Independent Schools Victoria Registered Training Organisation BSBITU203A Communicate Electronically Unit 4 of 12

BSBITU203A (V2)

Independent Schools Victoria, 2012

Contents
Teacher or Workplace Mapped Observation Checklist ............................................................... 1 Student Checklist ........................................................................................................................ 2 General Information..................................................................................................................... 3 1. Communications...................................................................................................................... 4 1.1 Emails ................................................................................................................................ 4 1.2 Collaboration..................................................................................................................... 7 1.3 Safety ................................................................................................................................ 9 1.4 Netiquette .......................................................................................................................... 9 1.5 Legislation........................................................................................................................ 10 1.6 Social Network Communication ....................................................................................... 11 Submitting Work for this Unit ..................................................................................................... 12

Independent Schools Victoria 2012 This work is copyright. Apart from any use as permitted under the Copyright Act 1968 no part may be reproduced by any process without prior permission from Independent Schools Victoria. Requests and enquiries concerning the reproduction and rights should be addressed by email to: equiries@independentschools.vic.edu.au Every effort has been made to ensure that this publication is free from error and/or omission at the date of printing. The authors, publishers and any person involved in the preparation of this workbook take no responsibility for loss occasioned to any person or organisation acting or refraining from action as a result of information contained in this publication.

BSBITU203A (V2)

Independent Schools Victoria, 2012

Teacher or Workplace Mapped Observation Checklist

Name of Student: ________________________________________________________ BSBITU203A Communicate Electronically Element Question (please tick suitable response) 1.1, 1.2 Is the student able to demonstrate that they can log into software safely for sending and receiving emails, check the messages for accuracy and send attachments as per school guidelines? 1.3,1.4 Can the student identify and take action on urgent or suspicious messages, and deal with returned emails competently? 2.1, 2.2 Can the student demonstrate knowledge of, and skills in, setting security settings and setting up mailboxes? 2.3, 2.4 Is the student able to store emails, empty mailboxes or archive messages according to school guidelines? 2.5 Can the student prepare and keep mailing lists? 3.1, 3.2 Can the student identify types of software used in collaboration, and that it is used in accordance with school guidelines and netiquette? 3.3 Was the student able to demonstrate that they could respond suitably to posts or other communications as per netiquette and school procedures?

Yes

No

As this students teacher and supervisor, I agree that he/she has demonstrated the above skills and knowledge during a work placement or in a simulated workplace. Where a No has been indicated, the student will be given further training to achieve competency. My responses give a true, valid and fair evaluation of the student.

C/NYC

Date: ___________

If additional tasks were completed, please re-assess student.

C/NYC

Date: ___________

Teacher/Supervisor: Name______________ Signature: _______________

BSBITU203A (V2)

________ Date: ________________

________ Contact if required: _________________

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Student Checklist
Have you completed the following? Tick the list as you complete each task. Have your teacher sign page one when you have completed the work.

Task 1A Task 1B Task 1C Task 1D Task 1E Task 1F Task 1G

List your email addresses Demonstrate a list of email tasks to your teacher Use collaborative electronic communication Secure sharing Netiquette rules Print pages on anti-discrimination, ethical principles, code of practice and OH&S Work messages

There is an additional task for this unit. The task can be found in the next workbook BSBCMM201A Communicate in the Workplace. Task 3 Written task

BSBITU203A (V2)

Independent Schools Victoria, 2012

General Information
Unlike the first three units which were presented in term one, the first two units for term two are in this one booklet. When you read the names, you will see why, as both names contain communicate. While the first unit relates specifically to electronic communications, the send emphasises the other forms of communication which occur in workplaces such as verbal and written.

Among other tasks, to complete this unit, you will need to access computers, have your teacher witness that you completed some of the work requirements in your first units (such as handling email) and join a free simulated workplace message board system. Note that using social networking sites such as Facebook and Twitter are a big part of communication for workplaces as well as socially, but as there are age limits for joining, many parents are not willing to have students join these social communication media, they have not been used in this unit. However, students need to be aware that most modern businesses, councils and organisations such as the CSIRO use these media for communication and promotion.

For unit one, most of the tasks will be performed online or by demonstrating to your teacher that you can complete them satisfactorily. To complete the second unit, you will draft and create different correspondence, take part in role plays, and investigate different forms of verbal communication and using body language. Keep in mind that there is some overlap with these two units so some tasks cross both. Other tasks also duplicate work done in previous units so the teachers checklist will reflect that he or she has already observed you completing those tasks

Please remember to label everything you do with your name.

BSBITU203A (V2)

Independent Schools Victoria, 2012

1. Communications
It is almost impossible to keep up with the many different types and styles of electronic communications we use currently. For this unit in this course, the emphasis is on the way we communicate electronically in the workplace. Increasingly workplaces have to attempt to keep pace with the rest of society and its trendy efforts to remain in fashion.

