CphBusiness, Serne

Formality Requirements
for project writing and presentations
as well as good advice

August 2015

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For students at Cphbusiness - Serne

These guidelines apply to the further education programmes at cphbusiness - Serne, and no
matter which project type you will consequently meet the same requirements as to formalities.
These requirements are included in the evaluation of internal as well as external projects.

The guidelines have been prepared so that they are in accordance with the ordinary requirements
in connection with the preparation of academic publications and are to be regarded as a help
when writing projects, including the final main thesis.

August 2015
Susanne Rievers
Omrdechef

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1. Formality requirements ................................................................................................................................ 4

1.1 The structure of the project ......................................................................................................................... 4
1.2 Front page ...................................................................................................................................................... 4
1.3 Number of pages ........................................................................................................................................... 4
1.4 Type ................................................................................................................................................................ 5
1.5 Numbering of chapters and chapter headings ............................................................................................ 5
1.6 Use of figures, tables and the like ................................................................................................................ 5
1.7 Enclosures ...................................................................................................................................................... 5
1.8 Sources ........................................................................................................................................................... 5
1.8.1 References to sources in the text or as foot notes ....................................................................................... 6
1.8.2 Literature and source reference .................................................................................................................. 6
1.8.3 Data collection ............................................................................................................................................... 7
1.9 Plagiarism ...................................................................................................................................................... 7
1.10 Groups............................................................................................................................................................ 7
1.11 Handing in ..................................................................................................................................................... 7
1.12 Name and naming of files uploaded in Fronter .......................................................................................... 8
2. Good advice on project preparation and presentation .............................................................................. 8
2.1 Project preparation....................................................................................................................................... 8
2.1.1 Project planning ............................................................................................................................................ 8
2.1.2 Language and the use of models .................................................................................................................. 8
2.1.3 The length of the body of the text ................................................................................................................ 9
2.2 Presentation of project.................................................................................................................................. 9
2.2.1 Presentation technique ................................................................................................................................. 9
2.2.2 Analyse your speech situation ....................................................................................................................... 9
2.2.3 Practical issues ............................................................................................................................................... 9
2.2.4 PowerPoint as support for your presentation........................................................................................... 10
2.3 Examination ................................................................................................................................................ 10

Enclosure 1: Example of a general structure for a project

Enclosure 2: Example of front page

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1. Formality requirements

1.1 The structure of the project

Projects in different subjects have different contents and below our formality requirements for
formalities in projects have been described.

The project has to have a structure which appears from the list of contents by way of numbered
main and sub sections. The length of the various sections always has to be adjusted to the total
length of the project.

Note that the project always must have an executive summary.

Note that the list of contents, the executive summary, list of literature and list of sources should
not be numbered. The lists of literature and sources as well as appendices are to be numbered
separately.

An example of a general structure for a project is shown in appendix 1.

1.2 Front page

The front page should contain information on the name of: the institution, the education, the
project, the student, the supervisor and the company plus the date of delivery and a Word count
of characters from Microsoft Word to be copied onto the front page. (See enclosure 2)

In addition, the project should be signed on the front page by the student, hereby stating that
there is no plagiarism in the project. (See enclosure 2)

1.3 Number of pages

There will always be a maximum number of pages to be observed when writing a project, which
appears from the manual on the project. A normal page equals 2.300 characters including spacing.
If for instance maximum number of pages has been set at 15, then you are allowed maximum 15 *
2.300 characters = 34.500. Figures and tables each count 1(one) character. Word count from
Microsoft Office Word has to be inserted at the front page of your project. (See the front page of
Formality Requirements)

Examiner / examiner / supervisor / peers are only required to read the maximum number of pages
in a project.

Front and back pages, foreword, if any and list of contents, an executive summary/resume, as well
as list of sources and appendices are not to be included when you calculate the total number of
pages. On the other hand introduction, delimitations, interpretation, problem formulation, the
subject of the project/analysis, conclusions and putting things in perspective as well as food notes
are included in the number of pages.

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1.4 Type
The type used in connection with project writing must be reader friendly and font 12 must be used
for the body of the text.

