City & Guilds 5360

City & Guilds in The Communication of Technical Information

The City and Guilds certificate in The Communication of Technical Information is the primary non degree level qualification for Technical Authors. This page shows the official syllabus of the course. I have included this page to provide an appreciation of what the course entails, and what can be expected of a Technical Author who possesses this qualification.

The course comprises two modules:

• 5360-01 Technical Communication Techniques
• 5360-02 Technical Authorship

5360-01 Technical Communication Techniques

This syllabus covers the handling of technical information in industry, science and commerce, and the effective and economical methods of preparing and communicating this information in technical reports, design studies, specifications, leaflets, technical articles, abstracts, simple equipment handbooks, sales and technical presentations, conferences and lectures.

On completion of the course, students should be able to:

01 Have an outline appreciation of the communication process.

001	Be aware of the nature of communication.
002	Understand the difficulties inherent in communication.
003	Understand the communicator/recipient relationship.

02 Match information to different user’s needs.

001	Determine the scope and purpose of a communication.
002	Define the user’s background, considering nationality, language, technical and general education level, technical attainment, customs and working environment.
003	Assess the user’s needs.
004	Understand, and apply, techniques for overcoming resistance to communication.

03 Collect and sort information

001	Specify the information to be obtained and devise a plan for obtaining it.
002	Make notes (written and by using sketches), and understand audio and video recording techniques.
003	Identify, and have a working knowledge of, the basic sources of information, e.g. the principal library systems, abstracting services, databases.
004	Extract information from books, documentation, photographs and diagrams.
005	Gather information from others by discussion, meetings, interviews, letters, memos and by the use of the telephone, telex and cable.
006	Collate, classify, evaluate and record information.

04 Prepare and present information

001	Apply techniques for structuring and presenting information for ease of assimilation and memorisation, and for appropriate impact.
002	Understand the basic use of the English language. Apply it as a means of unambiguous spoken and written communication with correct choice of vocabulary, simplicity of construction and accurate spelling, grammar and punctuation.
003	Select appropriate nomenclature, abbreviations and symbols, and use them consistently.
004	Use graphical means of presentation, e.g. tables, graphs, charts, algorithms, diagrams, drawings and photographs. Co-ordinate graphics with text.
005	Use works of reference, e.g. technical dictionaries and glossaries. Use British and foreign specifications for units and symbols.
006	Know their responsibilities as authors regarding quotation and copyright.
007	Recognise their responsibility for the integrity of the information and the significance to them of the Health and Safety at Work Act 1974, the Trades Description Act, the Sale of Goods Act and other regulations relevant to the supply and use of the information.
008	Write in different styles to suit different purposes. Match an existing style when amending another writer’s work.
009	Prepare information in various forms, to include reports, technical articles, information sheets, sales and technical presentations, lecture and conference material, including audio and visual aids, design studies, specifications, abstracts, press releases, central equipment and simple equipment handbook.
010	Check, verify and edit draft material.

05 Understand the special factors in international communication

001	Be familiar with techniques to be used when preparing communications in English for direct use in overseas markets and for users in the home market for whom English is not the first language.
002	Use foreign documentation as source material.
003	Appreciate the precautions that are necessary when preparing communications for translation.
004	Recognise the special considerations for multi-lingual documents.
005	Select technical terminology and non-idiomatic English.
006	Select and brief translators.
007	Know the basic surface and air despatch procedures and basic customs regulations.

06 Understand the methods of communicating

001	Choose and plan the most appropriate means of communication, taking into account quality, cost and speed.
002	Have an outline appreciation of the use of telephone facilities, telex, closed circuit television, facsimile, electronic displays and computer networks.
003	Have an appreciation of the use of different types of illustration and their reproduction, e.g. block and plate making.
004	Have an appreciation of graphic design, e.g. commonly used typefaces, formatting and the preparation of artwork for printing.
005	Have an appreciation of the uses of microform and the special considerations involved in microform presentation and an outline understanding of production methods.
006	Have an outline appreciation of typewriters, word processors, office duplicating machines, and office copiers.
007	Have an outline appreciation of ISO paper sizes, factors governing the selection of paper, and finishing and binding methods.
008	Have an outline appreciation of modern typesetting methods and letterpress, lithographic, photogravure and screen printing processes.
009	Have an outline appreciation of the principles of electronic publishing, e.g. computer typesetting, merging text and illustrations, electronic page layout, laser printing and ‘on-demand’ publishing.
010	Have an outline appreciation of the relative costs of different types of communication and the means of controlling their production and budgets.

5360-02 Technical Authorship

Candidates for the examination in Technical Authorship will normally have passed the 5360-01 examination and possess the technical qualifications and experience required in their particular technologies.

The aim of this course is to help them attain the professional standard of technical authorship required for producing technical instruction manuals, sales literature and other forms of data presentation. Emphasis is to be placed throughout on effectiveness for the intended user and the understanding and control of costs.

On completion of the course, students should be able to:

01 Appreciate the role of the technical author

001	Understand the range of work which they can expect to be given and the skills they must acquire to execute it professionally.
002	Recognise their duties and responsibilities in relation to sources of information, supporting services and the user.
003	Be familiar with the types of technical documentation used to meet widely varying requirements.
004	Be familiar with visual and audio aids and their associated data, e.g. lecture notes, instructional film scripts, technical and sales data.
005	Understand the importance of applying their technical experience when appraising both raw data and the user’s needs, and in presenting the final information.