Many businesses supply their workers with some kind of mobile device, or subsidise their workers to purchase one. This can be good for a company (always available) and bad for a worker (always available). Many businesses use multiple means of communicating electronically and email is being seen as a declining medium although it is still used widely. The outline of this unit, however, emphasises email as the main means of business communication which is why the work for the unit emphasises it.

1.1 Emails
Being in a school probably means you have at least one email address-maybe more. Some of us have five or six so that we can open multiple social networking accounts for games or to keep work messages separate from family and have another group for friends. Task 1A Write your email address/es here ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ What is the schools general email address? ___________________________________________________________________

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Scenario 1 Red face true story Picture Freds red face when he typed up a rather rude joke and then sent it by mistake to his group work email, including the bosses hed been trying to impress all year.

Scenario 2 Red Face also true Important guests were walking around to the bosss office when Maria opened an email attachment and Rudolph the Red-nosed Reindeer boomed out through the office.

Task 1B Emailing Show your teacher you can do the following: (checkbox next page)

1. Log in to the schools email software. 2. Delete any unknown or potentially nasty message 3. Prepare three different email messages making sure they are worded correctly, add at least one attachment and send messages as required by your schools requirements. (Your teacher will give you an address for this - perhaps a school or personal one) 4. Reply to any email needing a response. 5. Archive any message you want to keep (if your software has this facility), and delete others 6. If your software allows it, set up mailboxes to separate your personal, school and other messages. Some software such as Gmail uses Labels and Move to. Your teacher will check that you can complete something similar to mailboxes. 7. Set up a mailing list, or Contacts list or Group email list of some kind. 8. Set up a mailing list such as a table to record your daily incoming and outgoing emails as you would in a business 9. Do an online search to find out more about setting up security on your emails, take notes and join in a group discussion. (This task is general as different schools use different systems. Your teacher will select a preferred option or if permissible, check the settings used by popularly such as Googles Gmail).

You can also chat with Gmail, iGoogle or orkut. Or use the Video and Voice plug-in features, or Google Talk software to chat or send files.

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Independent Schools Victoria, 2012

Teachers Checklist for Task 1B I have observed the student completing the following email tasks

Log in to the schools email software. Delete any unknown or potentially nasty message Prepare three different correctly-worded email messages with at least 1 attachment Reply to any email needing a response. Archive any message you want to keep and delete others Set up mailboxes to separate your personal, school and other messages. Set up a mailing list, or Contacts list or Group email list of some kind. Do an online search to find out more about setting up security on emails Join in a group discussion on security and other emailing issues, taking notes which
you can show the teacher and place in your portfolio Teacher signature: _________________________________ Date: ________

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Independent Schools Victoria, 2012

1.2 Collaboration
One of the most positive aspects of electronic communication is its ability to allow for collaborative or group communication. Delivering lectures, having online consultations, having group message-boards, blogs and uploading YouTube clips are all ways of communicating beyond the direct, oneto-one style.

To complete this section of the unit, there will be a range of tasks from which you can select any one depending on available software and access. Collaborative Electronic Communications There are many ways to collaborate or have group communication electronically. If you have a mobile phone, you are probably very good at using it collaboratively. Group texting is a common way of communicating to a group electronically.
Have you ever tried Skype? Many families use Skype to keep in touch with family members

while they are overseas. The Skype people claim there are nearly 16 million people around the world at any particular minute, using Skype. www.skype.com/intl/en/home?intcmp=wlogo
What about Google Docs? This allows you to share files and other documents which can be

very useful if you are doing group assignments. https://docs.google.com

Another idea is Dropbox. This software lets you store, sync and share your files. Like Skype,

it has an initial free low-level usage. It lets you work on one computer and save files, then those files are automatically copied to any other computer linked so you can work at home and then at school or work without copying files to USB devices. www.dropbox.com/home#

Have you ever uploaded a video to YouTube? First you need to create a mobile profile on

YouTube to get an email address to use for uploading. Create your email message, attach the video and send it to the email address YouTube created for you. Make sure your video is within the size allowed by You Tube and in an acceptable AVI, MPG or MOV format. www.youtube.com

BSBITU203A (V2)

Independent Schools Victoria, 2012

Task 1C Collaboration This task offers you alternate ways of completing it by selecting whichever one suits the software and access you have available. You will need to do this in consultation with your teacher or an IT person who will help with the selection. To complete this task successfully you must use appropriate language and dialogue for your target audience.

i) SKYPE If you can download Skype or it is available to you, create yourself a username and logon for a Skype video chat with someone either during class time or when an adult can observe you and provide an Evidence letter to your teacher (a copy of an evidence letter is on page 22). or ii) Mobile Group Text If you have a mobile phone and you are allowed to use it in the classroom, demonstrate that you can send a group text message to your teacher. or iii) Dropbox If your IT setup allows it, join Dropbox and save some files. Then access them on a second computer with Dropbox, which will have syncd your files. or iv) Google Docs Demonstrate to your teacher that you can use Google Docs to save private and shared files or v) YouTube Try sending a short video clip to YouTube. You will need to demonstrate this to your teacher or write the video link here to be checked. Link: __________________________________________________________ or vi) MS Outlook If you have access to the Microsoft Office suite of software, show you can use Outlook by keeping a calendar, sharing files or using a message board.

