Level 2

4,898 views

Published on

0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
4,898
On SlideShare
0
From Embeds
0
Number of Embeds
9
Actions
Shares
0
Downloads
12
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Level 2

  1. 1. www.cityandguilds.com October 2009 Level 2 City & Guilds ILEX Version 3.0 Certificate/Diploma for Legal Secretaries (7465-01/02/03) Qualification handbook for centres 7465-01 Award in Legal Information Processing - 500/6585/3 7465-02 Award in Proof-reading in the Legal Environment - 500/6675/4 7465-03 Certificate for Legal Secretaries – 500/6749/7 7465-03 Diploma for Legal Secretaries – 500/6681/X
  2. 2. About City & Guilds City & Guilds is the UK’s leading provider of vocational qualifications, offering over 500 awards across a wide range of industries, and progressing from entry level to the highest levels of professional achievement. With over 8500 centres in 100 countries, City & Guilds is recognised by employers worldwide for providing qualifications that offer proof of the skills they need to get the job done. City & Guilds Group The City & Guilds Group includes City & Guilds, ILM (the Institute of Leadership & Management, which provides management qualifications, learning materials and membership services), City & Guilds NPTC (which offers land-based qualifications and membership services), City & Guilds HAB (the Hospitality Awarding Body), and City & Guilds Centre for Skills Development. City & Guilds also manages the Engineering Council Examinations on behalf of the Engineering Council. Equal opportunities City & Guilds fully supports the principle of equal opportunities and we are committed to satisfying this principle in all our activities and published material. A copy of our equal opportunities policy statement is available on the City & Guilds website. Copyright The content of this document is, unless otherwise indicated, © The City and Guilds of London Institute and may not be copied, reproduced or distributed without prior written consent. However, approved City & Guilds centres and candidates studying for City & Guilds qualifications may photocopy this document free of charge and/or include a PDF version of it on centre intranets on the following conditions: • centre staff may copy the material only for the purpose of teaching candidates working towards a City & Guilds qualification, or for internal administration purposes • candidates may copy the material only for their own use when working towards a City & Guilds qualification The Standard Copying Conditions (which can be found on the City & Guilds website) also apply. Please note: National Occupational Standards are not © The City and Guilds of London Institute. Please check the conditions upon which they may be copied with the relevant Sector Skills Council. Publications City & Guilds publications are available on the City & Guilds website or from our Publications Sales department at the address below or by telephoning +44 (0)20 7294 2850 or faxing +44 (0)20 7294 3387. Every effort has been made to ensure that the information contained in this publication is true and correct at the time of going to press. However, City & Guilds’ products and services are subject to continuous development and improvement and the right is reserved to change products and services from time to time. City & Guilds cannot accept liability for loss or damage arising from the use of information in this publication. City & Guilds 1 Giltspur Street London EC1A 9DD T +44 (0)20 7294 2800 www.cityandguilds.com F +44 (0)20 7294 2400 centresupport@cityandguilds.com
  3. 3. www.cityandguilds.com Level 2 City & Guilds ILEX October 2009 Version 3.0 Certificate/Diploma for Legal Secretaries (7465-01/02/03) Qualification handbook for centres 7465-01 Award in Legal Information Processing (500/6585/3) 7465-02 Award in Proof-reading in the Legal Environment (500/6675/4) 7465-03 Certificate for Legal Secretaries (500/6749/7) 7465-03 Diploma for Legal Secretaries – (500/6681/X) Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 1
  4. 4. City & Guilds Skills for a brighter future www.cityandguilds.com 2 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  5. 5. Contents 1 Introduction to the qualification 5 2 Centre requirements 11 3 Units 13 Units 220/221 Legal Word Processing 14 Unit 222 Working in the Legal Environment 18 Unit 223 Proof-reading in the Legal Environment 30 Unit 224 Legal Information Processing 32 4 Assessment 39 5 Course design and delivery 42 5.1 Recommended delivery strategies 42 Appendix 1 Progression diagram 45 Appendix 2 Relationships to other qualifications 46 Appendix 3 Abbreviations, spelling, amendment and correction signs 48 Appendix 4 Sources of general information 51 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 3
  6. 6. City & Guilds Skills for a brighter future www.cityandguilds.com 4 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  7. 7. 1 Introduction to the qualification This document contains the information that centres need to offer the following qualification: Qualification title and City & Guilds Ofqual Last Last levels qualification accreditation registration certification number number date date Level 2 Award in Legal 7465-01 500/6585/3 31/12/2010 31/12/2012 Information Processing. Level 2 Award in Proof- 7465-02 500/6675/4 31/12/2010 31/12/2012 reading in the Legal Environment. Level 2 Certificate for Legal 7465-03 500/6749/7 31/12/2010 31/12/2012 Secretaries. Level 2 Diploma for Legal 7465-03 500/6681/X 31/12/2010 31/12/2012 Secretaries. These vocationally related qualifications have been designed by the Institute of Legal Executives with City & Guilds to provide national benchmark qualifications for those working in a secretarial and administrative legal environment. They cover all the aspects of the skills and knowledge required by a candidate to carry out administrative and secretarial tasks within a legal environment. They aim to enhance the underpinning knowledge and understanding of the various requirements of those administrative tasks with a vocational and practical application of technical skills, administrative competence and communication skills. The qualifications are aimed at candidates who may already possess a basic knowledge and understanding of administration but not necessarily the skills required. They may have entered the employment sector; it is particularly relevant for those wanting to develop those skills within the legal sector. These Level 2 qualifications for Legal Secretaries assess the knowledge and understanding of learners at Level 2 of the Qualification Credit Framework (QCF). They provide valuable accreditation of skills and/or knowledge for candidates not following the Business and Administration N/SVQ and Apprenticeship programmes, without requiring or proving occupational competence. The aims of these qualifications are to: • meet the needs of candidates who work or want to work as administrators/junior secretaries in the business and legal environments • allow candidates to learn, develop and practise the skills required for employment and/or career progression in the legal sector • contribute to the knowledge and understanding towards the related Level 2 N/SVQ in Business and Administration, whilst containing additional skills and knowledge which go beyond the scope of the National Occupational Standards. See the N/SVQ Relationship mapping in Appendix 3 for further details. These qualifications are accredited as part of the QCF at Level 2. The Level 2 Certificate is recognised by the Council for Administration (CfA) and QCA as a Technical Certificate for the Apprenticeship in Business and Administration. The Level 2 Diploma is recognised by CfA as the proxy technical certificate. The level 2 Award in Legal Information Processing is recognised by e-skills, the Standard Setting Body for IT qualifications. Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 5
  8. 8. Name of SSB e-skills UK Address 1 Castle Lane, London, SW1E 6DR Telephone 0207 963 8920 Fax 0207 592 9138 e-mail info@e-skills.com URL www.e-skills. Level 2 Award in Proof-reading in the Legal Environment is recognised by the Council for Administration (CfA). Full details of the requirements of the Apprenticeship Framework for the Business and Administration Sector are available from: Name of SSB The CfA Address 6 Graphite Square, Vauxhall Walk, London SE11 5EE Telephone 020 7091 9620 Fax 020 7091 7340 e-mail info@cfa.uk.com URL www.cfa.uk.com 6 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  9. 9. 1.1 Qualification structure Rules of combination are used to define the structure of qualifications. The rules of combination specify the credits which must be achieved through a particular combination of units to gain the full qualification. This section provides information about the full qualifications which may be awarded to candidates successfully completing the required combinations of units and/or credits as shown below: Level 2 Award in Legal Information Processing (6 credits) Candidates must complete: 6 credits from 7465-224 Level 2 Award in Proof-reading in the Legal Environment (2 credits) Candidates must complete: 2 credits from 7465-223 Level 2 Certificate in Legal secretaries (31 credits) Candidates must complete: 31 credits from 7465-220, 221, 222 and 223 Level 2 Diploma in Legal Secretaries (37 credits) Candidate must complete: 31 credits from 7465-220, 221, 222 and 223 plus 6 credits from 224 or 5 credits from 7462-201 and 1 credit from 202-210 Accreditation unit City & Guilds Unit title Mandatory/ Credit reference unit number optional for full value qualification A/600/1015 Unit 220/221 Legal Word Processing Mandatory – Certificate 16 Diploma L/600/1018 Unit 222 Working in the Legal Mandatory – Certificate 13 Environment Diploma M/600/1013 Unit 223 Proof-reading in the Mandatory – Award 2 Legal Environment Certificate Diploma 500/6585/3 Unit 224 Legal Info Processing Mandatory – Award 6 Optional – Diploma Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 7
