Level 2 Occupational Studies Revised Level 1 REVISED Support 14768

CCEA Occupational Studies

Levels 1 and 2

Single Award

Business and Services

Using Office Technology

Exemplar Portfolio

2

Unit 14 Using Office Technology

EXEMPLAR MATERIALS

These exemplar materials were written by an experienced teacher and moderator who has

taught occupational studies for the past eight years. It is hoped that they will provide support

and guidance for both new and existing teachers and lecturers who will be delivering the new

specification of occupational studies units from September 2013.

There are three sections to the exemplar material:

Section 1 Exemplar portfolio

Section 2 Teacher / lecturer guidance & mark schemes for AO1, AO2 and AO3

Section 3 Observation templates for AO2

Whilst the materials were written for the Using Office Technology specification they can be

adapted for any unit in the occupational studies suite of units, if the basic principles outlined

below are followed:

AO1 Knowledge Check

A knowledge check should be completed for each section of the unit specification

The knowledge check should have a clear mark scheme

The learner should be aware of how many marks are available for each question

Use of pictures to make the knowledge check more user friendly

The language and terminology used should not be a barrier to the learner being able to answer the questions

Do not ask double negative questions

Do not ask a series of questions where correct answers are dependant on getting the first or previous answer correct

3

AO2 Practical Assessment

A practical assessment is required for each section of the specification unless otherwise stated

The practical assessment should have a clear mark scheme

The mark scheme should be directly related to the assessment criteria and performance descriptors for the unit

There should be clear annotation indicating why marks have been / not been awarded

Learners should be given every opportunity to complete practical assessments

AO3 Evaluations

Learners should be guided and supported to evaluate within their diary and marks awarded accordingly

Learners should complete an evaluation at the end of each section of the specification

Learners should complete a final evaluation for the unit

A clear marking scheme should be used to mark the evaluation using the performance indicators for the unit.

It is essential that the breakdown of marks awarded for AO1, AO2 and AO3 is clearly shown

in each students portfolio. The final mark awarded for the unit will be a score out of 100

(remember to round up scores if they are 0.5 or above).

4

Occupational Studies


Section 1

Exemplar Portfolio

5

CCEA Occupational Studies Levels 1 and 2

Single Award



Candidate Name _____________________________________

Candidate Number ___________________________________

Teaching Centre Name ________________________________

Teaching Centre Number ______________________________

Administration Centre Name ___________________________

Administration Centre Number _________________________

Pathway___________________________________________

I certify that the evidence submitted for this unit is my own work.

Learner Signature ________________________________

I certify that the evidence submitted for this unit is the work of _____________________

Teacher/Lecturer Signature ___________________________ Date ___________________

6

Using Office Technology Unit 14 This unit provides learners with a basic knowledge and understanding of administration

practice together with the skills necessary to pursue careers as secretaries, administrators,

receptionists or call centre personnel. Learners will have the opportunity to use a range of

technological equipment found in the modern office. They will develop their proofreading

skills, ensuring all documents are produced to the highest standard and meet agreed

specifications.

This unit includes:

the use of electronic equipment;

consideration of health and safety issues when using office technology;

consideration of environmental issues relating to the use of office technology;

events planning;

consideration of career opportunities in office administration; and

a review and evaluation of performance.

7

Learning Outcomes Section 1 Identify and Show the Purpose of Major Items of Office Equipment Learners should be able to:

understand the responsibilities of both employer and employee in relation to the Health and

Safety at Work Act(HASAWA) 1974 in an office environment;

use a telephone to make and receive calls;

leave and receive messages using an answering machine;

use a scanner to produce electronic copies of documents;

use a computer printer to produce single-sided, double-sided and multiple copies of

documents, including printing in colour and greyscale;

use shredders, calculators, telephones, email, answering machines and fax machines

correctly, confidentially and safely;

follow health and safety rules when using office technology;

identify environmental issues when using office technology;

describe three career opportunities in office administration; and

evaluate their own performance in practical tasks.

Section 2 Use a Photocopier Safely and Effectively 2 Use a Photocopier and Effectively

Learners should be able to:

use a photocopier effectively to produce single pages, multiple copies, double-sided and

multi-page photocopies;

check quality and minimise waste;

identify minor photocopier problems and solve these effectively;

demonstrate the procedure to be followed in the event of machine breakdown;

identify health and safety and environmental issues when using photocopiers; and

evaluate their own performance in practical tasks.

Section 3 Use a Computer to Produce Documents Section 3 Use a Computer to Produce Documents

Learners should be able to:

use a word processing package to create documents from manuscript and printed originals;

use a spreadsheet package to create and manipulate data as specified;

identify the benefits and limitations of these applications;

understand data protection legislation;

send a message by email and include an attachment;

evaluate their own performance in practical tasks; and

carry out an end-of-unit evaluation.

8

Unit 14 - Using Office Technology - Learner Tracking Grid

Learners Name _______________

Learner Outcome E

xc

ell

en

t

Ve

ry g

oo

d

Go

od

Sa

tisfa

cto

ry

Bas

ic

Un

wo

rth

y o

f

cre

dit

10-9

8-7

6-5

4-3

2-1

0

AO1

Health and Safety, environment and related careers

Materials and related skills and knowledge

AO2

Telephone and answering machine tasks

Using a calculator

Using a scanner, a photocopier and a fax machine

Word processing tasks

Spreadsheet tasks

Sending an email

AO3

Task Evaluation

Final / Diary Evaluation

Total Score per column

Total score for unit (max 100)

My diary completed Yes No

My record completed Yes No

The final award will be based on the combined scores of two units as shown in Section 3.4 of the specification.

