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2011 Project Work Written Report (WR)

Style Guide for the Written Report

Table of Contents

A. B. C. D.

General formatting requirements Formatting of sections in the Written Report Avoiding plagiarism in the Written Report Citations and references In-text citations: the Basics In-text citations: Author / Authors Citing Indirect Sources Electronic Sources Tables, Figures, Graphs

2 3 5 5 5 6 7 8 8 9

E.

Writing the Written Report in a clear style

Appendix A: Sample page from a Written Report with appropriate formatting Appendix B: Sample Contents page with appropriate formatting Appendix C: Format for Bibliography in APA style Appendix D: Sample Bibliography

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A. General formatting requirements
Please follow these requirements when formatting your Written Report: Check each point: Style: Font: Font size: Line spacing: Margins: Alignment: Page numbering: APA (American Psychological Association) Arial 12-point Double spacing 1 / 2.5cm all around

Left-hand margin. The text should not be justified. Indent the start of each paragraph. (You may use tab function.) All pages should be numbered at the top right corner. The official Cover Page for Written Report (pg.7 of QP) should not be numbered. Numbering begins either on the Contents page, or on the optional group cover page. Main headings:

Heading:

Centred in 16-point, Bold, Title Case*

Sub-headings:

Left Margin in 12-point, Bold, Title Case*

* Title Case means every word is capitalised, but not prepositions (i.e. of, in, at, etc.) These may be inserted at any part of the report. Each table or diagram should be labelled appropriately with source information. Length: Each Annex should be labelled as Annex A, Annex B and so on in running order at the top right corner in bold, and underlined. The Annex should not be numbered. 2500 3000 words. The word limit includes all words enclosed within text boxes, tables, diagrams, etc. The word limit excludes references, citations, and accompanying captions for tables and diagrams. assessment! Submission:

Tables / Diagrams:

Annexes:

Reports that exceed 3000 words will be penalised during

Hardcopy: Single-side printing, in colour where applicable; stapled, with official Cover Page. Softcopy: Word 97-2003 document, on CD-R. Naming convention: 2010_TPxxx

See Appendix A for a sample formatted page.

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B. Formatting of sections in the Written Report
Your report should contain these sections in the following order: Check each point: Official Cover Page This is issued by MOE in the Project Work Question Paper (pg.7). Ensure all details are completed legibly. Each candidate must sign against their names. This is an optional page for groups who wish to add their own customdesigned cover page. This page must contain the project title, the PW group number (TPxxx) and the names of the individual group members. It should be numbered as page 1.

Group Cover Page

Contents page

This should list the main section headings and sub-headings of your Written Report and give the relevant page numbers. It should be numbered as page 1 if you do not have a Group Cover Page.

See Appendix B for a sample Contents page. Introduction The purpose of this section is to give the reader a brief overview of the entire project. It should include: the objectives of the project (what you intend to achieve, how you will achieve these) the rationale of the project (convince reader of the value of your project, why you want to do this project) This will form the main part of the report. It includes an analysis of the Model context, drawing out lessons learned, and the application of these lessons to a project of the groups choosing. Do not use the heading, Body. The group should decide the number of, and the headings for, the main sections and subsections in the Body. Do not use Model context or Target context when writing your report these generic terms should be replaced with the actual contexts of the project proposal. Appropriate in-text citations should be given for all references to evidence. (Refer to the section on Citations and References for details). The use of footnotes is discouraged, as these may be misused to evade the word limit. Use appropriate connectors within sections, and from one section to the next. Doing this helps the reader to follow the flow of the report. Essential raw data, i.e. only data that has been used to substantiate ideas in the report, should be placed in the Annex. The length of the Annex should not exceed the length of the report proper. There should be no inappropriate gaps or white space between the end of one section and the start of the next. This section summarises the groups project, and should also: state the groups final holistic evaluation of the project and any recommendations the group has reached offer possible areas of expansion or exploration, and possibly for a different community, triggered by their projects findings

Body

Conclusion

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Bibliography / Reference list