  10. 10. Accreditation unit City & Guilds Unit title Mandatory/ Credit reference unit number optional for full value qualification M/501/5435 Unit 201 The legal environment Mandatory in Legal 5 Studies Diploma Route L/501/5538 Unit 202 Principles of liability Optional - Diploma 10 J/501/5540 Unit 203 Principles of criminal law Optional - Diploma 7 L/501/5541 Unit 204 Principles of debt Optional - Diploma 7 recovery R/501/5542 Unit 205 Law in the workplace Optional - Diploma 7 Y/501/5543 Unit 206 Personal injury Optional - Diploma 7 procedures D/501/5544 Unit 207 Consumer rights Optional - Diploma 7 H/501/5545 Unit 208 Family law Optional - Diploma 7 K/501/5546 Unit 209 Probate practice and Optional - Diploma 7 administration J/501/9961 Unit 210 Conveyancing Optional - Diploma 7 1.2 Opportunities for progression The qualification provides knowledge and skills related to the N/SVQ Level 2 in Business and Administration. On completion of this qualification candidates may wish to progress into employment or to another City & Guilds/ILEX qualification. See Appendix 1 for a diagram of progression routes. 8 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  11. 11. 1.3 Qualification support materials Tutor support materials including course books are available to order directly from ILEX. ILEX and City & Guilds also provide the following documents specifically for this qualification: Publication Available from Assignment guide for assessors and candidates www.cityandguilds.com Sample Proof-reading papers www.cityandguilds.com There are other City & Guilds documents which contain general information on City & Guilds qualifications: • Providing City & Guilds qualifications – a guide to centre and qualification (scheme) approval: This document contains detailed information about the processes which must be followed and requirements which must be met for a centre to achieve ‘approved centre’ status, or to offer a particular qualification. • Ensuring quality – This document contains updates on City & Guilds assessment and policy issues. • Centre toolkit – This document contains additional information on Providing City & Guilds qualifications, in a CD-ROM, which links to the internet for access to the latest documents, reference materials and templates • Directory of qualifications – This document contains details of general regulations, registration and certification procedures and fees. This information also appears on the Walled Garden, the online qualification administration service for City & Guilds approved centres. If there are any differences between the Directory of qualifications and this handbook, the Directory of qualifications contains the more up-to-date information. For the latest updates on our publications and details of how to obtain them and other City & Guilds resources, please refer to the City & Guilds website. City & Guilds websites Website Address Purpose and content City & Guilds www.cityandguilds.com This is the main website for finding out main website about City & Guilds qualifications. It contains qualification documentation and updates. SmartScreen www.smartscreen.co.uk SmartScreen is the City & Guilds online learning support website. It gives registered subscribers access to qualification-specific support materials. Walled Garden www.walled-garden.com The Walled Garden is a qualification administration portal for approved centres, enabling them to register candidates and claim certification online. ILEX websites Website Address Purpose and content ILEX main www.ilex.org.uk This is the main website for finding out website about ILEX professional qualifications. It contains information on what a legal executive is and how to qualify. ILEX Paralegal www.ilexpp.co.uk The Paralegal Programmes website contains Programmes the syllabuses, sample assessments and centres that are offering the qualifications. Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 9
  12. 12. From 01 September 2009 ILEX affiliate membership is available to candidates successfully completing Level 2 Certificate/Diploma for Legal Secretaries. Full details can be found on www.ilex.org.uk. 10 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  13. 13. 2 Centre requirements This section outlines the approval processes for Centres to offer this qualification and any resources that Centres will need in place to offer the qualifications including qualification-specific requirements for Centre staff. Only approved organisations can offer City & Guilds qualifications. Organisations approved by City & Guilds are referred to as centres. Centres must meet a set of quality criteria including: • provision of adequate resources, both physical and human • clear management information systems • effective assessment and quality assurance procedures including candidate support and reliable recording systems. An organisation that has not previously offered City & Guilds qualifications must apply for approval to become a centre. This is known as the centre approval process (CAP). Centres also need approval to offer a specific qualification. This is known as the qualification approval process (QAP), (previously known as scheme approval). In order to offer this qualification, organisations which are not already City & Guilds centres must apply for centre and qualification approval at the same time. Existing City & Guilds centres will only need to apply for qualification approval for this particular qualification. Full details of the procedures and forms for applying for centre and qualification approval are given in Providing City & Guilds qualifications - a guide to centre and qualification (scheme) approval, which is available on the City & Guilds centre toolkit, or downloadable from the City & Guilds website. Regional / national offices will support new centres and appoint a Quality Systems Consultant to guide the centre through the approval process. They will also provide details of the fees applicable for approvals. Assessments must not be undertaken until qualification approval has been obtained. City & Guilds reserves the right to withdraw qualification or centre approval for reasons of debt, malpractice or non-compliance with City & Guilds’ policies, regulations, requirements, procedures and guidelines, or for any reason that may be detrimental to the maintenance of authentic, reliable and valid qualifications or that may prejudice the name of City & Guilds. Further details of the reasons for suspension and withdrawal of approval, procedures and timescales, are contained in Providing City & Guilds qualifications. Centres already offering City & Guilds qualifications in this subject area Centres already approved to run the Level 2/3 Certificate/Diploma for Legal Secretaries (7462-01/02 will receive automatic approval to run 7465-03 Certificate/Diploma for Legal Secretaries. No action is required by existing 7462-01/02 centres. Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 11
  14. 14. 2.1 Resource requirements Physical resources and site agreements Centres must have access to sufficient IT equipment and software in the centre or workplace to ensure candidates have the opportunity to cover all of the practical activities. Human resources Staff delivering this qualification must be able to demonstrate that they meet the occupational expertise requirements. They should: • be technically competent in the area for which they are delivering training and/or have experience of providing training. This knowledge must be at least to the same level as the training being delivered. This will be looked for at the approval stage and will be monitored by the external verification process. • have recent relevant experience in the specific area they will be assessing • Assessors and tutors should have recent relevant experience in the specific area they will be assessing. Assessors need to have a greater level of experience and understanding than those they are assessing. Centre staff may undertake more than one role, eg tutor and assessor or internal verifier, but must never internally verify their own assessments. Assessors and internal verifiers While the Assessor/Verifier (A/V) units are valued as qualifications for centre staff, they are not currently a requirement for the qualification. Continuing professional development (CPD) Centres are expected to support their staff in ensuring that their knowledge remains current of the occupational area and of best practice in delivery, mentoring, training, assessment and verification, and that it takes account of any national or legislative developments. 2.2 Candidate entry requirements Candidates should not be entered for a qualification of the same type, content and level as that of a qualification they already hold. There are no formal entry requirements for candidates undertaking this qualification. However, centres must ensure that candidates have the potential and opportunity to gain the qualification successfully. The nature of both the learning and assessment required for the qualification is such that candidates will need basic literacy and numeracy skills: ie the ability to read and interpret written tasks and to input, check and organise data in various formats. Age restrictions There are no age limits attached to candidates undertaking the Level 2 qualification unless this is a legal requirement of the process or the environment. 