PDW 1- GROOMING & TELEPHONE TECHNIQUES

1. 2 3 4 5 6 7 8 9 10 PDW 1- GROOMING & TELEPHONE TECHNIQUES NAME OF STUDENT IC / PASSPORT NO INDEX NO BATCH NO TEA-PARTY 40% *Submit Tea-Party Report AREAS MAXIMUM POINTS POINTS AWARDED CREATIVITY Design of invitation card & menu card 5 PREPARATIONS Meeting time lines, List of invitations sent out 3 days 5 in advance & Schedule / plan (Team Work) QUALITY AND CHOICE OF SELECTION OF FOOD 5 ROOM SETUP & THEME 5 PERSONAL GROOMING, MAKE-UP, DRESSING, HAIRSYLE, SHOES, ETC (Individual) 5 Individual COMPILATION OF WRITTEN REPORT * 5 SOCIAL SKILLS AT TEA-PARTY (playing a role in either reception, food service, emcee etc) (Individual) 10 Individual TOTAL 40% TELEPHONE TECHNIQUES 30% **Submit Script AREAS MAXIMUM POINTS POINTS AWARDED PRACTICAL* CORRECT FORM OF GREETINGS WHEN ANSWERING THE TELEPHONE ABILITY TO TRANSFER CALLS CORRECTLY TO THE 3 RECIPIENT VOICE INTONATION, PLEASANTNESS 4 WRITTEN ASSIGNMENT - SCRIPT** 10 TAKING A MESSAGE ON A MESSASGE FORM (DESIGN & CONTENT) 10 TOTAL 30% * Practical telephone calls must made for assess this assessment by student to the lecturer via intercom. NOTE: REMAINING OF 30% IS ON FINAL EXAMINATION Marks Above 70% 60-69% Characteristics Excellent work which demonstrates that the student: Quality of work presented is exemplary Work is original Evidence of effort put in The student demonstrates: Quality of work presented is good but not excellent Work is not original, but of acceptable standards Evidence shows that effort was generally fair The student s work has produced work which is satisfactory. 50-59% Quality of work is average The standard of work is slightly above average Evidence shows that effort put in was insufficient and not carried out thoroughly The student s performance is only average 40-49% Quality of work is disappointing The standard of work is very average Evidence shows that only minimum effort out was put in < 40% The student s performance is unsatisfactory and there has been no effort put in to the work. Standard of work is below average. 3

PUBLIC SPEAKING (30%) *Submit Script NAME OF STUDENT:. INDEX NO:... I.C./PASSPORT NO:..... SEMESTER:.... AREAS MAXIMUM POINTS KNOWLEDGE OF THE TOPIC PRESENTED 5 CLARITY IN SPEECH 5 COMMAND OF ENGLISH LANGUAGE 10 WRITTEN SCRIPT* 10 TOTAL 30 POINTS AWARDED INTERVIEW TECHNIQUES (40%) *Submit No. 1 AREAS MAXIMUM POINTS 1. *APPLICATION LETTER, APPLICATION FORM AND RESUME 7 2. CLEAR HOLDER WITH No. 1, PHOTOCOPY OF CERTIFICATES & 10 COPY OF ADVERTISEMENT 3. GROOMING AND DRESS SENSE FOR INTERVIEW 5 POINTS AWARDED 4. ABILITY TO ANSWER ALL QUESTIONS 10 5. BODY LANGUAGE POSTURE, EYE CONTACT, GESTURES, SMILE, 3 ETC 6. LANGUAGE PROFICIENCY DURING THE INTERVIEW- ABILITY TO 5 EXPLAIN AND EXPRESS ANSWERS TOTAL 40 Marks Above 70% 60-69% NOTE: REMAINING OF 30% IS ON FINAL EXAMINATION Characteristics Excellent work which demonstrates that the student: Quality of work presented is exemplary Work is original Evidence of effort put in The student demonstrates: Quality of work presented is good but not excellent Work is not original, but of acceptable standards Evidence shows that effort was generally fair The student s work has produced work which is satisfactory. 50-59% Quality of work is average The standard of work is slightly above average Evidence shows that effort put in was insufficient and not carried out thoroughly The student s performance is only average 40-49% Quality of work is disappointing The standard of work is very average Evidence shows that only minimum effort out was put in < 40% The student s performance is unsatisfactory and there has been no effort put in to the work. The standard of work is below average. 07/07 2

