Writing Assignment #3
Report to the Supervisor
The Charleston Hotel
Summary of the Assignment:
• Task: In this assignment, you will write a short report to Sally Charleston,
the owner of the Charleston Hotel.
• Length: 1500-2200 words, single-spaced
• Graphics: You must integrate at least two graphics. Details on the two
graphics are provided below.
• Sources: Three sources are to be cited in The Problems section, and three
sources are to be cited in the Suggested Solutions section. Of the six
sources, at least two of them have to come from scholarly journals or
credible trade journals. (See the note on page 8 regarding the accuracy of
sources.)
If you are considering using Google Scholar for any of your sources,
please see this page of tips on searching Google Scholar from UMGC’s
Library.
You should access the sample scenario and report for writing assignment #3 for a helpful
model. Please note that the sample report was written with different research requirements than
you have for this paper. Nonetheless, the sample report provides a good example of how to write
this report.
These documents can be found by selecting Content and then selecting Sample Papers for
WRTG 393:
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The Situation and Your Role in It
Please review the full description of the situation with the Charleston Hotel. The full description
is provided in the assignment folder for this assignment.
After you review the description, begin the draft of your full report to Sally.
Your Task
You are to write a report to Sally Charleston and point out the problems with the current
policies at the Charleston Hotel. You also want to suggest some basic steps the hotel should
take to address the situation before a problem arises.
Keep in mind that Sally is not aware of any of the problems that the current situation poses.
Sally has no formal training in cybersecurity issues or business management principles.
• She is not familiar with basic cybersecurity terms. Some examples are as follows:
o She does not know what encryption means.
o She does not know what a virus is, what ransomware or malware are, or what a
firewall is or does.
o She does not know what IoT means.
o She has no idea what kiosk mode is.
o She is not familiar with the term single point of failure.
• She is not familiar with how a network operates or how it can be infiltrated. Moreover,
she has no idea how access to a network could cause data to be compromised. She thinks
it is probably a good idea that the WiFi has no password, as this allows anyone to join it,
giving her more advertising.
• She is not aware that USB devices can have dangerous viruses on them. She thinks it is
fine that the employees bring their USB devices into the Charleston Hotel and plug them
into the computers. She feels this increases the camaraderie among employees.
• She is not aware that employees plug USB devices left by customers into the computers.
• As far as she knows, the desktop computers in the waiting area are safe because they
have passwords.
• She thinks that the video surveillance camera system’s ID and password are safe and
solid because they were provided by the manufacturer. She bought the cameras from a
friend whom she trusts.
Overall, a description of any cybersecurity or management problems or solutions will have
to include explanations, possibly definitions or analogies, to help Sally understand the
problems or the suggested solutions.
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In your report to Sally, please select two to four of the issues that the Charleston Hotel faces,
describe the issues to Sally, and describe potential solutions to Sally.
Do not cover all of the issues mentioned in this scenario. Again, two to four issues would suffice
for this report.
Some issues to consider are the following. Some of the bullet points mentioned below can be
combined, if you would like. For example, employee training could cover a range of issues listed
below.
• the need for more secure approach to passwords for the shared computers in the
workspace area
• the lack of security for the WiFi
• the lack of protection for the computers and for the network in general
• the need for a better approach to managing the password for the computer in Sally’s
office. That computer has on it an Excel document that features customers’ personal
information.
• the need for a secure username and password for the video surveillance system
• the need for improved management of the WiFi-enabled lock system, including its
passwords.
• the need for cross-training, mandatory vacations, and/or job rotation policies for
employees in order to have more coverage for the website
• the need for the Charleston Hotel to have its own WordPress account, not one owned by
Kate, and the need for the Charleston Hotel to have its own email address on file with
WordPress, not Kate’s personal gmail address
• the need for employee training in handling USB devices in order to address the practice
of employees plugging in customers’ electronic devices into the computers at the
Charleton Hotel and plugging in personal USB drives into the computers at the hotel
• the need for employee training on phishing attempts by email
• the need to prevent employees from charging their personal smart phones at the cash
register
• the need to prevent employees from installing pirated games onto the computers at the
Charleston Hotel
• the need to prevent employees from watching movies illegally through torrent sites
• a need for employee policies regarding computers and electronic devices left at the hotel
• the need for improved policies for employees on the practice of allowing friends into the
hotel during their shifts
• the need for improved monitoring of the video surveillance system
• the need for cybersecurity insurance
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Your report will
• be 1500-2200 words in length.
• incorporate at least six references, at least two of which are to be from scholarly or
credible trade journals.
o You can integrate more than six references if you would like.
o You will cite and list them in APA 7th edition style.
o The six sources must be cited in The Problem section and in the Suggested
Solutions section. At least three sources in each section are required.
o See the note on page 8 regarding the accuracy of the sources.
• include at least two graphics. The graphics should demonstrate either the current
problems at the Charletson Hotel (and the risks they pose) or your proposed changes (and
how they address the current problems) or both. Of course, if you would like to include
more than two graphics, you may do so.
o The graphics should be labelled in APA format. You labelled your graphics in
your set of instructions earlier this semester. This resource provides examples of
how to label graphics in APA format: Sample Figures
o In integrating the graphics, include a sentence or two to explain the
significance of the graphic or what it demonstrates. Do not simply place a
graphic in the report with no context or explanation about its significance or
importance to the report. The video you watched in Week 4, discussion topic 1,
Integrating Graphics into Your Writing, provides tips on this strategy.
o If you use a graphic from a source, you should cite the source for that graphic.