9

Unit 14 Using Office Technology Mark Grid AO1 Recall of Knowledge

Mark awarded

Final Mark

Section A Assignment 1 /Careers

/10

Assignment 2 /10

Assignment 3 /10

Total

/30

Divide by 3

/10

Section B Assignment 1 /10

Assignment 2 /10

Assignment 3 /10

Total

/30

Divide by 3

/10

AO2 Practical Application

Telephone & answering machine

/10 /10

Using a calculator /10 /10

Using a scanner, a photocopier & a fax machine

/30 Divide by 3 /10

Word processing tasks /10 /10

Spreadsheet tasks /10 /10

Sending an email /10 /10

AO3 Analyse and evaluate work

Assignment 1 /10

Assignment 2 /10

Assignment 3 /10

Sub total /30 Divide by 3 /10

Final evaluation /10 /10

UNIT SCORE TOTAL: /100

10

Teacher/Lecturer Signature _________________


My Record

Learner Name ____________________________

COMPLETED PAGE/S diary

understand the responsibilities of both employer and employee in relation to the Health and Safety at Work Act (HASAWA) 1974 in an office environment;

use a telephone to make and receive calls;

leave and receive messages using an answering machine;

use a scanner to produce electronic copies of documents;

use a computer printer to produce single-sided, double-sided and multiple copies of documents, including printing in colour and greyscale;

use shredders, calculators, telephones, email, answering machines and fax machines correctly, confidentially and safely;

follow health and safety rules when using office technology;

identify environmental issues when using office technology;

describe three career opportunities in office administration;

use a photocopier effectively to produce single pages, multiple copies, double-sided and multi-page photocopies;

check quality and minimise waste;

identify minor photocopier problems and solve these effectively;

demonstrate the procedure to be followed in the event of machine breakdown;

identify health and safety and environmental issues when using photocopiers;

use a word processing package to create documents from manuscript and printed originals;

use a spreadsheet package to create and manipulate data as specified;

identify the benefits and limitations of these applications;

understand data protection legislation;

send a message by email and include an attachment;

evaluate their own performance in practical tasks;

carry out an end-of-unit evaluation.

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CCEA Occupational Studies Levels 1 and 2

My Diary The table below should be completed by the learner.

Unit Title

Learner Name

Class/Teaching Group

Teacher/Lecturer Name

Centre Name

Teaching Centre Name

The section below should be completed by the teacher/lecturer.

Marks Available for

Evaluation (if applicable)

12

TIPS FOR COMPLETING YOUR DIARY:

Make sure you complete a diary entry for all your classes

Remember to fill in the date

Ask your teacher to sign your diary every week and dont forget to sign it yourself!

If you miss a class fill in the date and write absent when you are next in class

You can use what you have written in your diary to help you with your evaluations

You may be awarded marks for your diary so make sure you complete it! If you are unsure what to write, ask your teacher for help

DESCRIPTION SECTION:

When you are completing the description section of your diary think about what you did in class. Include:

Practical activities you completed, for example, made a telephone call, made a poster

Written tasks you completed, for example Health & Safety exercise, preparation for sending a fax

Listening to guest speakers, for example, careers officer

Going on a trip, for example, visit to a solicitors office

Completing assessments

Completing knowledge checks

Completing evaluations

There may be other things not on the list that you will do during this unit remember to write about them in your diary!

EVALUATION SECTION:

When you are completing the evaluation section of your diary, the following questions may help you to evaluate. Ask yourself:

What did I do well / not so well?

How could I improve my skills / knowledge / performance?

What did I enjoy / not enjoy?

What did I find easy / difficult?

Did I follow instructions / procedures? If not, why not?

Would it be helpful if I found out more information from books / magazines / internet?

How could I use my skills / knowledge to work in an office?

What else do I need to know about working in an office?

Has this unit helped me decide what Im going to do when I leave school?

This list does not include all the questions you could ask yourself but it should help you to get started with your evaluation!

13

Date

Activity Marks

Description

Evaluation

Learner

Signature

Teacher/Lecturer

Signature

Date

Activity Marks

Description

Evaluation

Learner

Signature

Teacher/Lecturer

Signature

14

Date

Activity Marks

Description

Evaluation

Learner

Signature

Teacher/Lecturer

Signature

Date

Activity Marks

Description

Evaluation

Learner

Signature

Teacher/Lecturer

Signature

15

Date

Activity Marks

Description

Evaluation

Learner

Signature

Teacher/Lecturer

Signature

Date

Activity Marks

Description

Evaluation

Learner

Signature

Teacher/Lecturer

Signature

16

Date

Activity Marks

Description

Evaluation

Learner

Signature

Teacher/Lecturer

Signature

Date

Activity Marks

Description

Evaluation

Learner

Signature

Teacher/Lecturer

Signature

17

Date

Activity Marks

Description

Evaluation

Learner

Signature

Teacher/Lecturer

Signature

Date

Activity Marks

Description

Evaluation

Learner

Signature

Teacher/Lecturer

Signature

18

Date

Activity Marks

Description

Evaluation

Learner

Signature

Teacher/Lecturer

Signature

Date

Activity Marks

Description

Evaluation

Learner

Signature

Teacher/Lecturer

Signature

19



AO1- Section

Knowledge & Understanding/ Careers

20

Unit 14: Using Office Technology

(AO1) Guidance for Careers Leaflet

Students knowledge of career opportunities in Office Administration may be demonstrated in an information leaflet. The leaflet should include the following:

A detailed description of 3 job roles in Office Administration. Students should include an explanation of:

- the skills required for each job - the responsibilities of each job - qualifications required for each job - the approximate salary for each job Students should also include an account of what they need to do after they complete this qualification if they would like to work in Office Administration.

