supervisor-guidelines-2019-2020-part-6.pdf

GUIDELINES PAMPHLET (ELT SPERVISOR) ELT GENERAL SUPERVISION (2019 – 2020) ❼ Report Writing A report is written for a clear purpose and to a particular audience. Specific information and evidence are presented, analysed and applied to a particular problem or issue. The information is presented in a c...

GUIDELINES PAMPHLET (ELT SPERVISOR) ELT GENERAL SUPERVISION (2019 – 2020) ❼ Report Writing A report is written for a clear purpose and to a particular audience. Specific information and evidence are presented, analysed and applied to a particular problem or issue. The information is presented in a clearly structured format making use of sections and headings so that the information is easy to locate and follow. When you are asked to write a report you will usually be given a report brief which provides you with instructions and guidelines. The report brief may outline the purpose, audience and problem or issue that your report must address, together with any specific requirements for format or structure. This guide offers a general introduction to report writing; be sure also to take account of specific instructions provided by your department. What is a report? An effective report presents and analyses facts and evidence that are relevant to the specific problem or issue of the report brief. All sources used should be acknowledged and referenced. The style of writing in a report is usually less discursive than in an essay, with a more direct and economic use of language. A well written report will demonstrate your ability to:  Understand the purpose of the report.  Gather, evaluate and analyze relevant information.  Structure material in a logical and coherent order.  Present your report in a consistent manner.  Make appropriate conclusions that are supported by the evidence and analysis of the report.  Make thoughtful and practical recommendations where required. What makes a good report? The structure of a report The main features of a report are described below to provide a general guide. a. Title Page This should briefly but explicitly describe the purpose of the report (if this is not obvious from the title of the work). Other details you may include could be your name, the date and for whom the report is written. Geology of the country around Beacon Hill, Leicestershire Angus Taylor 2 November 2004 Example of a title page b. Terms of Reference Under this heading you could include a brief explanation of who will read the report (audience), why it was written (purpose) and how it was written (methods). It may be in the form of a subtitle or a single paragraph. Table of Contents 40 A report submitted in fulfilment of the requirements for Course GL456, Department of Geology, University of Leicester. Example of terms of reference c. Summary (Abstract) Thesummary should briefly describe the content of thereport. Itshouldcover the aims ofthe report, what wasfound and what action is called for. Aim for about 1/2 a page in length and avoid detail or discussion; just outline the main points. Remember that the summary should provide the reader with a clear, helpful overview of the content of the report. Exposure of rocks belonging to the Charnian Supergroup (late Precambrian) were examined in the area around Beacon Hill, north Leicestershire. This report aims to provide details of the stratigraphy at three sites - Copt Oak, Mount St. Bernard Abbey and Oaks in Charnwood. It was observed that at each of these sites, the Charnian Supergroup consists mainly of volcanoclastic sediments (air-fall and ash-flow tuffs) interbedded with mudstones and siltstones. These rocks show features that are characteristic of deposition in shallow water on the flanks of a volcano Further studies are required to understand depositional mechanisms and to evaluate the present-day thickness of individual rock units. Example of a summary (abstract) d. Contents (Table of Contents) The contents page should list the different chapters and/or headings together with the page numbers. Your contents page should be presented in such a way that the reader can quickly scan the list of headings and locate a particular part of the report. You may want to number chapter headings and subheadings in addition to providing page references. Whatever numbering system you use, be sure that it is clear and consistent throughout. TABLE OF CONTENTS CHAPTER PAGE ABSTRACT (Mandatory) ……………………….……………………………….……… i DEDICATION (Optional) ……………………………….………………………………. ii ACKNOWLEDGMENTS (Optional) ………………………………………………… iii PREFACE (Optional) ……………………………………………….……………………. iv LIST OF TABLES ………………………………………………………………….…………. v LIST OF FIGURES …………………………………………………………..………………. vi LIST OF SCHEMES …………………………………………………………………………. vii CHAPTERS CHAPTER 1 – Introduction ……………………………….……………………………. 1 CHAPTER 2 – Method ……………………………………………………………………. 