Adept Owl Electronic Communication Policy PDF

Adept Owl
Games Company
Company
Information

Table of Contents
Adept Owl Games Company Company Information
Adept Owl Business Plan (excerpt)........................................................1
Mission.............................................................................................. 1
Vision................................................................................................. 1
Values................................................................................................ 1
Strategic directions...........................................................................1
Adept Owl Organisational Chart............................................................2
Adept Owl Games Company Policies and Procedures
Adept Owl Office Equipment Use Policy and Procedures......................4
Policy................................................................................................. 4
Procedures........................................................................................ 4
Photocopier and printers.............................................................4
Binder and laminator...................................................................4
Shredder...................................................................................... 5
Telephones................................................................................... 5
Fax machine................................................................................. 5
Adept Owl Stationery and Consumables Policy and Procedures...........7
Policy................................................................................................. 7
Procedures........................................................................................ 7
Purchase...................................................................................... 7
Replacement of consumables.......................................................7
Maintenance/servicing.................................................................7
Adept Owl Computer Use Policy and Procedures..................................8
Policy................................................................................................. 8
Procedures........................................................................................ 8
Hardware..................................................................................... 8
Software programs......................................................................9
Virus protection.........................................................................10
File management.......................................................................10
Adept Owl Electronic Communication Policy and Procedures.............11
Policy............................................................................................... 11
Procedures...................................................................................... 11

Allocation and access.................................................................11
Authorised use...........................................................................11
Inappropriate use.......................................................................12
Communicating information......................................................14
Adept Owl Privacy Policy.....................................................................15
What is personal information?...................................................15
How does Adept Owl collect and use personal information?.....15
What happens if you don’t provide personal information?........15
To whom do we disclose personal information?........................15
How do we protect personal information?.................................15
What about information you provide in job applications?.........16
Is the personal information we hold accurate?..........................16
How can you access or correct the personal information we hold
about you?.................................................................................. 16
Adept Owl’s website privacy policy...........................................16
Use of cookies............................................................................17
Disposal of personal information...............................................17
Adept Owl Games Company Style Guide
Purpose of This Style Guide.................................................................20
General Style Requirements................................................................20
Page Layout..................................................................................... 20
Fonts............................................................................................... 20
Heading One........................................................................................ 20
Heading Two................................................................................... 20
Heading three............................................................................20
Logo................................................................................................ 21
Language Requirements......................................................................22
Tables................................................................................................... 23
Specific Document Requirements........................................................24
Letters............................................................................................. 24
Spreadsheet templates....................................................................26
Memoranda..................................................................................... 26
Emails.............................................................................................. 27
Meeting Agendas............................................................................28

Meeting Minutes............................................................................. 30

Adept Owl Business Plan (excerpt)
From Adept Owl business plan FY 2012–2013
Mission
● Adept Owl aims to produce high-quality, entertaining board, card
and puzzle games for the enjoyment of all ages.
Vision
● To establish, within five years, the reputation of Adept Owl as one of
the finest, most innovative and entertaining board game developers
in Australia.
Values
● customer focus
● actively encourage excellence, innovation and continuous
improvement
● work collaboratively and consultatively with integrity,
professionalism and teamwork
● recognise the diversity and expertise of Adept Owl employees
● sustainable manufacturing practices.
Strategic directions
The strategic context in which Adept Owl will achieve its mission and
vision is through:
● engaging with customers
● developing and improving products and production
● supporting innovative thinking, management and leadership skills
● creating a high-performing organisation
● ensuring sustainable materials and processes are used in
manufacture and distribution.
© 2015 Innovation and Business Industry Skills Council Ltd Page 1 of 30

Adept Owl Organisational Chart
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CEO
Tim Davies
General
Manager of
Operations
Ruth Crabbe
Office
Administrator
Tesfaye
Tessema
IT Officer
Aban Rezek
Administration
team
Personal
Assistant to
GM of Ops
Shannon Grant
Product
Development
Manager
Gareth Singh
Product
Development
Officer
Sarah Callis
Product
Development
Officer
Lee Zigomaris
Distribution
Manager
Jack Macquarie
Distribution
team
Manufacturing
Manager
Peter McKenzie
Manufacturing
team
Sales
Manager
Jonathan
Redmond
Sales
team
Finance
Manager
Frank Goudie
Human
Resources
Manager
Bae Ahn-Bartle
Personal
Assistant to
CEO
Jayne Dashiell

Adept Owl
Games Company
Policies and
Procedures
© 2015 Innovation and Business Industry Skills Council Ltd Page 3 of 30