1.5 Numbering of chapters and chapter headings

In order to create an overview of your project it is important to number the chapters. It is
recommended to use 2-3 level dependent on the contents and the degree of detailing in your
project. (See example of numbering in the list of contents of this document). Be aware that level 1
is only to be used for the various main parts of the project.

A chapter headline is an appetizer for the receiver and consequently has to be meaningful and give
a first impression of the subject of the chapter. Headlines can be small sentences, but never use a
model/theory as a headline. Do not write Maslows hierarchy of needs, but for example Analysis
of needs and motivation.

1.6 Use of figures, tables and the like

Using illustrations in your project only increases the reader friendliness. Remember the following:
Figures etc. are to be read independently, be numbered and have a telling headline what does
the figure show? Furthermore you have to explain the figure and the data basis. It is important to
incorporate units of measurement (such as DKK, percentages or the like) into the figure as
misunderstandings may otherwise appear. A figure should always have a source of reference,
showing where the figure originates from. If you have worked out the figure yourself, you write:
Source: Own making after idea from xx (20xx).

Calculations, figures and the like necessary for the understanding of the points and conclusions of
the project are to be included in the project itself or in the appendices. It is up to you to assess and
decide.

1.7 Enclosures
Enclosures are documentation for/elaboration of important parts of the project, however the
reader is not obliged to read these. Enclosures are to be numbered consecutively and appear from
a list of enclosures.

1.8 Sources
The use of sources is yet another element of being professional. Orient yourself widely in the
professional literature etc. Use many different sources that together can give a varied picture of
your subject. When you use sources your work appears more credible and well-substantiated. It is
furthermore important that you acknowledge the sources you have used otherwise it is plagiarism
= cheating!(See 1.9) By this is meant that if you refer directly and indirectly to a source, this has to
appear. List all the sources, you have used, in the list of sources. It has to be possible for examiner
and external examiner to check your source references.
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From the very start you should keep track of your sources for instance by establishing a Word
document, in which you write information on all the materials, interviews, books etc. that you use
for the project you are working on.

Be especially attentive of web pages and documents as well as links from the Internet. Print out or
copy web pages that seem to be important for your subject and note when you visited the page.
Also be attentive of interviews and conversations and make a note of the contents questions and
answers. You may make a recording. Make a note of time and place and also the names of the
people present.

1.8 .1 References to sources in the text or as foot notes

When what you write is directly or indirectly inspired by a source, you must state this in a foot
note. You refer to the source reference by referring to the authors surname and year of
publication. This also applies to articles that you download from the Internet. If you have more
references to the same source right after one another, you need not repeat surname and year.
Instead write Ibid, which means the same place. If a chapter in your project is based on one
specific source it is sufficient to state this in the introductory section of the chapter. If you use a
quotation directly from the source you must remember quotation marks as well as reference to
the page number in the source. KEEP IN MIND that there is nothing called common knowledge; a
project has to be well documented and without claims and allegations, which is why sources are
very important.

1.8.2 Literature and source reference

There has to be an outline of the literature and the other important sources you have used in your
project. Literature constitutes all written sources e.g. books and magazines, while other sources
can be photos, videos and texts from the internet. It is important that you list all these sources in
the literature and source reference. Also remember journals, newspaper articles and electronic
sources (home pages, data bases etc. including links to these) and remember all information on
the sources.
It has to be possible for the reader to find the source himself. If possible, always refer to original
literature instead of a compendium where various texts have been collected. The information, you
need, is typically:

Author, title, year, edition and place of publication, and publishers.

Reference to electronic sources can be problematic, due to the fact that those sources do not
necessary stay on the internet for ever. Often it can be necessary to add the date and time you
found the source. Looking like this

Link, Time

The sources are listed in alphabetical order. You may use headlines as statements such as books,
articles, web pages etc.
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1.8.3 Data collection

When collecting data for quantitative research it is NOT allowed to use CPHBusines mail system.
(Including mailing of active links)

1.9 Plagiarism
Plagiarism is defined as a hand-in by a student which is not written by the student or important
parts have been copied and pasted from sources without references. Plagiarism includes
transcription and use of unauthorized material.

Any copy-paste from text books, articles, presentations, material on Fronter, the internet or
elements from other projects (your own or others), without a clear source reference, is
considered plagiarism.

