This course is designed to offer the student the opportunity to develop skills that will assist them in transitioning to the workplace, develop an understanding of managing a working life, and develop professional skills in the workplace. Students will learn how to organize and file documents and to handle paperwork.  In this course, you will learn about the general nature of office work and behaviors desired for office professionals. You will demonstrate appropriate communication with customers and co-workers. In your work area, you will organize your paper works and computer files, and will prioritize your daily tasks. You will understand the basic functions and practice in a business environment; understand the role of office worker and acquire good interpersonal skills in order to enable a smooth running of the office in business sector; and acquire the principles of customer orientation and the concept of business ethics so as to improve quality of service.

SyllabusChapter 1Chapter 2Chapter 12Filing MethodsTypes of FilesVocabularyReview QuestionsPopQuizzes

ScheduleFiling ProcessFiling Rules 1 - 2Rules 3-7Rules 8 - 12Rules 13 - 15Rules 16 - 18Rules 19 - 23Bottom

It is essential to remember, however, that the primary objective of filing is not to determine the "right" place to put everything; it is to be able to find or retrieve information quickly and conveniently.

OFFICE PROCEDURES & COMPUTERIZED OFFICE MANAGEMENT
DAILY SCHEDULE
Week Day Mth/Day Date/Activity
Week 1

 

day 1

2008

6/18

MONTH

- Discuss syllabus

day 2 6/19 - Discuss about Chapter 1:  The Changing Office Environment.  Answer and submit review questions 1 - 10
day 3 6/20 - Recap Chapter 1. Discuss about Chapter 2:  Skills and Background for Your Career.  Answer and submit review questions 1 - 10
Week 2 day 4 6/24 - Discuss about Chapter 12:  Records Management.
day 5 6/25 - Continue with Records Management: Methods of Filing. Types of Files. The Filing Process.
day 6 6/26 - Start Filing Rules #1 - 2. Answer and submit Rules 1 - 2 Filing Exercise.
day 7 6/27 - Check Filing Rules #1 - 2. Discuss Filing Rules 3 - 7. Answer in-class and submit Rules #3 - 7
Week 3 day 8 7/01 - Review Filing Rules #1 - 2.
   

 

Discuss Filing Strategy

1st - Underline the names into individual units.

2nd - Number the units according to importance. Assign number 1 to the most important unit, and so on.

3rd - Gather all Units 1.

4th - Alphabetize all Units 1, following the proper Filing Rules.

Check Filing Rules #3 - 7.

Pop Quiz #1 (10 points)

Important Note:  These on-the-spot Pop Quizzes could not be taken during make-ups.

day 9 7/02

- Tests back. Pop Quiz #1 and Filing Rules#1 - 2 and Filing Rules#3 - 7.

bullet Discuss Filing Rules #8 - 12.

day 10

7/03

- Answer and submit Rules #8 - 12 Filing Exercise.

Week 4 day 11 7/08 - Check Filing Rules #8 -12. Review Filing Rules #8 - 12.
day 12 7/09 - Discuss Filing Rules #13 - 15. Pop Quiz #2 (12 points)
day 13 7/10 - Continue Filing Rules #13 - 15. Answer and submit Rules #13 - 15 Filing Exercise.
day 14 7/11 - Pop Quiz #3 (12 points). Discuss Filing Rules #16 - 18. Check Filing Rules#16 - 18. Review Results of Filing Rules#16 - 18 and Pop Quiz #3.  Start Filing Rules 19 - 23
Week 5 day 15 7/15 - Continue Filing Rules# 19 - 23. Internet Search and Filing Exercise for Rule #22 United States Government Agencies.
day 16 7/16 - Check Rule #22 United States Government Agencies.  Work on Rules #19 - 23.
day 17 7/17 - Check Rules #19 - 23. Pop Quiz #4 (12 points).

day 18

7/18

- Pop Quiz #5 (30 points)

Week 6

 

day 19 7/22 - REVIEW
day 20 7/23 - FINAL TEST
day 21 7/24 - Graded Telephone Skills and Computer Exercises.
day 22 7/25 - Graded Telephone Skills and Computer Exercises.
 

SEATTLE VOCATIONAL INSTITUTE

COURSE SYLLABUS

The Business Computer Applications Department prepares knowledgeable, highly skilled and motivated employees who provide dedicated and professional service to their employers and community.

Course Title:  Office Procedures (OFO 126)

Program:  Office Technician

Instructor:  Gesito L. Juanich

Office:  Rm. 505-C

Division:  Business Computer Applications

Phone:  587 - 4944

E-mail:  gjuanich@sccd.ctc.edu

Quarter: 

Clock Hours:  33 hrs.

Meeting Times:  W & F (8:00 a.m. – 9:30 a.m.)               Room:  506

Prerequisites:  None

Course Description:  This course is designed to offer the student the opportunity to develop skills that will assist them in transitioning to the workplace, develop an understanding of managing a working life, and develop professional skills in the workplace. Students will learn how to organize and file documents and to handle paperwork.

Course Purpose and Goals:  In this course, you will learn about the general nature of office work and behaviors desired for office professionals. You will demonstrate appropriate communication with customers and co-workers. In your work area, you will organize your paper works and computer files, and will prioritize your daily tasks. You will understand the basic functions and practice in a business environment; understand the role of office worker and acquire good interpersonal skills in order to enable a smooth running of the office in business sector; and acquire the principles of customer orientation and the concept of business ethics so as to improve quality of service.

