LIVABLE CITY YEAR

1. LIVABLE CITY YEAR

2. Final Report Production

3. What we’ll cover today: • Your role as a student writer • What to expect in the LCY report-writing process • Writing process • Talking through the LCY Report Guidelines • Editing process • Working with the editor and graphic designer • Graphics requirements and other report elements

4. Introductions • Your name • Your year (undergraduate/graduate) • Field of study • UW Campus • LCY Project • Your favorite season?

5. What are we part of? • LCY is a large-scale city-university partnership • Model is 10 years old, in third year at UW • Leveraging university resources on three campuses • Partner with one Washington community each year • Addressing livability and sustainability • 30+ projects in City of Bellevue, 2018–2019!

6. Report cover examples: City of Tacoma 2017-2018

7. City of Tacoma: 2017-2018

8. THE BIG PICTURE

9. So what’s your role? • Organize, Combine, Present: • Summary • Research methods • Research findings and recommendations • Images/Graphics • Adhere to LCY Report Guidelines and Graphics Requirements

10. Your deliverables? • Report • Follow the LCY Report Guidelines • Comprehensively present your thinking to the city • Incorporate edits and feedback • Graphics (images and other visual elements) • Gather all visual elements • Consider placement in the report • Organize and log all visual elements in a Graphics Index • Poster (using content from the report)

11. Student Writer Timeline:

12. And the editor’s role? • Work with writer on report structure • Identify gaps in content • Ensure arguments are well-substantiated • Ensure continuity of voice, tone, and rigor • Proof, comment, offer suggestions • Work with you at all stages of the iterative process!

13. WRITING

14. Building an Outline: your first deliverable

15. Contents of the report you will create • Acknowledgements • Thankthose who contributed to your project • Be gracious and specific • Executive Summary • 300–500 word “abstract” • Summarize entire report: • including goals, methods, findings, and recommendations • Suggestion: Tackle this after drafting the rest of the report.

16. Contents of the report you will create • Introduction • Set the stage for the need for your report: • Context: what issue is the report addressing? • Goals and questions: what did the City ask you to do? • Background: academic literature, data, quotes • Methods • How you conducted your project • Body sections (approx. 2 – 5) • All original research and work: • What you learned (findings) • Multiple sections / sub-sections

17. How to Structure Body Sections • Detail key class findings only —not a catch-all • Organize the best and most relevant material • If multiple design scenarios, pick the best 2–3 • Findings and Recommendations • Address the City’s questions • Maintain connections between your methods and recommendations • Organization will be based on your specific project • We are available to help you sort through this!

18. Contents of the report you will create • Conclusion • Brevity + clarity + distillation • No need to wax poetic! • References • Follow Chicago Manual of Style • Author-date format (You may omit page numbers) • Or, your disciplinary style (APA; AP; MLA) • No footnotes, only endnotes • Appendix / Appendices • Useful and relevant work that doesn’t fit in the report • Referenced in the body sections of your report

19. Some Helpful Tips • Begin collecting information early • Tone, voice, and disposition • Your class experience ≠ a professional’s career experience • More than a report • You are representing your class, the LCY program, and the University of Washington

20. EDITING

21. Editing process From first editing pass, you can expect: • Comments on report structure, content, and language • Possible calls for clarity and substantiation of arguments (not new research) • Questions about your use of other report elements: graphics, captions, tables and charts, pull quotes, sidebars In response, you will: • Respond to editor’s comments in Word via Track Changes — don’t delete editor’s comments. • Adjust report structure based on editor’s feedback. • Write new content (if needed). Note: The editing process is iterative. You can expect to exchange drafts with your editor 2–3+ times.

22. LCY “Style Guide” • LCY adheres to the Chicago Manual of Style, which is easily referenced online. • Common usage questions are addressed at the end of the Report Guidelines document. • If you have questions or doubts, reach out to your editor.

23. GRAPHICS & REPORT ELEMENTS

24. Visual Elements • Pull quotes • Compelling, shortexcerpts from the text • Flag with brackets and highlight: [use the previous sentence as a pull quote]. • Sidebars • Short sections of text that provide additional information on a relevant topic, e.g., a case study • Flag with brackets and highlight: [use the previous paragraph as a sidebar]. • Figures, Charts, Tables, Diagrams, Maps • Always provide heading. • Flag with brackets and highlight: [Insert Population Map.pdf]. • Photos • Flag with brackets and highlight: [Insert Grocery Store 35.jpg]. • Captions and Credits • For photos, provide caption and photo credit forevery photo. • For figures, charts, tables, diagrams, and maps, always provide source. Provide caption only if further explanation is required.

25. Report Elements

26. Graphics Index Organization: log everything here! • Fill out every field, for every item. • File Naming • TIP: Rename each file you pull from the web; default web image names are often arbitrary and non-descriptive.

27. How to find photos for your report > First: Use photos taken by your team in the field • Get signed photo releases from community members (available from LCY office). > Second: Ask partner organizations for photos • Send an email requesting photos. • Explain that you are creating a report that refers to the org's mission or work. > Last resort: Search for stock photos • If you use photos off of a website such as Google, Wikimedia Commons, or Flickr, you must do the following: • Check for legal reuse rights • Filter for large photo file sizes • Reference LCY Graphics Requirements document for essential instructions Note: The LCY office can help you, but we will not do it for you.

28. Capture the Process Document the process and progress of your class - Class field trips - Site visits - Mid-term presentations - Final presentations - Interviews - Community meetings Releases • For group meetings with community groups, ask permission from the entire group before photographing. • For individual community members, get a signed photo release (available from the LCY office).

29. Image Quality • Photo file size • Obtain the largest photo file size available (at least 1 MB) • Cover photo = at least 5 MB > Do not crop, edit, or otherwise alter your photos > Do not send images through text messaging or social media platforms

30. Submitting Graphs and Charts Data collected and formulated in Excel can be used to create graphs and charts > Process • Indicate placeholder in the manuscript • Submit PDF or vector file in your report’s Graphics folder • Enter detail in your Graphics Index > Avoid • Screenshots of Excel sheets • jpgs > Best Practice • From Excel, Save as PDF • Here’s how: > File > Export > Create Adobe PDF • Use these settings: “Optimize for: Standard” or “Conversion Options: Actual Size”

31. Final Poster > The final poster will summarize your report > It will be displayed for City leadership at the LCY year-end event > Components include: - Introduction - Methods/Areas of Focus - Conclusion - Photos/other visuals

32. NEXT STEPS

33. Remember: First draft of the report • Your first draft is due 3 weeks after end of term • Deliver it via Google Drive • In Microsoft Word! • Edit and read aloud before you submit • CompleteGraphics Index • Submit all graphics as hi res files (photos) or PDF or vector files (charts and tables) • Include captions for all photos and headings for all charts and tables • Notify your editor by email

34. Looking forward to working together!