The Bibliography provides the information necessary for a reader to locate and retrieve any source you cite in the body of the paper. Each source you cite in the paper must appear in your bibliography; likewise, each entry in the bibliography must be cited in your text. All lines after the first line of each entry in your reference list should be indented one-half inch from the left margin. This is called hanging indentation. Authors' names are inverted (last name first); give the last name and initials for all authors of a particular work for up to and including seven authors. Bibliography entries should be alphabetised by the last name of the first author of each work. If you have more than one article by the same author, singleauthor references or multiple-author references with the exact same authors in the exact same order are listed in order by the year of publication, starting with the earliest. You should list the items in your bibliography under the following headings (where applicable) in the order given: Books Chapters in books Encyclopaedias Magazines / Journal Articles Newspaper articles Reports Interviews CD-ROMs Audio-video productions URLs (World Wide Web) If there is more than one item under any heading, the items should be given in alphabetical order of the authors name (if possible).

See Appendix C for more details. Annex

The Annex should contain raw evidence or data necessary to establish the validity of the report. Parts of these should have been cited in the report proper. For surveys: o sample copy of the survey form(s) o summary of the raw data (i.e. dates and times when survey was conducted, number of respondents, breakdown of respondents details, etc.) should be included For interviews: o a full transcript should be included, with date, time and interviewees details For email correspondence: information should be neatened up instead of including the chain of actual emails. Assessors will not refer to the Annex unless the evidence is cited in the report proper. All useful data and the analysis of these data must be integrated into the Body of the report.

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C. Avoiding plagiarism in the Written Report
Plagiarism is using someones work (e.g. phrasing, findings, statistics, graphs, drawings) without acknowledging the source of that information. This includes: Check these: cutting and pasting information from print sources or the Internet passing off of anothers persons, students or groups work, past or present, with or without consent, as ones own

Plagiarism amounts to intellectual theft and is seen as an act of dishonesty. An investigation will be conducted when there is cause for suspicion of plagiarism. Where clear and convincing evidence exists, disciplinary action will be taken against any candidate found to have committed or aided the offence of plagiarism.

D. Citations and references

The following sections provide a guide on how to cite sources within the body of the report (known as in-text citations) and including the full source information under the Bibliography or reference list. APA (American Psychological Association) style is most commonly used to cite sources within the social sciences. For more information on formatting issues, please refer to the following source: http://owl.english.purdue.edu/owl/resource/560/01/

In-text citations: the Basics When using APA format, follow the author-date method of in-text citation. This means that the author's last name and the year of publication for the source should appear in the text, (e.g. Jones, 1998) and a complete reference should appear in the bibliography at the end of the report. If you are referring to an idea from another work but not directly quoting the material, or making reference to an entire book, article or other work, you only have to make reference to the author and year of publication in your in-text citation. Short Quotations If you are directly quoting from a work, you will need to include the author, year of publication, and the page number for the reference (preceded by "p."). Introduce the quotation with a signal phrase that includes the author's last name followed by the date of publication in parentheses.
According to Jones (1998), "Students often had difficulty using APA style, especially when it was their first time" (p. 199). Jones (1998) found "students often had difficulty using APA style" (p. 199); what implications does this have for teachers?

If the author is not named in a signal phrase, place the author's last name, the year of publication, and the page number in parentheses after the quotation.
She stated, "Students often had difficulty using APA style" (Jones, 1998, p. 199), but she did not offer an explanation as to why.

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Long Quotations or block quotes Place direct quotations longer than 40 words in a free-standing block of typewritten lines, and omit quotation marks. Start the quotation on a new line, indented five spaces from the left margin. Type the entire quotation on the new margin, and indent the first line of any subsequent paragraph within the quotation five spaces from the new margin. Maintain double-spacing throughout. Only for long quotations should the parenthetical citation come after the closing punctuation mark.
Jones's (1998) study found the following: Students often had difficulty using APA style, especially when it was their first time citing sources. This difficulty could be attributed to the fact that many students failed to purchase a style manual or to ask their teacher for help. (p. 199)

Summary or Paraphrase If you are paraphrasing an idea from another work, you only have to make reference to the author and year of publication in your in-text reference, but APA guidelines encourage you to also provide the page number (although it is not required.)
According to Jones (1998), APA style is a difficult citation format for first-time learners. APA style is a difficult citation format for first-time learners (Jones, 1998, p. 199).