However, that source is not included in the list of the six sources required for the
paper. The six sources required must be cited in the text of the paper—in The
Problems section, in the Suggested Solutions section, or in both sections. This
resource shows how to cite and list the source for a graphic from another source:
Clip Art or Stock Image References
o You may use the graphic of the layout of the hotel if you would like. In fact, you
may create two graphics from that graphic by cropping sections of it and using
both sections in your report.
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Applying the Golden Rules of Technical Communication
In week 1, you accessed a resource title The 10 Golden Rules of Technical Communication. Your report
should observe the following general rules in that list:
• Rule #1: Paper is Permanent. Make sure your word forms are accurate and your grammar and
mechanics are correct. Others in the company in addition to Sally might see your memo. It is not
only Sally who might be judging your message based on the quality of your writing.
• Rule #2: Know your Audience.
o Keep in mind that you are writing to Sally Charleston. She is your primary audience. She
is not an IT expert, nor is he a human resource professional or a business management
professional. In addition, consider her education level.
o Note that Sally is your boss. You are writing to a superior about a problem that she does
not realize is a problem.
o Understand that, while Sally is your primary audience, other employees at the Charleston
Hotel are secondary audiences. Some of them might see your report eventually.
▪ Consider the roles they play at the hotel.
▪ Don’t offend them. You don’t want to write anything that would cause a problem
between you and other employees.
• Rule #4: Break It Out. Instead of writing long, thick, dense paragraphs, you want to write
readable text. The video in Learning Resources in Week 2, Breaking Out Your Text for the
Audience, provides some advice on this strategy.
o Bullet information in places as necessary.
o Write short, crisp sentences that are readable.
o Write short paragraphs rather than long ones, as you deem necessary.
o Consider the PARC principles.
▪ Apply the concept of proximity as you format areas of your report.
▪ Apply the concept of alignment as you integrate graphics.
▪ Apply the concept of repetition as you use headings, fonts, colors, and graphical
elements.
▪ Apply the concept of contrast to draw Sally’s attention to important terms or
other information.
• Rule #7: Signpost. Use headings to help Sally navigate your document and understand its
different sections. Use subheadings if necessary. Integrate your graphics so that they visually
signal a point you are making in your report.
• Rule #9: Contemplate Before You Illustrate. As you construct your graphics, make sure they
add to your document and do not simply dress up the document. Consider how best to illustrate
the current problem or the possible solution with your graphics.
• Rule #10. Cut the Fluff. Sally is a busy business owner. She is not expecting your report. She
has not budgeted time in her schedule to read it. You will need to communicate the current
problems and suggest solutions to them in a concise, persuasive manner.
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How the Report Should Be Organized
Your report will have the following six sections. Each section should begin on a new page. Each
section should be single spaced.
• Memo (written to Sally Charleston) – no more than 150 words
• Executive Summary – no more than 300 words
• The Problems
• Suggested Solutions
The bulk of the report will be The Problems and Suggested
Solutions. These two sections together should compose half
or more of the length of the report. It is in these two sections
in which you will cite your six required sources. In addition,
it is in these two sections where your graphics will be
integrated.
• Conclusion – no more than 200 words
• References
Reminder: The Need to Persuade Sally
You cannot simply state that a situation is happening at the Charleston Hotel. You have to show
why that situation is a problem.
In other words, you cannot simply state that the WiFi has no password. You have to explain
to Sally why the lack of a password is a problem. You might include a paragraph explaining how
hackers use unprotected WiFi and what damage they can do. You don’t have to make your report
a long technical report. But some sort of explanation is needed for Sally. In such situations,
citing a source can help illustrate the problem.
As another example, you cannot simply mention that only one person is able to maintain the
website. You need to explain to Sally why this is a problem. You might describe what might
happen in the event that Kate goes on leave or resigns from her position. Again, citing a source
about the concept of a single point of failure can help illustrate the problem.
And as a third example, you cannot simply note that employees plug USB devices into
computers. You need to explain to Sally why this is a problem.
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And, if you want to argue that plugging USB devices into the computers can cause viruses, you
have to explain, briefly, why this action can cause viruses and what damage viruses might cause
at the Charleston Hotel if this happens.
You might include a paragraph explaining how a USB device can get infected with a virus and
how that virus can then be put onto the computer at the Charleston Hotel. In addition, you can
explain what a virus does in this type of situation. Again, you don’t have to make your report a
long technical report. But some sort of explanation is needed for Sally so that she understands
the problem. And citing a source about the impact of viruses for small businesses can help
illustrate this problem.
In such situations, in addition to citing sources, creating a graphic can help. For example, you
might have a graphic showing how a virus inflicts damage or a graphic showing how a hacker
can access personal information through an unprotected network. Graphics can also demonstrate
solutions. For instance, you might have a graphic showing how the oversight of the website can
be reorganized.
Graphics in these situations can be effective in communicating to a nontechnical audience a
technical problem or solution.
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Make Sure Your Sources are Locatable and Accurate
When integrating sources into your report, you must make sure that your sources can be
located and accessed by your instructor.
If you post a first draft of the paper and your instructor cannot find some of your sources, and
your instructor notifies you of this, you must post the PDF files of the paper or a direct link to the
paper to the LEO classroom for your instructor to access.
If you simply replace the unlocatable source with another source, a deduction of 5% will be
taken from the eventual grade for the paper. This deduction will occur per source. In other
words, if you replace one source, a deduction of 5% will be taken