Adept Owl Office Equipment Use
Policy and Procedures
Policy
Adept Owl provides staff with access to high quality office equipment in
order to complete work tasks to a professional standard.
Adept Owl is committed to maintaining the confidentiality of its customers
and employees. All documents relating to staff, suppliers and retailers will
be shredded before removing to secure bins.
Procedures
All staff will to use the following procedures in the use of office
equipment.
Photocopier and printers
All staff must:
● attend a training session in the correct use and basic maintenance of
the photocopier
● operate the photocopier in accordance with the manufacturer’s
guidelines
● comply with copyright legislation
● check that the machine is working properly and clear any paper jams
● check that there is adequate toner and paper available and inform
the Office Administrator if stocks are low
● report any faults to your manager or the Office Administrator if you
cannot easily resolve them yourself
● note that high-volume printing (500+ copies) should not be printed
on Adept Owl printers but should be completed using Adept Owl’s
preferred printing supplier, Pixel Precision
● implement the company’s policy on consumables conservation
wherever possible.
Binder and laminator
All staff must:
● attend a training session in the correct use of the binding and
laminating machine
● use the binding and laminating machines only for the formal
presentation of Adept Owl documents or as directed by your
manager
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● check that the contents of documents are in the correct order and
meet professional standards before binding
● operate the binder and laminator in accordance with the
manufacturer’s guidelines
● ensure binding and laminating machines are turned off after use
● report any faults to your manager or the Office Administrator if you
cannot easily resolve them yourself.
Shredder
All staff must:
● attend a training session in the correct use of the shredder machine
● use the shredder for the destruction of confidential documents or
parts of documents which contain sensitive personal or confidential
information relating to Adept Owl’s customers, employees, suppliers
and franchisees
● operate the shredder in accordance with the manufacturer’s
guidelines
● remove all paper clips and staples before shredding documents
● empty shredded material into recycling bins as necessary
● ensure that confidential documents approved for shredding are
shredded before placing them in recycling bins
● ensure shredder machine is turned off after use
● report any faults to your manager or the Office Administrator if you
cannot easily resolve them yourself.
Telephones
All staff must:
● attend a training session in the correct use and functions of the
telephone system
● when making and receiving calls, remember as a representative of
Adept Owl to ensure professional conduct at all times; be polite,
courteous and clear
● use the options provided by the system efficiently (e.g. call
forwarding, voicemail, hold)
● refer to the user manual supplied by the service provider
● avoid use for personal calls
● consider the need for long distance calls – use other modes of
communication instead (email, etc.), if appropriate
● seek approval from your manager prior to making any international
calls
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● report any faults to your manager or the Office Administrator if you
cannot easily resolve them yourself.
Fax machine
All staff must:
● attend a training session in the correct use and functions of the fax
machine
● operate the fax machine in accordance with the manufacturer’s
guidelines
● complete a fax transmittal sheet and attach to all sent documents
● check supply of fax transmittal sheets for all outgoing faxes and
plain paper for all incoming faxes and inform the Office
Administrator if stocks are low
● check the fax machine for incoming faxes and distribute these
immediately
● load the fax machine with paper and leave on at night to receive any
incoming out of hours transmissions
● keep the area around the fax machine uncluttered
● report any faults to your manager or the Office Administrator if you
cannot easily resolve them yourself.
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Adept Owl Stationery and Consumables
Policy and Procedures
Policy
This policy relates to the purchase and replacement of consumables and
general stationery.
Note that some pieces of equipment require special training or an
external technician for the installation of replacement consumables.
Procedures
Purchase
● As a general rule, all purchases must be approved by the department
manager and processed by the Office Administrator.
● A nominated person in each department will check paper supplies
and other general stationery weekly, to ensure stock levels are
adequate
● All staff members are to implement Adept Owl’s policy on
conservation and use paper and other consumables efficiently.
Replacement of consumables
● All staff members are responsible for the replacement of paper in
photocopier, fax machine, etc. for their own use.
● All staff members are to ensure that they remove special paper
(coloured paper, letterhead, etc.) from the photocopier once they are
done and return to supply cupboard.
● Photocopier and printer toner is to be replaced by trained personnel
only. Staff members that have not been trained by the Office
Administrator to replace toner cartridge are not to attempt it.
● Photocopier drum cartridges are only to be replaced by the Xerox
technician. Replacement by someone not authorised by Xerox will
void our warranty.
● Notify the Office Administrator as soon as the ‘Drum cartridge is
running low’ message appears and they will arrange for a technician
to attend as soon as practicable.
Maintenance/servicing
● Regular servicing of equipment is to be booked and recorded in the
equipment service log by the Office Administrator.
● All equipment is to be serviced according to the manufacturers’
warranty and, at a minimum, once per year.
© 2015 Innovation and Business Industry Skills Council Ltd Page 7 of 30