In-text citations: Author / Authors APA style has a series of important rules on using author names as part of the author-date system. There are additional rules for citing indirect sources, electronic sources, and sources without page numbers. A Work by Two Authors: Name both authors in the signal phrase or in the parentheses each time you cite the work. Use the word "and" between the authors' names within the text and use the ampersand in the parentheses.
Research by Wegener and Petty (1994) supports... (Wegener & Petty, 1994)

A Work by Three to Five Authors: List all the authors in the signal phrase or in parentheses the first time you cite the source.
(Kernis, Cornell, Sun, Berry, & Harlow, 1993)

In subsequent citations, only use the first author's last name followed by "et al." in the signal phrase or in parentheses.
(Kernis et al., 1993)

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Unknown Author: If the work does not have an author, cite the source by its title in the signal phrase or use the first word or two in the parentheses. Titles of books and reports are italicized or underlined; titles of articles and chapters are in quotation marks.
A similar study was done of students learning to format research papers ("Using APA," 2001).

Note: In the rare case the "Anonymous" is used for the author, treat it as the author's name (Anonymous, 2001). In the reference list, use the name Anonymous as the author. Organisation as an Author: If the author is an organisation or a government agency, mention the organisation in the signal phrase or in the parenthetical citation the first time you cite the source.
According to the American Psychological Association (2000),...

If the organisation has a well-known abbreviation, include the abbreviation in brackets the first time the source is cited and then use only the abbreviation in later citations. First citation: (Mothers Against Drunk Driving [MADD], 2000) Second citation: (MADD, 2000) Two or More Works in the Same Parentheses: When your parenthetical citation includes two or more works, order them the same way they appear in the reference list, separated by a semi-colon.
(Berndt, 2002; Harlow, 1983)

Authors with the Same Last Name: To prevent confusion, use first initials with the last names.
(E. Johnson, 2001; L. Johnson, 1998)

Two or More Works by the Same Author in the Same Year: If you have two sources by the same author in the same year, use lower-case letters (a, b, c) with the year to order the entries in the reference list. Use the lower-case letters with the year in the in-text citation.
Research by Berndt (1981a) illustrated that...

Personal Communication: For interviews, letters, e-mails, and other person-to-person communication, cite the communicators name, the fact that it was personal communication, and the date of the communication. Do not include personal communication in the reference list.
(E. Robbins, personal communication, January 4, 2001). A. P. Smith also claimed that many of her students had difficulties with APA style (personal communication, November 3, 2002).

Citing Indirect Sources If you use a source that was cited in another source, name the original source in your signal phrase. List the secondary source in your reference list and include the secondary source in the parentheses.
Johnson argued that...(as cited in Smith, 2003, p. 102).

Note: When citing material in parentheses, set off the citation with a comma, as above.

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Electronic Sources If possible, cite an electronic document the same as any other document by using the author-date style.
Kenneth (2000) explained...

Unknown Author and Unknown Date: If no author or date is given, use the title in your signal phrase or the first word or two of the title in the parentheses and use the abbreviation "n.d." (for "no date").
Another study of students and research decisions discovered that students succeeded with tutoring ("Tutoring and APA," n.d.).

Sources without page numbers When an electronic source lacks page numbers, you should try to include information that will help readers find the passage being cited. When an electronic document has numbered paragraphs, use the symbol, or the abbreviation "para." followed by the paragraph number (Hall, 2001, 5) or (Hall, 2001, para. 5). If the paragraphs are not numbered and the document includes headings, provide the appropriate heading and specify the paragraph under that heading. Note that in some electronic sources, like Web pages, people can use the Find function in their browser to locate any passages you cite.
According to Smith (1997), ... (Mind over Matter section, para. 6).

Note: Never use the page numbers of Web pages you print out; different computers print Web pages with different pagination.