There is no requirement for students to have access to a computer to produce the careers leaflet.

21

LEARNER NAME:


(AO1) Knowledge Check 1 Items of Office Technology

REMEMBER TO:

Write your name in the space provided at the top of the question paper. Try to answer all questions in section A and B of the knowledge check. Write your answers in the spaces provided.

USEFUL INFORMATION:

There are 30 possible marks for this knowledge check. The numbers in brackets printed down the right-hand side of the pages are the marks available for each question.

Section B

TOTAL MARK

Divided by 2

/10

For teachers use only

Marks

Careers Leaflet

Section A

TOTAL MARK

Divided by 2

/10

http://www.askbaby.com/changing-and-washing.htmhttp://www.askbaby.com/changing-and-washing.htm

22

Section A: Health and Safety and Environment

1. (a) Write down three health or safety hazards which might cause an accident in an office. 1.________________________________________________________ 2.________________________________________________________ 3.________________________________________________________

[3] (b) Write down two accidents which might occur as a result of the hazards you have identified in question 1. 1.________________________________________________________ 2.________________________________________________________

[2]

2 (a) Write down two rights you have under the Health & Safety at Work NI Order (1978) 1.________________________________________________________ 2.________________________________________________________

[2]

23

(b) Write down three responsibilities you have under the Health & Safety at Work Order (1978) 1. _______________________________________________________ 2. _______________________________________________________ 3. _______________________________________________________

[3]

24

Section B: Materials, Skills and Knowledge

Use your calculator to answer questions 1 to 3 1. Your teacher has asked you to purchase 12 blue pens which cost 1.45 each and 16 file blocks which cost 2.75 each.

(a) Calculate the cost of the 12 blue pens. ____________________

[1] (b) Calculate the cost of the 16 file blocks. _____________________

[1]

(c) Write down the Total Cost to your teacher. _________________

[1]

2. You have searched the internet and now want to purchase a mobile phone. The price shown is 150 but this does not include the VAT. VAT is charged at 20%. You will also have to pay 6.75 for postage. (a) Calculate the amount of VAT you will have to pay. ______________

[1] (b) Write down the Total Cost you will have to pay for the mobile phone.

[2]

3 You have received an invoice for 25 iPads and the total cost is 6475. (a) Calculate the cost of one iPad. ______________________________

[1]

25

4. Linda is a doctors receptionist and needs to contact a patient regarding an appointment. When she phones the patient the phone is answered by an answering machine. Tick all the information Linda should leave on the answering machine for the patient. Lindas name Lindas age The name of the patient The time of the appointment The patients illness The date of the appointment

[4 ]

26

5 (a) Write down two advantages of your organisation having an answering machine. 1. _______________________________________________________ 2. _______________________________________________________

[2] (b) Write down two disadvantages of your organisation having an answering machine. 1. _______________________________________________________ 2. _______________________________________________________

[2]

27

6. You received the following telephone message for Mr K Daniels today at 9 oclock. Message: - Hanna Edmonds from the Purchasing Department phoned to say she had the flu and would not be in work today. She said she will phone again when she is able to return to work. Fill in the While You Were Out form below

To

Date Time

WHILE YOU WERE OUT

Mr/Ms _____________________

From ___________________________

Telephoned Please Call

Called to see you Will call again

Wants to see you Urgent

Returned your call

Message

______________________________________________________________

______________________________________________________________

_____________________________________________________________

Message taken by _______________________________

[5]

THIS IS THE END OF THE KNOWLEDGE CHECK

PLEASE CHECK OVER YOUR ANSWERS

28

LEARNER NAME:


(AO1) Knowledge Check 2 The Photocopier

REMEMBER TO:

Write your name in the space provided at the top of the question paper. Try to answer all questions in section A and B of the knowledge check Write your answers in the spaces provided.

USEFUL INFORMATION:


Section B

TOTAL MARK

Divided by 2

/10


Marks

Section A

TOTAL MARK

/10


29

Section A: Health and Safety and Environment

1 (a) Write down two things you should do if the photocopier breaks down when you are using it. 1.________________________________________________________ 2.________________________________________________________

[2]

(b) Write down three ways to reduce wasting paper when photocopying documents. 1. _______________________________________________________ 2. _______________________________________________________ 3. _______________________________________________________

[3]

30

(c) Write down three ways to recycle waste paper. 1. _______________________________________________________ 2. _______________________________________________________ 3._______________________________________________________

[3]

(d) Write down two ways to dispose of used toner cartridges. 1. _______________________________________________________ 2. _______________________________________________________

[2]

http://www.thinkstockphotos.co.uk/image/stock-photo-person-sitting-at-desk-in-office-throwing/76038292http://www.thinkstockphotos.co.uk/image/stock-photo-hands-repairing-toner-cartridge/134110195

31

Section B: Materials, Skills and Knowledge 1. Circle the correct answer for each of the following questions (a) Enlarge means to: a) make a copy bigger than the original b) make a copy smaller than the original c) make a copy lighter than the original d) make a copy darker than the original

