THE REPUBLIC OF CAMEROON

THE MINISTRY OF HIGHER

EDUCATION

Harmonized guidelines for

writing HND report

By

 Dr. ANANGUE Leonel. PhD in Physics

The Director for South Polytech

 Dr. TCHATCHOUANG Marius. PhD in Physics

The Coordinator for Engineering Section

 Engr. AKISSEH S. Mandela. MSc. ARIC & PLET in Electronics.

 Mr. TSEKANE MSc. ARIC & PLET in FCS
 Mr. NYAMBI Blaise. MSc. EEIC & PLET in FCS.
 Mr. FECKOUNDO TCHINDA Fabrice. M.TECH in SE
 Mr. EPOH JEAN D. PLET in FCS & Engr. Telecom.

2021 EDITION.
 General guidelines for the presentation of the HND internship
Report

1. Paper: Paper should be A4 size, 80 gsm. Except for special drawings that may require an A3
or etc.
2. Font: Times New Roman, size 12 for body of report, size 14 for sub-titles and size 16 for titles.
3. Justification: The whole document must be fully (left + right) justified.
4. Spacing: The body of the report should have 1.5 line spacing.
5. Margin: 2.5 cm for left margin and 2 cm for top, bottom and right margins.
6. Paragraphs and Sections: Extra blank line before and after every section and subsection.
Paragraphs must be separated by blank line (not an indent).
Paragraphs must be justified.
7. Headings and Subheadings: All headings and their subheadings should be properly
formatted.
8. Language, Punctuations, Spelling and Grammar Check: Only Standard Formal level of
English should be used. Use correct punctuation marks. Spelling and grammar should be
accurate.
9. Page Numbering: Every page should be numbered. The page numbers should start with 1
from the first page of your chapter 1. All pages before the first chapter should be given Roman
numbers (i, ii, iii, etc). the numbers should be placed at top right of every page.
10. Page Limit: the minimum number of pages of the report is 35 pages excluding title page,
declaration, acknowledgements, content page(s), tables, figures, references and appendices.
11. ALL chapters start in a new page.

Note: At the end of the defense, the corrected softcopy of all reports of each department
should be submitted to the coordinator in a CD.

FORMAT AND CONTENTS OF INTERNSHIP REPORT

1. Title Page

 Name of the University and School, with IUGET and SOUTH POLYTECH LOGO.
 Name of company/firm/organization where you did internship.
 Name of student, Student ID (registration number or Matricule) from the ministry.
 Start and Ending date of internship programme.
 Supervisor’s Name, academic and profession qualification and email address.
 Supervisor’s Name ( at the place of internship), title, phone and email address.

2. Table of Contents

The table of contents should include:

 The chapters.
 Headings and subheadings.
 Page Numbering
 List of tables/figures/graphs/charts

3. Dedication.

Write any dedication note under this section of your report. It is dedicated to one person.

4. Acknowledgement.

In this section you acknowledge the assistance and support of the people who helped you in the
completion of your internship and internship report. It should with minister, proprietor, director,
HOD, supervisor before friends and family members.

5. Executive Summary.

The Executive Summary is the most important part of your report. It summarizes the body of the
report, outlining its scope, purpose and major findings, highlighting the key conclusions and
recommendations. The Executive Summary allows a busy manager to understand the report's
significant information without reading the whole text. Write your Executive Summary after you
have written the report. Everything important that you have done, discovered and concluded
should be mentioned but very briefly.

6. Abstract
A summary of your report

7. Resume

The French translation of your abstract

8. Abbreviations and acronyms

List while numbering, the different abbreviations used in the report .

9. Table of content

Well detailed table of content which must tally with the reports pages

CHAPTER ONE: GENERAL PRESENTATION OF THE COMPANY/ORGANISATION/

ENTERPRISE. (here you should choose the right one only)

I.1 Brief description of the organization.

I.1.1 Introduction.

I.1.2 Brief history.

I.1.3 Policy of the organization.

I.1.4 Products, Competitors, markets

I.1.5 Organizational chart of the organization.

 Comments on the organizational chart

I.1.6 Main offices and Number of employees.

In this section, students are expected to collect information on the organization from various

sources including interaction with the personnel (managers, directors, internship supervisor,

colleagues etc.) and company website, documents, brochures etc. Ensure you mention the

sources of any information in APA format.

CHAPTER TWO: EVOLUTION OF ACTIVITIES AND ORGANIZATIONAL
ANALYSIS.

2.1 EVOLUTION OF ACTIVITIES

2.1.1 A brief introduction of the branch/area office of the organization where you did your
internship.

2.1.2 Duration of Internship programme.

 Starting and ending dates of your internship.

 Starting and closing times

2.1.3 Name of the department(s) in which you got training and the duration of your training in
the department or each department.

2.1.4 Detailed description of the operations/activities performed by the department(s) you

worked in.