Tables, Figures, Graphs Keep the following guidelines in mind when inserting visuals into the report: Necessity. Visual material such as tables and figures can be used quickly and efficiently to present a large amount of information to the reader, but visuals must be used to assist communication, not to use up space, or disguise marginally significant results behind a screen of complicated statistics. Relation of Tables or Figures and Text. Because tables and figures supplement the text, refer in the text to all tables and figures used and explain what the reader should look for when using the table or figure. Focus only on the important point the reader should draw from them, and leave the details for the reader to examine on her own. Documentation. If using figures, tables and/or data from other sources, be sure to gather all the necessary information needed to properly document the sources. Integrity and Independence. Each table and figure must be intelligible without reference to the text, so be sure to include an explanation of every abbreviation (except the standard statistical symbols and abbreviations). Organisation, Consistency and Coherence. Number all tables sequentially as you refer to them in the text (Table 1, Table 2, etc.), likewise for figures (Figure 1, Figure 2, etc.). Formats, titles, and headings must be consistent. Do not repeat the same data in different tables. For tables cited from a source, copy the structure of the original exactly, and cite the source in accordance with APA style.
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For figures, make sure to include the figure number and a title with a legend and caption. These elements appear below the visual display. For the figure number, type Figure X. Then type the title of the figure in upper and lowercase letters. Follow the title with a legend that explains the symbols in the figure and a caption that explains the figure:
Figure 1. How to create figures in APA style. This figure illustrates effective elements in APA style figures.

Captions serve as a brief, but complete, explanation and as a title. For example, Figure 4: Population is insufficient, whereas Figure 4: Population of Grand Rapids, MI by race (1980) is better. If the figure has a title in the image, crop it. Graphs should always include a legend that explains the symbols, abbreviations, and terminology used in the figure. These terms must be consistent with those used in the text and in other figures. The lettering in the figure should be of the same type and size as that used in the figure.

E. Writing the Written Report in a clear style

Point of View and Voice When writing in APA Style, you rarely use the first person point of view ("I studied ..."). You should use the third person point of view ("The study showed ...). APA Style encourages using the active voice ("We conducted an experiment ..."). The active voice is particularly important in experimental reports, where the subject performing the action should be clearly identified (e.g. "We interviewed ..." vs. "The participants responded ...").

Clarity and Conciseness Clarity and conciseness in writing are important when conveying research in APA Style. You do not want to misrepresent the details of a study or confuse your readers with wordiness or unnecessarily complex sentences. For clarity, be specific in descriptions and explanations. Unpack details accurately to provide adequate information to your readers so they can follow the development of your project. Example: "It was predicted that marital conflict would predict behaviour
problems in school-aged children."

To clarify this vague hypothesis, use parallel structure to outline specific ideas:
"The first hypothesis stated that marital conflict would predict behaviour problems in school-aged children. The second hypothesis stated that the effect would be stronger for girls than for boys. The third hypothesis stated that older girls would be more affected by marital conflict than younger girls."

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To be more concise, particularly in introductory material or abstracts, you should pare out unnecessary words and condense information when you can. The above list of hypotheses might be rephrased concisely as:
"The authors wanted to investigate whether marital conflict would predict behaviour problems in children and they wanted to know if the effect was greater for girls than for boys, particularly when they examined two different age groups of girls."

Word Choice You should even be careful in selecting certain words or terms. Within the social sciences, commonly used words take on different meanings and can have a significant effect on how your readers interpret your reported findings or claims. To increase clarity, avoid bias, and control how your readers will receive your information, you should make certain substitutions:

Use terms like "participants" or "respondents" (rather than "subjects") to indicate how individuals were involved in your research Use terms like "children" or "community members" to provide more detail about who was participating in the study Use phrases like "The evidence suggests ..." or "Our study indicates ..." rather than referring to "proof" or "proves" because no single study can prove a theory or hypothesis

Avoiding Poetic Language Writing papers in APA Style is unlike writing in more creative or literary styles that draw on poetic expressions and figurative language. Such linguistic devices can detract from conveying your information clearly and may come across to readers as forced when it is inappropriately used to explain an issue or your findings. Therefore, you should:

minimise the amount of figurative language used, such as metaphors and analogies unless they are helpful in conveying a complex idea avoid rhyming schemes, alliteration, or other poetic devices typically found in verse use simple, descriptive adjectives and plain language that does not risk confusing your meaning

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Appendix A Sample page from a Written Report with appropriate formatting __(Top of page)__________________________________________________________ Page Number: top right corner 4 Top margin: 1 / 2.5cm

Case study: Conservation of the Sun Yat Sen Memorial Hall

Historical and Cultural Significance of Villa Sub-heading: Left margin, 12 point, bold, Title Memorial Hall was originally a villa built in 1900 and was The Sun Yat Sen NanyangCase subsequently acquired by rubber tycoon, Teo Eng Hock for his mother and named Wan Qing Yuan (). As a supporter of the Chinese revolution, Teo provided the villa to Dr Sun Text is double-spaced Indent the start of and Huang, 2008), who planned several revolutions against the (SYSNMH, 2009; Hong each paragraph Manchu government in China, while based at the villa. Main heading: Centred, 16 point, bold, Title Case