4 CHAPTER 3 – Results …………………………………………….………………………. 18 CHAPTER 4 – Discussion……………………………………………………………………. 38 CHAPTER 5 – Summary, Conclusion, Recommendation ……………..…. 53 REFERENCES or BIBLIOGRAPHY ………………………………………………..…... 57 APPENDICES (Optional) Appendix A – Correspondence ….…………………………………………….……. 75 Appendix B ……………………………………………………………………………...…… 80 Appendix C ……………………………………………………………………………………. 81 Table of Contents 41 GUIDELINES PAMPHLET (ELT SPERVISOR) ELT GENERAL SUPERVISION (2019 – 2020) e. Introduction The introduction sets the scene for the main body of the report. The aims and objectives of the report should be explained in detail. Any problems or limitations in the scope of the report should be identified, and a description of research methods, the parameters of the research and any necessary background history should be included. The purpose of this report is to ………………………………. In this report we ……………………………………………………. The focus of this report is ………………………………………………… Example of an introduction f. Methods Information under this heading may include: a list of tools used, procedures followed; relevant information on materials used, including sources of materials and details of any necessary preparation; reference to any problems encountered and subsequent changes in procedure. g. Results This section should include a summary of the results of the investigation or experiment together with any necessary diagrams, graphs or tables of gathered data that support your results. Present your results in a logical order without comment. Discussion of your results should take place in the main body (Discussion) of the report. h. Discussion The main body of the report is where you discuss your material. The facts and evidence you have gathered should be analyzed and discussed with specific reference to the problem or issue. If your discussion section is lengthy you might divide it into section headings. Your points should be grouped and arranged in an order that is logical and easy to follow. Use headings and subheadings to create a clear structure for your material. Use bullet points to present a series of points in an easy-to-follow list. As with the whole report, all sources used should be acknowledged and correctly referenced. i. Conclusion In the conclusion you should show the overall significance of what has been covered. You may want to remind the reader of the most important points that have been made in the report or highlight what you consider to be the most central issues or findings. However, no new material should be introduced in the conclusion. j. Appendices Under this heading you should include all the supporting information you have used that is not published. This might include tables, graphs, questionnaires, surveys or transcripts. Refer to the appendices in the body of your report. Table of Contents 42 GUIDELINES PAMPHLET (ELT SPERVISOR) ELT GENERAL SUPERVISION (2019 – 2020) In order to assess the popularity of this change, a questionnaire (Appendix 2) was distributed to 60 employees. The results (Appendix 3) suggest the change is well received by the majority of employees. Example of use of appendices k. Bibliography Your bibliography should list, in alphabetical order by author, all published sources referred to in your report. There are different styles of using references and bibliographies. l. Acknowledgements Where appropriate you may wish to acknowledge the assistance of particular organizations or individuals who provided information, advice or help. All reports need to be clear, concise and well structured. The key to writing an effective report is to allocate time for planning and preparation. With careful planning, the writing of a report will be made much easier. The essential stages of successful report writing are described below. Consider how long each stage is likely to take and divide the time before the deadline between the different stages. Be sure to leave time for final proof reading and checking. Writing the report: the essential stages Stage One: Understanding the report brief This first stage is the most important. You need to be confident that you understand the purpose of your report as described in your report brief or instructions. Consider who the report is for and why it is being written. Stage Two: Gathering and selecting information Once you are clear about the purpose of your report, you need to begin to gather relevant information. Your information may come from a variety of sources. Begin by reading relevant literature to widen your understanding of the topic or issue before you go on to look at other forms of information such as questionnaires, surveys etc. As you gather information you need to assess its relevance to your report and select accordingly. Stage Three: Organizing your material Once you have gathered information you need to decide what will be included and in what sequence it should be