2.1.5 Detailed description of the task(s) assigned to you OR detailed description of the project
assigned to you.

2.2 ORGANIZATIONAL ANALYSIS

This is the core of the internship report as it would bring into sharp focus the analytical and

observational skills of the student. It is in this section that you relate the theoretical concepts with

your practical experience during your internship in the organization. You should use the SWOT
analysis by clearly describing the strengths, weaknesses, opportunities and threats of the
Organizational/Departmental/Branch.

where you have done internship. The section must encompass analytical scrutiny of the
organization’s various functional aspects and should discuss;

2.2.1 Internal potency (Strength) of the Organization.

relating to vision, strategy, leadership, product, technological knowhow, finance, human
resources, business linkages etc.) which will help to meet the goals/objectives/targets and fight of
threats

2.2.2 Internal deficiencies hindering (Weaknesses) of the organization.

Circumstances relating to the weaknesses hindering the organization’s efforts in achieving their
targets.

 External circumstances/trends/opportunities that favor the organization in achieving their

targets.
 Any external threats/challenges that will decrease the organization’s effectiveness and
productivity.
2.2.3 Identification of main problems and solutions.
2.2.4 Conclusion

CHAPTER THREE: …………………(Problematic of your topic).

 e.g Automatic coin recognition system, case study: the Mboppi Douala.
 Securing Network Connected Applications with proposed Security Models. Case study:
IUGET.
 A propfire alarm system for IUGET Bonamoussadi.
 A student management system case IUGET.
 Internship report management system case study IUGET.

3.1 Introduction to the study. (not more than a page).

3.1.1 Background to the study. (not more than a page).
3.1.2 Problem statement. (not more than ½ a page).
3.1.3 Significance of the study. (not more than ½ a page).
3.1.4 Definitions of terms relating to the study.
3.2 Brief literature review to the study. (not more than a page).
3.3 Methodology to the study or Design and Simulation.
3.4 Results and Discussion.

CHAPTER FOUR: LEARNING OUTCOMES AND RECOMMENDATION

4.1 Recommendation.

In this section you are required to suggest solutions for all the problems or discrepancies (you

have pointed out in the critical/SWOT analysis) found in the organization.

4.2 Learning Outcomes.

This is the section in which you are required to focus your cognitive abilities. Your discussion
should focus on;

 What was accomplished through the affiliation? (through your internship).

 The aspects of your responsibilities that you liked/disliked and why?
 How efficiently did you apply the theoretical knowledge acquired from your courses at
IUGET to the practical situations confronted during the internship?
 How was the internship destined to impact your career advancement?
 What are the implications of your internship Programme to the organization/company
and to IUGET?
 Any other comments you would deem appropriate and relevant.

4.3 General conclusion.

 References/Bibliography

In this section, provide the references and sources in APA format for the data and information
used in your internship report.

 Appendices
 CHAPTER 1
1. Brief Description of the Organization
 Name of the Organization: Include the full legal name.
 Industry: Specify the industry it operates in.
 Location: Headquarters and other key locations.
 Mission Statement: The primary purpose and objectives.
 Vision Statement: The long-term aspirations.
 Core Values: The principles guiding the organization's actions.
2. Introduction
 Purpose of the Internship: Briefly explain why you chose this organization and
your internship goals.
 Overview of Internship: A snapshot of your role, tasks, and duration.
 Importance: The significance of this internship in your academic and career
journey.
3. Brief History
 Founding Date: When the organization was established.
 Founders: Names and brief backgrounds of the founders.
 Major Milestones: Key events in the organization's history (expansions, mergers,
etc.).
 Evolution: How the organization has grown or transformed over the years.
4. Policy of the Organization
 Governance Structure: Explanation of the leadership and management.
 Corporate Policies: Key policies on ethics, code of conduct, diversity,
sustainability, etc.
 Employee Policies: Hiring, onboarding, training, and retention policies.
 Customer Policies: How they ensure customer satisfaction and loyalty.
5. Products, Competitors, Markets
 Products/Services: Detailed list and description of main products or services.
 Competitors: Major competitors and their strengths.
 Market Position: The organization's standing in the industry.
 Target Market: The primary customer base.
 Market Trends: Current trends and how the organization adapts.
 6. Organizational Chart of the Organization
 Visual Representation: A diagram showing the hierarchical structure.
 Key Roles: Description of the main roles and responsibilities.
a. Comments on the Organizational Chart
 Analysis: How the structure supports or hinders the organization’s goals.
 Effectiveness: How well it works in practice.
 Recommendations: Any suggested improvements.
7. Main Offices and Number of Employees
 Headquarters: Location and significance.
 Other Offices: Locations and their roles.
 Number of Employees: Total headcount and distribution across locations.