Program Outcomes:  To successfully complete this course you will need to demonstrate an ability to:

  1. understand the general nature of office work and the need for professional attributes in an ever changing office profession

  2. identify the emotional, physical, and intellectual characteristics of a professional

  3. develop and adopt professional standards and attributes for the office

  4. identify the skills and background needed for an office administration career

  5. identify employer vs. employee expectations

  6. identify workplace rules and boundaries

  7. identify appropriate response to customer situations

  8. demonstrate ability to communicate free of bigotry, racism, and sexism (both written and oral)

  9. develop communication skills

  10. demonstrate the ability to use standard business English

  11. demonstrate knowledge of basic filing rules

  12. file using the 23 alphabetic/numeric filing rules

  13. demonstrate the ability to create personal history report or data track

  14. demonstrate the ability to write job descriptions, use calendar, and computer software

  15. demonstrate the ability to plan, organize and prioritize

  16. develop time management strategies

 

ADA Statement:  If you need course adaptations or accommodation because of a disability, if you have emergency medical information to share with your instructor, or if you need special arrangements in case the building must be evacuated, please make an appointment with the instructor as soon as possible.

Instructional and Learning Methods:  Lectures, discussions, questions and answers, hands-on filing of documents, testing, and projects

Course Text:  None

Course Materials:  Handouts will be given as needed in class.

Student Assignments:  Discussion, homework, presentation, board work, case study, research and writing.

Learning Resources:  Computer labs (rooms 410, 505, 506, 507, 509, 516) are available from 8:00 a.m. to 5:00 p.m. Monday through Friday when an instructor, instructional technician, or tutor is available.

Feedback/Evaluation:  Feedback will be given by the instructor as needed based on the program outcomes stated above. You will have regular tests to show the competencies you have learned.

Grading Policy:  SVI uses the following grading system:

A = 4.0 – 3.5, B = 3.4 – 2.5, C = 2.4 – 1.5, D = 1.4 – 0.7, F = 0.6 - 0.0

Grades will be based on meeting the program outcome competencies listed above.

Attendance:                 100 pts.

Personal Attributes:       100 pts.

Class Participation:        100 pts.

Filing/Class Exercises:     200 pts.

Final Examination           100 pts.

TOTAL                         600 pts.

Attendance Policy:  SVI as a clock-hour institution has a 100% attendance policy. Any hour that you are absent from class, you must make up. A student must have a total attendance of no less than 91% to maintain Satisfactory Attendance Progress. If a student does not meet the attendance requirement for the course, the student may arrange with the instructor to make up the hours necessary to complete the attendance requirement.

Course Content  Outline:                                                                        HOURS

 I. Office Practice & Interpersonal Skills

bullet

The Office & Its Role in the Organization

bullet

The Structure and Functions of an Office

bullet

A Changing Profession

bullet

Skills and Background for Your Career

 

10.0

II. Records Management

bullet

Storage and Retrieval of Information

bullet

Filing System

bullet

Filing Equipment

bullet

Methods of Classification

 

4.0

III. Filing Rules and Applications

bullet

Persons Names

bullet

Business and Institutions Names

bullet

Local, State, and Federal Governments

 

16.5

IV. Personal History and Data Track

bullet

Personal, Educational, and Career History

 

 2.5

Behavioral Expectations:  The classroom is a learning environment. Only behavior that allows the classroom to remain a learning environment is acceptable.

 

ARMA Filing System

Association of Records Managers and Administrators

 

ARMA International is a not-for-profit professional association and the authority on managing records and information – paper and electronic.

The association was established in 1955. Its approximately 11,000 members include records managers, archivists, corporate librarians, imaging specialists, legal professionals, IT managers, consultants, and educators, all of whom work in a wide variety of industries, including government, legal, healthcare, financial services, and petroleum in the United States, Canada, and 30-plus other countries.

 

ALPHABETIC FILING RULES 1 - 2

   
Rule 1 Simple Personal Names
  When filing personal names, divide the name into the following indexing units:
   
  Unit 1  Last name
  Unit 2  First name
  Unit 3  Middle name or initial
   
  Original Names Unit 1 Unit 2 Unit 3 Unit 4
  Candy Ann Moore Moore Candy Ann  
  Kenneth T. Hardy Hardy Kenneth T.  
  Barry Fairfax Fairfax Barry    
   
  After determining the indexing units, alphabetize the names according to Unit 1.  The above group of names would
  be filed in the following order:
   
 

Arranged in alphabetical order

Unit 1 Last Name

Unit 2 First Name

Unit 3 Middle Name or Initial

Unit 4
  1 Fairfax Barry    
  2 Hardy Kenneth T.  
  3 Moore Candy Ann  
   
  If you had two Unit 1's that are exactly alike, Unit 2 will determine which names will be filed first.  If Units 1 and 2 are
  exactly alike, alphabetize according to Unit 3.
   
  Roger Dunlap
  Patricia Dunlap
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4
  1 Dunlap Patricia    
  2 Dunlap Roger    
   
Rule 2 File Nothing Before Something
  Consider the following names.  Since Orlans is the last name for both persons, look at the first names -- L. and Libby.
  The initial "L" has nothing following it so "L" would be filed before Libby.  (The period following the initial "L" is ignored.)
   
   

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3
  L. Orlans 1 Orlans L.  
  Libby Orlans 2 Orlans Libby  
   
  Consider the following two similar names.  Which nothing would be filed first?
   
   

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3
  Robert France 1 France Robert  
  F. Frances 2 Frances F.  
   
 

ALPHABETIC FILING RULES 3 - 7

   
Rule 3 Identical Names
  If people have identical last, first, and middle names, the city, state, street name, and then street address are used
  to determine the filing order.  Consider the following two similar names:
   
  Guerrero Leven

890 Butler Road

Ft. Wayne, Indiana

Guerrero Leven

712 Grazing Drive

Chicago, Illinois

     
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4
  1 Leven Guerrero Chicago Illinois