Adept Owl Computer Use
Policy and Procedures
Policy
Adept Owl is committed to ensuring that staff use computer technology in
a manner that promotes a safe work environment. Individual workspaces,
furniture and equipment must be adjusted to suit the ergonomic
requirements of the user.
All staff members are expected to be able to use a variety of software
programs in the course of their daily duties; manage computer data
proficiently; and maintain computer equipment in good order and
condition.
Procedures
Hardware
● Do not eat or drink near your computer or laptop. Spills can
permanently damage the equipment.
● Develop a routine to maintain your computer equipment. The
keyboard, monitor and mouse should be cleaned regularly. Before
cleaning, make sure the computer is turned off.
● Store any user manuals for your computer in a place where they can
easily be accessed for reference.
● Report any suspected hardware problems to the IT Manager.
● Portable devices, such as laptops, smartphones (e.g. iPhones) and
tablets (e.g. iPads) are especially vulnerable to physical damage, loss
or theft.
● Avoid dropping or knocking about mobile devices, ensuring they are
kept secure in protective casing where required.
● Carry and store your laptop in a padded laptop computer bag or
strong briefcase to reduce the chance of accidental damage. An
ordinary-looking briefcase is less likely to attract thieves than an
obvious laptop bag.
● Keep your laptop, tablet or smartphone in your possession and
within sight whenever possible, just as if it were your wallet or
handbag. Lock them away out of sight when not in use, preferably in
a strong cupboard, filing cabinet or safe. This applies at home, in the
office and in a hotel.
● Never leave a mobile device visibly unattended in a vehicle. If
absolutely necessary, lock it out of sight in the boot or glovebox. The
physical security of any company-owned mobile IT devices in your
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possession is your personal responsibility. Please take all reasonable
precautions to keep these devices safe and secure.
Software programs
● Only registered software programs may be used. Do not download,
install or use unauthorised software programs. Unauthorised
software could introduce serious security vulnerabilities into the
network as well as affecting the working of your computer. Software
packages that permit the computer to be ‘remote controlled’ and
‘hacking tools’ are explicitly forbidden on Adept Owl equipment
unless they have been explicitly pre-authorised by management for
legitimate work purposes.
● Be careful about software licences. Most software, unless it is
specifically identified as ‘freeware’ or ‘public domain software’, may
only be installed and/or used if the appropriate licence fee has been
paid. Shareware or trial packages must be deleted or licensed by the
end of the permitted free trial period. Some software is limited to
free use by private individuals whereas commercial use requires a
license payment. Individuals and companies are being prosecuted for
infringing software copyright: do not risk bringing yourself and the
company into disrepute by breaking the law.
● Authorised programs installed on each workstation are as follows:
○ operating system – Microsoft Windows
○ antivirus software – Symantec Antivirus
○ office software suite – Microsoft Office Professional
○ internet browser – Mozilla Firefox
○ email software – Microsoft Outlook Express
○ file compression/decompression software – WinZip
○ PDF reader – Adobe Acrobat Reader.
● Selected workstations also have specialised software relevant to job
requirements. These include:
○ accounting software – MYOB
○ design and publishing software – Adobe Creative Suite
○ customer relationship management (CRM) software – Act!
● If your computer notifies you that an update is required, follow the
instructions. and update the system or software.
○ These updates could relate to security flaws and it is imperative
all software is secure.
○ Some software updates will try to get the user to install
additional tools or add-ons for sister companies. Ensure to
deselect all added options and only install the required update.
© 2015 Innovation and Business Industry Skills Council Ltd Page 9 of 30

