form 7

Clear

Activity 1: Identify, Organise, and Update Driving School Business Records
Assessment Criteria: Identification of Relevant Driving School Records
Explanation: This criterion evaluates the driving instructor's ability to identify appropriate driving school records neededby each stakeholder, while adhering to organisational policies and procedures.

Sub-Criteria

Performance Description

S / N/S

Assessor Comments

1.1 Student correctly identifies all relevant driving school records needed by the Board Member, such as: instructor qualification certificates, vehicle inspection reports, student pass rates, and financial summaries of lesson revenue. The student should justify why these records are important for board-level oversight and compliance reporting.

Board Member record identification

1.2 Student accurately identifies all appropriate records for a Regional Manager, such as: local instructor schedules, student booking details, regional vehicle maintenance logs, and compliance with state driving regulations. The student should explain how these records support daily regional operations.

Regional Manager record identification

1.3 Student correctly identifies all necessary records for a State Branch Manager, such as: instructor certification renewals, state-specific logbooks, vehicle service schedules, and student completion
rates. The student should articulate why these specific records are relevant to state-level
operations.

State Branch Manager record identification

1.4 Student demonstrates understanding of privacy regulations by identifying appropriate protection measures for student personal information (e.g., contact details, payment information, driving assessment results) in accordance with Australian Privacy Principles. For example, the student suggests encrypting files containing learner driver personal information or using password protection.

Application of privacy considerations

1.5 Student correctly identifies security requirements for different driving school records, such as: restricting access to student payment details to only finance personnel, limiting instructor performance records to management level, and ensuring vehicle maintenance records are accessible to both instructors and maintenance
staff.

Security requirement identification

1.6 Student applies organisational policies when identifying records, such as: maintaining student records for the required 7-year period, following the driving school's file naming conventions (e.g., "Instructor_LastName_Certification_ExpiryDate" ), and adhering to the company's document classification system.

Compliance with driving school policies

1.7 Student selects records that directly address stakeholder needs, such as: providing certification status reports for compliance officers, detailed student progress reports for instructors, and financial summaries for the board without including unnecessary operational details.

Relevance to stakeholder needs

1.8 Student demonstrates a thorough approach to record identification, including all required driving school documentation categories: student records, instructor qualifications, vehicle documentation, financial records, and regulatory compliance documents.

Comprehensiveness of identification

Sub-Criteria

Performance Description

S / N/S

Assessor Comments

2.1 Student correctly updates four business records for the Board Member in Google Sheets, such as: the "Instructor Qualification Status" spreadsheet showing current certification status of all instructors, the "Quarterly Pass Rate Summary" with up-to-date student testing outcomes, the "Vehicle Fleet Compliance" document listing inspection dates, and the "Revenue by License Type" financial report.

Board Member record updates

2.2 Student accurately updates four business records for a Regional Manager in Google Sheets, such as: the "Regional Instructor Weekly Schedule" showing all lessons and availability, the
"Regional Vehicle Maintenance Log" with recent service dates, the "Regional Student Progress Tracker" with current completion stages, and the "Regional Branch KPI Dashboard" with monthly performance metrics.

Regional Manager record updates

2.3 Student properly updates four business records for a State Branch Manager in Google Sheets, such as: the "State Instructor Certification Renewal Dates" spreadsheet, the "State Vehicle Service Schedule" with upcoming maintenance dates, the "State Student Booking Calendar" showing all scheduled lessons, and the "State Branch Incident Report Log" tracking any on- road training incidents.

State Branch Manager record updates

2.4 Student correctly applies access controls when sharing Google Sheets documents, for example: setting "Board Financial Summary" as view-only for branch managers, restricting student personal information to only relevant instructors, and ensuring vehicle maintenance records are editable by maintenance staff but view-only for instructors.

Application of
access controls

2.5 Student maintains consistent formatting across all driving school records, such as: using standardised date formats (DD/MM/YYYY), consistent color-coding (e.g., red for expired certifications, yellow for upcoming renewals, green for current), and applying the driving school's header template to all spreadsheets.

Consistent record
formatting

2.6 Student verifies the accuracy of updated driving school information, for example: cross-checking instructor license renewal dates with official certification documents, confirming vehicle service records against mechanic reports, and validating student completion information against assessment records.