BSBITU203A (V2)

Independent Schools Victoria, 2012

1.3 Safety
Everyone can see the need for safety in physically dangerous situations but many people are less vigilant about aspects of electronic communication. Apart from the obvious dangers of collapsing chairs, falling computers or frayed power cords, most danger to school-aged students comes from cyber-bullying and online predators. Task 1D Even if you are not a member of a social networking site such as Facebook, My Space or Twitter, you should know how to make your own site secure. Check the following site. www.trustthetick.com/Default.aspx?DN=91471818-b904-4036-a7dadc8eab81d911&l=English+(Australia) Name the four things it suggests that you avoid sharing:

1.4 Netiquette
The word devised for courtesy on the internet was net etiquette which was soon shortened to netiquette. It is not used as often as some years ago, but it is a requirement of this unit so needs discussing. Check the Ten Core Rules of netiquette at www.albion.com/netiquette/corerules.html

Task 1E Choose three of the Ten Core Rules and briefly explain why they are a good idea. i) Number ___ because _______________________________________________ __________________________________________________________________ ii) Number ___ because _______________________________________________ __________________________________________________________________ ii) Number ___ because _______________________________________________

BSBITU203A (V2)

Independent Schools Victoria, 2012

1.5 Legislation
To protect users and try to ensure workplaces, schools and social organisationsas well as individualsact ethically, there are a number of laws passed by various levels of government aimed at all people sending emails, using chat rooms, intranets and other forms of electronic communications. If you are ever interested in reading more details on Victorian legislation, the link is www.legislation.vic.gov.au Some website links which may offer you useful information are listed below.

Task 1F Look up each of the following suggested examples of websites and print at least the first (home) page of each. If you find any of the links have been removed, try and find another suitable one using the headings for each. Note that there is often different legislation for Australian states as well as National levels. It is a good idea to start with the laws of the state. i) Anti-discrimination www.vcat.vic.gov.au/CA256DBB0022825D/page/About+VCAT?OpenDocument&1=10About+VCAT~&2=~&3=~ ii) Ethical Principles www.lawreform.vic.gov.au/wps/wcm/connect/justlib/Law+Reform/Home/Community+Law+ Reform/ iii) Code of Practice for www.lifesavingvictoria.com.au/www/html/357-code-of-practice.asp iv) Privacy www.privacy.vic.gov.au/privacy/web2.nsf/pages/home Life Saving

Laws

v) Occupational Health and Safety www.worksafe.vic.gov.au/wps/wcm/connect/wsinternet/WorkSafe/Home/Laws+and+Regul ations/Occupational+Health+and+Safety/

If you have completed the OH&S unit of this course, you should be very aware of this one by now.

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1.6 Social Network Communication

Watch the two links below. One is a promotional video for part of Facebook (Sounds). The other is a woman talking about how social networking sites have introduced some different aspects of communication. The idea behind watching these videos is to make you think about how, when and where we now communicate with people and if such communication You dont have to use social networking sites to understand them or write a short response to the questions. www.youtube.com/watch?v=4b_D9jEdocQ&feature=related www.youtube.com/watch?v=KV4PNwpqsCc&feature=related

Task 1G While the first video clip promotes an aspect of Facebook, the second shows you how silly it can be leaving tiny messages and Tweets for people who may or may not be real friends or acquaintances. Creating different Groups can be a way of dealing with this problem, such as Family, Friends and Work Groups. For families, messages such as New baby boy born Saturday or Jamies ATAR gets him into IT course! are effective ways of spreading news quickly and appropriately, but nobody at work would be interested. Write two examples of short messages which may be left on a site as a great way to communicate with work people, if you were working in an office. i)__________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ii) _______________________________________________________________ _ _________________________________________________________________ _________________________________________________________________ ___________________________________________________________________

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Submitting Work for this Unit

Some work is to be filled out in the booklet. Your teacher may ask you to send some electronically. Ask for an email address to send it to. If you have group work, you may choose to submit it using a USB stick, or burn onto a CD.

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Independent Schools Victoria, 2012

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