1. Sections of the report
Each of the various parts of the report is described below, in order.
1.1 Front and rear covers
The report has a front cover and a rear cover.1.2 First page and title page
The first page inside the cover presents the following information:
The title of the report.
Any subtitle.
Your name (the author).
The type of report (e.g. project or placement report, thesis).
If the front cover has a window, the title and author's name should be visible through that window. If not, the title and author's name should be printed on the cover itself.
The next page is the main title page, which presents the following additional information:
The title of the report.
Any subtitle.
Your name (the author).
The type of report (e.g. project or placement report, thesis).
The name and address of the faculty.
The name and address of the host organization.
The date of the report.
An example of the title page:
Implementation of ABC for DEF Ltd.
Piet Voorbeeld
Work experience placement report
VU University
Faculty of Exact Sciences
Department of Business Mathematics and Informatics
De Boelelaan 1081a
1081 HV Amsterdam
Host organization:
GHI Consultants bv
P.O. Box 100
2000 AA Amsterdam
December 2006
Tips for the title:
The title should be:
Informative. The title should present the topic of the report. (Remember that the title of your thesis will be stated on your doctorate diploma).
Brief. Omit articles where possible and avoid long-winded titles such as 'A report of a study into the possibilities presented by the use of Genetic Algorithms in Performance Scoring'.
Tips for the subtitle:
Additional information which does not fit in the 'to-the-point' title can be included in the subtitle.
1.3 Preface
Your brief preface (no more than one page) should state:
The position of this report within the course of programme, and the purpose of the report.
The research problem/ terms of reference (in no more than three sentences).
The host organization and department in which you conducted the research.
Acknowledgements: name and thank your supervisors (stating which is from the university and which from the host organization).
1.4 Summary
In the business world, managers do not have the time (or patience) to read countless long reports, and will limit themselves to the summary (which is often known as the 'management' or 'executive' summary). Your summary should therefore present all the main points of the report in a systematic and succinct way. Having read it, the reader will have a good idea of the content of the report and, if he has only a broad interest in the topic, need not read further. Only if the topic falls within his field of responsibility will he read the entire report.
The summary should generally be about one page in length and should include:
The problem statement (or ‘terms of reference’) and objective of the research.
The main points of the research structure.
The main findings.
The main conclusions and recommendations.
The summary should not contain any information that cannot be found elsewhere in the report. While the summary appears at the front of the report, you should actually write it after you have completed the report itself. This enables you to decide exactly what it should and should not include.
1.5 Table of contents
Structure
Ensure that the table of contents is clear, with page numbers alongside each entry. If sections are divided into paragraphs, subparagraphs, etc., use a decimal numbering system with no more than three decimal places. You can also use a well thought-out system of typography (bold, italics, different size fonts and perhaps other symbols to indicate sections and paragraphs) but do not make the layout too 'busy'.
Contents
As a general guide for the table of contents, you may follow the example given in this document. Interesting chapter titles are useful, but should not detract from the structure of the report as a whole. Ensure that the main line remains visible.
Layout
Most word-processing programs will automatically generate the table of contents, provided you remember to format each heading or title accordingly.
1.6 Introduction
The introduction serves three purposes: it presents background information, provides a 'tempter' for the reader to read further, and describes the structure of the remainder of the report. You should therefore include the following:
Problem statement ('Terms of reference')
The problem statement (or 'terms of reference') briefly sets out the problem which your research addresses. It is advisable to limit the problem statement to no more than three sentences, whereupon it can be expanded to form a number of 'research questions' . These questions will then provide the main framework of your research and the structure of the report. You will also examine each question in detail in the 'Results' chapter, where the answers to the questions will be presented where possible. (If it is not possible to answer the questions, you should provide an explanation.)
It may be that the original problem statement has to be amended during the course of your research, perhaps because the situation within the host organization itself has changed, or because you decided to redefine the problem having conducted your initial exploratory desk research. If there has been any interim amendment, this should be described and explained in the report.Objective
Here, you place the problem statement in its delineating framework. You indicate the significance of the problem: why is it a problem, and what do you hope to achieve with the results of your research? (In the case of a internship report, this will address the specific requirements of the host organization.)Relevant information about the host organization
Exactly what information can be deemed 'relevant' will depend on the problem statement. In any event, you should include some general information about the organization and the department in which you conducted the assignment. You may wish to refer to an organizational chart (provided as an appendix to the report).Other information
It may be necessary to provide some information about the industry or sector concerned, or about historical and political aspects (e.g. government measures).Structure of the report
Next, you describe how the remainder of the report is structured. You can also provide advice to the reader regarding those sections which can be omitted if time is short or, conversely, those which are absolutely essential to an understanding of the report as a whole.