Sources in APA Format

Ensure to mention all sources of information, including company websites, documents, brochures,
and interviews with personnel. For example:

 Company Website: Author(s). (Year). Title of the webpage. Website name. URL
 Interviews: Interviewee's First Initial. Last Name. (Year, Month Date). Personal
communication.
 CHAPTER 2
EVOLUTION OF ACTIVITIES AND ORGANIZATIONAL ANALYSIS

2.1 EVOLUTION OF ACTIVITIES

2.1.1 A Brief Introduction of the Branch/Area Office of the Organization

In order to provide context for your internship within the larger organization. It will include
contents such as;

 Organization Overview: Briefly introduce the parent organization (if applicable).

 Branch/Area Office Name and Location: State the specific name and address of the
branch or office where you interned.
 Purpose/Role of the Branch/Area Office: Describe the primary functions and
responsibilities of this specific branch within the overall organization (e.g., sales,
operations, regional headquarters, etc.).
 Organizational Structure (Briefly): Give a high-level overview of the branch's
organizational structure, mentioning key departments or teams.
 History (If Relevant): If it adds value, mention key milestones or historical information
specific to the branch (e.g., when it was established, significant changes).

Duration of Internship Programme

To clearly state the timeframe of your internship. Its content will include the;

 Starting Date: State the exact date your internship began (e.g., "The internship
commenced on July 10, 2024.").
 Ending Date: State the exact date your internship concluded (e.g., "The internship
concluded on August 25, 2024.").
 Starting and Closing Times: Specify your typical daily work hours (e.g., "The regular
working hours were from 8:00 AM to 5:00 PM.").
 Total Duration: You could also state the total duration (e.g., "The internship spanned a
period of seven weeks.").
Name of the Department(s) in Which You Got Training

To identify the specific departments where you gained experience. Its content will include

 Department Names: List the names of all the departments you worked in (e.g., "I received
training in the Network Operations Department and the Cybersecurity Department.").
 Duration in Each Department: For each department, specify the duration of your training
(e.g., "I spent three weeks in the Network Operations Department and four weeks in the
Cybersecurity Department.").
 Timeline (Optional): You can present this information in a timeline format or a table for
clarity, if you feel it's necessary.

Name of the Department(s) in Which You Got Training

To identify the specific departments where you gained experience. Its content can include;

 Department Names: List the names of all the departments you worked in (e.g., "I received
training in the Network Operations Department and the Cybersecurity Department.").
 Duration in Each Department: For each department, specify the duration of your training
(e.g., "I spent three weeks in the Network Operations Department and four weeks in the
Cybersecurity Department.").
 Timeline (Optional): You can present this information in a timeline format or a table for
clarity, if you feel it's necessary.

Detailed Description of the Operations/Activities Performed by the Department(s) You

Worked In

With the purpose providing a comprehensive understanding of the functions of the departments. It
includes contents such as;

 Department Overview: For each department:

o Start with a brief overview of the department's main purpose and role within the
organization.
o Key Operations/Activities: Describe the core functions and activities performed by the
department. Be specific and provide details. Examples:

Network Operations Department:

o Network monitoring and maintenance

 o Configuration and troubleshooting of network devices (routers, switches, firewalls)
o Network security implementation
o User support for network-related issues

Cybersecurity Department:

o Vulnerability assessments and penetration testing

o Security incident response
o Security awareness training
o Implementation of security policies and procedures

Tools and Technologies: Mention any specific tools, technologies, or software used by the
department (e.g., specific monitoring software, security appliances, etc.).

Workflow: If applicable, describe the typical workflow for common tasks or processes within the
department.

Detailed Description of the Task(s) Assigned to Me OR Detailed Description of the Project

Assigned to Me

The purpose is to explain your specific contributions and learning experiences. It can include
contents

o Introduction: Briefly introduce your role and responsibilities during the internship.

Task/Project Description:

o Clearly describe the tasks or projects assigned to you.

o If it was a project, provide context, objectives, and scope.

Detailed Description of Activities:

o Provide a step-by-step account of the work you performed.

o Use action verbs to describe your contributions (e.g., "I assisted with," "I configured," "I
tested," "I analyzed," "I developed," etc.).
o Be specific about your responsibilities and the tools/techniques you used.

Examples of Tasks:

o "Assisted in monitoring network performance using [Monitoring Tool Name]."

 o "Configured VLANs on Cisco switches."
o "Conducted vulnerability scans on web applications using [Scanning Tool Name]."
o "Developed documentation for security procedures."
o "Troubleshooted network connectivity issues for users."

Project-Specific Details (if applicable):

o Project goals and objectives

o Methodology used
o Results achieved
o Challenges faced and how you overcame them

Learning Outcomes: Reflect on what you learned from the tasks or project.

2.2 ORGANIZATIONAL ANALYSIS

The purpose is to demonstrate your analytical skills and connect theory to practice.

