OFFICE SECRETARYSHIP
EMPLOYMENT POTENTIAL * WAGE EMPLOYMENT
Office Assistant/Clerk
Telephone and Telex Operator
Computer Assistant
Receptionist
* SELF EMPLOYMENT
Reprography Centre
Computer Centre for Accounts/filing/ taxation/pay roll services etc.
job work for Chartered Accountants/Agents/ Consultants/Advocates, etc.
EMPLOYING AGENCIES * Government departments
* Public Undertakings
* Private Undertakings
* Public Utility Services
* Educational and Research Institutions
* Associations/clubs/hotels/councils trusts
* Professionals.
23
SCHEME OF STUDIES CLASS XI
1 2 3 4 5
Sl. No. subject Periods/Week Examination Total
Th. Prac. Total Th. Hrs. Prac. Hrs.
1. Language I 7 - 7 100 3 - - 100
2. Language II or 7 - 7 100 3 - - 100
Introduction to Computer App. or as per subject concerned
or Business Studies (054)
3. General Foundation Course 5 - 5 100 3 - 100
4. Vocational Electives
I. Office Practice and
Secretaryship 2 6 8 30 2 70 3 100
II. Secretarial Practice
and Accounting 5 3 8 60 3 40 3 100
III. Office Communication 5 3 8 60 3 40 3 100
5. Physical and Health
Education 2 - 2 - - - - -
6. Additional (Optional)
I. Typewriting 2 6 8 30 2 70 2 100
II. Stenography 2 6 8 30 2 70 2 100
7. On Job-Training: Total 8 weeks in classes XI & XII as per convenience
of collaborating institution/organisation, Suggested
period after class XI summer vacation and in class
XII autumn and Winter break before January.
NOTE : (i) Subjects at SI. Nos. 1,2 (except introduction to Computer Applications) and 5 are as per Academic Stream. Senior School Curriculum of the concerned year should be referred to for the courses in respect of said subjects.
(ii) Other subject(s) from Academic Stream or from Additional prescribed in the scheme may be offered in lieu of language-II by school if that is in relevance with Horizontal/Upward mobility.
24
GENERAL FOUNDATION COURSE (Common to Office Secretaryship, Stenography, Accountancy & Auditing, Marketing & Salesmanship, Purchasing & Store Keeping)
3 HOURS CLASS XI MARKS : 100
PART I (Common to all vocational) 50 MARKS
A. BUSINESS MANAGEMENT AND ENTREPRENEURSHIP
i.Entrepreneurship Orientation 5
Importance and relevance in real life- emphasis on self employment
ii. Enterpreneureal values-attitudes 5
Innovativeness, Independence, risk taking, analytical ability
iii. Enterpreneur motivation 5
Achievement, planning, personal efficacy, entrepreneur goal setting.
iv. Launching of a business venture 15
Identification of the project, steps in setting up a business, information
about various institutions providing assistance, project formulation.
B. COMPUTATIONAL SKILLS 10
i. Percentage, ratio and proportion profit and loss, discount, simple
and compound interest, population growth and depreciation of value
of articles using log.
ii. Area and volume, rectangle, parallelogram, circle, cube, cone, cylinder
and sphere.
C. ENVIRONMENTAL EDUCATION
i. Environment and Society
ii. Environmental properties/risk in different economic enterprises. Use
of raw materials. processing/manufacturing and designing
iii. Poverty and environment.
D. RURAL DEVELOPMENT 5
a) Agriculture the back bone of Indian
b) Rural development projects in India including Integrated rural development
programme.
c) Agro based rural industries.
d) Community project for rural development,
25
PART II 50 MARKS
1. Communication 20
Meaning, Importance,
means of written and oral communication,
requisite of good communication,
2. Computer Awareness 10
Introduction to computers,
uses of computers in different fields,
hardware, software,
input and output devices.
3. Elementary Book-Keeping and Accountancy 10
Double entry system, basic knowledge of books of accounts and final
accounts.
4.TYPEWRITING 10
Typewriter; essential parts and keyboard operation.
26
ELECTIVE I
OFFICE PRACTICE & SECRETARYSHIP
(Common to Office Secretaryship, Stenography, Accountancy & Auditing)
2 HOURS CLASS XI MARKS 30
Theory
1. Office: Meaning, functions, importance; centralisation vs. decentralisation
of office services, office organisation and departmentation; principal
departments- correspondence section, typing and duplicating section,
filing section, mailing section, computer section, general office, office
layout. 4
2. Office Stationery: Importance, types of papers and envelopes; control
on consumption of papers, ink, ribbons, carbon papers, pins, clips,
erasers, etc., issue thereof; office forms - Types; Advantages of issuing
office forms; continuous stationery. 4
3. Duplicating and photocopying :
Duplicating methods; Steps in typing corrections, use of stencil duplicator
and its operation, re-running used stencils. 4
Photocopying - automatic plain paper, copier, parts, procedure, control
panel, numeric display window, "print" button, "clear" touch button,
"repeat touch" button.