[1] (b) Reduce means to: a) make a copy bigger than the original b) make a copy smaller than the original c) make a copy lighter than the original d) make a copy darker than the original

[1]

(c) Lighten means to: a) make a copy bigger than the original b) make a copy smaller than the original c) make a copy lighter than the original d) make a copy darker than the original

[1]

(d) Darken means to: a) make a copy bigger than the original b) make a copy smaller than the original c) make a copy lighter than the original d) make a copy darker than the original

[1]

(e) Sorting copies means putting the pages in the correct order. a) TRUE b) FALSE

[1] (f) Fastening copies means putting the pages together using a

stapler or paper clip. a) TRUE b) FALSE

[1]

32

2. Complete the passage below using words from the shaded box.

When making photocopies you should do one copy first to check the

__________. When paper gets stuck inside the photocopier this is

called a ________________. Copies that have one side blank are

called _________________. Copies that have been copied on both

sides are called ______________________.

double-sided paper-jam quality words colour single-sided

[4] 3. Write down two sizes of paper that can be used in a photocopier. 1. _______________________________________________________ 2.________________________________________________________

[2] 4. In your own words write down what is meant by copyright. _________________________________________________________ _________________________________________________________ _________________________________________________________

[4]

33

5. Answer True or False for the following questions (a) Colour copies are cheaper to produce than black and white copies.

True / False (circle the correct answer) [1] (b) It is cheaper to produce multiple copies of a page using a photocopier rather than using a computer printer.

True / False (circle the correct answer) [1] (c) You are allowed to photocopy as many pages from a book as you want. True / False (circle the correct answer) [1] (d) You must always leave a photocopy switched on during the night.

True / False (circle the correct answer) [1]


PLEASE CHECK OVER YOUR ANSWERS

34

LEARNER NAME:


(AO1) Knowledge Check 3 Using a Computer to Produce

Documents

REMEMBER TO:

Write your name in the space provided at the top of the question paper. Try to answer all questions in section A and B of the knowledge check Write your answers in the spaces provided.

USEFUL INFORMATION:


Section B

TOTAL MARK

Divided by 2

/10


Marks

Section A

TOTAL MARK

/10


35

Section A: Health and Safety and Environment 1. Tick the legislation that applies to office workers who use computers regularly as part of their normal work.

Environmental Health H&S (Display Screen Equipment) H&S At Work Act Fair Employment Act

[1] 2. Write down three health risks that may occur when using visual display equipment. 1. _______________________________________________________ 2. _______________________________________________________ 3. _______________________________________________________

[3] 3. Write down two Health & Safety responsibilities an employer has towards their employees who use Visual Display Equipment regularly. 1. _______________________________________________________ 2. _______________________________________________________

[2]

36

4. Circle the minimum temperature acceptable in an office. 9oC

11oC

16oC 20oC

[1] 5. Write down three facts which must be completed to report an accident on an Accident Report Form. 1. _______________________________________________________ 2. _______________________________________________________ 3. _______________________________________________________

[3]

37

Section B: Materials, Skills and Knowledge 1. (a) The software package word processing allows you to Tick the correct answer

Do calculations

Sort records

Produce letters

Make presentations

[1] (b) Explain what is meant by the term editing text. _________________________________________________________ _________________________________________________________

_________________________________________________________

[3] (c) When formatting a document which of the following can you NOT do Tick the correct answer.

Change the font style

Change the spelling

Change the font size

Change the margins

[1]

38

2. Write down three advantages of using a word processing package to produce documents. 1. _______________________________________________________ 2. _______________________________________________________ 3._______________________________________________________

[3] 3. (a) The software package spreadsheet allows you to Tick the correct answer

Do calculations

Sort records

Produce letters

Make presentations

[1]

4. Write down three advantages of using a spreadsheet package to produce documents. 1. _______________________________________________________ 2. _______________________________________________________ 3.________________________________________________________

[3]

5. The Data Protection Act applies to personal information held by an organisation. Write down three Data Protection Principles. 1. _______________________________________________________ 2. _______________________________________________________ 3.________________________________________________________

[3]

39

6. The Data Protection Act gives employees several rights. Write down two of these rights. 1. _______________________________________________________ 2. _______________________________________________________

[2] 7. Explain what is meant by an attachment to an email. _________________________________________________________ _________________________________________________________ _________________________________________________________

[3]


PLEASE CHECK YOUR ANSWERS

40



AO2- Section

Practical Assessments

41

AO2 Assessments Unit 14 - Using Office Technology You have been asked by your Principal to assist in arranging the Year 12 Prize Night. You will need to organise a guest speaker, notify staff and parents, prepare Prize Night booklets and arrange refreshments for the evening. Your teacher/tutor will give you information to help you complete these tasks. NB Remember to include all your printouts/evidence in your portfolio AO2 Assessment 1 (Section 1 Using the telephone and fax machine) - Produce a to do list in order to complete the task. - Phone the guest speaker to confirm the date of the Prize Night. - Leave a message on your Principals secretarys answering machine to confirm

guest speakers details. - Send a fax to the guest speaker to confirm the arrangements. AO2 Assessment 2 (Section 2/3 Using a Word Processor and Photocopier) - Produce a list of contact details - Word process a letter with tear off slip informing parents of arrangements for prize night - Word process pages for prize night booklet - Word process memo to all staff notifying them about the arrangements for prize night - Produce an A4 leaflet/poster to promote prize night, scanning in the school logo - Photocopy parental letter on to headed paper - Photocopy prize night booklet AO2 Assessment 3 (Section 3 Sending e-mails and Creating/amending a spreadsheet) - Send an e-mail to your Principal attaching the leaflet/poster

- Send an e-mail to the catering supervisor requesting refreshments for prize night. - Create and amend a spreadsheet to cost the event

42

LEARNER NAME:


(AO2) Assessment 4 Using the Calculator

REMEMBER TO:

Write your name in the space provided at the top of the question paper. Try to answer all questions. Write your answers in the spaces provided.