The rules of plagiarism apply to all projects which are handed in, i.e. exams, compulsory
assignments and all other written tasks. Any student must comply with the rules of plagiarism. If a
significant part of the hand-in has been detected as plagiarism, the student may be called to a
disciplinary talk with the teacher and/or Programme Manager. In the event of the most serious
level of plagiarism the hand-in will be rejected. If plagiarism re-occurs the student will be expelled
from the academy.

If plagiarism is discovered after the grades are published, the grades can be recalled and the
student can be expelled from the academy and the enrolment discontinued as well.

To avoid plagiarism the rules in paragraph 1.7 must be followed.

If parts of the project handed in contain quotations with clear references to the source, this is not
plagiarism. However, these parts will not be considered as your own work, and consequently these
parts will not be weighed positively in the evaluation of the project.

All written hand-ins will be checked for possible plagiarism.

1.10 Groups
The projects, that are to be made in groups, will have been prepared with a view to a group
consisting of 3-5 group members. When making group projects it is a requirement that it appears
clearly from the list of contents which group member is overall responsible for which section.
There can only be one overall responsible person for each section. At the examination all group
members may be examined in all sections, no matter who is registered as overall responsible.

1.11 Handing in
The project must be submitted in the number of copies and in the manner set out in the relevant
manual. If you are prompted to upload the project in Fronter it must always be uploaded (in one
file) in Word. As a student you yourself is responsible for making sure that the deadline for
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handing in is observed and taking into consideration any possible technical problems in good time.
If there is not uploaded an answer within the deadline, this is considered as non-participation.

1.12 Name and naming of files uploaded in Fronter

All files uploaded must have a cover that meets the requirements of section 1.2. However, the task
is considered as signed when it is uploaded. The file name of documents uploaded must be the
student's full name and the team name. All pages in the document and the student's name and
the team name, must appear in the header. Only one file per student per task may be uploaded,
unless otherwise agreed.

If a project is submitted by a group, the person making the submission shall remember to make
the submission on behalf of all members of the group. This is done by marking all group members,
and then click "make submission on behalf of" and then upload the file.

2. Good advice on project preparation and presentation

2.1 Project preparation

Writing a project may seem somewhat impossible to start with. It is consequently important that
you take care to plan your time well and that in your written project you communicate your
knowledge in the best possible way. The following three sections contain some good advice on the
preparation of the project.

2.1.1 Project planning

We recommend that you always try to estimate the time to be spent when preparing a project. In
the case of major projects lasting several days or months project planning is essential. Especially in
the case of group projects a project plan is a definite prerequisite for your common understanding
of the time.

Plan backwards and set up milestones for wanting to/having to have finished a certain part of the
project. See to it that you set aside time for the final proofreading and editing. It makes it easier
on you to obtain an overview of when you want counselling, provided there is counselling for the
project in question (see manual for projects). Thus you can sign up for counselling in good time.
See to it that the project plan has gaps where you can make something else or where you can
catch up on delays in your work, if any. Some students hear from other students that they have
reached so and so far and therefore become nervous that they are lacking behind. By having your
own plan you can always estimate if you are really behind instead of trying to follow other
students different ways of writing a project. Remember to set aside good time for the collection
of primary data.

2.1.2 Language and the use of models

Before the project is started it is important to realize to whom the project is written .Language and
use of models are always to be adapted to the receiver. When the receiver is an instructor
concepts can be used without any substantial explanations as to theory.

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2.1.3 The length of the body of the text

When writing a project you communicate your knowledge within a topic in writing. By observing
the following rules for writing you can obtain a more efficient and reader friendly communication.
When you have written 8-10m lines in a text block there should be a line shift and an empty line
before you go on with a new text block unless this is not suitable. This makes the lay out more
inviting. Write as simple as possible, using the correct technical terminology so that your points
appear more clearly. Avoid complex sentence structuring and meaningless fillers and avoid
unsuitable colloquial language. Long sections seem heavy and impossible to get hold of for the
reader. Remember also that a chapter should have a certain length so you avoid too many small
sections with separate headlines. Thus you create a better reading rhythm for the receiver.