12 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  15. 15. 3 Units Availability of units The units for this qualification follow. Structure of units The units in this qualification are written in a standard format and comprise the following: • City & Guilds reference number • title • level • credit value • unit aim • relationship to NOS, other qualifications and frameworks • endorsement by a sector or other appropriate body • information on assessment • learning outcomes which are comprised of a number of assessment criteria • notes for guidance. Summary of units City & Guilds Title QCF unit Credits unit number number 220/221 Legal Word Processing (Text Production/Audio) A/600/1015 16 222 Working in the Legal Environment L/600/1018 13 223 Proof-reading in the Legal Environment M/600/1013 2 224 Legal Info Processing 500/6583/3 6 201 The legal environment M/501/5435 5 202 Principles of liability L/501/5538 10 203 Principles of criminal law J/501/5540 7 204 Principles of debt recovery L/501/5541 7 205 Law in the workplace R/501/5542 7 206 Personal injury procedures Y/501/5543 7 207 Consumer rights D/501/5544 7 208 Family law H/501/5545 7 209 Probate practice and administration K/501/5546 7 210 Conveyancing J/501/9961 7 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 13
  16. 16. Units 220/221 Legal Word Processing Level: 2 Credit value: 16 Unit aim The aim of this unit is to enable the candidate to develop the knowledge and skills to accurately produce documentation appropriate for the legal and business environments. The candidate will become familiar with word processing techniques, audio typing conventions, legal document layouts and legal terminology. Learning outcomes There are two learning outcomes to this unit. The learner will be able to: 1. use word processing software to create and amend business and legal documents 2. transcribe business and legal documents from audio Guided learning hours It is recommended that 160 hours should be allocated for this unit. This may be on a full-time or part- time basis. Endorsement of the unit by a sector or other appropriate body (if required) This unit is endorsed by the Council for Administration (CfA). Key Skills This unit contributes towards the Key Skills in the following areas: • Communication • Working with Others • Problem Solving Assessment and grading This unit will be assessed by an externally set and locally marked examination. 14 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  17. 17. Units 220/221 Legal Word Processing Outcome 1 use word processing software to create and amend business and legal documents Assessment Criteria The learner can: 1. create documents to a given house style from manuscript and printed text 2. amend and format the layout and text of new and existing business and legal documents 3. insert dates and references where appropriate 4. create and format tables 5. select and insert symbols 6. use search and replace functions 7. recall document templates with insertion 8. comply with written instructions and interpret amendment and correction signs 9. route originals/copies/printouts as instructed 10. name, save and print draft and final copies of business and legal documents, as instructed. Assessment criteria explained For criteria 1 The candidate will be able to create documents to a given house style from manuscript and printed text. Candidates can use shortcut keys where possible. • letters • memos • notices • information sheets • backsheet • frontsheet • Brief to Counsel • Statements • Deeds (eg Lease, change of name, deed of gift) • basic Wills (including codicils) • Affidavit • estate accounts • Particulars of Claim • attendance notes. For criteria 2 The candidate will be able to amend and format the layout and text of new and existing business and legal documents in the following ways: • delete, insert, cut, copy, move, paste • bold, italics, underline, font size, font style, small capitals, centring • inserting and deleting page breaks • applying automatic or manual numbering to paragraphs (to a maximum of two levels) • adjusting paragraph styles (eg using text alignment, bullets, line spacing, tabulation (ie right, left, centre, decimal), indentation (ie block, hanging) • creating and amending headers and footers • adjusting page setup – orientation • adjusting margins, line spacing and justification Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 15
  18. 18. • inserting manual and automatic page numbering The candidate will be able to produce attestation clauses and jurats appropriately and correctly display concluding and signatory clauses For criteria 3 The candidate will be able to insert dates and references where appropriate. For criteria 4 The candidate will be able to create and format tables eg • insert, delete and adjust columns, rows and cells • apply shading and borders • hide or highlight gridlines • align cell content (ie left, right, centre, decimalisation) For criteria 5 The candidate will be able to select and insert symbols, such as: • currency • copyright sign • @ sign • arithmetic. For criteria 6 The candidate will be able to use the search and replace function. For criteria 7 The candidate will be able to recall document templates with insertion points and select standard clauses or phrases and insert into a template For criteria 8 The candidate will be able to comply with written instructions and interpret amendment and correction signs, including: • checking and maintaining accuracy, including that of legal terminology • identifying and expanding general and legal abbreviations. For criteria 9 The candidate will be able to correctly route originals/copies/printouts. For criteria 10 The candidate will be able to name, save and print draft and final copies of business and legal documents, as instructed, including: • naming the document • saving the document • selecting page orientation (ie portrait or landscape) • printing the document. 16 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  19. 19. Units 220/221 Legal Word Processing Outcome 2 transcribe business and legal documents from audio Assessment Criteria The learner can: 1. transcribe audio recordings to produce documents 2. follow, interpret and implement audio conventions and instructions Assessment criteria explained For criteria 1 The candidate will be able to transcribe business and legal documents using audio and/or digital equipment. For criteria 2 The candidate will be able to follow, interpret and implement audio conventions and instructions. Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 17
  20. 20. Unit 222 Working in the Legal Environment Level: 2 Credit value: 13 Unit aim This aim of this unit is to enable the candidate to develop the knowledge and skills to understand and operate in different organisational structures and be aware of how relevant legislation, regulations and procedures apply to the legal and business environments. The candidate will also develop an understanding of working relationships, effective communication skills and internal and external customer service. Learning outcomes There are six learning outcomes to this unit. The learner will be able to: 1. understand the different organisational structures of a legal office 2. understand the roles and responsibilities of personnel within a legal office 3. understand the role and responsibilities of the legal secretary 4. know the relevant legislation, policies and procedures that apply to the business environment 5. understand how to work as a member of a legal team 6. understand the importance of establishing and maintaining customer relationships in the legal environment Guided learning hours It is recommended that 120 hours should be allocated for this unit. This may be on a full-time or part-time basis. Endorsement of the unit by a sector or other appropriate body (if required) This unit is endorsed by the Council for Administration (CfA). Key Skills This unit contributes towards the Key Skills in the following areas: • Communication • Working with Others • Problem Solving Assessment and grading This unit will be assessed by: • an assignment covering practical skills and underpinning knowledge. 18 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  21. 21. Unit 222 Working in the Legal Environment Outcome 1 understand the different organisational structures of a legal office Assessment Criteria The learner can: 1. describe the different types of organisational structure that exist 2. describe the structure of a legal office with multiple departments Assessment criteria explained For criteria 1 The candidate will be able to describe the basic differences between different types of organisation eg flat, bureaucratic and hierarchical, in terms of: • specialisation of roles • authority levels • span of control. For criteria 2 The candidate will be able to describe the span of control and functional structure of a legal office consisting of two or more departments and the inter-relationships involved. Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 19