43

USING YOUR CALCULATOR ANSWER THE FOLLOWING QUESTIONS

903 9398 2332.00 647.4 809

+ 2498 + 12875 + 92.80 + 18.6 + 671

+ 89 + 698 + 15.82 +403.0 + 34.28

+ 952 + 20 + 210.00 + 37.0 + 3984.40

_____ ______ _______ _____ ________

121 25827 869584 298.87 29382.23

- 75 - 17463 - 435113 -114.35 - 2594.30

____ _______ _______ ______ _________

623 2983 25 5162 5891

x 7 x 18 x 24 x 9 x 10

____ _____ ____ _____ _____

516 2184 3975 81000 56240

. . . . .

. 4 . 26 . 25 . 648 . 10

____ ______ _____ ______ ______

[20]

44



AO3 - Section

Evaluations

45


(AO3) Self Evaluation 1 (Making a telephone call and sending a fax)

Learner Name:_______________________________________

1. What did I do well in the assessment? (Explain why) ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ 2. What could I have done better in the assessment? (Explain why)

____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________

____________________________________________

Think about:

- your preparation

- following procedures

- skills used

- safety

- doing it yourself

Think about:

- what you forgot to do

- what you needed to know more about

- what you didnt do very well

Use the light bulbs to help you.

You can also add your own ideas.

Dont forget you can also use the

information you have written in your

diary to help you!


46

3. What would I do differently next time? (Explain why)

____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________

4. What skills have I developed? (Explain)

____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ 5. What have I learnt from the experience? (Explain)

____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________

____________________________________________

/10

Think about:

- what you wrote in question 2 - how you could do things better

Think about your

skills in: - organising


- working alone

- being independent

Think about:

- what you have learnt about using the telephone and fax machine - why this is important

47


(AO3) Self Evaluation 2 (Using a Word Processor and Photocopier)

Learner Name:_______________________________________


____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________

____________________________________________

Think about:

- your preparation


- skills used

- safety / dressing

- doing it yourself

Think about:








diary to help you!


48


____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________



____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________

____________________________________________

/10

Think about:


Think about your



- working alone

- being independent

Think about:

- what you have learnt about word processing and using a photocopier

- why this is important

49


(AO3) Self Evaluation 3 (Sending e-mails and Creating/amending a spreadsheet)

Learner Name:_______________________________________


____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________

____________________________________________

Think about:

- your preparation


- skills used

- safety

- doing it yourself

Think about:








diary to help you!


50


____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________



____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________

____________________________________________

/10

Think about:


Think about your



- working alone

- being independent

Think about:

- what you have learnt about sending e-mails and creating/amending a spreadsheet - why this is important

51


(AO3) Final Unit Evaluation

Learner Name:_______________________________________

1. What did I do well in this unit? (Explain why) ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ 2. What could I have done better in this unit? (Explain why)

____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________

____________________________________________

Think about:

- your preparation


- skills used

- safety

- doing it yourself

Think about:








diary and in your task evaluations to

help you!


52

3. What skills have I gained in this unit? (Explain why)

____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________

4. What skills do I need to develop? (Explain)

____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ 5. How will these skills help me to decide the type of career I would like to follow? (Explain)

____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________

____________________________________________

/10

Think about:

- all the equipment you have used - working in a team - following instructions

Think about your



- working alone

- being independent

Think about:

- the type of career you would like - the skills and

qualifications you would need

53



Section 2

Teacher/lecturer guidance &

Mark schemes for AO1, AO2 & AO3

54


(AO1) Mark sheet for careers leaflet

Learner Name:________________________________________

(A01) Careers in Office Administration

9 - 10

Excellent knowledge of career opportunities in Office Administration

7 - 8

Very good knowledge of career opportunities in Office Administration

5 - 6

Good knowledge of career opportunities Office Administration

3 - 4

Satisfactory knowledge of career opportunities Office Administration

1 - 2

Basic knowledge of career opportunities Office Administration

Comment:

Score: /10

Teachers signature:___________________________

Students signature:___________________________

55

OCCUPATIONAL STUDIES 2013


Unit 14:


(AO1) Knowledge Check 1 Items of Office Technology

MARK SCHEME


56

Section A: Health and Safety and Environment 1. (a) Write down three health or safety hazards which might cause an accident in an office. Answers may include any three of the following points:

Trailing leads

Overloaded electric sockets

Fire exits blocked

Spilled liquid

Overloaded shelves

Open filing cabinet drawers

Uneven floors

Frayed carpet

Any other valid points will be given credit. (3 x [1]) [3] 1 (b) Write down two accidents which might occur as a result of the hazards you have identified in question 1. Answers may include any two of the following points but must be related to answers in question 1(a)

Staff tripping and falling

Fires starting

Staff unable to escape in the event of an emergency

Staff slipping and falling

Staff cutting leg on edge of drawer

Risk of materials falling off shelves and injuring staff Any other valid points will be given credit. (2 x [1]) [2] 2 (a) Write down two rights you have under the Health & Safety at Work NI Order (1978) Answers may include any two of the following points: The right to work in a safe environment The right to training needed to do the job The right to appropriate equipment for the job The right to protective clothing for the job The right to toilets The right to washing facilities The right to drinking water The right to adequate first aid facilities Any other valid points will be given credit. (2 x [1]) [2]

57

2 (b) Write down three responsibilities you have under the Health & Safety at Work Order (1978) Answers may include any three of the following points:

Follow the training you have received when using any work items your employer has given you.

