If you do not wish to receive

cookies, you may be able to change the settings of your browser to refuse all cookies

or to notify you each time a cookie is sent to your computer, giving you the choice

whether to accept it or not.

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Disposal of personal information

Adept Owl is committed to maintaining the confidentiality of its customers and

employees. All documents relating to staff, suppliers and retailers will be shredded

before removing to secure bins.

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Purpose of This Style Guide

For consistency and clarity of communications, Adept Owl Games Company requires all

internal documents to conform to the following requirements of style. All employees of

Adept Owl are expected to ensure their documents incorporate the following standards.

As a general rule, for clarity of communications, Adept Owl favours cleanly and simply

presented documents.

General Style Requirements

Page Layout

Header and

Footer

The footer should include the page number and number of pages

on the right hand side of the footer.

The document date should appear on the left hand side of the

footer.

Templates All internal documents must be prepared using the relevant

template.

Company

logo

The Adept Owl Games Company logo should appear in the top left

side of the header.

Fonts

Text type Details Sample

Heading 1 Georgia 16pt, Bold. Title Case.

Paragraph spacing: 18pt before and

after, single line spaced, underlined

using bottom border.

Heading One

Heading 2 Georgia 14, Bold. Title Case.

Paragraph spacing: 18pt before, 6pt

after, single line spaced.

Heading Two

Heading 3 Georgia 12pt, Bold. Sentence case.

Paragraph spacing: 12pt before, 6pt

after, single line spaced.

Heading three

Normal Georgia 11pt.

Paragraph spacing: 6pt before and

after, single line spaced.

Normal

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Logo

Full logo:

Should be used in the first instance.

Icon only logo:

Should be used in cases where full logo is already

present and prominent and is being repeated or used

as a watermark.

Adept Owl Games Company

Text only logo:

To be used sparingly where regular logo may not print

correctly.

Lithos Pro Regular font, single line spaced.

‘Adept Owl’ 26pt, 0pt before, 6pt after, single line

spaced, bold only on ‘Adept’.

‘Games Company’ 11pt, 6pt before, 0pt after.

Positioning The logo should always be positioned on the left-hand side of

header.

Colour The logo should be used in colour, where possible, so the dice colour

is prominent. The only other permissible uses of colour with the

logo are:

Black and white Greyscaled and

washed out

Red wash

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Language Requirements

Australian

English

Ensure when word processing, language is set to ‘English

(Australia)’

Preferred reference: Macquarie dictionary. Use the first spelling

option listed in entries in Macquarie dictionary.

Plain English Avoid pompous and unnecessary words.

Use concise and correct language.

Explain all jargon where it is unavoidable.

Spell out all acronyms at first appearance.

Tone Formal in most communications; informal is permissible in some

email communications. See Email in Special Document

Requirements.

Gender-

specific

language

Avoid using gender-specific language such as ‘chairman’, ‘male’,

‘authoress’. Use ‘chairperson’. Replace ‘his’ or ‘hers’ with ‘they’.

Capitalisation Use capital letters for proper nouns and acronyms. Do not use

capital letters to emphasise text.

Numbers Use the ‘ten rule’, i.e. spell numbers out in words from one to ten,

then use digits, e.g. ‘14’. Use a space if there are five or more digits,

e.g. 55 000 or 555 000. Use words for numbers at the sentence

beginnings. Use digits for dates, times, phone numbers, addresses,

measurements and sums of money.

Exceptions – number ranges, for example 1–2 days

Dates Write months out in full, Day Month Year, with no punctuation.

Example: 2 September 2012

● Day: Use numerals with no suffixes, e.g. do not include the

‘nd’ in ‘2nd’.

● Month: Spell out whole month, e.g. ‘September’ not ‘Sept’.

● Year: Use four digit year, e.g. 2012 not 12

Punctuation Minimum punctuation to be used. The use of plain English will

make your sentences simpler and reduce the need for complicated

punctuation.

Do not use exclamation marks and avoid repeated punctuation, e.g.

‘???’.

Check names Make sure you check that you have spelt all names correctly prior

to sending or distributing your communication.

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Tables

On occasion, you may need to isolate

material, or present it in a visual way.

Tables should be used consistently

and should be presented simply and

cleanly, as shown:

 border lines should be:

o thin

o grey

 header rows and columns:

o no shading

o titles, where required,

presented in bold and

in sentence case

o header rows should

repeat if table spans

multiple pages

 cell text to be plain, matching

the ‘Normal’ style

 table rows should not break

over pages.

Column 1 Column 2

Row 1 Text

Text

Row 2 Text

Text

Row 3 Text

Text

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Specific Document Requirements

Letters

Content and presentation

Structure Header

Address block

Greeting line

Content

Signature block

Header Letter headers must always include:

 the Adept Owl Games Company logo:

o full logo

o positioned at the left side of header

o on the first page only

 a date, which should be the date upon which the letter was

signed and sent

 company details and address, left justified and as shown

below:

Adept Owl Games Company

42 Challenge Lane

RICHMOND VIC 3121

Ph: 03 9234 5678

Fax: 03 9234 5679

www.adeptowl.com.au

Greeting

line

Letters should always use the salutation ‘Dear Mr’ ‘Dear Ms’ or ‘Dear

Dr’ (as appropriate) followed by the addressee’s last name, unless

the sender personally knows the addressee, in which case their first

name can be used (e.g. ‘Dear Bob’).

