Transcript
EVIDENCE GATHERING FORM
EVIDENCE NO: DATE:
DIRECT OBSERVATION QUESTIONS PRODUCT CANDIDATE NAME:
REFLECTIVE ACCOUNT EXPERT WITNESS WITNESS TESTIMONY KXXX XXXXXXX
Evidence – S220 Use Office Equipment
I have observed K regularly using her PC to carry out tasks within the Education department of the Comhairle. For example last week K was asked to type a letter for her colleague C1, I observed K taking instruction from C1 and agreeing on the content and timescale. K had no deadlines that day and agreed to undertake the task immediately. I observed K going over to her desk and switching on her PC, I then observed K logged in using her own unique user name and password. K went on to locate the correct template on the council server, and went ahead and typed the letter. Once complete I observed K undertaking a spell check and a print preview ensuring the document met the required specifications before proceeding to print, Once K was happy with the document I observed K going over to the shared printer, ensuring it had a4 white paper in it and was set correctly before going ahead and pressing print on the PC. K took the letter over to C1, who thanked her for completing the task so quickly, checked over the letter, informed K it was perfect and thanked her for doing it so quickly, signed the letter and gave it back to K to send to the recipient. I observed K completing this task by photocopying the letter for the recipients file and doing a label for the envelope before placing it in the external mail tray. I observed K undertaking this task by firstly taking the letter going over to the photocopier, lifting the top section and checking that no one had left any document on the flat bed. Once K was happy that the photocopier was ready to be used I observed her placing the letter typed side down on the flatbed ensuring the setting was set to A4 single sided and print amount set to 1. K then proceeded to print out the document. So K did not waste valuable resources I observed K checking that the document had printed correctly before taking the original out of the photocopier and checking the there was plenty paper in the paper tray ensuring it was ready for the next user. I then observed K filing the copied document in the correct file located in the back if the main office. To complete the task I observed K going back to her desk with the original signed letter, logging onto her pc using her unique password and double clicking on the dynamo label icon on her desktop. Once the software had loaded I observed K going into the address section and locating doing a search on company until she found the correct address for the recipient. I observed K double clicking on the recipient’s company name, checking that all the details were to date and valid and pressing print. Once the label had printed I observed K check for accuracy before peeling the label apart and placing the label on the envelope, I then observed K placing the envelope in the external mail tray. K had no set deadlines and as she had the software for the Dynamo printer Evidence Gathering Form
Unit,
Knowledge
S220.1
S220.A/ B
S220.7
S220.8
S220.1
S220A/B
S220,E S220.7
S220.1 S220.B
S220.7
open K decided to complete a non-urgent task given to her by her colleague C2 to put on pupil files which are kept in a secure location in the department. I observed K checking all the address and personal details with C2 wished the labels to be completed in. C2 informed her as long as the writing was easy to see and read she could decide herself on the style. I observed K going back to her desk, relogging onto her PC using her unique username and password. As this was a new label I observed K selecting the new label S220.1 option and going ahead and printing the details given to her by C2 onto the label, before printing I observed K double checking that the information was correct and then pressing print. I observed K ensuring the printed label was clear and legible as per C2’s instructions, as this was a label she would not use again K did not save the label. I observed K repeating this process until all the labels were competed, a copy of which can be found on page 12. S220.7 S220.8 th During an observation on the 14 of December, I observed K undertaking photocopying in the department. As it was leading up to the holidays C1 wanted all the forms used on a daily basis to be restocked so they wouldn’t run out when K was on annual leave. There were a number of different coloured documents all to be printed on different colour paper. I observed K taking the master copy of each form and going to the resource room locating paper in all the colours she needed to undertake the task. I then observed K going over the shared photocopier and asking anyone if they were due to print anything in the next 20 minutes as she was going to be using coloured S220.1 paper. Only when K was sure she was not going to disrupt anyone’s work schedule did she go ahead and start copying out the forms. I observed K opening the top tray of the photocopier placing the red paper on top of the white paper, opening the top of the photocopier and placing the master copy on the flat bed. I observed K changing the setting to double sided and make sure no paper was wasted only printing one copy and checking for accuracy and quality, when happy I observed K resetting the photocopy to print out the S220.7 remaining 19 copies. I observed K monitoring the process to ensure nothing went wrong. I observed K repeating this task for the remaining forms. During the observation the photocopy stopped working, I observed K checking the digital information pad located on the front of the machine to see what the problem was. There was a paper jam showing up and the information pad told K the location of the jam. I observed K following manufacturer’s health and safety guidance by switching if off at the wall before opening up the correct paper S220.2 tray and locating the jam. I observed K carefully taking the paper out of the S220.5 machine and closing the door before going ahead and switching the machine back on. Once K had completed the task I observed her making sure the last original was taken out of the flatbed and all coloured paper was removed from the paper tray, ensuring the photocopier was ready for the next user.
S220A/B
S220.E
S220.H
S220.J
S220.7
During the same observation C1 asked K to undertake the confidential shredding before she went on holiday. I observed K taking locating the shredding located in the locked cupboard in the main office and taking it up to S220.1 the shredding room located at the other end of the corridor. I observed K taking the shredding out of the bag, going through each document making sure there were no staples, paperclips or anything that could cause an obstruction to the blades and result in a health and safety risk. Once K was S220.2 happy that all the documents were safe to be placed through the shredder I Evidence Gathering Form
S220A/B
S220.D
observed her taking out the drawer, taking out the bag that was full, tying the top and placing it in the corner ready for collection by the council officers to be taken to be recycled. I then observed K taking a new bag and placing it in the shredder, closing the door and switching it on ready to proceed with the shredding. I observed K adhering to Health and Safety procedures, ensuring only the documents went through the shredder by taking off loose jewelry and tying her hair back. I observed K safely shredding the documents 10 sheets at a time until the task was over. Once complete I observed K opening the drawer, checking the content of the bag as it was not full I observed K packing the shredding down so there would be plenty room for more shredding. Before completing the task I observed K ensuring she left the resource room as she had found it by brushing up all the loose shredding and placing in the bin located beside the shredder ensuring it was ready for the next user. On 24th January K was asked to laminate 2 documents. I observed K locating the laminator on the table beside the photocopier and switching it on. While waiting for the laminator to heat up I observed K taking the laminator pouches from the cupboard underneath and carefully placing a document in each. I observed K following manufacturer’s instructions by waiting for the laminator indicator light to turn green before placing the first document into the laminator pouch and carefully putting the laminator pouch through the laminator. I observed K completing the task, replacing the unused laminator pouches back in the cupboard and switching off the laminator. I observed K taking the document to her colleague who has happy with the laminated documents and thanked her for completing them so quickly.
S220.D S220.2
S220.9
S220.J
S220.1
S220A/B
S220.2
S220.C
S220.7/8
COMMENTS/FEEDBACK TO CANDIDATE
Throughout my observations you have shown the ability to use all pieces of office equipment using organisational and manufactures guidance. You have shown that you have a knowledge of their key functions and how to use this to make attractive high quality documents in the work place. You follow Health and Safety regulations and always leave any shared equipment well stocked and ready for the next user. Well Done
Expert Witness Signature (if applicable): Candidate Signature:
KXXXX XXXXXXXX
Assessor Signature:
YYYY YYYYYYYY
Date:
14/12/11
Evidence Gathering Form