Data accuracy
verification

2.7 Student organises driving records logically, such as: creating separate worksheet tabs for different license classes (C-Class, Heavy Vehicle, Motorcycle), organising student records alphabetically or by enrollment date, and structuring instructor records by state region then alphabetically by name.

Efficient organisation structure

2.8 Student demonstrates secure handling of sensitive driving school data, such as: not including full student license numbers in shared reports (using only the last 4 digits), password-protecting files containing payment information, and removing instructor home addresses from widely shared documents.

Secure data
handling

Sub-Criteria

Performance Description

S / N/S

Assessor Comments

3.1 Student correctly identifies outdated records relevant to the Board Member that should be disposed of, such as: instructor performance reviews over 5 years old, past student satisfaction surveys beyond retention period, and superseded versions of compliance reports, with clear reference to the driving school's 5-year retention policy for these documents.

Board Member
redundant record identification

3.2 Student accurately identifies redundant regional records, such as: training schedules older than 12 months, expired vehicle insurance documents that have been replaced, temporary instructor schedules from previous seasons, and resolved student complaint records beyond the 2-year retention period.

Regional Manager
redundant record identification

3.3 Student properly identifies outdated state branch records, such as: vehicle service records older than 3 years when vehicles have been replaced, expired instructor first aid certifications that have been renewed, inactive student records beyond retention period, and old promotional materials for discontinued courses.

State Branch
Manager redundant record identification

3.4 Student follows the driving school's records disposal policies, such as: obtaining manager approval before deleting financial records, completing the required "Records Disposal Form" for each set of disposed documents, and following the two-person verification process for disposing of student personal information.

Compliance with
disposal policies

3.5 Student properly documents the disposal of driving school records, such as: taking screenshots of the files before deletion, completing the driving school's "Records Disposal Log" with file names and disposal dates, and obtaining digital signatures from approving managers for each disposed record category.

Documentation of
disposal actions

3.6 Student demonstrates understanding of different retention periods for various driving school record types, for example: retaining student assessment records for 7 years, vehicle maintenance logs for the life of the vehicle plus 2 years, financial records for 7 years, and accident/incident reports for 10 years as per regulatory requirements.

Retention period
3.6understanding

3.7 Student uses secure methods for disposing of sensitive driving school records, such as: using digital shredding software for electronic files containing student payment information, securely deleting rather than simply moving files to trash, and using crosscut shredding for any printed records containing personal information.

Secure disposal
methods

3.8 Student considers system efficiency when identifying records for disposal, such as: removing large video files of outdated training materials to free up storage space, archiving rarely accessed historical data to separate storage, and consolidating fragmented record categories to improve system performance.

System maintenance
consideration

Sub-Criteria

Performance Description

S / N/S

Assessor Comments

1.1 Student creates comprehensive, accurate reports for the Board Member, such as: "Quarterly Instructor Certification Compliance Report" showing certification currency status across all regions, "Student Pass Rate Analysis by License Type" comparing performance trends, "Vehicle Fleet Status and Replacement Schedule" detailing vehicle condition and replacementtimelines, and "Financial Performance by Training Category" summarising revenue streams.

Board Member report preparation

1.2 Student generates accurate, relevant reports for a Regional Manager, such as: "Regional Instructor Availability Report" showing capacity for new bookings, "Student Completion Tracking Dashboard" with progress statistics, "Vehicle Utilisation and Maintenance Status" detailing usage patterns and maintenance needs, and "Regional Revenue Analysis" showing performance against targets.

Regional Manager
report preparation

1.3 Student prepares complete, accurate reports for a State Branch Manager, such as: "State Instructor Performance Summary" comparing student feedback scores, "License Type Demand Analysis" showing booking patterns, "Vehicle Incident Report Summary" detailing any training incidents, and "State Compliance Status" tracking regulatory requirements.

State Branch
Manager report preparation

1.4 Student ensures all driving school reports contain accurate information drawn correctly from the updated business records, for example: double-checking pass rate calculations against raw test result data, verifying instructor qualification expiry dates against certification documents, and confirming vehicle service histories match maintenance records.

Data accuracy and
integrity

1.5 Student uses appropriate formats for different types of driving school reports, such as: using dashboard layouts with charts for executive summaries, detailed tabular formats for compliance reporting, calendar views for scheduling reports, and comparative tables for performance analysis according to the driving school's branding and style guide.