1.7 Discussion of the literature
You will define and refine the problem statement based on the existing literature. Your research must address the topic within a given research structure and methodology. You will study the literature about relevant theories and about the methods and techniques to be used. Your discussion of the existing literature can be included as a separate chapter of the report, or it can be integrated into the report as a whole (at the relevant points). In either case, it is important to indicate which information is based on your own research, and which has been derived from other sources. Those sources must always be credited.
When writing the report, there are two ways in which the existing literature may be used: direct quotations and references.
1.7.1 Quotations
A research report or thesis will often include large sections of text drawn from other sources: it is, as it were, a compilation of other authors' work. You clarify the relationship between your own research and the earlier research in the field. You should not merely copy everything you find word for word. You must, however, cite or refer to the literature which is important with regard to your problem statement and hypotheses, which may also include the literature which contradicts your hypotheses.
1.7.2 References
A reference indicates to the reader exactly where you found the information presented. There is no simple rule to determine exactly how often you should credit one and the same source. Too many references will make the report difficult to read; on the other hand, you should always indicate your use of someone else's material. Sometimes, an entire chapter of your report (or perhaps even several chapters) will be based on one main external source, while several other sources may be used to a somewhat lesser degree.
The rules are:
When quoting sections of text, definitions and statements (whether you agree with them or not), you must include a reference against each.
Where a chapter is largely based on a single source, you can credit this source only once (at the beginning of your chapter).
If one or just a few sources form the basis for several chapters, you can credit them only once but must also indicate which of your chapters rely on each source.
There should be at least one reference to each of the sources which appear in your literature list (at the end of the report).
There are several ways in which to include the references. For example, you can number each source in the literature list, and use the relevant number (between square brackets) against the relevant quotations. This method has one disadvantage in that the numbers can only be finalized once the entire report has been completed, since your literature list will be arranged in alphabetical order. An alternative, and better, method is to use the author's name and the year of the publication in question.
Examples:
A reference:
Vermeulen (1998) defines the concept as follows ...
or
... should be understood as such (Vermeulen, 1998).Where a specific fact or finding is quoted, include the page number as well::
... whereby the percentage given is 35% (Vermeulen, 1998, p. 34).Where there are two or more authors:
... (Aerts et al. 1990).Where one and the same author was responsible for several publications in the same year, add a letter::
... (Vermeulen, 1998a).An anonymous publication can be indicated by the year and a letter (if there is more than one anonymous publication from that year)::
... (1994).
1.8 Research method and data gathering
Based on your desk study of the literature, you can now determine the exact topic of your research and the methods to be used to collect and process the relevant data. In effect, this becomes the unique description of your own research, and may therefore extend over several chapters.
The structure of the chapter (or chapters) concerned is very important. The recommended sequence is:
An explanation of the structure of the chapter(s).
Your reasons for having decided upon the particular form of research.
An explanation of your choice of any sample groups.
A description and substantiation of the selected techniques.
A description of the research procedure.
A discussion of any limitations inherent in the research.
A discussion of the results of the research.
A statement of the ethical code (what agreements have been made with regard to the publication or, conversely, the confidentiality of the results.).
Detailed explanation of some features:
* Limitations inherent in the research
Every research method has certain limitations. You should state:
Any restrictions you voluntarily placed upon yourself.
Any methodological or operational problems that you have been unable to resolve.
The factors within the chosen frame of reference which did not lend themselves to research.
How these factors may distort or otherwise affect the results.
* Ethical code
In principle, you should omit anything which may damage the interests of the host organization in any way. This means that you may not commit to paper your opinions on the functioning of the company, the department in which you worked, or any of the personnel. You should realize that you may not have the knowledge and insights required to arrive at a balanced judgement. Such personal opinions are, in any case, inappropriate.
There may also be a problem if the host organization regards certain information as 'confidential', and does not want it to be divulged to any third party. In such cases it is important that you:
Make clear agreements with the host organization regarding what is and what is not to be included.
Mark the report 'Confidential'.
Inform both the supervisor and placement coordinator accordingly when submitting the report.
A 'confidential' report will not be included in the library and will not be made available to anyone other than the assessors. However, a copy will be kept by the internship Office (for BMI and Mathematics students).
1.10 Conclusions and recommendations
Here too, ensure that the structure is logical. Start by presenting the conclusions of your research, including:
A summary of the main conclusions.
The relationship between the conclusions and the literature discussed earlier.
The significance to the host company.
A discussion of the conclusions which do not (fully) support the hypotheses.
Limitations within the research which may affect the reliability.