2.2 Presentation of project

During your time of studying you will learn how important it is to be able to present a subject with
enthusiasm and impact. You will be asked to prepare and carry through individual as well as group
presentations. The presentations will be part of the daily lecture but will also form part of projects
and be part of the oral exams. Below follows a number of good advices on how to plan and carry
through efficient presentations.

2.2.1 Presentation technique

Generally presentation technique is about being a creditable communicator. Presenting a subject
is not just something that you do. It takes thorough preparation. But everybody can learn so if
making an effort. Good presentation technique is about being yourself and making the best of
what you have. Below is a short introduction to the most important phases in the planning and
carrying out of a presentation.

2.2.2 Analyse your speech situation

The first thing that you should do is to consider the situation in which you are to make your
presentation. Who is the receiver? What are the physical and psychic frames like? How are you
going to use yourself optimally as the sender? What is the purpose of your presentation? Which
subject are you going to talk about and what is your angle to this subject? Which audio visual aids
will be ideal in your situation? How is the presentation going to proceed and which form of
presentation fits your context?

2.2.3 Practical issues

Be prepared and meet well before the examination. Bring your project and have this and any
audio visual aids ready to be able to start the exam. You should check in advance that the aids you
are going to use function. If you use PowerPoint or the like you should be especially aware that
your file can be opened on the computer that is going to be used for the presentation since
various versions of programmes and for instance the use of a MAC may create problems. You are

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welcome to bring your own computer. Copies for handing out are to be brought along for both
examiner and external examiner.

At exams, where you start with your own presentation, the examiner will see to it that there is a
projector connected to a computer available. You can choose if you want to download your
material, connect your own computer to the projector by way of a cable or whether you want to
present via your own computer.

2.2.4 PowerPoint as support for your presentation

PowerPoint is a presentation tool that can help you in the planning phase and the carrying through
of your presentation. You should, however, be aware that you are still the presenter and thus you
are the centre. PowerPoint is just a support to help you getting your message across. Below is
inspiration for the preparation of an efficient presentation:

1. Start with a title slide, on which you state the title of your presentation as well as your
name/names of the speakers.
2. Slide 2 should be an agenda, where you list all the items you have in your presentation. It is
important that you go briefly through these items for the audience so that they may adjust
their expectations and be prepared.
3. Then follows one or more slides for each item in your presentation.
- These slides should have a headline, matching the items on your agenda.
- Be aware that you should supplement the headline with keywords or short phrases,
containing the essence of the current item.
- If your presentation contains numbers you should always include these on your slide. The
audience will remember far better when both seeing and hearing numbers and facts.
- Consider when it will be relevant to use illustrations in the form of pictures and graphs.
This makes for change and can often contribute to the audiences understanding.
4. End the PowerPoint presentation with a slide that sums up the essential points. What you
want the audience to remember afterwards.
5. Do not use a type size smaller than 20, preferably use a bigger size. This gives your audience
the best overview.
6. Avoid using too many irrelevant illustrations. Avoid using sound effects and other effects that
may distract the audience.

2.3 Examination
The examination will first and foremost be a professional dialogue on the subjects for the project
as formulated in the problem formulation and the way in which the project has been solved.
During the examination questions will be asked by examiner and external examiner with a point of
departure in the project. The frame for questions varies and some questions are to clear up and
other questions open up for different angles of approach to a subject to lead to a discussion.

At the examination it should be acknowledged if mistakes have been made, if possible with a short
reason followed by proposed changes as to how these will contribute to an improvement of the
problem solution of the project.

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Enclosure 1: Example of a general structure for a project

Front page with information of name of education, educational institution and project solver(s),
Civil reg. no., name of class, guidance teacher, title of project, company and date for handing.
Number of taps is to be mentioned on the front page. If the project is confidential, this is to
appear clearly from the front page.

List of contents is to be made automatically by your word processing programme, so that there is
always accordance between the list of contents and the headlines in the project. Remember to
make subsections in the various sections where this is relevant.

Executive summary is to be included in all major projects and is approximately a one page
summary of the method and findings of the project. The summary should as a minimum explain
the problem, how the analysis has been conducted (in order to, among other points, give an
impression of validity and reliability) and the most important findings, so the reader can get a
rapid overview.