Appropriate report
format

1.6 Student adheres to security protocols during report preparation, such as: working with student data only on secure devices, not downloading sensitive information to personal storage, and applying appropriate access restrictions (e.g., password protection) to in- progress report files that contain confidential information.

Security compliance during preparation

1.7 Student customises driving school reports appropriately for different stakeholders, suchas: providing high-level financial summaries without detailed transactions for the Board, including detailed instructor performance metrics for Regional Managers, and focusing on compliance statistics and risk management for State Branch Managers.

Report customisation for audience

1.8 Student demonstrates efficiency in preparing driving school reports, such as: using Google Sheets functions (VLOOKUP, COUNTIF, pivot tables) to automate data compilation, creating reusable report templates for recurring reports, and using appropriate data visualisation tools to present information clearly.

Efficiency in report
generation

Sub-Criteria

Performance Description

S / N/S

Assessor Comments

2.1 Student correctly distributes reports to the Board Member via email, including a concise executive summary highlighting key findings (e.g., "Overall instructor certification compliance is at 98% with 2 renewals pending"), attaching the relevant files in the required format, and copying the trainer/assessor as required by procedure.

Board Member
report distribution

2.2 Student appropriately distributes reports to the Regional Manager, following driving school guidelines such as: using the standard subject line format ("Regional Reports - [Month Year]"), including a brief overview of significant findings (e.g., "Student completion rates have increased 12% this quarter"), and sharing documents with appropriate access permissions.

Regional Manager
report distribution

2.3 Student correctly distributes reports to the State Branch Manager, using professional email communication that includes: a clear outline of the reports provided, highlighting time-sensitive information (e.g., "Three instructor certifications require renewal within 30 days"), and following the driving school's formal communication protocol.

State Branch
Manager report distribution

2.4 Student composes professional emails when distributing driving school reports, including: proper salutation (e.g., "Dear [Name]"), clearpurpose statement (e.g., "Attached are the monthly instructor performance reports you requested"), concise content summary, and appropriate professional signature with contact information according to company standards.

Email professionalism

2.5 Student uses secure methods for sharing driving school reports, such as: using encrypted email attachments for sensitive information, utilising password protection for files containing student personal data, setting appropriate access permissions in Google Drive, and following the driving school's data sharing protocols.

Secure file sharing
practices

2.6 Student maintains appropriate records of report distribution, such as: saving copies of sent emails in the designated folder structure, updating the "Report Distribution Log" with recipient details and send dates, and recording delivery receipts where required by driving school policy.

Distribution tracking

2.7 Student distributes driving school reports within expected timeframes, such as: sending monthly performance reports by the 5th of the following month, distributing compliance updates within 24 hours of regulatory changes, and adhering to the reporting calendar for quarterly and annual reports.

Adherence to
distribution timelines

2.8 Student clearly communicates the purpose of driving school reports in distribution emails, such as: explaining that the "Instructor Certification Status Report" is intended for compliance monitoring, noting that the "Vehicle Maintenance Summary" requires action for upcoming services, and indicating that the "Student Progress Report" is for information purposes only

Clear communication of report purpose

Unit Summary Assessment

Assessment Area

Result (S/NS)

Comments

1. Identify, Organise, and Update Driving School Business Records

2. Prepare and Distribute Driving School Reports

Overall Unit Result

Feedback to Student:
• Record Identification: Your identification of relevant driving school records for each stakeholder demonstrated a strong understanding of different information needs across organisational roles. You correctly applied privacy and security considerations to all record selections.
• Record Organisation and Updates: You effectively organised and updated all required driving school records in Google Sheets with appropriate formatting and attention to detail. Your application of access controls ensured information security while meeting stakeholder needs.
• Redundant Record Management: Your approach to identifying and documenting the disposal of outdated driving school records showed good understanding of retention policies and secure disposal practices.
• Report Preparation: The driving instruction reports you prepared were comprehensive, accurate, and appropriately tailored to each stakeholder's needs. Your attention to data accuracy and professional formatting enhanced the usefulness of all reports.
• Report Distribution: Your distribution of driving school reports followed organisational procedures precisely, with professional email communication and proper security practices throughout the process.