4. Secretarial Functions : Nature and scope of secretarial duties, routine
office duties, noting and drafting, receptionist's duties, duties involving
accounting work. 4
5. Making Travel Arrangements : Tour programme, reservations, tour
advance, submission of T.A. bills, arrangement of foreign travel like
passport, visa, travel insurance, foreign exchange and other necessary
formalities. 4
6. Business and office Correspondence
Drafting a business letter, form and essentials of a good letter, letter
of enquiry, quotation, order advice, making payment, trade references,
complaints, dummy letters, letter of introduction and credit, circular
letters, follow up letters, correspondence pertaining to employment,
official letters - memorandum demi-official letter, letter of recommendation,
invitation and reply thereof. 10
27
PRACTICAL
OFFICE PRACTICE AND SECRETARYSHIP
3 HOURS MARKS : 70
NOTE : The Practical Should be as near, as the actual work performed in
an office.
1. Operation of duplicating machine (manual and electric) : Knowing the
stencil, cutting with the help of stylus, knowing the duplicator, re-running
used stencils, draw, write and rule on stencil paper, correction of
mistakes, mimeography of a Four page folder, maintenance of the
Machine 10
2. Working in the office : Stationery department, maintenance of registers
Such as attendance, pay provident fund, loans and advances, diary, issue
and stock registers. 10
3. Practice of Secretarial Duties: Noting on official papers, doing receptionist
work, meeting callers, checking invoices and bills, duties involving
accounting work. 10
4. Making Travel Arrangements
Preparing WM Programme, railway and air reservation, booking hotel
accommodation, filling forms for tour advance preparation and submission
of T.A. bills. 10
5. Drafting of the following (on the basis of given information)
* Application for a job
* Interview Letter
* Letter indicating appointment
* Sales Letter
* Letter for making a purchase
* Inquiry letter in relation to purchase of goods
* Letters with clientS/Customers
* Letters to be written to a bank
* Letters with suppliers of goods
* Office notes
* Office orders 30
28
ELECTIVE II
SECRETARIAL PRACTICE AND ACCOUNTING
3 Hours Class XI Marks 60
Theory
1. Introduction 10
Definition of secretary; Types of secretaries.
2. Secretarial Work 10
Nature and importance, Scope of secretarial duties, Qualifications of a
secretary.
3. Accounting work of a Secretary, 10
Definition of Accounting and need, Terms used in accounting, Rules
of debit and credit
4. Banking Transactions 15
Different types of bank accounts, Opening and operation of a bank
account, Kinds of Cheques, Demand Draft, Mail Transfer : Telegraphic
Transfer; Travellers Cheques
5. Postal Services 15
* Ordinary Mail * Registered mail
* Speed Post * Money Order
* Postal Orders * V. P. P.
PRACTICAL
SECRETARIAL PRACTICE & ACCOUNTING
3 HOURS MARKS 40
1. Practice of routine secretarial duties
* Doing receptionists work
* Attending to visitors/callers
* Attending to incoming telephone calls
* Noting appointments of the employer
* Making railway reservation/air booking
29
PRACTICAL
OFFICE COMMUNICATION 3 HOURS MARKS 40
1. Telephone Handling Practice * Making Calls; Receiving calls; Taking messages; Transferring calls * Making complaints for faults and follow up.
2. Preparing Reports based on
* Available factual information * Based on enquiry and investigation of facts * Based on survey of individual opinion..
3. Drafting Notices, Circulars and Office Memos on the basis of given information.
ADDITIONAL (OPTIONAL) SUBJECTS
1. TYPEWRITING, CLASS XI (Same as given on page no. 47)
2.STENOGRAPHY, CLASS XI (Same as given on page no. 49)
32
SCHEME OF STUDIES CLASS XII
1 2 3 4 5
Sl. No. Subject Periods/Week Examination Total
Th. Prac. Total Th. Hrs. Prac. Hrs.
1. Language I 7 - 7 100 3 - - 100
2. Language II or 7 - 7 100 3 - - 100
Intro. to Computer App.
Or Business Studies (054) or as per subject concerned
3. General Foundation Course 5 - 5 100 3 - - 100
4. Vocational Electives
I. Office Practice and
Secretaryship 2 6 8 30 2 70 3 100
II. Secretarial Practice
and Accounting 5 3 8 60 3 40 3 100
III. Office communication 5 3 8 60 3 40 3 100
6. Physical and Health
Education 2 - 2 - - - - -
6. Additional (Optional)
I. Typewriting 2 6 8 30 2 70 2 100
II. Stenography 2 6 8 30 2 70 2 100
7. On-Job-Training: Total 8 weeks in classes XI & XII as per convenience
of collaborating institution/organisation. Suggested
period after class XI summer vacation and in class
XII autumn and Winter break before January.
