ENGINEERING CO-OP PROGRAM

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72 Guidelines for Writing Co-op Assignments Detailed Section Information The following table explains the purpose and suggested content of each report section: Section Purpose Content Cover Letter of Transmittal (loose attachment to report – slip inside front cover) Title Page Preface and Foreword Summary - considered by many to be the most important part of report, often only this part is read, so it is important to state your case succinctly Table of Contents List of Figures (optional) List of Tables (optional) Introduction Discussion Provides a binding for the report, identifies the topic and owner of the report A brief covering letter, addressed to the first official reader (usually your Co-op Coordinator) Identifies the topic and ownership of the report Provides reader with background of the report Provides a one-page summary. No reference is made to any part of the report; a summary is complete in itself. Identifies contents and organization of document Identifies any figures, drawings, or photographs shown in the report Identifies any tables shown in the report Introduces subject of report as reader may be from a different branch of the discipline and will require some orientation to the subject of your report Presents evidence (facts, arguments, details, data, test results, etc.) necessary to the purpose of the report Title of the report Your name and student number Co-op course number (e.g.,Work Term One – APSC 310) Co-op employer Date report submitted Name of manager and department for whom the report was prepared Terms of reference of the report Authorization, degree of confidentiality of report General comments on the nature of, and the time involved in, the investigation Comment on the quality of the recommendations Formal business letter format, signed in long-hand First-person may be used Title of the report (clearly identifies the subject of the report) Name of student, student ID Date and place Purpose, background, scope of subject coverage Contributions of others to the report States the more important information in the report including the purpose, method, reason for the report Succinctly defines the problem the report addresses Summarizes the findings, conclusions, decisions, recommendations Summarizes all major generalizations or assumptions of the report Section headings Page numbers Number of figures Title of figures and corresponding page numbers Number of tables Title of tables and corresponding page numbers Subject and purpose of the report (states briefly why the report is being written and what the report is intended to achieve) Scope (describes the breadth and limitations of the treatment of the subject) Plan of development (outlines which areas will be covered) Thesis of the report (the general conclusion and/or the general recommendation) This section contains the main part of the report. All evidence must be developed in an organized, logical and orderly manner and must be relevant. It should contain pertinent figures, tables, footnotes, references to material in appendices. Any additional information should be placed in an appendix, but referenced in the discussion.
UBC ENGINEERING CO-OP STUDENT HANDBOOK 73 Section Purpose Content Conclusions States briefly the major inferences that can be drawn from the discussion Must be based on information presented in the discussion Each conclusion should be presented as a separate paragraph, with paragraphs numbered in sequence for easy reference Recommendations Suggests a course of action based on the findings and conclusions Must follow logically from the conclusions Must be supported both by conclusions and by data in the discussion References/Select Bibliography/Works Cited Acknowledge use of materials from printed sources in the preparation of your report. Indicate exact source of all quotations and/ or results of previous work. Author’s name, title of book, year published, publisher’s name, city, page number Bibliographic entries are listed alphabetically by the name of the author or by the first major work of the title Common knowledge does not require a reference (e.g., the speed of light), but if a new value for a commonly accepted quantity is cited, the source should be referenced All sources must be cited correctly; please refer to the following UBC website for proper citation of all sources: http://toby.library. ubc.ca/subjects/subjpage2.cfm?id=673 Either MLA (Modern Language Association) syle or APA (American Psychological Association) style will be accepted Appendices (optional) Includes data, which is not necessary for an immediate understanding of the discussion Appendices may contain program listings, drawings, extra figures, technical specifications, or other detailed explanations of some aspects of your report Submission This report must be submitted to the Engineering Co-op office by 4:00 pm of the first Friday of the following term. A hard copy of the report must be submitted in person or by mail (see page 63). A Technical Report Release Form must be completed by your supervisor and submitted with your report. Confidential Reports: If your supervisor deems your report to be confidential, you must have the Technical Report Release Form completed and submitted to the Co-op Office by the deadline. Your supervisor must then grade the confidential report and submit the completed Technical Report Grade Form directly to the Co-op Office. Note: Only students on international placements may submit their reports via e-mail. Grading A technical evaluator grades Technical Work Term Reports. Your report receives an overall evaluation on a scale ranging from “Excellent” to “Unsatisfactory. Successful completion of your co-op work term relies on the quality of your Work Term Report and a satisfactory Employer Evaluation from your employer. A pass (P) will be entered on your transcript for the completed co-op work term. If you fail to obtain a “Satisfactory” evaluation for both your report and your Employer Evaluation, a fail (F) will be entered. If your report is marked “Unsatisfactory”, you will be given 30 days to make revisions and re-submit it to the Engineering Co-op office for re-evaluation by the technical evaluator. The Technical Work Term Report is graded out of 100 points and will be assessed according to the table on page 73.
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ENGINEERING CO-OP PROGRAM

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