02 Plan an assignment

001	Identify the intended readership or audience.
002	Establish the contract commitment, the user’s needs, the technical and commercial policy of the author’s organisation, and the product’s design and support philosophy. Prepare a working terms of reference.
003	Prepare a synopsis.
004	Analyse the synopsis to assess the work content and budgeting requirements.
005	Draw up a programme of work, establishing time scales and key events including, for example, the co-ordination of support services and the input from sub-contractors and accessory manufacturers.
006	Prepare a scheme for monitoring progress.
007	Plan a scheme for revising publications during production and after issue.
008	Determine whether to use outside support agencies.

03 Gather information

001	Establish contact with sources of information.
002	Plan a logical pattern of information gathering.
003	Create a system for filing, recording, updating and sorting data to minimise handling time.
004	Make arrangements for obtaining any revisions to information collected.
005	Work effectively on designs that are still fluid.
006	Use libraries and standard works of reference.
007	Obtain information by personal contact, individually and through meetings.
008	Read, and interpret clearly, source documentation, e.g. engineering drawings, circuit diagrams, design specifications.
009	Adopt a businesslike approach in communicating by letter, telephone and telex.
010	Differentiate between information that is relevant and that which is irrelevant to the purpose.
011	Establish a procedure for verifying the accuracy and validity of data selected.

04 Establish the technical content

001	Understand the technical requirements of particular users, e.g. maintenance and overhaul shop staffs, equipment and software users, and those for whom sales documentation is intended.
002	Apply Part 1 of BS 4884, Specification for Technical Manuals – content.
003	Determine what users require to know, and the extent of work they will carry out, bearing in mind any limitations necessitated by user policy, environmental conditions, technical facilities and skill levels.
004	Establish the level of assumed knowledge appropriate to the user.

05 Prepare draft information

001	Appreciate and use a sound standard of English and write with the degree of simplicity appropriate to the user.
002	Write in different styles to suit the purpose, e.g. technical descriptions, instructions, sales promotion, specifications.
003	Write text matter to co-ordinate with illustrations.
004	Conform with publication specifications and be able to apply Part 2 of BS 4884, Specification for Technical Manuals – presentation.
005	Prepare house standards. Conform with established publications conventions.
006	Select terminology and nomenclature and use them consistently. Discriminate between the use and misuse of jargon.
007	Organise information to give a logical progression of explanation, e.g. from simple to complex.
008	Arrange information and choose headings for quick understanding and reference, and prepare contents lists and indexes for rapid location of data.
009	Understand the need for drafts as prototypes of the final document and as copies for technical checking and advance information.
010	Prepare manuscripts for draft typing, check typescripts accurately and indicate corrections and alterations clearly.
011	Verify that the content is accurate, up to date and consistent, and that it meets the intended purpose.
012	Appreciate the importance of technical vetting, verification and validation.
013	Edit their own work and appraise other author’s work. Make and accept constructive criticism.

06 Commission illustrations

001	Understand the role of the illustrator and the importance of working as an author/illustrator team.
002	Understand the techniques used to produce illustrations and prepare them for printing, and to produce projection transparencies.
003	Select the most appropriate illustrating techniques and treatment for different types of information, including line and tone, monochrome and colour, perspective, isometric, orthographic, pictorial, cut-away, exploded, schematic, diagrammatic, graphical, e.g. charts, graphs and tabular presentation. Make rough sketches for guidance.
004	Appreciate the relative costs of different illustrating techniques.
005	Be familiar with standard symbols and conventions.
006	Be familiar with commercial aids used, e.g. mechanical tints, transfers, pre-printed symbols, graph paper and grids.
007	Give the illustrator a clear understanding of the requirement and provide all the information necessary to produce each illustration as intended.
008	Provide captions, annotations and all written data, with recommended styles, sizes and locations.
009	Work with the photographer to obtain photographs for reproduction and information.
010	Order appropriately sized photographic prints and understand the processes involved.
011	Appreciate the problems of using drawings not intended for reproduction in publications, e.g. manufacturing drawings: problems of scale reduction, legibility, format.
012	Have an appreciation of the use of computer graphics and computer-aided draughting systems.
013	Check illustrations for technical suitability, accuracy, quality and suitability for the reproduction process intended.

07 Prepare work for reproduction and distribution

001	Co-ordinate and incorporate comments from previous drafts.
002	Check the final draft for uniformity of style, observance of house and specification rules, arrangement of subject matter for ease of use, accuracy and suitability of contents lists and indexes, correlation of text and illustrations, page numbering.
003	Choose form of presentation, e.g. A3 or A4 manual, wall chart, microfilm, brochure. Work with graphic artist or illustrator to establish the design.
004	Prepare camera-ready copy for offset litho reproduction.
005	Select processes and a printer and put work in hand for reproduction.
006	Read and correct proofs to BS 5261 standard.
007	Choose paper and binding method appropriate to purpose.
008	Inspect printed work for quality.
009	Arrange for distribution, despatch and updating of stocks.

08 Understand supporting equipment and processes

001	Demonstrate a basic understanding of modern office equipment: electric and electronic typewriters, word processors, computer applications in technical publications work, copiers, computer-assisted draughting and illustrating machines, computer graphics.
002	Demonstrate a basic understanding of platemaking, printing and finishing: the main processes involved, selection of paper, phototypesetting, process photography and the production of bromides, collating and finishing techniques and equipment, binding methods, and the features of different loose leaf binders and means of indicating the content on them.