Take reasonable care of your own and other peoples health and safety

Co-operate with your employer on health and safety

Tell someone (your employer, supervisor, or health and safety representative) if you think the work or inadequate precautions are putting anyones health and safety at risk.

Any other valid points will be given credit. (3 [1]) [3] Section B: Materials, Skills and Knowledge 1. Your teacher has asked you to purchase 12 blue pens which cost 1.45 each and 16 file blocks which cost 2.75 each.

(d) Calculate the cost of the 12 blue pens. ________17.40____________ [1]

(e) Calculate the cost of the 16 file blocks. ________44.00____________ [1]

(f) Write down the Total Cost to your teacher. _____61.40___________ [1]

2. You have searched the internet and now want to purchase a mobile phone. The price shown is 150 but this does not include the VAT. VAT is charged at 20%. You will also have to pay 6.75 for postage.

(a) Calculate the amount of VAT you will have to pay. ____30____________

[1] (b) Write down the Total Cost you will have to pay for the mobile phone.

150 + 30 + 6.75 = 186.75

[2]

3 You have received an invoice for 25 iPads and the total cost is 6475.

(a) Calculate the cost of one iPad. _________259________________________ [1]

58

4. Linda is a doctors receptionist and needs to contact a patient regarding an appointment. When she phones the patient the phone is answered by an answering machine. Tick all the information Linda should leave on the answering machine for the patient. Lindas name Lindas age The name of the patient The time of the appointment The patients illness The date of the appointment Allow 1 mark for each correct answer. If more than 4 items ticked NO marks allocated.

[4 ]

5 (a) Write down two advantages of your organisation having an answering machine. Answers may include any two of the following points:

No messages are missed

Messages can be left 24/7

Accurate record of message including date and time received

Outgoing message can provide information to the call Any other valid points will be given credit. (2 x [1])

[2] 5 (b) Write down two disadvantages of your organisation having an answering machine. Answers may include any two of the following points:

The message may not be clear

The machine may be out of order therefore message cannot be left

The tape may be full and message cannot be left

Impersonal Any other valid points will be given credit. (2 x [1])

[2]

59

6. You received the following telephone message for Mr K Daniels today at 9 oclock. Message: - Hanna Edmonds from the Purchasing Department phoned to say she had the flu and would not be in work today. She said she will phone again when she is able to return to work. Fill in the While You Were Out form TO Mr K Daniels DATE Todays date TIME 9 am MR/MRS Hanna Edmonds FROM Purchasing MESSAGE Hanna has flu and will not be in work today. She will phone again to let

you know when she is able to return to work. MESSAGE TAKEN BY Learners name Allow mark for each of the following :- T0; Date; Time; Title; From; Message taken by

(6 x []) [3]

Allow up to 2 marks for message details. [2]

60



Unit 14:


(AO1) Knowledge Check 2 The Photocopier

MARK SCHEME


61

Section A: Health and Safety and Environment 1 (a) Write down two things you should do if the photocopier breaks down when you are using it. Answers may include any three of the following points:

Tell someone in authority

Put a notice on the photocopier stating it is broken

Phone the service engineer

Any other valid points will be given credit. (2 x [1]) [2] 1 (b) Write down three ways to reduce wasting paper when photocopying documents. Answers may include any two of the following points

Reduce A4 to A5

Photocopy double-sided instead of single-sided

Check the quality of the first copy before producing multiple copies

Only copy the number required Any other valid points will be given credit. (3 x [1]) [3] 1 (c) Write down three ways to recycle waste paper. Answers may include any two of the following points

Send to recycling company

Reuse in the office if one side is blank

In a school use in the Art Department Any other valid points will be given credit. (3 x [1]) [3] 1 (d) Write down two ways to dispose of used toner cartridges. Answers may include the following points

Send to recycling company

Refill Any other valid points will be given credit. (2 x [1]) [2]

62

Section B: Materials, Skills and Knowledge 1. Circle the correct answer for each of the following questions

(a) Enlarge means to: Answer( a) make a copy bigger than the original

[1] (b) Reduce means to: Answer (b) make a copy smaller than the original

[1]

(c) Lighten means to: Answer (c) make a copy lighter than the original

[1]

(d) Darken means to: Answer (d) make a copy darker than the original

[1]

(e) Sorting copies means putting the pages in the correct order. Answer TRUE

[1] (f) Fastening copies means putting the pages together using a stapler or paper

clip. Answer TRUE

[1] 2. Complete the passage below using words from the shaded box. When making photocopies you should do one copy first to check the _quality_____.

When paper gets stuck inside the photocopier this is called a __paper-jam_______.

Copies that have one side blank are called __single-sided________. Copies that

have been copied on both sides are called __double-sided__________.