Xu is well-known for drawings of horses and he drew many of his best paintings in Jiang Xia Tang from 1938 to 1941. Most of these paintings were sold off to various art collectors to fund the Sino-Japanese war (Liao, 1982) in support of the Chinese. Hence Jiang Xia Tang played an undeniably significant role in preserving Xus art works. Text aligned to left- hand margin Text should not be justified

Label diagram with source information

Fig.1: Survey of Singaporean youths aged 14-16 years (Conducted by TPxxx in June 2009)

Left margin: 1 / 2.5cm

Bottom margin: 1 / 2.5cm

Right margin: 1 / 2.5cm

_______________________________________________________________________ (Bottom of page)

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Appendix B Sample Contents page with appropriate formatting _______________________________________________________________________ (Top of page) Begin numbering on Contents page, at top right corner (if there is no Group cover page)

Contents
Introduction Giant Panda Habitat Conservation Case Study You may indent sub-headings Rationale for Choice of Case Study to differentiate these from main headings Lessons Learned Lesson 1: The success rate increases when main stakeholders are given more say Lesson 2: Adapting traditional practices Lesson 3: Prioritising the needs of the villagers will create goodwill and buyin Project Rationale & Objectives Project Proposal Step 1: Raising Awareness Step 2: Training of Participants Step 3: Performance & Exhibition Conclusion Bibliography Annex A: Conservation of Giant Panda Habitat (Full Timeline) Annex B: Collated Survey Results for 100 Chung Cheng High School (Main) students Annexes students Annex C: Collated Survey Results for 100 United World College are not numbered. Annex D: Collated Survey Results for 100 youths at Esplanade Annex E: Interview with Mrs. Joanna Wong, Artistic Director for Chinese Theatre Circle
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8 9

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Appendix C Format for Bibliography in APA style A bibliography contains the sources that the group has cited in the report as well as all references that were referred to but not cited in the report. Please follow the APA style. Reference List: Books and Author/Authors
Books Author, A. A. (Year of publication). Title of work: Capital letter also for subtitle. Location: Publisher. Calfee, R. C., & Valencia, R. R. (1991). APA guide to preparing manuscripts for journal publication. Washington, DC: American Psychological Association. Last name first, followed by author initials. Berndt, T. J. (2002). Friendship quality and social development. Current Directions in Psychological Science, 11, 7-10. List by their last names and initials. Use the ampersand (&) instead of "and." Wegener, D. T., & Petty, R. E. (1994). Mood management across affective states: The hedonic contingency hypothesis. Journal of Personality & Social Psychology, 66, 1034-1048.

Example

Book, Single author Example

Book, Two authors

Example

Edited Book, No Author Example Duncan, G. J., & Brooks-Gunn, J. (Eds.). (1997). Consequences of growing up poor. New York, NY: Russell Sage Foundation.

Reference List: Electronic Sources (Web Publications)

Article From an Online Periodical Author, A. A., & Author, B. B. (Date of publication). Title of article. Title of Online Periodical, volume number (issue number if available). Retrieved from http://www.someaddress.com/full/url/ Bernstein, M. (2002). 10 tips on writing the living Web. A List Apart: For People Who Make Websites, 149. Retrieved from http://www.alistapart.com/articles/writeliving When referencing material obtained from an online database (such as a database in the library), provide appropriate print citation information (formatted just like a "normal" print citation would be for that type of work). This will allow people to retrieve the print version if they do not have access to the database from which you retrieved the article. Only use retrieval dates if the source could change, such as Wikis. Smyth, A. M., Parker, A. L., & Pease, D. L. (2002). A study of enjoyment of peas. Journal of Abnormal Eating, 8(3), 120-125.
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Example