Your conclusions should not introduce any new information. Everything here should be based on the foregoing chapters.
Particularly in the case of a internship report, try to offer a number of recommendations, e.g.:
Adjustments to the business processes (but formulate these extremely tactfully: as an outsider, you have had only a very short introduction to the organization).
Suggestions for further research (but be careful: someone may ask why you didn't do this yourself, in the first place!).
1.11 Appendices
Reports should be as concise and 'to the point' as possible. This can be achieved by including much of the secondary information as appendices, rather than in the body of the report itself. The text should then include appropriate references to the appendices, which should present:
All evidence in support of your claims and hypotheses.
The concrete research results.
Copies of letters, questionnaires, forms, etc.
Software listings.
Mathematical calculations and proofs.
Any extensive tables, graphs or diagrams which were not included in the many report (e.g. tables produced by the statistical analysis software).
Organizational charts.
Glossaries and keys to the symbols and abbreviations you have used.
The rules for the appendices are:
Allocate each appendix a letter (Appendix A, Appendix B, etc.) and give each a title.
Each appendix begins on a new page.
The page numbering of the report continues throughout the appendices.
All appendices should be included in the Table of Contents.
Symbols, abbreviations, terms and definitions
In the text of your report you will probably use various symbols and abbreviations. Where necessary, you should provide an explanation of each when it is used for the first time, perhaps by means of a footnote. If there is a significant number of symbols, abbreviations, etc., you may consider including a complete list ('Glossary') as an appendix. Remember that your reader may not be familiar with various terms which may be 'common talk' within the host organization itself.
1.12 Literature list ('bibliography')
There are several "standard" ways of presenting the list of literature and references. The most important factor is that you are consistent: having selected a system, you must use it throughout.
An example of a literature list:
(1994), Lotus 1.2.3, Lotus Development Corporation, Cambridge, MA, USA.
Amberg, M. (19 april 1996), Workflow research an der Universität Bamberg. (http://elwood.seda.sowi.unibamberg.de/workflow/).
Ammers, E. van, en M. Kramer (1993), Programmeeronderwijs met behulp van literate programming, Tinfon, 1(2), blz. 50-54.
Boogaard, R. van den (13 oktober 1984), 'Sovjet-Unie weer terug naar sociaal-realistische kunst'. NRC/Handelsblad, Amsterdam, blz. 8.
Borysowich, C.W. (20 juni 1996), Lotus Domino Beta1&2 Review. USENET nieuwsgroep comp.groupware.
Hofstadter, D.R. (1980), Gödel, Escher, Bach, Vintage Books, New York.
Lamers, Th.H.J.M., en J.G.L. Thijssen (1991), 'Het bepalen van opleidingsbehoeften in organisaties'. In: Kessels, J.W.M., en C.A.Smit, Behoeftenbepaling, capita selecta opleiders en organisatie, Kluwer bedrijfswetenschappen, Deventer, blz. 30-35.
Oosterhoff, J. (1995), Algemene statistiek. Collegedictaat, Vrije Universiteit, Amsterdam.
Ran, A.C.M. (1994), Minimal square spectral factors. Technisch rapport WS-418, Vrije Universiteit, Amsterdam.
Rijke, A. de (1996), Op zoek naar de respondent. Afstudeerscriptie Bedrijfswiskunde & Informatica, Vrije Universiteit, Amsterdam.
Tanenbaum, A.S. (1992), 'Operating systems - The state of the art'. In: Coffman, E.G., Lenstra, J.K. e.a., redactie, Handbooks in Operations Research and Management Science. Deel 3: Computing. North Holland, blz. 91-131.
The rules are:
All publications are listed in alphabetical order of the first author's surname.
Publications without an author's name appear first.
Where the same author was responsible for several publications in the same year, a lower case letter is appended to the year.
The main 'search term' (the title of a book, the name of the journal or the webpage in which an article appeared) is given in italics.
In the case of an article taken from a newspaper, the exact date of publication is given. For an article taken from the internet, indicate the date of the most recent update of the page or the date on which you accessed the information).
Examples in this literature list refer to:
Journal articles: Ammers (1993); this article is to be found on pages 50-54 in Issue 1 of Volume 2 of the journal Tinfon.
Books: Hofstadter, et al. (1980), Oosterhoff (1995), Ran (1994) and Rijke (1996).
An article from a book or report: Lamers et al. (1991).
An article from a book published by an editorial committee: Tanenbaum (Ed.) (1992).
Publications on the internet: Amberg (1996) and Borysowich (1996).
Articles from a newspaper: Boogaard (1984).
Publications without an author's name: (1994).