(4 x [1]) [4]

63

3. Write down two sizes of paper that can be used in a photocopier.

Answers may include any two of the following points

A3

A4

A5 Any other valid points will be given credit (2 x [1]) [2] 4. In your own words write down what is meant by copyright. Answer should include that copyright is

the exclusive legal right

of the originator of a product/service

for a fixed number of years

to print, publish, perform, film, or record literary, artistic, or musical material. (4 x [1])

[4] 5. Answer True or False for the following questions (a) Colour copies are cheaper to produce than black and white copies.

Answer False [1] (b) It is cheaper to produce multiple copies of a page using a photocopier rather than using a computer printer.

Answer True [1] (c) You are allowed to photocopy as many pages from a book as you want. Answer False [1] (d) You must always leave a photocopy switched on during the night.

Answer False [1]

64



Unit 14:


(AO1) Knowledge Check 3 Using a Computer to Produce Documents

MARK SCHEME


65

Section A: Health and Safety and Environment 1. Tick the legislation that applies to office workers who use computers regularly as part of their normal work.

Answer H&S (Display Screen Equipment) [1] 2. Write down three health risks that may occur when using visual display equipment. Answers may include the following points

Repetitive Wrist Strain

Eyesight Strain

Back Strain Any other valid points will be given credit. (3 x [1]) [3] 3. Write down two Health & Safety responsibilities an employer has towards their employees who use Visual Display Equipment regularly. Answers may include any two of the following points

analyse workstations to assess and reduce risks

make sure controls are in place

provide information and training

provide eye and eyesight tests on request, and special spectacles if needed

review the assessment when the user or DSE changes Any other valid points will be given credit. (2 x [1]) [2] 4. Circle the minimum temperature acceptable in an office. Answer 16oC

[1]

5. Write down three facts which must be completed to report an accident on an Accident Report Form. Answers may include any three of the following points

name of injured person

address of injured person

details of how accident occurred

details of injuries

name of person completing the form

address of person completing the form

Any other valid points will be given credit. (3 x [1]) [3]

66

Section B: Materials, Skills and Knowledge 1. (a) The software package word processing allows you to: Tick the correct answer Answer Produce letters

[1] 1 (b) Explain what is meant by the term editing text. Editing text means:- changing the words reformatting (font style, font size) using bold using italics using underscore indenting paragraphing changing margins Any other valid points will be given credit.

Award up to 3 marks

[3] 1(c) When formatting a document which of the following can you NOT do? Tick the correct answer. Answer Change the spelling

[1] 2. Write down three advantages of using a word processing package to produce

documents. Answers may include any three of the following points

Documents can be saved to use again

Documents can be reformatted

Documents can be edited

Documents can be stored

Documents can be amended

Any other valid points will be given credit. (3 x [1] [3]

3. (a) The software package spreadsheet allows you to: Tick the correct answer

Answer Accept Do Calculations or Sort records [1]

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4. Write down three advantages of using a spreadsheet package to produce documents. Answers may include any three of the following points

Documents can be saved to use again

Documents can be edited

Documents can be stored

Documents can be amended

Formula can be included to make calculations

Graphs can be produced from spreadsheets

Any other valid points will be given credit. (3 x [1]) [3] 5. The Data Protection Act applies to personal information held by an organisation. Write down three Data Protection Principles. Answers may include any three of the following points

processed fairly and lawfully

for limited purposes

relevant

not excessive

accurate

up to date

not kept for longer than is necessary

processed in line with the rights of individuals

secure not transferred to other countries without adequate protection

Any other valid points will be given credit. (3 x [1]) [3]

6. The Data Protection Act gives employees several rights. Write down two of these rights. Answers may include any two of the following

The right to obtain information held about themselves.

The right to prevent direct marketing

The right to have personal information corrected

The right to prevent automated decisions Any other valid points will be given credit. (2 x [1]) [2]

7. Explain what is meant by an attachment to an email. An attachment to an email is a file which is added to the email and sent at high-speed anywhere in the world. Files can be photographs, music, letters, text, spreadsheets or databases. Allow up to 3 marks [3]

68


TEACHER GUIDANCE - (AO2) Assessment 1 (Fax machine)

You may wish to consider the following points when awarding marks in each section. This list is not exhaustive.

Preparation Draft and word process information

Obtain fax details

Locate and select the appropriate equipment/resources for the task

Obtain approval to use equipment

Check fax machine has sufficient paper

Skills Written communication

Listening

Word processing

Ability to operate machinery

Procedures Dial fax number

Insert cover sheet and letter to confirm arrangements in the machine in the correct order

Press the Start button

Obtain transmission slip

Safety Ensure safety procedures carried out

Leave work area tidy

Independence Level of prompting required

Level of guidance required

Level of instruction required

Level of intervention required

Level of support required


69


TEACHER GUIDANCE - (AO2) Assessment 1 (Using the telephone)


Preparation Draft and word process message

Obtain telephone details

Locate and select the appropriate equipment/resources for the task

Obtain approval to use equipment

Skills Oral communication

Listening

Word processing

Procedures Dial telephone number

Deliver message orally

Record details of conversation









70


TEACHER GUIDANCE - (AO2) Assessment 2 (Using the photocopier)


Preparation Locate and select the appropriate equipment

Select appropriate functions

Check originals for quality


Listening

Accuracy

Presentation

Ability to operate equipment

Procedures Select appropriate functions on photocopier

Check quality of original/first copy

Minimise waste

Sort and fasten documents

Produce single-sided pages

Produce double-sided pages

Produce multi-page document









71


TEACHER GUIDANCE - (AO2) Assessment 2 (Using the scanner)