● Use the software’s online Help files if you require assistance with
the program.
● Report any software problems immediately to the IT Manager.
Virus protection
● The server and all computers have antivirus software installed and
they are automatically updated at least twice per week. Staff
members are not to tamper with the antivirus or update settings on
their computer.
● Viruses are a major threat to your organisation and laptops are
particularly vulnerable if their antivirus software is not kept up-to-
date. Ensure your laptop virus software has been set to
automatically update.
● Staff are requested to exercise caution at all times:
○ Email attachments are now the number one source of computer
viruses. Do not open email attachments that are from an
unknown source.
○ Do not copy/open files from an external source (USB flash drive,
external hard drive, CD/DVD-ROMs, etc.) until they have been
scanned by the antivirus software. This should be automated by
your computer; if not, notify the IT Manager.
● Read carefully any emails or memos from the IT Manager regarding
virus risks.
● Report any suspected virus immediately to the IT Manager.
● Do not forward any files or upload data onto the network if you
suspect your computer might be infected.
File management
● Create a personal subfolder within the server (using your name as
the subfolder name) to hold your day-to-day working files.
○ Do not store company data on your computer unless absolutely
necessary. Company data should be stored in the appropriate
server drive. Unlike the servers which are backed up
automatically, data on your own computer is not backed up and
your work may be lost if you experience a system crash.
○ If you use a laptop and require access to files offsite, you will be
set up with offline files allowing remote access to server files
away from the office.
● ‘Move’ completed files to the appropriate folder in your department.
● Filenames:
○ Speak to your Manager regarding the filenaming conventions
used in your Department
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○ For ease of operator identification, add your initials to the end
of each filename. For example, JulyConf-mq.doc (document
about July Conference-keyed in by Mary Quinlan)
● Back-ups:
○ Back-up copies of all electronic files on the server are made
twice weekly.
○ If you spend an extended time away from the office network
using a laptop, it is your responsibility to ensure local copies of
company files are backed up.
© 2015 Innovation and Business Industry Skills Council Ltd Page 11 of 30

Adept Owl Electronic Communication
Policy and Procedures
Policy
This electronic communication policy and procedures establish guidelines
for the proper and improper use of Adept Owl’s email and internet
resources.
All staff members have the responsibility to use Adept Owl’s internet and
email resources in a professional, ethical and lawful manner.
Adept Owl will not tolerate inappropriate materials such as pornographic,
racist, defamatory or harassing files, pictures, videos or email messages
that might cause offence or embarrassment.
Procedures
Allocation and access
● Due to its global nature, users of the internet may encounter
material that is inappropriate, offensive and, in many instances,
illegal. Adept Owl cannot control the availability of this information
and has made the decision not to restrict access to it. However, staff
members are notified that they are responsible for any material that
they:
○ view on the internet
○ download from the internet
○ upload to the internet.
Authorised use
● Internet and email services can only be used for:
○ Adept Owl business use
○ limited personal use.
● Adept Owl business use includes any activity that is conducted for
purposes of accomplishing official business, professional duties
including research and, where appropriate, professional
development.
○ Official business includes:
– using devices and software for work-related use
– using the internet to access work-related information
– sending emails to colleagues on work-related matters
– sending emails outside of the work environment on work-
related matters.
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○ Professional duties include:
– using the internet for professional development or other
approved study, research or professional forums
– limited use of computer, email and other facilities to
support study (during personal time)
– limited support for employees to engage with professional
associations.
● Limited personal use means use that is infrequent and brief. This
use should generally occur during personal time and should not
include use:
○ that requires substantial expenditure of time
○ for private business, personal gain or profit
○ that impedes the efficiency of internet or email services
○ that clogs mailboxes with large numbers of messages
○ that would violate or breach any state or federal legislation
○ that would violate or breach Adept Owl organisational policies
and procedures.
● As a guide, use that occurs more than a few times per day and/or for
periods longer than a few minutes would not be considered limited
personal use.
● Staff members may be held personally responsible for any use of
internet and email services that do not comply with these principles.
○ Limited personal use includes:
– limited personal emails and internet searches that are not
unauthorised, unlawful or criminal
– using a printer or photocopier to print out a few pages of
personal information
– making occasional brief local telephone calls
– making financial transactions, including bill paying or
home banking
– using web-based email.
Note: It is expected that personal use of internet and email services is
undertaken during a staff member’s personal time (Personal time: Staff
members’ own time that is not during business hours, e.g. before 9.00
am, after 5.00 pm and during lunch breaks).
Inappropriate use
● Adept Owl will not tolerate inappropriate materials such as
pornographic, racist, defamatory or harassing files, pictures, videos
or email messages that might cause offence or embarrassment.
© 2015 Innovation and Business Industry Skills Council Ltd Page 13 of 30

