1. Writing and Editing Your Report Michael Connolly, D.M.A. Workshop on Institutional Self Study 2008

2. Give clear instructions Determine as accurately as possible what is needed for the report. The clearer the instructions, the easier it is for committees to produce data and a draft text with a minimum or work and frustration. Avoid formatting in the draft. Ask for text and set the format during editing.

3. Length University of Portland’s Goal: 280 pages Determine the approximate number of pages for each part of the report. Study samples, and do the math. Example: St. 2 gets 38%, 91 pages Writers and editors will appreciate a limit.

4. The First Full Draft Who reworks the committees’ drafts into final form for editing?  One person? The chair of each standard? The steering committee? Who reviews the first full draft? How will the text be approved?  By the steering committee?  By administrators?  Others?

5. Analysis and Synthesis Analyze within units Synthesize across units  Find and examine common issues within the two large standards: academics & student services  Identify common issues across all standards and address them in the executive summary

6. The Final Draft Who is the final editor?  A professional writer?  Faculty, staff, or administrator?

7. Style Headings in bold for readability A hierarchy of headings Standard indicator numbers after the headings (This helped us assure that all were covered and assisted the visitors in tracking our work) Include as much as possible in charts and tables, which are rich with data and concise.

8. A Single voice One stylistic voice, limited to third person. Standard capitalization, abbreviations (for degrees, etc.). Use search and replace to fix problems.

9. University of Portland’s Reality 348 pages because of the insertion of large amounts of data in the report rather than in appendices or exhibits. This report has historical significance for the university. Volume of appendices was short as a result. On-line data can shorten the report.

10. Production of the Report Ask for assistance well in advance Confirm expectations Who will edit the report (general editing, copy editing, proofreading)? Who will lay it out? Who will convert it to PDF? Who will print it? Lead time?