NOTE: (i) Subjects at S1. Nos. 1,2 (except Introduction to Computer Applications) and 5 are as per Academic Stream. Senior School Curriculum of the concerned year should be referred to for the courses in respect of said subjects.
(ii) Other subject(s) from Academic Stream or from Additional prescribed in the scheme may be offered in lieu of language-II by school if that is in relevance with Horizontal/Upward mobility.
33
ELECTIVE I
OFFICE PRACTICE & SECRETARYSHIP (Common to Office Secretaryship, Stenography, Accountancy & Auditing)
2 HOURS CLASS XII MARKS 30 Theory
1. Mailing Department :
* Handling inward Mail :
* Handling outward Mail :
* Special Mail :
2. Filing and Indexing:
3. Office Appliances and Machines :
4. Electronic System :
5. Meeting: 36
PRACTICAL
OFFICE PRACTICE & SECRETARYSHIP 3 HOURS MARKS 70
NOTE: The practical should be as near as the actual work performed in an office.
1. Working in Mailing Department :
2. Filing and indexing:
3. Practice on the following machines (Minimum 5 machines):
4. 1) Conducting meetings : 2) Drafting of Notice, Agenda and Resolutions for the above meetings.
3) Recording the minutes of the above meetings.
NOTE: All the tasks/exercises given in the above said syllabus will be performed by the students during the session.
37
3. Opening and operating Bank Account
* Filling in of form for opening account
* Filling in Paying-in-slips for local & outstation Cheques
* Filling in forms for Bank Draft (D.D.), Mail Transfer M.T.
OR
Work in School Sanchayika
NOTES :
1. All the tasks/exercises given in the above said syllabus will be performed by the students during the session.
2. Office machine as indicated in the syllabus should be arranged, if possible, in the school or office located in the school vicinity.
3. Students should be asked to open and operate a saving bank account in a local bank in their own names
OR
They should be assigned duties in the school sanchayika.
MARKING SCHEME
Distribution of Marks 1. Exercises from each unit of 10 marks each given in the syllabus 30
2. Viva Voce 10
Guideline's for Examiners 1. Examiner should ask to prepare notice, agenda, and minutes of atleast one meeting of any association like PTA, Commerce/Science Association, School Cooperative Store etc.
2. Viva Voce should be based on questions related to the syllabus to ascertain the depth, knowledge and understanding.
40
ELECTIVE III
OFFICE COMMUNICATION
3 HOURS CLASS XII MARKS 60
Theory
1. Collection of Information/Data 15
Nature of data/information
Purposes of Collecting data
Sources of data : Primary and Secondary
Methods of data collection
Use of questionnaire
Presentation of Data
Classification and use of tables, charts and diagrams
2 Uses of Charts and Diagrams 15
for presentation of data
Meaning of charts and diagrams
Importance
Types of graphic charts
Use of diagrams
Bar diagram
Pie diagram
Pictograms
3. Office Correspondence - I 15
Objectives of Correspondence, importance of Correspondence
Essentials of a Business Letter;
Form and Arrangement
Kinds of Business letters
* Letters of Enquiry, Quotations and Orders
* Trade References
* Complaints and settlement
* Dummy letters
4. Office Correspondence-II 15
Letters of introduction and Credit Status
Letter of Credit
Banking letters
Circular letters
Public Relations letter
Letters to Editors
Application for Employment
Official (Govt.) Correspondence
41
(iv) Communication: Telephone with at least two extensions, Inter corn set PBX/ PBAX/EPABX, Telephone Directory, External Transmission Equipment.
(v) Machine Room : Electronic Calculator (pocket as well as printer-cum-display), cash register (Registrex), Computers, word processor and accessories, franking machine, coins sorter, time recorder, postal weighing scale, tables for installing equipment, adding and calculating.
List of Reference Books (OFFICE SECRETARYSHIP)
1. Text Book of Office Management : by W.H. Leffingwel
2. An outline of Secretarial Parctice
and office management : by P.K. Ghosh.
3. Business Methods and Machinery : by Dr. A.N. Agarwal
4. Computer for beginners : by V.P. Jaggi and Suman jain
5. Programming in Basic : by E. Balguruswamy
6. Computer Fundamentals &
Problem Solving : by P.S. Grover
7. Question Bank in Office Practice : by Dr. P. Raizada, NCERT Publication.
8. Exemplar Instructional Material
on office practice : by Dr. P. Raizada, NCERT Publication.
44
COURSE 2