  22. 22. Unit 222 Working in the Legal Environment Outcome 2 understand the roles and responsibilities of personnel within a legal office Assessment Criteria The learner can: 1. identify the different branches of the legal profession 2. identify different career progression routes 3. identify the different career progression routes available to the different branches of the legal profession 4. describe the different departments found in a legal office and the work undertaken within these 5. produce an organisational chart to show the individual roles of different personnel within a legal office 6. describe the main aspects of work carried out by the different levels of staff within a legal office Assessment criteria explained For criteria 1 The candidate will be able to identify the different branches of the legal profession and the different qualification routes to becoming a: • barrister • solicitor • legal executive. For criteria 2 The candidate will be able to describe the work carried out in different departments including: • conveyancing • probate • criminal litigation • civil litigation • commercial • corporate • family. For criteria 3 The candidate will be able to produce an organisation chart that includes paralegals and support staff. For criteria 4 The candidate will be able to identify the main roles and responsibilities of individuals at departmental level within a legal office: • solicitors • legal executives • paralegals • legal secretaries • office services support staff eg reception, post room, reprographics, filing. 20 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  23. 23. Unit 222 Working in the Legal Environment Outcome 3 understand the role and responsibilities of the legal secretary Assessment Criteria The learner can: 1. produce documentation according to the styles and layouts acceptable for business correspondence 2. describe how to maintain general office equipment in good working order 3. explain the use of a photocopier 4. describe the use of manual and electronic information systems 5. describe procedures for maintaining paper-based and electronic filing systems 6. select and use filing classification systems 7. describe procedures for dealing with incoming and outgoing mail 8. use different methods of communication according to the organisation’s policies and procedures 9. describe communication skills and techniques employed within a legal context 10. perform simple calculations Assessment criteria explained For criteria 1 The candidate will be able to produce drafts of routine business correspondence such as letters, memos, legal documents, reports. For criteria 2 The candidate will be able to describe how to maintain general office equipment in good working order such as photocopier, fax machine, telephone equipment, audio/digital equipment, IT equipment including printers and scanners and who to contact in event of problems. For criteria 3 The candidate will be able to describe the features and facilities of a photocopier and how they can be used to enlarge, reduce, copy double-sided, staple, collate, etc. They will be able to identify ways of minimising office waste by, for example, photocopying double– sided, ensuring originals are clean etc. They will be able to describe the basic requirements of copyright legislation in relation to the copying of documents. For criteria 4 The candidate will be able to identify different internal and external information systems, eg intranet, organisational polices and procedures, staff handbooks, telephone directories, internet. They will be able to describe the advantages and disadvantages of using manual and electronic information systems. It the candidate undertakes work experience, they should be encouraged to view specialist systems eg DX, databases and case management. Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 21
  24. 24. For criteria 5 The candidate will be able to describe different filing methods, both manual eg lateral and vertical, and electronic eg directories, sub-directories, folders. The candidate will be able to describe filing classification systems: alphabetical, numerical, chronological, alpha-numerical, geographical. They will be able to identify different types of media storage devices eg hard drive, CD-Rom, memory stick. They will be able to identify ways of maintaining an efficient filing system including storage and retrieval, cross-referencing, archiving files and file retention policy. The candidate will be able to explain the importance of maintaining confidentiality and security of information. For criteria 6 The candidate will be able to select and use the most appropriate filing classification system in a given situation. For criteria 7 The candidate will be able to describe procedures for receiving, sorting and distributing mail. They will be able to identify and select different postal methods ie DX system, standard postal services, special delivery, couriers, and compare the advantages and disadvantages of different methods. For criteria 8 The candidate will be able to explain the advantages and disadvantages of using different communication systems (eg telephone, letters, memos, reports, fax, email) and describe the policies and procedures for effective communication (eg house-style guidance, data protection and confidentiality policies, rules and regulations for making and receiving telephone calls, sending and receiving emails). For criteria 9 The candidate will be able to describe skills and techniques for accurate and efficient communication eg formal, informal, one-way, two-way, including the benefits to staff and the organisation. The candidate will be able to describe both verbal and non-verbal communication techniques, and identify and explain the barriers to effective communication (verbal and non-verbal) and how they can be overcome. Verbal techniques include: preparation; active listening skills; tone of voice; confirming understanding of key points; recording full details of messages; non-verbal: use of clear, simple language; style and tone; accuracy of information; following house-style guidance; use of business conventions eg complimentary close; significance of body language; dress codes. They will be able to describe the different channels of internal communication and explain the purpose of each eg meetings, staff notices, one to ones. For criteria 10 The candidate will be able to perform simple calculations (eg postage, for billing, petty cash, stock records). 22 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  25. 25. Unit 222 Working in the Legal Environment Outcome 4 know the relevant legislation, policies and procedures that apply to the business environment Assessment Criteria The learner can: 1. explain current legislation in terms of health, safety and welfare of employees and visitors 2. describe the role of the first-aider and/or appointed person in the organisation 3. identify potential hazards and risks in a given work area 4. describe current legislation in terms of data protection and copyright 5. describe the individual’s employment rights and responsibilities Assessment criteria explained For criteria 1 The candidate will be able to explain how a healthy and safe working environment affects: • personal rights and responsibilities • the organisation. They will be able to identify external sources of information on current legislation eg internet, trade unions, trade journals, professional bodies, library. For criteria 2 The candidate will be aware of the scope of the responsibilities of a first-aider and the records that should be kept. For criteria 3 The candidate will be able to identify potential hazards and risks, including the safe use of display screen equipment. For criteria 4 The candidate will be able to describe the importance of maintaining safety, security and confidentiality when dealing with customer and organisation information. They will be able to describe the basic requirements of copyright legislation in relation to the copying of documents. For criteria 5 The candidate will be able to describe the individual’s employment rights and responsibilities contained in a staff handbook/student handbook, eg grievance procedures, disciplinary procedures, and their importance. They will be able to identify the main points included in a written contract of employment and its importance. Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 23
  26. 26. Unit 222 Working in the Legal Environment Outcome 5 understand how to work as a member of a legal team Assessment Criteria The learner can: 1. organise and prioritise tasks to manage their own workload in order to meet deadlines 2. identify and describe circumstances in which deadlines cannot be met 3. explain the importance of creating and maintaining productive working relationships with others 4. describe skills and techniques for communication within a team Assessment criteria explained For criteria 1 The candidate will be able to explain how to prioritise tasks according to urgency and be able to identify tools to manage their own workload: • diaries • timesheets • planners • to do lists • schedules. They will be able to explain how to maintain a manageable workload in order to maximise the use of their own time eg prioritisation, team working, identifying aids to managing workload. For criteria 2 The candidate will be able to state the importance of deadlines and of gaining full information in order to complete work. They will be able to describe circumstances when deadlines cannot be met eg: • interruptions • distractions • taking on extra work • staff absence • technical breakdown. For criteria 3 The candidate will be able to describe how to create and maintain a good working relationship with others eg: • communicate • support • co-operate • empathise • loyalty. They will be able to explain the importance of good working relationships eg: • meeting deadlines and targets • motivation • sharing workloads • support and advice. 24 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  27. 27. For criteria 4 The candidate will be able to describe the skills and techniques for effective communication when working with others: • the scope of communication • types of channel • methods (speech, written, signs, action, silence, non-verbal, general behaviour and attitudes). Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 25