Never store, use, copy or circulate such material, and steer clear of
dubious websites.
● If you receive inappropriate material by email or other means, delete
it immediately. If you accidentally browse to an offensive website,
click ‘back’ or close the window straight away. If you routinely
receive a lot of spam, talk to your IT Manager who can get your
spam settings checked.
● Staff members should not use internet and/or email services to:
○ infringe the copyright or other intellectual property right of
Adept Owl or third parties
○ download software (without authorisation by management for
legitimate work purposes)
○ scan and email print resources protected by copyright
○ disrupt communication and information devices through such
means as mass emailing or transmitting files that place an
unnecessary burden on departmental resources (without
authorisation by management for legitimate work purposes)
○ access inappropriate internet sites
○ download, distribute, store or display offensive or pornographic
graphics, images or statements or other material obtained from
inappropriate websites
○ download, distribute, store or display material that could cause
offence to others, e.g. offensive material based on gender,
ethnicity or religious and political beliefs
○ download unreasonable amounts of material for non-business
use
○ download information for the purpose of providing it to external
organisations or the general public (without authorisation by
management for legitimate work purposes)
○ distribute defamatory, obscene, offensive, or harassing
messages
○ distribute confidential information (without authorisation by
management for legitimate work purposes)
○ distribute messages that disclose personal information (without
authorisation by management for legitimate work purposes)
○ distribute private information about other people
○ distribute messages anonymously, using a false identity or
using another person’s email account
○ engage in any illegal or wrongful activity
○ engage in private business or personal profit ventures
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○ engage in online chat forums, if not for legitimate work
purposes
○ stream video from internet sites, if not for legitimate work
purposes.
● Any serious or repeated inappropriate use of the organisation’s
electronic communication equipment, or any illegal materials will be
reported directly to management, and disciplinary processes will be
initiated. This may include summary dismissal in the event of a
serious breach of the policy.
● Staff members may not:
○ disrupt or interfere with the use of internet or email services
○ without authority destroy, alter, dismantle, disfigure, prevent
rightful access to or otherwise interfere with the integrity of
internet or email services
○ misuse Adept Owl resources, including human and computing
resources.
Note: Sending, receiving, displaying, printing or otherwise disseminating
material which is fraudulent, harassing, illegal, sexually explicit, obscene,
intimidating or defamatory is prohibited. Staff members encountering
such material should report it to the General Manager of Operations
immediately. Sexual harassment laws (and other anti-discrimination laws)
at both Commonwealth and state level can deem Adept Owl responsible
for any breaches of anti-discrimination legislation committed by any staff
member.
Communicating information
Staff members should exercise the same care in drafting email messages
as they would for any other form of written communication. Any messages
on Adept Owl’s computer system may be subject to review by authorised
Adept Owl personnel. Furthermore, email messages may be required to
be disclosed, discovered or produced in a litigious matter involving Adept
Owl.
© 2015 Innovation and Business Industry Skills Council Ltd Page 15 of 30

Adept Owl Privacy Policy
The Adept Owl Games Company is committed to protecting privacy. It is
bound by the National Privacy Principles contained in the Privacy Act
1988 and all other legislation that governs privacy.
Where appropriate, Adept Owl will handle personal information relying on
the related bodies’ corporate exemption and the employee records
exemption in the Privacy Act. Our respect for our staff and customers’
privacy is paramount. We have policies and procedures to ensure that all
personal information is handled in accordance with National Privacy
Principles.
This Privacy Policy sets out our policies on the management of personal
information – that is, how we collect personal information, the purposes
for which we use this information, and to whom this information is
disclosed.
What is personal information?
Personal information is information that could identify you. Examples of
personal information include your name, address, telephone number and
email address, or more complex information like a resume.
How does Adept Owl collect and use personal information?
Some of the ways in which Adept Owl collects personal information is
when you send a job application to us or when you email us. These uses
are discussed below.
What happens if you don’t provide personal information?
Generally, you have no obligation to provide any personal information to
us. However, if you choose to withhold personal information, we are
unlikely to be able to respond to your application or query.
To whom do we disclose personal information?
We engage third party service providers (including related companies of
Adept Owl, which may be located outside Australia) to perform functions
for Adept Owl. Such functions include mailing, delivery of purchases,
credit card payment authorisation, trend analysis, external audits, market
research, promotions and the provision of statistical sales information to
industry bodies.
For our service providers to perform these functions, in some
circumstances it may be necessary for us to disclose your personal
information to those suppliers. Where disclosures take place, we work
with these third parties to ensure that all personal information we provide
to them is kept secure, is only used to perform the task for which we have
engaged them and is handled by them in accordance with the National
Privacy Principles.
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How do we protect personal information?
At all times, we take great care to ensure that your personal information
is protected from unauthorised access, use, disclosure or alteration. We
endeavour to ensure that our employees are aware of, and comply with,
their obligations in relation to the handling of personal information. Only
properly authorised employees are permitted to see or use personal
information held by Adept Owl and, even then, only to the extent that is
relevant to their roles and responsibilities. Your personal information will
not be sold to any other organisation for that organisation’s unrelated
independent use. Further, we will not share your personal information
with any organisations, other than those engaged by us to assist us in the
provision of our products and services (as described above).
What about information you provide in job applications?
If you submit a job application to Adept Owl, we will use the information
provided by you to assess your application. In certain circumstances,
Adept Owl may disclose the information contained in your application to
contracted service providers for purposes such as screening, aptitude
testing, medical testing and human resources management activities. As
part of the application process, in certain circumstances, you may be
required to complete a pre-employment health questionnaire. You may
also be asked to undergo a pre-employment medical assessment. In that
case, you will be asked to give specific consent to Adept Owl to disclose
your questionnaire to its service providers for the purposes of arranging
the medical assessment and for the relevant service providers to disclose
the results of the assessment to Adept Owl. Please note that medical
disclosures will only be communicated to Adept Owl if they are directly
related to the job role that you are applying for.
If you refuse to provide any of the information requested by Adept Owl, or
to consent to the disclosure of the results of your medical assessment to
Adept Owl, we may be unable to consider your application.
Is the personal information we hold accurate?
We endeavour to maintain your personal information as accurately as
reasonably possible. However, we rely on the accuracy of personal
information as provided to us both directly and indirectly. We encourage
you to contact us if the personal information we hold about you is
incorrect or to notify us of a change in your personal information.
How can you access or correct the personal information we
hold about you?
Wherever possible and appropriate, we will let you see the personal
information we hold about you and correct it if it is wrong. If we do not
allow you access to any part of the personal information we hold about
you, we will tell you why.
© 2015 Innovation and Business Industry Skills Council Ltd Page 17 of 30