As an introduction, you can start with;

o Start with a brief introduction to the purpose of this section.

o State that you will be applying analytical tools to assess the organization's or department's
effectiveness.

2.2.1 Internal Potency (Strengths) of the Organization

The purpose is to identify the organization's internal advantages and capabilities.

o Content:
o Vision:

Analyze the organization's vision statement.

How clear, inspiring, and relevant is it?

How well does it guide the organization's actions?

Strategy:

o Describe the organization's overall strategy or strategies.

o How effective are they in achieving the vision?
 o Are they well-defined and communicated?

Leadership:

o Assess the leadership style and effectiveness.

o How does leadership contribute to the organization's success?
o Are there examples of strong leadership you observed?

Product/Service:

o Analyse the organization's products or services.

o What are their strengths and competitive advantages?
o Are they innovative and meet customer needs?

Technological Know-How:

o Evaluate the organization's technological capabilities.

o Are they using up-to-date technologies?
o How does technology contribute to efficiency and effectiveness?

Finance:

o If possible, and if you have access to information, discuss the organization's financial
strength (e.g., stability, profitability).

Human Resources:

o Assess the quality of the organization's human resources.

o Are employees skilled and motivated?
o Is there a positive work environment?
o How effective is training and development?

Business Linkages:

o Analyze the organization's relationships with suppliers, partners, customers, and other
stakeholders.
o How do these linkages contribute to the organization's success?
o Other Relevant Strengths: Include any other internal strengths you observed.
2.2.2 Internal Deficiencies (Weaknesses) Hindering the Organization

The purpose is to identify the organization's internal disadvantages and limitations. Its content can
include for each of the areas mentioned in 2.2.1 (Vision, Strategy, Leadership, etc.), analyze
potential weaknesses.

Examples of Weaknesses:

o Vision: Unclear or outdated vision statement.

o Strategy: Lack of a clear strategy, ineffective implementation, or inability to adapt to
change.
o Leadership: Ineffective leadership style, lack of communication, or poor decision-making.
o Product/Service: Outdated products, poor quality, or lack of innovation.
o Technological Know-How: Outdated technology, lack of investment in new technologies,
or insufficient technical skills.
o Human Resources: Lack of skilled employees, high turnover, poor morale, or inadequate
training.

Circumstances Relating to Weaknesses:

Explain the circumstances that contribute to these weaknesses. By providing specific examples or
observations to support your analysis. And now how do these weaknesses hinder the organization's
efforts in achieving its targets?

2.2.3 External Circumstances/Trends/Opportunities and Threats

The purpose is to analyse the external environment and its impact on the organization. Its content
can include;

Opportunities:

o Identify external factors that could benefit the organization.

Examples:

o Emerging technologies
o New markets
o Changes in regulations
o Economic growth
 o Industry trends

How can the organization leverage these opportunities to achieve its targets?

Threats:

Identify external factors that could harm the organization.

Examples:

o Competition
o Economic downturn
o Technological disruption
o Changes in customer preferences
o New regulations

How might these threats decrease the organization's effectiveness and productivity?

2.2.4 Identification of Main Problems and Solutions

Its purpose is to synthesize your analysis and propose solutions. Its content can include;

Problem Identification:

o Based on your analysis of strengths, weaknesses, opportunities, and threats, identify the
main problems or challenges facing the organization or department.
o Prioritize the problems based on their impact and importance.

Proposed Solutions:

o For each identified problem, propose potential solutions.

o Be specific and practical in your recommendations.
o Consider the feasibility and potential impact of your solutions.
o Connect your solutions to the theoretical concepts you have learned.

Important Tips for Writing Chapter Two

o Be Objective and Analytical: Avoid simply listing facts. Analyse the information and draw
conclusions.
o Support Your Analysis: Provide evidence and examples to support your claims.
 o Connect Theory to Practice: Relate your observations to the concepts and theories you have
learned in your coursework.
o Use Clear and Concise Language: Write in a professional and academic style.
o Structure Your Content Logically: Use headings and subheadings to organize your
thoughts.
o Proofread Carefully: Ensure that your writing is free of grammatical errors and typos.
o Use Visual Aids (If Appropriate): Tables, charts, or diagrams can help to present
information more effectively.
o Cite Your Sources (If Applicable): If you use any external sources, be sure to cite them
properly.

Most of this is in Chapter 3

2.2.5 Conclusion

The purpose is to summarize your key findings and insights.

Content:

o Summary of Analysis: Briefly summarize the main strengths, weaknesses, opportunities,

and threats you identified.
o Overall Assessment: Provide an overall assessment of the organization's current position
and its prospects for the future.
o Key Takeaways: Highlight the most important things you learned from your organizational
analysis.
o Impact of Internship: Briefly mention how your internship experience has enhanced your
understanding of organizational dynamics.