  28. 28. Unit 222 Working in the Legal Environment Outcome 6 understand the importance of establishing and maintaining customer relationships in the legal environment Assessment Criteria The learner can: 1. explain the importance of establishing and maintaining customer/client relationships that promote business 2. describe the organisation’s role in creating and maintaining positive customer/client relationships 3. explain the role of the individual in creating a positive and professional image to meet customer expectations within the limits of own authority 4. describe procedures for dealing with customer/client complaints Assessment criteria explained For criteria 1 The candidate will be able to identify different types of internal and external customers. They will be able to explain the importance of establishing and maintaining effective customer/client relationships that promote business: • customer focused business • organisational benefits • increased customer satisfaction • improving image and reputation of organisation • reduction in complaints • individual satisfaction (greater enjoyment, greater job security, better promotion prospects). For criteria 2 The candidate will be able to describe the organisation’s role in creating and maintaining positive customer/client relationships eg: • mission statements/customer charters • style of written and verbal communications • customer satisfaction surveys (feedback) • quality management systems eg Investors in People, Lexcel, ISO. For criteria 3 The candidate will be able to explain how an individual can contribute to meeting customer expectations positively and professionally, eg: • interacting effectively with customers and clients • using appropriate verbal and non-verbal communication skills • using questioning and listening skills • identifying potential communication problems and solutions. The candidate will be able to state the limit of their own authority and what to do once that is reached. 26 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  29. 29. For criteria 4 The candidate will be able to describe standards and procedures for responding to and logging customer/client complaints. Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 27
  30. 30. Unit 222 Working in the Legal Environment Notes for guidance Resources For this unit the likely resources required will be: • information on business structures • examples of different types of business structures eg bureaucratic • examples of different types of legal organisational structures/practices of various sizes • examples of organisational and departmental charts • examples of workflow charts • information on current Health and Safety legislation: The Health and Safety at Work Act 1974; The Electricity at Work Regulations 1989; The Health and Safety (Display Screen Equipment) Regulations 1992, RIDDOR Regulations 1995; The Control of Substances Hazardous to Health Regulations 2002 (COSHH); The Management of Health and Safety at Work Regulations 1999; The Workplace (Health, Safety and Welfare) Regulations 1992 • sample risk assessments • Data Protection Act 1998 • Copyright, Designs and Patents Act 1988 and intellectual property rights legislation • Freedom of Information Act 2000 • Human Rights Act 1998 • ACAS Codes of Practice • organisational policies and procedures (including issues of confidentiality) • Operating/instruction manuals for using equipment • job descriptions • examples of contracts of employment • staff handbooks • time management tools and systems • examples of organisational ‘house-styles’ and template documents • notes on methods of, and barriers to, communication • examples of verbal and non-verbal communication • examples of different types, layout and content of reports • examples of customer service and quality systems • lists of external sources of information (eg HSE, ACAS) • internet access • a safe working environment • ILEX Level 2 coursebook • sample assignments. Delivery strategies The content of this unit can be delivered in various ways and the following delivery strategies can be considered: • in the workplace with the candidate receiving the relevant experience in working within their organisation with the course content being taught at an appropriate in-house or external facility 28 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  31. 31. • in a college or training establishment where the candidate is being taught the course content and offered practical experience in a realistic office environment or a placement with a local company. Continuous internal assessment of the candidate’s ability and knowledge and understanding throughout the delivery of the programme could be covered by: • work based projects • case studies • products and outcomes of work • written questioning • evaluative and reflective reports. Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 29
  32. 32. Unit 223 Proof-reading in the Legal Environment Level: 1 Credit value: 2 Unit aim The aim of this unit is to enable the candidate to develop the knowledge and skills to accurately proof- read documentation appropriate for the legal and business environments. Learning outcomes There is one learning outcome to this unit. The learner will be able to: 1. Proof-read legal and business documents to identify errors Guided learning hours It is recommended that 20 hours should be allocated for this unit. This may be on a full-time or part-time basis. Endorsement of the unit by a sector or other appropriate body (if required) This unit is endorsed by the Council for Administration (CfA). Key Skills This unit contributes towards the Key Skills in the following areas: • Communication • Working with Others • Problem Solving Assessment and grading This unit will be assessed by an externally set and locally marked examination. 30 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  33. 33. Unit 223 Proof-reading in the Legal Environment Outcome 1 Proof-read legal and business documents to identify errors Assessment Criteria The learner can: 1. Check and identify spelling errors 2. Check and identify punctuation errors 3. Check and Identify consistency errors 4. Check and identify grammatical errors 5. Check and identify presentation errors. Assessment criteria explained For criteria 1-5 The candidate should be able to check spelling, punctuation, consistency, grammatical and presentation errors. Dictionaries can be used and candidates should be encouraged to use them. At this level candidates are expected to identify errors but will not be tested on their ability to correct them. Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 31
  34. 34. Unit 224 Legal Information Processing Level: 2 Credit value: 6 Unit aim The aim of this unit is to enable the candidate to develop the knowledge and skills to use spreadsheet and database software to produce meaningful data and handle information effectively within the context of the legal environment. Learning outcomes There are four outcomes to this unit. The candidate will be able to: 1. understand how to store and manage database and spreadsheet data securely and efficiently within the legal environment 2. use spreadsheet software to create, modify and present data for the legal environment 3. use database software to create, modify and present data for the legal environment 4. understand the use of case management software in legal practice Guided learning hours It is recommended that 60 hours should be allocated for this unit. This may be on a full or part-time basis. Endorsement of the unit by a sector or other appropriate body (if required) This unit is endorsed by e-Skills UK. Key Skills This unit contributes towards the Key Skills in the following areas: • Communication • Working with Others • Problem Solving Assessment and grading This unit will be assessed by an externally set and locally marked examination. 32 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  35. 35. Unit 224 Legal Information Processing Outcome 1 understand how to store and manage database and spreadsheet data securely and efficiently within the legal environment Assessment Criteria The learner can: 1. produce a screen print to demonstrate a logical directory and folder structure 2. modify file structure 3. explain the importance of file management and data back up of spreadsheet and database files 4. identify methods of storing data Assessment criteria explained For criteria 1 The candidate will be able to explain why it is important to maintain a safe, clean and tidy work environment while using IT equipment. The candidate will be able to produce a screen print to demonstrate how directories/sub-directories, folders/sub-folders are created. For criteria 2 The candidates will be able to demonstrate how directory/folder and sub-folder structures can be modified, including: • naming • re-naming • moving • copying • deleting. For criteria 3 The candidate will be able to explain the importance of file management of spreadsheet and database files. The candidate will be able to identify ways of protecting data on a computer. The candidate will be able to explain why it is important to back up data. The candidate will be able to identify the file extensions used for spreadsheets and databases. For criteria 4 The candidate will be able to identify suitable methods of storing data, eg hard disc, CD-Rom, memory stick. Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 33