Article From a Database

Example

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Newspaper article (online) Example Dissertation / Thesis from a Database Example Biswas, S. (2008). Dopamine D3 receptor: A neuroprotective treatment target in Parkinson's disease. Retrieved from ProQuest Digital Dissertations. (AAT 3295214) Often encyclopedias and dictionaries do not provide bylines (authors' names). When no byline is present, move the entry name to the front of the citation. Provide publication dates if present or specify (n.d.) if no date is present in the entry. When listing the URL, give only the home or index root as opposed to the URL for the entry. Feminism. (n.d.) In Encyclopdia Britannica online. Retrieved from http:// www.britannica.com Point readers to raw data by providing a Web address (use "Retrieved from") or a general place that houses data sets on the site (use "Available from"). United States Department of Housing and Urban Development. Indiana income limits [Data file]. Retrieved from http://www.huduser.org/Datasets/IL/IL08/in_fy2008.pdf Give the name of the researching organisation followed by the date. In brackets, provide a brief explanation of what type of data is there and in what form it appears. Finally, provide the project name and retrieval information. Author, A. A. (Year, Month Day). Title of article. Title of Newspaper. Retrieved from http://www.someaddress.com/full/url/ Parker-Pope, T. (2008, May 6). Psychiatry handbook linked to drug industry. The New York Times. Retrieved from http://www.nytimes.com

Online Encyclopedias and Dictionaries

Example Data sets

Example

Graphic Data (e.g. Interactive Maps and Other Graphic Representations of Data) Example

E-mail

Solar Radiation and Climate Experiment. (2007). [Graph illustration the SORCE Spectral Plot May 8, 2008]. Solar Spectral Data Access from the SIM, SOLSTICE, and XPS Instruments. Retrieved from http://lasp.colorado.edu/cgi-bin/ion-p?page=input_data_for_ spectra.ion E-mails are not included in the list of references, though you parenthetically cite them in your main text: (E. Robbins, personal communication, January 4, 2001). For all podcasts, provide as much information as possible; not all of the following information will be available. Possible addition identifiers may include Producer, Director, etc. Bell, T. & Phillips, T. (2008, May 6). A solar flare. Science @ NASA Podcast. Podcast retrieved from http://science.nasa.gov/podcast.htm For all podcasts, provide as much information as possible; not all of the following information will be available. Possible addition identifiers may include Producer, Director, etc. Scott, D. (Producer). (2007, January 5). The community college classroom [Episode 7]. Adventures in Education. Podcast retrieved from http://www.adveeducation.com
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Audio Podcast

Example Video Podcast

Example

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Appendix D Sample Bibliography in APA style

Brady, J.T. & Brady, P. L. (2003, November). Consumers and genetically modified foods. Journal of Family and Consumer Sciences, 95(4),12-18. Retrieved February 25, 2005, from Proquest database Canadian Food Inspection Agency. (2004, April 28). What are genetically modified foods? Retrieved February 23, 2005, from http://www.inspection.gc.ca/english/sci/biotech/safsal/gmoogme.shtml Freckleton, R. P., Sutherland, W.J., & Watkinson, A. R. (2003, November 7). Deciding the future of GM crops in Europe. Science, 302(5647), 994-996. Retrieved February 25, 2005, from Proquest database. Genetic engineering. (2002). In The new encyclopaedia Britannica micropaedia (Vol. 5, p.178). Chicago: Encyclopaedia Britannica. Health Canada. (2002, February). The safety of genetically modified food crops. Retrieved March 22, 2005, from http://www.hcsc.gc.ca/english/protection/biologics_genetics/gen_mod_foods/genmodebk.html Kneen, B. (1999). Farmageddon: Food and the culture of biotechnology. Gabriola Isand, B. C.: New Society. Nottingham, S. (2003). Eat your genes: How genetically modified food is entering our diet. London: Zed Books Ltd. Parent, K. & Vandelac, L.(Directors). (1999). The genetic takeover, or, mutant food. [Motion picture]. Canada: National Film Board of Canada. Schwartz, J. (2005, February 13). Are organic vegetables really better for you? The Gazette, p. D6. Retrieved February 25, 2005, from Proquest database. SCOPE Forum (200-2005). Genetically modified food : Controversies surrounding the risks and benefits of genetically modified food. Retrieved February 25, 2005 from: The SCOPE Research Group (UC Berkley, UW, AAAS): http://scope.educ.washington.edu/gmfood/ Zheng, M. Y. (2004). Genetically modified (GM) foods. In B. D. Ness (Ed.) Encyclopedia of genetics (Vol.1, pp.366-370). Pasadena, Calif.: Salem Press.

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