CHOP 3.11 - STANDARD TEMPLATES FOR ARCHITECTURAL PRACTICE

Question 1

Guide to the Use of the Forms

Purpose of the Forms

Answer 1

The forms in this section of the Handbook are templates provided to assist the architect in the overall business administration or management of the practice.

Question 2

Guide to the Use of the Forms

Office Manual

Answer 2

All employees should be familiar with the forms adopted by the practice. The architect should include the forms in an office manual.

Question 3

Guide to the Use of the Forms

Practice Forms

Answer 3

1) Forms for human resources management

2) Forms for financial management

3) Forms for marketing

Question 4

Forms for human resources management

1.1 Typical Job Description

1.2 Application for Employment

1.3 Interview Form: Telephone or Face-to-Face

1.4 Interview Evaluation Form

1.5 Performance Evaluation Form

Answer 4

1.2 - Application of Employment

Applicants for employment at architecture firms typically submit a cover letter, a personal résumé or curriculum vitae, and a portfolio of work if appropriate.

Human rights and employment standards legislation in most Canadian jurisdictions prevents employers from requesting the following information: age; marital status; family status (e.g., single parent); disabilities; record of offences; citizenship, race, ancestry, place of origin; colour or ethnic origin; creed; sex or sexual orientation

1.3 - Interview Form: Telephone or Face-to-Face

Ideally a firm would use consistent interview guidelines for a specific employment opportunity for all applicants. This limits the possibility of discrimination due to inconsistency of questions and content.

Question 5

Forms for Financial Management

2.1 - Invoice

2.2 - Fee Calculation

2.3 - Project Cost Control Chart

2.4 - Time Report

2.5 - Expense Claim Form

2.6 - Purchase Order

Answer 5

2.1 - Invoice

The invoice is the document which lists professional services rendered, together with prices and charges, based on the client-architect agreement. The invoice should indicate the basis for the fee (fixed, percentage of construction cost, per diem, etc.), and provide an orderly calculation of the fees itemizing the services rendered and fees for same.

2.2 - Fee Calculation

Except in the case of an hourly-fee based project, the practice must determine the costs of providing the necessary services before submitting a proposal or fee quotation. This calculation is sometimes called a fee forecast. The calculation is based on a projection or estimate of costs using the life cycle phases of the design project.