  36. 36. Unit 224 Legal Information Processing Outcome 2 use spreadsheet software to create, modify and present data for the legal environment Assessment Criteria The learner can: 1. describe the basic structure of spreadsheets 2. create spreadsheet files for use in the legal environment to include a header and/or footer, as instructed 3. enter and edit text and data in cells, rows and columns 4. use a range of enhancements to make the presentation of data clearer 5. enter formulae and calculate data 6. sort data as instructed 7. create and format charts and graphs to clearly represent spreadsheet data 8. name, re-name, save and print spreadsheet files, charts/graphs as instructed Assessment criteria explained For criteria 1 The candidate will be able to log onto a system and access a spreadsheet application. The candidate will be able to describe the basic structure of spreadsheets, eg cell references, rows, columns, formulae. For criteria 2 The candidate will be able to: • create new spreadsheet files • insert a header and/or footer. The candidate will be able to identify the purpose and use of spreadsheets in the legal environment, eg for clients and fee earners. The candidate will be able to identify the types of spreadsheet used in the legal environment, eg expert witness fees, client fees, income/expenditure for staff, conveyancing fees. For criteria 3 The candidate will be able to enter and edit text and data in cells, rows and columns: • insert • delete/clear • copy and move • adjust. For criteria 4 The candidate will be able to enhance the presentation of data by use of the following: • bold, italics, font size, borders, shading • left, right, centre alignment • currency and decimal alignment. 34 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  37. 37. For criteria 5 The candidate will be able to enter formulae and calculate data, eg add/SUM; subtract; divide; multiply; average. For criteria 6 The candidate will be able to sort data into categories, eg alphabetical, numerical, ascending, descending order. For criteria 7 The candidate will be able to create and format charts and graphs to clearly represent spreadsheet data, eg pie, bar, column, line. The candidate will be able to identify the basic structure of charts/graphs, eg legends and data labels; titles and axes. The candidate will be able to describe the importance of using legends and data labels, titles and axes. For criteria 8 The candidate will be able to name, re-name, save and print spreadsheet files, charts/graphs as instructed including: • selecting page orientation (eg portrait or landscape) • fitting on one page • printing as a defined section (eg a whole spreadsheet/worksheet, formulae, gridlines, row and column headings). Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 35
  38. 38. Unit 224 Legal Information Processing Outcome 3 use database software to create, modify and present data for the legal environment Assessment Criteria The learner can: 1. describe the structure of databases 2. create and edit a simple database for the legal environment using appropriate field names and data types 3. create and amend a data entry form 4. insert and amend data 5. perform primary and secondary sorts 6. prepare simple reports inserting a header/footer as instructed 7. query a database to retrieve information 8. select and print reports, queries and tables as instructed Assessment criteria explained For criteria 1 The candidate will be able to log onto a system and access a database application. The candidate will be able to describe the structure of databases, eg a field, a record, a file. For criteria 2 The candidate will be able to create and edit a simple database using appropriate field names and data types such as text, number, currency, yes/no and selection of a primary key. The candidate will be able to identify the purpose and use of databases in the legal environment, eg to record client details, expert witnesses, research documents. For criteria 3 The candidate will be able to create and amend a data entry form. For criteria 4 The candidate will be able to insert, edit and delete data in fields and records. • selecting page orientation (ie portrait or landscape). For criteria 5 The candidate will be able to perform primary and secondary sorts, eg alphabetical; numerical; chronological; alpha-numerical; ascending and descending orders. For criteria 6 The candidate will be able to prepare and print simple reports, including: • the use of headings and sub-headings • enhancing the presentation of the report (eg bold, italics, font size/style, borders, shading) • inserting headers/footers in queries and reports. For criteria 7 The candidate will be able to query a database to retrieve information using relational operators such as: equals to, greater than, less than. 36 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  39. 39. For criteria 8 The candidate will be able to select and print reports, queries and tables, as instructed, including: • selecting page orientation (ie portrait or landscape). Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 37
  40. 40. Unit 224 Legal Information Processing Outcome 4 understand the use of case management software in legal practice Assessment Criteria The learner can: 1. explain the general principles of case management software 2. identify the areas of law in which case management software would be used 3. describe the advantages and disadvantages of using case management software for the business and the client Assessment criteria explained For criteria 1 The candidate will be able to explain the general principles of case management software. For criteria 2 The candidate will be able to identify the different areas of law where the use of case management software would be appropriate (eg debt recovery, conveyancing, probate), explaining why it is used in those areas. For criteria 2 The candidate should be able to describe the advantages and disadvantages of using case management software for the business and the client. Examples of advantages are: • speeds up the legal process; • cost; manpower/resources; • standardisation (eg using templates); • automated process (eg document preparation, diary). Examples of disadvantages are: • inflexible; • expensive start up costs; • training costs. 38 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  41. 41. 4 Assessment 4.1 Summary of assessment methods For each qualification, candidates will be required to complete the following assessments: Unit Title Assessment Method Where to obtain No. assessment materials 220/ Legal Word Assessment 7465-220 Text Production Assessments are 221 Processing Assessment 7465-221 Audio available on the City & (Text/Audio) Guilds website www.cityandguilds.com The assessment covers the practical activities for all outcomes and will also sample underpinning knowledge to verify coverage of the unit. Externally set assessment, locally marked and externally verified. 222 Working in Assessment 7465-222 Assessments are the Legal available on the City & Environment The assessment covers the practical activities for Guilds website all outcomes and will also sample underpinning www.cityandguilds.com knowledge to verify coverage of the unit. Externally set assessment, locally marked and externally verified. 223 Proof-reading Assessment 7465-223 Dated exam papers can in the Legal be ordered via Walled Environment A dated examination, available in three series Garden. per year, November, February and May. www.walled-garden.com Externally set and marked assessment. 224 Legal Assessment 7465-224 Assessments will be Information available on the City & Processing The assessment covers the practical activities for Guilds website all outcomes and will also sample underpinning www.cityandguilds.com knowledge to verify coverage of the unit. Externally set assessment, locally marked and externally verified. Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 39