1. Introduction
The Introduction covers all introductory chapters of a larger project, i.e. problem area, problem
formulation, delimitations, definitions and methodology section.

1.1 Problem area

The problem area is where you explain that the problem is a real problem. Here you should
explain your motivation as to why you find a particular issue interesting and relevant, as well as
the context in which the issue is included. The description of the problem area will help you to
make the reader curious and interested in the project.

1.2 Problem formulation

A problem formulation can be defined as "the narrowest possible indication of exactly what the
job is all about" (Harboe, page 198).
Requirements for a problem statement are:
a) One main question
b) Maximum 2-3 working questions that divide the main question.
c) The above questions should be formulated short (i.e. why, how, etc.)
d) The problem formulation must be in highlighted layout (i.e. bold style, in a frame, etc.).

1.3 Delimitations
A delimitation in connection with the problem formulation is to include reasoned issues that it is
significant to inform the project receiver of as his/her interpretation is dependent on the
knowledge of delimitations. If you have many delimitations, you should revaluate your problem
formulation since it obviously creates more problems than not. A delimitation is to be set up from
the intention of the problem formulation and that means that if the problem formulation contains
a geographical area i.e. a country, then it is not necessary to delimit oneself from the rest of the
world.
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1.4 Definitions
Any significant concepts and definitions should be clarified and interpreted. Often these
clarifications are needed to understand the problem formulation correctly.

1.5 Methodology section

A methodology section should contain the following elements:

1.5.1 Reasons for choice of theory and models

Prior to the project you have received instruction in various subjects and themes and by using
theories and models from these you can show your educational standards. Make a reasoned
selection of the theories and models which you consider relevant for the clarification of the
problem formulation you have chosen. First examine your problem. Which subject areas are
involved? Which of your subjects are relevant? Which concrete theories and models can you use
to analyse and understand your problem? REMEMBER: Examiner and external examiner are not
interested in a review of theory and models. It is the purpose and use in practice that counts.
Therefore it is not expedient either to spend very much time and space on describing the theories
and models used or showing them in their original form. If you adapt the models, you use, it is
important that you give reasons for your adaptation.

1.5.2 Methods of analysis in case of internal and external analysis

You are expected to work professionally with methods of data collection. Dependent on the type
of project (see manual) you are to use desk research, where you get access to secondary data
and/or field-research, where you create your own primary data. Data can be qualitative or
quantitative and therefore are to be treated in different ways. It is important that you set up your
own research design where you select and combine relevant and expedient research methods.

You are to argue for your choices made including if there have been problems with questions on
the way (this may be placed in the section on methodology criticism). Here it is important to
explain what you planned to do and possible reasons why you had to change method e.g. that you
have only made interviews in Copenhagen City instead of on all of Zealand (may be placed under
delimitations).

1.5.3 Methodology and source criticism

The quality of a project is judged upon its validity and reliability. The validity of a project is
determined by all parts of a project. (Do the chapter/section / data help you in answering the
problem formulation?) Reliability means i.e. can you trust the data collected. Criticism of
Methodology and sources is an assessment of the projects validity and reliability.

2. The contents of the project

It is important to structure the project logically so that there is a red thread through the project.
You have to evaluate this yourself. Any project has a combination of description and
analysis/evaluation/discussion as well as proposals for future outlines for solutions. Use part
conclusions and introductions for each new section.

3. Conclusion

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A main conclusion is about 1.0 1.5 page. It is a concentration of the project and answers the
question(s) asked in the problem formulation. Popularly speaking it is the main issues of the
project briefly elaborated. It is to show that you have an overview of the entire project and the
proposals for solutions you have worked out.

4. Putting things in perspective

You can choose to finish your project by putting things in perspective, emphasising which
importance and which consequences your results, conclusions and/or evaluations are expected to
have in a wider context. Consider the following: What may your results, conclusions and/or
evaluations be used for in the future? Who will be affected and is to act on the new knowledge
you have produced.

List of literature and source references contain all literature and all the sources that you have
used in order to write the project.

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Enclosure 2: Example of front page

Company
Confidential (if relevant)

Titel of subject
Education

Name Student ...

Signature

Team
Date for handing in
Name of Guidance Teacher

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