Adept Owl’s website privacy policy
Adept Owl generally only collects personal information from its website
when it is provided voluntarily by you, for example, when you send us an
electronic message with a query about Adept Owl or its products. We will
generally use your information to respond to your query, to provide and
market our services to your or as otherwise allowed or required by law.
For the same purposes, Adept Owl may share your information with other
members of the Adept Owl group (including those who are located outside
Australia) and their respective service providers, agents and contractors.
If we do this, we require these parties to protect your information in the
same way we do.
When you visit this website or download information from it, our internet
service provider (ISP) makes a record of your visit and records the
following information:
● your internet address
● your domain name, if applicable
● date and time of your visit to the website.
Our ISP also collects information such as the pages that our users access,
the documents they download, links from other sites they follow to reach
our website, and the type of browser they use. However, this information
is anonymous and is only used to statistical and website development
purposes.
We use a variety of physical and electronic security measures, including
restricting physical access to our offices, firewalls and secure databases
to keep personal information secure from unauthorised use, loss or
disclosure. However, you should keep in mind that the internet is not a
secure environment. If you use the internet to send us any information,
including your email address, it is sent at your own risk.
You have a right of access to personal information we hold about you in
certain circumstances. If we deny your request for access we will tell you
why.
Use of cookies
A cookie is a small message given to your web browser by our web server.
The browser stores the message in a text file, and the message is then
sent back to the server each time the browser requests a page from the
server.
Adept Owl makes limited use of cookies on this website. Cookies are used
to measure usage sessions accurately, to gain a clear picture of which
areas of the website attract traffic and to improve the functionality of our
website.
When cookies are used on this website, they are used to store information
relating to your visit such as a unique identifier, or a value to indicate
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whether you have seen a web page. We use session (not permanent)
cookies. They are used to distinguish your internet browser from the
thousands of other browsers. This website will not store personal
information such as email addresses or other details in a cookie.
Most internet browsers are set up to accept cookies. If you do not wish to
receive cookies, you may be able to change the settings of your browser
to refuse all cookies or to notify you each time a cookie is sent to your
computer, giving you the choice whether to accept it or not.
Disposal of personal information
Adept Owl is committed to maintaining the confidentiality of its customers
and employees. All documents relating to staff, suppliers and retailers will
be shredded before removing to secure bins.
© 2015 Innovation and Business Industry Skills Council Ltd Page 19 of 30

Adept Owl
Games Company
Style Guide
© 2015 Innovation and Business Industry Skills Council Ltd Page 21 of 30