  42. 42. Time constraints The following time constraints must be applied to the assessment of this qualification: • Legal Word Processing – the two assignments must be completed under controlled timed conditions: 7465-220 Text Production – 2 hours 7465-221 Audio - 1.5 hours • Working in the Legal Environment – the assignment (7465-222) can be delivered according to the centre’s individual programme of delivery eg task by task over a set teaching period, over a full term, or over the whole period of the course. However, it is anticipated that the assignment should take no longer than 6 hours (excluding research time), to complete. Centre staff should guide candidates to ensure excessive evidence gathering is avoided. Centres finding that assignments are taking longer, should contact the external verifier for guidance. • 7465-223 - the external proof-reading test is 45 minutes long and must be conducted in accordance with City & Guilds Regulations on the conduct of exams. Candidates may re-sit the proof reading test as many times as there are exam series within the registration period. • See specific guidance on opportunities to repeat tasks and re-sit assignments in the 7465- 01/02/03 Assignment guide for assessors and candidates. • Candidates who fail to achieve overall, will be allowed to re-register with City & Guilds. Grading and marking Grading for this qualification is as follows: • assignments are graded pass, merit, distinction • the proof-reading test is graded pass or fail • for a full qualification certificate a grade of pass, merit, distinction will be awarded in accordance with the combination rules as set out in the 7465-01/02/03 Assignment guide for assessors and candidates • for the Legal Word Processing assignments generic marking and grading criteria are provided in the 7465-01/02/03 Assignment guide for assessors and candidates. • for the Working in the Legal Environment assignment detailed marking and grading criteria is provided in each assignment. Sample assessments Sample assignments and proof-reading tests are available on the City & Guilds website, www.cityandguilds.com Accreditation of prior experience and learning (APEL) Accreditation of Prior Learning (APL) and Accreditation of Prior Experience and Learning (APEL) are approaches used to recognise the contribution a person’s previous experience might contribute to a qualification. The Level 2 Certificate and Diploma for Legal Secretaries recognises the skills and experience acquired either through previous qualification or experience gained through employment. Partial exemption from Working in the Legal Environment may be given where appropriate however, APL/APEL procedures will usually be undertaken by the approved centres on the authority of City & Guilds/ILEX. However, in such cases only a pass grade can be achieved. 40 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  43. 43. Regulations for the conduct of examinations Regulations for the conduct of examinations for online and written examinations are given in Providing City & Guilds qualifications - a guide to centre and qualification (scheme) approval and in the Directory of qualifications. Centres should ensure they are familiar with all requirements prior to offering assessments. 4.2 Test specifications The following is a summary test specification, for the proof-reading test. 7465-02 Award in Proof-reading in the Legal Environment Type of error Approx number of marks Approx weighting Spelling 30 60% Punctuation 10 20% Consistency/Grammatical/Presentation 10 20% Totals 50 100% NB: Final pass marks are determined after each exam date to take into account the performance of the question paper. Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 41
  44. 44. 5 Course design and delivery 5.1 Recommended delivery strategies Centre staff should familiarise themselves with the structure, content and assessment requirements of the qualification before designing a course programme. In particular, staff should consider the skills and knowledge related to the national occupational standards. Provided that the requirements for the qualification are met, centres may design course programmes of study in any way that they feel best meets the needs and capabilities of their candidates. Centres may wish to include topics as part of the course programme, which will not be assessed through the qualification. Please note the following: • Additional guidance is given in 7465-220/221 Legal Word Processing on the need to ensure that candidates are aware of health and safety and security requirements relating to the IT environment. • There is no recommended delivery strategy for this qualification however it is beneficial to candidates not based in the workplace to be offered practical experience in a realistic office environment or a placement with a local company. • Continuous internal assessment of candidates’ ability and knowledge and understanding throughout the delivery of the course programme could be covered by work based projects, case studies, work based products, evaluative and reflective reports etc. • For information on ILEX course books see section on Resources. Relationship to other qualifications and the wider curriculum City & Guilds recommends centres address the wider curriculum, where appropriate, when designing and delivering the course. Centres should also consider links to the National Occupational Standards, Key/Core Skills and other related qualifications. The relationship tables in Appendix 2 provided to assist centres with the design and delivery of the qualification. The tables show: • Level 2 mapping to the CfA Business and Administration Technical Certificate requirements • Signposting Key Skills for the qualification. Health and safety The requirement to follow safe working practices is an integral part of all City & Guilds qualifications and assessments, and it is the responsibility of centres to ensure that all relevant health and safety requirements are in place before candidates start practical assessments. Should a candidate fail to follow health and safety practice and procedures during an assessment, the assessment must be stopped. The candidate should be informed that they have not reached the standard required to successfully pass the assessment and told the reason why. Candidates may retake the assessment at a later date, at the discretion of the centre. In case of any doubt, guidance should be sought from the external verifier. 42 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  45. 45. Data protection and confidentiality Centres offering this qualification may need to provide City & Guilds with personal data for staff and candidates. Guidance on data protection and the obligations of City & Guilds and centres are explained in Providing City & Guilds qualifications. Initial assessment and induction Centres will need to make an initial assessment of each candidate prior to the start of their programme to ensure they are entered for an appropriate type and level of qualification. The initial assessment should identify any specific training needs the candidate has, and the support and guidance they may require when working towards their qualification. City & Guilds recommends that centres provide an induction programme to ensure the candidate fully understands the requirements of the qualification they will work towards, their responsibilities as a candidate, and the responsibilities of the centre. It may be helpful to record the information on a learning contract. Further guidance about initial assessment and induction, as well as a learning contract that centres may use, are available in the Centre toolkit. Equal opportunities It is a requirement of centre approval that centres have an equal opportunities policy (see Providing City & Guilds qualifications). The regulatory authorities require City & Guilds to monitor centres to ensure that equal opportunity policies are being followed. The City & Guilds equal opportunities policy is set out on the City & Guilds website, in Providing City & Guilds qualifications, in the Directory of qualifications, and is also available from the City & Guilds Customer Relations department. Access to qualifications on the National Qualifications Framework is open to all, irrespective of gender, race, creed, age or special needs. The centre co-ordinator should ensure that no candidate is subject to unfair discrimination on any ground in relation to access to assessment and the fairness of the assessment. Access to assessment City & Guilds’ guidance and regulations on access to assessment are designed to facilitate access for assessments and qualifications for candidates who are eligible for adjustments to assessment arrangements. Access arrangements are designed to allow attainment to be demonstrated. For further information, please see Access to assessment and qualifications, available on the City & Guilds website. Appeals Centres must have their own, auditable, appeals procedure that must be explained to candidates during their induction. Appeals must be fully documented by the quality assurance co-ordinator and made available to the external verifier or City & Guilds. Further information on appeals is given in Providing City & Guilds qualifications. There is also information on appeals for centres and learners on the City & Guilds website or available from the Customer Relations department. Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 43
  46. 46. Learning and support resources City & Guilds/ILEX will provide the following learning and support resources. See individual units for more details of resources that are unit specific. Resource How to access ILEX Level 2 Legal Secretaries An ILEX publications order form will need to completed and coursebooks returned to ILEX. Available from www.ilexpp.co.uk or www.cityandguilds.com CD-ROM This will automatically be provided with the ILEX coursebooks Sample assessments Sample assignments and proof reading tests are available from www.cityandguilds.com or www.ilexpp.co.uk 44 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  47. 47. Appendix 1 Progression diagram Legal Secretaries progression routes Occupational Relevant NQF Roles Qualifications Level E N ILEX Professional Higher Diploma in Law 6 T R ILM N/SVQ in Management 5 A ILM Leadership VRQs N T S Office manager ILM N/SVQ in Management 4404 N/SVQ in Business and Administration 4 W 4543 N/SVQ in Customer Service I T H Team leader ILM N/SVQ in Management P Supervisor ILM First Line Management VRQs R Senior secretary/PA ILM Leadership VRQs I Administrator IL EX Professional Diploma in Law O 4404 N/SVQ in Business and Administration R 4543 N/SVQ in Customer Service 3 4413 Business and Administration E 7266 e-Quals07 VRQs X 7461 Diploma in Vocational Paralegal Studies P 7465 Award/Certificate/Diploma for Legal Secretaries E 7465 Legal Information Processing R I E Receptionist ILM N/SVQ in Team Leading N Secretary ILM Team Leading VRQs C Administrator 4404 N/SVQ in Business and Administration E 4543 N/SVQ in Customer Service 4413 Business and Administration 2 & 7266 e-Quals07 VRQs 7461 Certificate in Vocational Paralegal Studies Q 7465 Award/Certificate/Diploma for Legal Secretaries U 7465 Legal Information Processing A L I F Junior secretary 4404 N/SVQ in Business and Administration I Administration Assistant 4543 N/SVQ in Customer Service C 7266 e-Quals07 VRQs A 8952 Audio Transcription T 8994 Business Studies 1 I 8989 Computerised Accounts O 8993 Office Procedures N 8980 Shorthand Speed S Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 45 ENTRY LEVEL