MODEL OFFICE TRAINING SUBMISSION FORM A (to be filled in by student on a Semester basis by Week 13) Student s Name : Index No: Semester No : Batch No : DUTIES PERFORMED IN A SEMESTER (INSERT DATES IN THE BOXES) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 GENERAL TYPING FILING PHOTO-COPYING USHERING ANSWERING THE TELEPHONE INTERNET RESEARCH FRONT DESK DUTIES SENDING EMAIL TAKING DICTATION FAXING DOCUMENTS SUPERVISING STUDETS SCANNING DOCS ORGANISED EVENT OTHER DUTIES INSERT DATES INSERT DATES INSERT DATES INSERT DATES ANALYSIS: TOTAL NO. OF DAYS WORKED: TOTAL NO. OF HOURS PERFORMED: DUTY PERFORMED THE MOST: No: TOTAL NO. OF HOURS: DUTIES NOT PERFORMED AT ALL: No: PERSONS REPORTED TO DURING M.O.T.: Signature of student: Date: 07/07 3

RAFFLES SECRETARIAL CENTRE STUDENT SELF-EVALUATION FORM B (to be filled in by STUDENT at the end of the course in the final semester) Student s Name : Index No: Batch No: Semester No : SELF-EVALUATION OF MODEL OFFICE TRAINING DUTIES EXCELLENT VERY GOOD GOOD SATISFACTORY UNSATISFACTORY The Model Office training can be regarded as The work assigned to me was My coordinator was The people I reported to were My attitude towards MOT was My typing skills can be regarded as My public speaking skills can be regarded as My communication skills can be regarded as My telephone skills can be regarded as My grooming can be regarded as My ushering skills can be regarded as My filing skills can be regarded as My internet skills can be regarded as My organising skills can be regarded as My research skills can be regarded as My thinking skills can be regarded as My research skills can be regarded as My cheerfulness towards work can be regarded as My confidence level to work in an office is now TOTAL IN EACH COLUMN 1 2 3 4 5 Signature of student Date Total points 07/07 4

OLYMPIA COLLEGE JOB EVALUATION (50%) (TO BE FILLED UP BY THE EMPLOYER) STRICTLY CONFIDENTIAL (Please seal and return this form, addressed to the Principal / Coordinator) Thank you for consenting to evaluate and assess one of our students who are currently working in your organization. Your feedback will be an invaluable information to our faculty and our students. This evaluation is based on her performance for a 2-month period. Kindly complete the following questionnaire and return it to us. Your assessment will greatly be appreciated. ASSESSOR S NAME : ASSESSOR S POSITION : COMPANY/ ORGANIZATION ADDRESS : : TELEPHONE : FAX: NAME OF EMPLOYEE PERIOD OF EMPLOYEMENT NO OF HOURS PER WEEK WORKED : : FROM TO : SECTION 1 (please tick) 07/07 5

Do you consider that the quality of work produced by the staff concern have met your expectations? [ ] Excellent [ ] Very Good [ ] Good [ ] Satisfactory [ ] Poor 5 4 3 2 1 Would you consider that the staff s work has contributed to the department / company? [ ] Excellent [ ] Very Good [ ] Good [ ] Satisfactory [ ] Poor 5 4 3 2 1 SECTION 2 (please circle) How would you rate the staff? Very Total marks / 10 Excellent Good Good Fair Poor 1 Punctuality 5 4 3 2 1 2 Attendance 5 4 3 2 1 3 Personal Appearance 5 4 3 2 1 4 Enthusiasm 5 4 3 2 1 5 Initiative & Ability to Accept Responsibilities 5 4 3 2 1 6 Rapport with Colleagues 5 4 3 2 1 7 Oral Communication Skills 5 4 3 2 1 8 Written Communication Skills 5 4 3 2 1 9 Tact & Diplomacy 5 4 3 2 1 10 Ability to Grasp Instructions 5 4 3 2 1 11 Ability to Prioritize 5 4 3 2 1 12 Confidence 5 4 3 2 1 13 Teamwork 5 4 3 2 1 14 Commitment to the job 5 4 3 2 1 Total marks / 70 PART 3 List the duties performed this member of staff: Based on the above-mentioned duties, the overall assessment on a scale of 1 10 (with 10 being the highest) is: (please circle) Total marks / 10 10 9 8 7 6 5 4 3 2 1 PART 4 07/07 6