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Letter

content

Bulleted lists Bulleted lists should:

● have line spacing values before and after of 3pt

● start each point with a capital letter

● contain no punctuation

● not allow bulleted lists to run across multiple

pages

Bulleted lists should contain no more than two levels:

● Level one should have:

○ an indent of 0.5cm

○ a hanging indent of 0.5cm

● Level two should have:

○ an indent of 1.5cm

○ a hanging indent of 0.5cm.

Numbered

lists

Numbered lists should:

● have line spacing values before and after 3 pt

● start each point with a capital letter

● contain no punctuation

Numbered lists should contain no more than two

levels:

● level one should:

○ use Arabic numbers

○ have an indent of 0.5cm

○ have a hanging indent of 0.5cm

● level one should:

○ use alphabetical characters

○ have an indent of 1.5cm

○ have a hanging indent of 0.5cm

Colour Do not use colour for fonts or highlighting unless

directed.

Tables Use tables where noted in templates, and presented

as noted in this guide.

Table rows should have headings.

General Do not indent text.

All text to be left justified.

Language to be set to English (Australian).

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Signature

block

Letters should always be signed ‘Yours sincerely’ followed by the

signatory’s name and job title in bold format (Signature Block).

If documents are attached, letters should indicate this by use of the

term ‘enc.’ directly beneath the Signature Block.

If other parties will also receive a copy of the letter, this should be

indicated beneath the Signature Block by use of the term ‘cc’

followed by the full names of the parties.

Spreadsheet templates

Content and presentation

Structure Spreadsheets must be designed so that they can be printed on a

single A4 page; landscape or portrait.

Content Data entry Dates should be entered as short date form.

Columns for entry of cost data should be formatted

to: accounting.

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Memoranda

Content and presentation

Structure To:

From:

Re:

Date:

Purpose:

Background:

Action taken:

Recommendations:

Contact details

Signature with title

Header Memorandum headers must always include:

the Adept Owl Games Company logo:

full logo

positioned at the left side of header

on the first page only

Memo

content

Use bulleted

lists

Bulleted lists should:

● have line spacing values before and after of 3 pt

● start each point with a capital letter

● contain no punctuation

● not allow bulleted lists to run across multiple

pages

Bulleted lists should contain no more than two levels:

● level one should have:

○ an indent of 0.5cm

○ a hanging indent of 0.5cm

● level two should have:

○ an indent of 1.5cm

○ a hanging indent of 0.5cm.

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Emails

Content and presentation

Structure Greeting

Message

Farewell

Email signature

Message

content

Text Be brief – emails should be used for quick

communication.

Break separate concepts/discussion points into

separate lines/paragraphs so they can be seen.

While email is a less formal communication than

letter, remember it is still a business communication

– do not write or send anything via email you

wouldn’t say to the recipient in person!

Make text a little larger, around 12pt, to make on-

screen reading easier for your recipient.

Don’t use common internet acronyms in emails, such

as ‘LOL’ or ‘BRB’; use proper English, with fully

constructed sentences.

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Colour Do not use colour for fonts or highlighting unless

directed.

Images Do not use images unless directed.

Signature Signatures must include the following:

● your name

● your position

● company address

● your direct phone line

● your email address written out

● company fax number

● company website URL

● privacy disclaimer

● environmental disclaimer.

Note: Between 1 December and 7 January each year,

all emails should instead use the company’s

Christmas signature, which includes all of the above

material, but contains a ‘Season’s Greetings’ image at

the top.

Attachments Attachments should not be embedded in the body of

the email and attached properly in the first instance.

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Meeting Agendas

Content and presentation

Structure Welcome/open meeting

Meeting preparation

Apologies for any absences

Approve minutes of the previous meeting

Matters arising from the previous meeting

Agenda items

Any other business

Arrangement of next meeting

Close meeting

Header Agenda headers must always include:

● the Adept Owl Games Company logo:

○ positioned at the left side of header

○ on the first page only

● date, time and location of meeting

● Chair and Minute-Taker

● title of meeting

● attendees

Content Text All language should be clear and concise.

All required reading and preparation has been

noted.

Ensure all agenda items have been included.

All action arising from previous meeting has been

noted.

All attendees and apologies have been noted.

Duration for discussion has been allocated.

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Meeting Minutes

Content and presentation

Structure (Mirrors the agenda structure)

Welcome/open meeting

Meeting preparation

Apologies for any absences

Approve minutes of the previous meeting

Matters arising from the previous meeting

Agenda items

Any other business

Arrangement of next meeting

Close meeting

Header Minutes headers must always include:

● the Adept Owl Games Company logo:

○ positioned at the left side of header

○ on the first page only

● date, time and location of meeting

● Chair and Minute-Taker

● title of meeting

● attendees.

Content Text All language should be clear and concise.

Ensure all agenda items have been included, and all

other business has been noted.