# CTE Resource Center - Verso - Office Specialist III--Preparation Instructional Scenarios

CTE Resource Center - Verso

Virginia’s CTE Resource Center

Instructional Scenarios

Planning a Fundraising Event

Duty/Concept Area(s)


Processing Information and Data

Scenario

Celia is a member of the Student Leadership Team at her school. One of the projects that the Leadership Team is working on is to raise funds for a beautification project that will convert the area behind the school library into a garden with benches and tables so students can use the space to sit and read or meet and do group work assigned to them. The principal has asked Celia to present a marketing plan for the project, including potential donors they hope to reach.

Big Question


What are the information and data tools necessary to market a fundraising event and raise money for the beautification project?

Focused Questions


  1. In what format should Celia organize and present the information to the principal?
  2. How can Celia organize all of the information (i.e., names, mailing addresses, contact information) about potential donors to prepare for the fundraiser?
  3. What are the most effective and creative ways to market this event to reach as many donors as possible?
  4. What is the most effective way to organize and keep track of donations and ongoing fundraising balance?
Project-Based Assessment

Teacher assessment consists of flyers, brochures, merge features, PowerPoint/worksheet/database organization skills.



Your New Job as an Administrative Assistant

Duty/Concept Area(s)

Performing Administrative Support Activities

Scenario

Michael is a new administrative assistant at Trenatron Inc. Michael’s cubicle is at the entrance to the offices. He manages the calendar of appointments and takes phone calls for the three managers whose offices are located on his side of the building. He is also often the first person that clients see or speak with. Sometimes, he will get requests by phone and email just as someone is walking through the door, and it can be challenging to keep track of all the details and maintain his composure in front of clients.

Big Question

What systems can Michael put in place in order to efficiently manage the responsibilities of his new job?

Focused Questions


  1. What is the most effective way to maintain an appointment calendar and schedule appointments?
  2. What are the benefits of using an online scheduling system rather than a paper scheduling system?
  3. What kinds of information should you ask when taking a message?
  4. What is the best tone of voice to use when greeting and speaking with the public?
  5. What is the proper way to answer the phone?
  6. How should Michael determine which task to do first if he has several that he needs to do?
Project-Based Assessment

Teachers can assess the accuracy of messages, role-play to assess tone of voice on the phone and in person, and assess use of an online calendar/scheduling system.

Resources


Online scheduling options on Internet, YouTube videos of effective phone/conversation etiquette



Database for students

Duty/Concept Area(s)

Managing Records

Scenario


Tiffany works as an office manager at a local high school. One of the teachers has requested help in switching from paper to digital records for her students, particularly in creating a computer-based record of student GPAs. The teacher has not provided any further information on how to organize the information and has simply given Tiffany a sheet of paper with data on it.

NAME STUDENT NO. GRADE LEVEL GPA
George Johnson 12345 10 2.6
Sally Mae Walker 23456 11 3.5
Louis Jackson 67890 9 3.0
Amanda Willis 01234 9 3.2
Terrence Jones 34567 10 3.8
Cynthia Parker 45678 11 2.8
Karen Alexander 56789 11 2.1
Michael Reed 78901 11 3.0
Alicia Rogers 89012 10 2.0
Shawn Baker 90123 12 3.3
Todd James 04567 12 3.7
Janet Brown 08901 12 2.5


Big Question


How should Tiffany go about setting up a database from printed data?

Focused Questions
  1. What are the possible ways that Tiffany can organize the information she has been given?
  2. What is the best program or software for Tiffany to use to create a database?
  3. What functions and commands can Tiffany use or include in the database to help the teacher sort the information in other ways?
Project-Based Assessment

Students will be evaluated based on design and data input.