What are the strengths that you have identified in this member of staff. PART 5 What areas of weakness did you identify which require attention? Total marks / 10 COMPANY RUBBER STAMP SIGNATURE OF THE ASSESSOR DATE Thank you once again. We truly appreciate your participation in our students placement program. If you require any further information or assistance, please do not hesitate to contact. THE HEAD OF DEPARTMENT RAFFLES SECRETARIAL CENTRE OLYMPIA COLLEGE WISMA BUDIMAN KUALA LUMPUR FOR FACULTY USE ONLY: OVERALL GRADING: / 100 COORDINATOR DATE NOTES TO STUDENTS & COORDINATOR: Students are required to submit this form personally to the centre coordinator. Students are required to sign up for industrial placement on the examinations entry form and submit the form together with this form and the report. The student s presentation can be made before week 6 of any semester. Kindly check for exact date with the coordinator. 07/07 7

OLYMPIA COLLEGE INDUSTRIAL PLACEMENT ASSESSMENT NAME OF STUDENT:. I.C./PASSPORT NO:... INDEX NO:... NAME OF COMPANY: INDUSTRIAL PLACEMENT EMPLOYER S EVALUATION 50% INDUSTRIAL PLACEMENT FORM MAXIMUM POINTS POINTS AWARDED COMPLETION OF FORM BY EMPLOYER 50 INDUSTRIAL PLACEMENT REPORT 30% FORMAT OF REPORT NO. OF WORDS COVER PAGE AS PER INDIVIDUAL ASSIGNMENT Use cover page BACKGROUND OF THE COMPANY INCLUDING THE TYPE OF BUSINESS 200 AND WHO YOU ARE REPORTING TO JOB DESCRIPTION 1000 (MIN) WHAT YOU LIKED BEST ABOUT THE JOB 300 YOUR WEAKNESSES AT THE JOB AND HOW YOU OVERCAME THEM 500 NO BINDING REQUIRED OF THIS REPORT. STAPLING OF TOP LEFT CORNER IS SUFFICIENT. WRITTEN MARKING CRITERIA MAXIMUM POINTS POINTS AWARDED INTRODUCTION OF THE COMPANY 5 DESCRIPTION OF DUTIES ASSIGNED AND 15 COMPLETED WRITTEN PRESENTATION OF REPORT 10 INCLUDING GRAMMAR AND ORIGINALITY TOTAL POINTS 30% INDUSTRIAL PLACEMENT PRESENTATION 20% PRESENTATION CRITERIA MAXIMUM POINTS POINTS AWARDED SELF CONFIDENCE 5 CONTENT OF PRESENTATION 10 PRESENTATION SKILLS 5 TOTAL POINTS 20% MARKED BY: DATE: 07/07 8

Mock Interview Techniques RAFFLES SECRETARIAL CENTRE JOB APPLICATION FORM (Attach sample vacancy Advertisement) CENTRE: POSITION APPLIED FOR: Complete in your own handwriting in ink and BLOCK LETTER. PHOTO DATE: PERSONAL DATA NAME as in I.C. (please underline your surname) PERMANENT ADDRESS CURRENT/CORRESPONDENCE ADDRESS (if different from permanent address) TEL: MOBILE NUMBER EMAIL ADDRESS SEX RACE RELIGION CITIZENSHIP NRIC NO. DATE AND PLACE OF BIRTH AGE PASSPORT NO. (for foreigners) INCOME TAX FILE NO. EPF NO. SOCSO NO. SPOUSE S INCOME TAX FILE NO. MARITAL STATUS FAMILY DATA FATHER S NAME MOTHER S NAME OCCUPATION OCCUPATION NUMBER OF BROTHER(S) AND SISTER(S) SPOUSE S NAME OCCUPATION NRIC NO. EMPLOYER NAME/ADDRESS/TEL.NO PASSPORT NO. (for foreigners 07/07 9