Purpose of This Style Guide
For consistency and clarity of communications, Adept Owl Games
Company requires all internal documents to conform to the following
requirements of style. All employees of Adept Owl are expected to ensure
their documents incorporate the following standards.
As a general rule, for clarity of communications, Adept Owl favours
cleanly and simply presented documents.
General Style Requirements
Page Layout
Header and
Footer
The footer should include the page number and number of
pages on the right hand side of the footer.
The document date should appear on the left hand side of
the footer.
Templates All internal documents must be prepared using the
relevant template.
Company
logo
The Adept Owl Games Company logo should appear in the
top left side of the header.
Fonts
Text type Details Sample
Heading 1 Georgia 16pt, Bold. Title Case.
Paragraph spacing: 18pt before
and after, single line spaced,
underlined using bottom border.
Heading
One
Heading 2 Georgia 14, Bold. Title Case.
Paragraph spacing: 18pt before,
6pt after, single line spaced.
Heading Two
Heading 3 Georgia 12pt, Bold. Sentence
case.
Paragraph spacing: 12pt before,
6pt after, single line spaced.
Heading three
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Text type Details Sample
Normal Georgia 11pt.
Paragraph spacing: 6pt before
and after, single line spaced.
Normal
Logo
Full logo:
Should be used in the first instance.
Icon only logo:
Should be used in cases where full logo is
already present and prominent and is being
repeated or used as a watermark.
Adept
Owl
Games Company
Text only logo:
To be used sparingly where regular logo may
not print correctly.
Lithos Pro Regular font, single line spaced.
‘Adept Owl’ 26pt, 0pt before, 6pt after, single
line spaced, bold only on ‘Adept’.
‘Games Company’ 11pt, 6pt before, 0pt after.
Positioning The logo should always be positioned on the left-hand side
of header.
Colour The logo should be used in colour, where possible, so the
dice colour is prominent. The only other permissible uses
of colour with the logo are:
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Black and white Greyscaled and
washed out
Red wash
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Language Requirements
Australian
English
Ensure when word processing, language is set to ‘English
(Australia)’
Preferred reference: Macquarie dictionary. Use the first
spelling option listed in entries in Macquarie dictionary.
Plain
English
Avoid pompous and unnecessary words.
Use concise and correct language.
Explain all jargon where it is unavoidable.
Spell out all acronyms at first appearance.
Tone Formal in most communications; informal is permissible
in some email communications. See Email in Special
Document Requirements.
Gender-
specific
language
Avoid using gender-specific language such as ‘chairman’,
‘male’, ‘authoress’. Use ‘chairperson’. Replace ‘his’ or
‘hers’ with ‘they’.
Capitalisati
on
Use capital letters for proper nouns and acronyms. Do not
use capital letters to emphasise text.
Numbers Use the ‘ten rule’, i.e. spell numbers out in words from
one to ten, then use digits, e.g. ‘14’. Use a space if there
are five or more digits, e.g. 55 000 or 555 000. Use words
for numbers at the sentence beginnings. Use digits for
dates, times, phone numbers, addresses, measurements
and sums of money.
Exceptions – number ranges, for example 1–2 days
Dates Write months out in full, Day Month Year, with no
punctuation. Example: 2 September 2012
● Day: Use numerals with no suffixes, e.g. do not
include the ‘nd’ in ‘2nd’.
● Month: Spell out whole month, e.g. ‘September’ not
‘Sept’.
● Year: Use four digit year, e.g. 2012 not 12
Punctuation Minimum punctuation to be used. The use of plain English
will make your sentences simpler and reduce the need for
complicated punctuation.
Do not use exclamation marks and avoid repeated
punctuation, e.g. ‘???’.
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Check
names
Make sure you check that you have spelt all names
correctly prior to sending or distributing your
communication.
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Tables
On occasion, you may need to
isolate material, or present it in a
visual way.
Tables should be used
consistently and should be
presented simply and cleanly, as
shown:
 border lines should be:
o thin
o grey
 header rows and columns:
o no shading
o titles, where
required, presented
in bold and
in sentence case
o header rows should
repeat if table spans
multiple pages
 cell text to be plain,
matching the ‘Normal’
style
 table rows should not
break over pages.
Column
1
Column
2
Row 1 Text Text
Row 2 Text Text
Row 3 Text Text
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Specific Document Requirements
Letters
Content and presentation
Structure Header
Address block
Greeting line
Content
Signature block
Header Letter headers must always include:
 the Adept Owl Games Company logo:
o full logo
o positioned at the left side of header
o on the first page only
 a date, which should be the date upon which the
letter was signed and sent
 company details and address, left justified and as
shown below:
Adept Owl Games Company
42 Challenge Lane
RICHMOND VIC 3121
Ph: 03 9234 5678
Fax: [phone]
www.adeptowl.com.au
Greeting
line
Letters should always use the salutation ‘Dear Mr’ ‘Dear
Ms’ or ‘Dear Dr’ (as appropriate) followed by the
addressee’s last name, unless the sender personally knows
the addressee, in which case their first name can be used
(e.g. ‘Dear Bob’).
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Letter
content
Bulleted
lists
Bulleted lists should:
● have line spacing values before and after