Select appropriate functions

Check originals for quality


Listening

Accuracy

Presentation


Procedures Select appropriate functions on scanner

Check quality of original

Minimise waste

Scan single page

Scan multi-page document









72


TEACHER GUIDANCE - (AO2) Assessment 2 (Using word processor)


Preparation Locate and select the appropriate equipment/software

Correctly log on

Obtain details needed for booklet/letter/memo/leaflet

Draft and word process information

Log off correctly


Listening

Word processing

Accuracy

Presentation


Procedures Input data

Save data

Amend data

Check accuracy

Print documents









73


TEACHER GUIDANCE - (AO2) Assessment 3 (sending emails)


Preparation Obtain details needed for email

Locate and select the appropriate equipment/software

Correctly log on

Correctly log off


Listening

Word processing

Literacy

Accuracy

Presentation

Internet


Procedures Create emails

Send emails to appropriate addresses

Obtain screen prints

Use internet to send emails









74


TEACHER GUIDANCE - (AO2) Assessment 3 (creating/amending a spreadsheet)


Preparation Obtain details required to create spreadsheet

Locate and select the appropriate equipment/software

Correctly log on

Correctly log off


Listening

Spreadsheet

Literacy

Numeracy

Accuracy

Presentation


Procedures Create spreadsheet

Amend spreadsheet

Check accuracy

Save documents

Print documents









75


TEACHER GUIDANCE - (AO2) Assessment 4 (Using a calculator)




Listening

Numeracy

Accuracy

Procedures Input data

Use appropriate calculator functions

Check answer for accuracy

Safety Leave work area tidy







76


(AO2) Assessment 1 - (Using the fax machine) Mark Sheet

Learner Name:_________________________________________________

Preparation

9 - 10 Excellent preparation of self and work station /10

7 - 8 Very good preparation of self and work station

5 - 6 Good preparation of self and work station

3 - 4 Satisfactory preparation of self and work station

1 - 2 Basic preparation of self and work station

Comment:

Skills

18 - 20 Excellent practical skills demonstrated

/20

14 - 17 Very good practical skills demonstrated

10 - 13 Good practical skills demonstrated

6- 9 Satisfactory practical skills demonstrated

1 - 5 Basic practical skills demonstrated

Comment:

Procedures

9 - 10 Excellent ability to follow procedure /10

7 - 8 Very good ability to follow procedure

5 - 6 Good ability to follow procedure

3 - 4 Satisfactory ability to follow procedure

1 - 2 Basic ability to follow procedure

Comment:

Safety

9 - 10 Excellent level of safety demonstrated /10

7 - 8 Very good level of safety demonstrated

5 - 6 Good level of safety demonstrated

3 - 4 Satisfactory level of safety demonstrated

1 - 2 Basic level of safety demonstrated

Comment:

Independence

9 - 10 Excellent level of independence throughout the activity /10

7 - 8 Very good level of independence throughout the activity

5 - 6 Good level of independence throughout the activity

3 - 4 Satisfactory level of independence throughout the activity

1 - 2 Basic level of independence throughout the activity

Comment:

To obtain final mark for using the fax machine divide by 6

Teachers signature:____________________________

Students signature:_____________________________


77


(AO2) Assessment 1 - (Using the telephone/answering machine) Mark Sheet

Learner Name:_________________________________________________

Preparation






Comment:

Skills


/20



6- 9 Satisfactory practical skills demonstrated


Comment:

Procedures






Comment:

Safety






Comment:

Independence






Comment:

To obtain final mark for using the telephone/answering machine divide by 6




78


(AO2) Assessment 2 - (photocopying tasks) Mark Sheet

Learner Name:_________________________________________________

Preparation






Comment:

Skills

18 -20 Excellent practical skills demonstrated

/20

14 -17 Very good practical skills demonstrated

10 -13 Good practical skills demonstrated

6 - 9 Satisfactory practical skills demonstrated


Comment:

Procedures






Comment:

Safety






Comment:

Independence






Comment:

To obtain final mark for photocopying tasks divide by 6

Teachers signature:____________________________ Students signature:_____________________________


79


(AO2) Assessment 2 - (Using a scanner) Mark Sheet

Learner Name:_________________________________________________

Preparation






Comment:

Skills


/20





Comment:

Procedures






Comment:

Safety






Comment:

Independence






Comment:

To obtain final mark for using a scanner divide by 6




80


(AO2) Assessment 2 - (Wordprocessing tasks) Mark Sheet

Learner Name:_________________________________________________

Preparation






Comment:

Skills


/20





Comment:

Procedures






Comment:

Safety






Comment:

Independence






Comment:

To obtain final mark for word processing task divide by 6




81


(AO2) Assessment 3- (Sending emails) Mark Sheet

Learner Name:_________________________________________________

Preparation






Comment:

Skills


/20





Comment:

Procedures






Comment:

Safety






Comment:

Independence






Comment:

To obtain final mark for sending emails divide by 6




82


(AO2) Assessment 3- (creating/amending a spreadsheets) Mark Sheet

Learner Name:_________________________________________________

Preparation






Comment:

Skills


/20





Comment:

Procedures






Comment:

Safety






Comment:

Independence






Comment:

To obtain final mark for sending emails divide by 6




83


(AO2) Assessment 4 - (Using a calculator) Mark Sheet

Learner Name:_________________________________________________

Preparation






Comment:

Skills


/20





Comment:

Procedures






Comment:

Safety






Comment:

I