CHILDREN (if relevant) NAME DATE OF BIRTH GENDER OCCUPATION 1 2 3 HEALTH CURRENT STATE OF HEALTH HEIGHT WEIGHT NATURE OF SERIOUS ILLNESSES SUFFERED? SPECIFY ACADEMIC QUALIFICATION SECONDARY SCHOOL ATTENDED FROM TO AWARAD COLLEGE/UNIVERSITY ATTENDED OTHER QUALIFICATIONS/PROFESSIONAL MEMBERSHIPS WORKING EXPERIENCE PERIOD OF SERVICE NAME & ADDRESS OF COMPANY From - To (NATURE OF BUSINESS) JOB TITLE REASON OF LEAVING PERSONAL ABILITY Languages including degrees of fluency (starting with your mother tongue). Please tick whichever applicable. Speak Read Write Dialects/Languages Good Fair Poor Good Fair Poor Good Fair Poor SKILLS (please state : Excellent, Good, Average) Able to type accurately Able to use the telephone Able to speak well in English Able to organize events Able to use Superwrite Able to use Microsoft Office Applications Able to compose letters etc Able to make presentations 07/07 10

OTHER INFORMATION 1 Have you ever been dismissed or suspended from the service of any employment? No Yes 2 Have you ever been convicted of a criminal offence? No Yes 3 Have you ever worked for this company before? No Yes. 4 Were you recommended for the position by any of employee(s)? No Yes Name: Year s known: Position Relationship 6 Expected Salary : Earliest Available Date: PERSONAL REFERENCES Application for a reference may be made to any previous employer. Additionally, please give the name of two person (not relatives) to whom we may also apply. 1 Name Address & Tel. No. Title Years known 2 NEXT OF KIN TO CONTACT IN CASE OF AN EMERGENCY NAME ADDRESS/TELEPHONE RELATIONSHIP DECLARATION 1, (I.C./Passport No.: ) hereby declare that the statements and information furnished in this form are to the best of my knowledge, true and complete. I authorize you tobtain from my former employers any information concerning my performance and employment record. I understand that if any information supplies in this form is found to be inaccurate or untrue, I will be liable for disciplinary action, up to and inclusive of dismissal, if employed. Signature of employee Date 07/07 11

Kindly enclose photocopies of the following with this form:- Identity Card Curriculum Vitae Education/Training Certificates Any other documents relevant to your appointment FOR INTERVIEWER(S) USE ONLY Date of 1 st Interview : Interviewed by: Interviewer s Impressions OVERALL RATING FOR JOB 1 Superior 2 Above Average 3 Average 4 Marginal Rate each characteristic from 1 to 4, with 1 being the highest rating and 4 being the lowest PERSONAL CHARACTERISTICS RATING JOB-RELATED CHARACTERISTICS RATING 1 Personal Appearance 1 Relevant Experience 2 Poise & Confidence 2 Knowledge of Job 3 Speech 3 Interpersonal Relationship 4 Empathy & Flexibility with 4 Effectiveness Interview(s) Comments Interviewed by: Date: RECOMMENDATION Will employ May consider for employment Not suitable for employment yet 07/07 12

INSTRUCTIONS TO THE INTERVIEWER 1. Ensure that the students receive a schedule for their interview appointment. 2. Do not conduct the interview if the student is not suitably dressed for this practical session. 3. Do not conduct the interview if the student has forgotten to bring any of the documents as required eg application form or folder of documents. 4. Do not conduct the interview if the folder containing documents is incomplete. 5. Ensure that the Application Form is completely filled in and for any question which is irrelevant to the student, eg. Spouse s Name, Income tax file no etc, - the word NA (Not Applicable) should be written in the space provided - a dash (-) could be written in the box provided 6. After the last section has been filled in FOR INTERVIEWER(S) USE ONLY interviewers are required to give feedback to the student about their performance at the mock interview. 7. After the interview, give comments on the student s choice of make-up, attire and comment on how they could improve by way of courtesy, speech, behaviour, body language or attitude. 07/07 13

PERSONAL TYPEWRITING SPEED CHART Semester Date of Speed Test # of errors Typing speed achieved Signature of Lecturer: Date: Signature of Lecturer: Date: Signature of Lecturer: Date: Signature of Lecturer: Date: 07/07 14