of 3pt
● start each point with a capital letter
● contain no punctuation
● not allow bulleted lists to run across
multiple pages
Bulleted lists should contain no more than two
levels:
● Level one should have:
○ an indent of 0.5cm
○ a hanging indent of 0.5cm
● Level two should have:
○ an indent of 1.5cm
○ a hanging indent of 0.5cm.
Numbered
lists
Numbered lists should:
● have line spacing values before and after
3 pt
● start each point with a capital letter
● contain no punctuation
Numbered lists should contain no more than
two levels:
● level one should:
○ use Arabic numbers
○ have an indent of 0.5cm
○ have a hanging indent of 0.5cm
● level one should:
○ use alphabetical characters
○ have an indent of 1.5cm
○ have a hanging indent of 0.5cm
Colour Do not use colour for fonts or highlighting
unless directed.
Tables Use tables where noted in templates, and
presented as noted in this guide.
Table rows should have headings.
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General Do not indent text.
All text to be left justified.
Language to be set to English (Australian).
Signature
block
Letters should always be signed ‘Yours sincerely’ followed
by the signatory’s name and job title in bold format
(Signature Block).
If documents are attached, letters should indicate this by
use of the term ‘enc.’ directly beneath the Signature Block.
If other parties will also receive a copy of the letter, this
should be indicated beneath the Signature Block by use of
the term ‘cc’ followed by the full names of the parties.
Spreadsheet templates
Content and presentation
Structure Spreadsheets must be designed so that they can be printed
on a single A4 page; landscape or portrait.
Content Data entry Dates should be entered as short date form.
Columns for entry of cost data should be
formatted to: accounting.
Memoranda
Content and presentation
Structure To:
From:
Re:
Date:
Purpose:
Background:
Action taken:
Recommendations:
Contact details
Signature with title
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Header Memorandum headers must always include:
the Adept Owl Games Company logo:
full logo
positioned at the left side of header
on the first page only
Memo
content
Use
bulleted
lists
Bulleted lists should:
● have line spacing values before and after
of 3 pt
● start each point with a capital letter
● contain no punctuation
● not allow bulleted lists to run across
multiple pages
Bulleted lists should contain no more than two
levels:
● level one should have:
○ an indent of 0.5cm
○ a hanging indent of 0.5cm
● level two should have:
○ an indent of 1.5cm
○ a hanging indent of 0.5cm.
Emails
Content and presentation
Structure Greeting
Message
Farewell
Email signature
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Message
content
Text Be brief – emails should be used for quick
communication.
Break separate concepts/discussion points into
separate lines/paragraphs so they can be seen.
While email is a less formal communication
than letter, remember it is still a business
communication – do not write or send
anything via email you wouldn’t say to the
recipient in person!
Make text a little larger, around 12pt, to make
on-screen reading easier for your recipient.
Don’t use common internet acronyms in
emails, such as ‘LOL’ or ‘BRB’; use proper
English, with fully constructed sentences.
Colour Do not use colour for fonts or highlighting
unless directed.
Images Do not use images unless directed.
Signature Signatures must include the following:
● your name
● your position
● company address
● your direct phone line
● your email address written out
● company fax number
● company website URL
● privacy disclaimer
● environmental disclaimer.
Note: Between 1 December and 7 January
each year, all emails should instead use the
company’s Christmas signature, which
includes all of the above material, but contains
a ‘Season’s Greetings’ image at the top.
Attachmen
ts
Attachments should not be embedded in the
body of the email and attached properly in the
first instance.
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Meeting Agendas
Content and presentation
Structure Welcome/open meeting
Meeting preparation
Apologies for any absences
Approve minutes of the previous meeting
Matters arising from the previous meeting
Agenda items
Any other business
Arrangement of next meeting
Close meeting
Header Agenda headers must always include:
● the Adept Owl Games Company logo:
○ positioned at the left side of header
○ on the first page only
● date, time and location of meeting
● Chair and Minute-Taker
● title of meeting
● attendees
Content Text All language should be clear and concise.
All required reading and preparation has
been noted.
Ensure all agenda items have been included.
All action arising from previous meeting has
been noted.
All attendees and apologies have been
noted.
Duration for discussion has been allocated.
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Meeting Minutes
Content and presentation
Structure (Mirrors the agenda structure)
Welcome/open meeting
Meeting preparation
Apologies for any absences
Approve minutes of the previous meeting
Matters arising from the previous meeting
Agenda items
Any other business
Arrangement of next meeting
Close meeting
Header Minutes headers must always include:
● the Adept Owl Games Company logo:
○ positioned at the left side of header
○ on the first page only
● date, time and location of meeting
● Chair and Minute-Taker
● title of meeting
● attendees.
Content Text All language should be clear and concise.
Ensure all agenda items have been included,
and all other business has been noted.
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