  48. 48. Appendix 2 Relationships to other qualifications Links to other qualifications and frameworks City & Guilds has identified the connections to linked N/SVQs and other qualifications. This mapping is provided as guidance and suggests areas of overlap and commonality between the qualifications. It does not imply that candidates completing units in one qualification are automatically covering all of the content of the qualifications listed in the mapping. Centres are responsible for checking the different requirements of all qualifications they are delivering and ensuring that candidates meet requirements of all units/qualifications. For example, a qualification may provide knowledge towards an N/SVQ, but centres are responsible for ensuring that the candidate has met all of the knowledge requirements specified in the N/SVQ standards. This qualification has connections to the Level 2 N/SVQ in Business and Administration. Relationship between the Vocational Qualification and Level 2 N/SVQ in Business and Administration City & Guilds/ILEX Level 2 Certificate for City & Guilds Level 2 N/SVQ in Business Legal Secretaries and Administration (4404) Unit Number/Title Related units 1 Legal Word Processing 201, 203, 209, 210, 214, 221, 222, 223, 224 2 Working in the Legal Environment 110, 201, 202, 203, 204, 209, 210, 212, 213, 214, 219, 220, 221, 222, 223, 224, 225 Key/Essential Skills (England, Wales and Northern Ireland) Key Skills signposting These qualifications include opportunities to develop and practise many of the underlying skills and techniques described in Part A of the standard for each Key Skills qualification. Where candidates are working towards any Key Skills alongside these qualifications they will need to be registered with City & Guilds for the Key Skills qualifications. It should not be assumed that candidates will necessarily be competent in, or able to produce evidence for, Key Skills at the same level as these qualifications. The ‘signposts’ below identify the potential for Key Skills portfolio evidence gathering that can be naturally incorporated into the completion of each unit. Any Key Skills evidence will need to be separately assessed and must meet the relevant standard defined in the QCA document ‘Key skills qualifications standards and guidance’ (available from www.cityandguilds.com/keyskills). 46 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  49. 49. Unit title Communication Application of Number Information and Communication Technology Legal Word C1.2, C1.3, C2.3 IT1.1, IT1.2, IT2.1, IT2.2 Processing Working in C1.1, C2.2, C2.3 the Legal Environment Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 47
  50. 50. Appendix 3 Abbreviations, spelling, amendment and correction signs Abbreviations You should be able to expand the following abbreviations and spell the word accurately: abbreviation spelling abbreviation spelling abbreviation spelling a/c(s) account(s) immed immediate(ly) rec receipt(s) AOB any other business info information recd received appt(s) appointment(s) jnr junior ref(s) references(s) approx approximate(ly) mfr(s) manufacturer(s) sec(s) secretary(ies) asap as soon as possible misc miscellaneous snr senior cat(s) catalogue(s) necy necessary sig(s) signature(s) co(s) company(ies) opp(s) opportunity(ies) temp temporary dept(s) department(s) org organisation wd would dr dear poss possible yr(s) year(s) gntee(s) guarantee(s) mfr(s) manufacturer(s) yr(s) your(s) days of the week: eg Thurs, Fri months of the year: eg Jan Feb words in addresses: eg Rd St Ave Dr Sq Cresc Pl Pk complimentary closes: eg ffly sincly You should be able to spell the following words: and their derivations: eg plurals, -ed, -ing, -ment, -tion, -ly, -able, -ible access apparent colleague expense permanent separate accommodate appreciate committee experience receipt success achieve believe correspondence financial receive sufficient acknowledge business definite foreign recommend temporary advertisement cancel develop government responsible through although client discuss inconvenient satisfactory unfortunate You should be able to distinguish between words that are often confused eg affect / effect are / our complement / compliment dependant / dependent enquiry / inquiry ensure / insure licence / license practice / practise principle / principal stationary / stationery to / too their / there and identify how to use the apostrophe for omission and possession eg it is –it’s not true it – the dog wagged its tail it has – it’s happened twice singular noun – the girl’s dogs you/we/they are – you’re/we’re/they’re welcome plural noun – the girls’ dogs they/we have – they’ve/we’ve arrived early plural noun that doesn’t end in ‘s’ – the men’s hats 48 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  51. 51. Legal abbreviations You should be able to expand the following abbreviations and spell the word accurately: abbreviation spelling abbreviation spelling abbreviation spelling actn(s) action(s) ct(s) court(s) partics particulars afft(s) affidavit(s) covt(s) covenant(s) pchs(r) purchase(r) agmt(s) agreement(s) decln(s) declaration(s) ppty property atty attorney doc(s) documents(s) pty party benefl beneficial dft(s) drafts(s) pceedg(s) proceeding(s) clt(s) client(s) est estate sched schedule codl(s) codicil(s) freehd(s) freehold(s) solr(s) solicitor(s) conson consideration insolvt(cy) insolvent(cy) staty statutory contt(s) contract(s) instron(s) instruction(s) smns summons convce(s) conveyance(s) ct(s) court(s) tency tenancy (co-)resp (co)-respondent judgt(s) judgment(s) You should retain commonly used abbreviations: etc eg ie NB PS v All ER QC Plc Ltd & (retain only in F.Inst.L.Ex. company names) You should be able to spell the following words: and their derivations: eg plurals, -ant, -ary, -cy, -ed, -ee, -hold, -ing, -ment, -of, -or, -tion, -trix administrator bankrupt guarantee mortgage transfer witness appoint defence herein testament vendor assign executor lease thereafter whereas You should know when to use the spelling judgment (as in a case) rather than judgement Amendment and correction signs New paragraph or close up run on leave a space insertion (with word above or move to the right balloon with arrow) or transpose horizontally or move to the left or balloon with arrow transpose vertically Let it stand (stet) ----- in margin upper case ie capital letter(s) u/c underscore ie underline u/s Delete lower case l/c Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 49
  52. 52. Punctuation Punctuation marks used may include: Colon : full stop . semi-colon ; question mark ? hyphen (no space either side) - exclamation mark ! dash (one space either side) - brackets ( ) apostrophe ’ asterisk * inverted commas “ ” oblique or solidus / Comma , ampersand & 50 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)
  53. 53. Appendix 4 Sources of general information The following documents contain essential information for centres delivering City & Guilds qualifications. They should be referred to in conjunction with this handbook. To download the documents and to find other useful documents, go to the Centres and Training Providers homepage on www.cityandguilds.com. Providing City & Guilds qualifications – a guide to centre and qualification approval contains detailed information about the processes which must be followed and requirements which must be met for a centre to achieve ‘approved centre’ status, or to offer a particular qualification. Specifically, the document includes sections on: • The centre and qualification approval process and forms • Assessment, verification and examination roles at the centre • Registration and certification of candidates • Non-compliance • Complaints and appeals • Equal opportunities • Data protection • Frequently asked questions. Ensuring quality contains updates and good practice exemplars for City & Guilds assessment and policy issues. Specifically, the document contains information on: • Management systems • Maintaining records • Assessment • Internal verification and quality assurance • External verification. Access to Assessment & Qualifications provides full details of the arrangements that may be made to facilitate access to assessments and qualifications for candidates who are eligible for adjustments in assessment. The centre homepage section of the City & Guilds website also contains useful information such on such things as: • Walled Garden Find out how to register and certificate candidates on line • Qualifications and Credit Framework (QCF) Contains general guidance about the QCF and how qualifications will change, as well as information on the IT systems needed and FAQs • Events Contains dates and information on the latest Centre events • Online assessment Contains information on how to register for GOLA assessments. Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03) 51
  54. 54. City & Guilds Skills for a brighter future www.cityandguilds.com 52 Level 2 City & Guilds ILEX Certificate/Diploma for Legal Secretaries (7465-01/02/03)

×