presented. Begin by grouping together points that are related. These may form sections or chapters. Remember to keep referring to the report brief and be prepared to cut any information that is not directly relevant to the report. Choose an order for your material that is logical and easy to follow. Stage Four: Analyzing your material Before you begin to write your first draft of the report, take time to consider and make notes on the points you will make using the facts and evidence you have gathered. Table of Contents 43 GUIDELINES PAMPHLET (ELT SPERVISOR) ELT GENERAL SUPERVISION (2019 – 2020) What conclusions can be drawn from the material? What are the limitations or flaws in the evidence? Do certain pieces of evidence conflict with one another? It is not enough to simply present the information you have gathered; you must relate it to the problem or issue described in the report brief. Stage Five: Writing the report Having organized your material into appropriate sections and headings you can begin to write the first draft of your report. You may find it easier to write the summary and contents page at the end when you know exactly what will be included. Aim for a writing style that is direct and precise. Avoid waffle and make your points clearly and concisely. Chapters, sections and even individual paragraphs should be written with a clear structure. The structure described below can be adapted and applied to chapters, sections and even paragraphs.  Introduce the main idea of the chapter/section/paragraph  Explain and expand the idea, defining any key terms.  Present relevant evidence to support your point(s).  Comment on each piece of evidence showing how it relates to your point(s).  Conclude your chapter/section/paragraph by either showing its significance to the report as a whole or making a link to the next chapter/section/paragraph. Stage Six: Reviewing and redrafting Try to read the draft from the perspective of the reader. Is it easy to follow with a clear structure that makes sense? Are the points concisely but clearly explained and supported by relevant evidence? Writing on a word processor makes it easier to rewrite and rearrange sections or paragraphs in your first draft. Stage Seven: Presentation Once you are satisfied with the content and structure of your redrafted report, you can turn your attention to the presentation. Check that the wording of each chapter /section /subheading is clear and accurate. Check that you have adhered to the instructions in your report brief regarding format and presentation. Check for consistency in numbering of chapters, sections and appendices. Make sure that all your sources are acknowledged and correctly referenced. You will need to proof read your report for errors of spelling or grammar. If time allows, proof read more than once. Errors in presentation or expression create a poor impression and can make the report difficult to read. Types of Reports Type 1. Formal or Informal Reports: - Formal reports are carefully structured; they stress objectivity and organization, contain much detail, and are written in a style that tends to eliminate such elements as personal pronouns. Table of Contents 44 GUIDELINES PAMPHLET (ELT SPERVISOR) ELT GENERAL SUPERVISION (2019 – 2020) - Informal reports are usually short messages with natural, casual use of language. Type 2. Informational or Analytical Reports: - Informational reports (annual reports, monthly reports, and reports on personnel absenteeism) carry objective information from one area of an organization to another. Analytical reports (scientific research, feasibility reports, and real-estate appraisals) present attempts to solve problems. Type 3. Proposal Reports: The proposal is a variation of problem-solving reports. A proposal is a document prepared to describe how one organization can meet the needs of another. Type 4. Periodic Reports: Periodic reports are issued on regularly scheduled dates. They are generally upward directed and serve management control. Preprinted forms and computer-generated data contribute to uniformity of periodic reports. Type 8. Functional Reports: This classification includes accounting reports, marketing reports, financial reports, and a variety of other reports that take their designation from the ultimate use of the report. Almost all reports could be included in most of these categories. And a single report could be included in several classifications. 45 Reference s  University of Leicester (2009) Report Writing. (Online) retrieved from: https://www2.le.ac.uk/offices/ld/resources/writing/writing-resources/reports  top-8-types-of-reports ( Online ) retrieved from : http://www.businessmanagementideas.com/business-reports/report-types-top-8-types-ofreports/3317  table of contents ( Online ) retrieved from : https://www.template.net/business/wordtemplates/table-of-contents/ Table of Contents