BASIC IRRS TRAINING Lecture 7 Report Writing

Outline Schedule of drafting the Report Learning Objectives The Mission Report Purpose and objectives What is not needed? Evolution of the Report Standard Mission Report Template Purpose Structure Examples Schedule of drafting the Report Basic IRRS Training - Report writing

Learning objectives After finishing this lecture the trainee will: understand the purpose and objectives of the mission report have impressions on what should not be included into a report be acquainted with the Standard Report Template, and through this will be advised on the structure and expected content of the report chapters on using keywords in reviewing and reporting on preparing summaries of each chapter Basic IRRS Training - Report writing

The Mission Report (1) Purpose: To summarize the results of the IRRS review in a way that serves best the IRRS objectives. Quotation from Training Lecture 1: Basic IRRS Training - Report writing

The Mission Report (2) Thus the main objectives of the report are: to provide an objective evaluation of the regulatory infrastructure with respect to IAEA safety standards to provide recommendations and suggestions for improvement, and identifying good practices to promote the application of IAEA Safety Standards Therefore the report should not contain data, facts, information that are not needed for reaching the above objectives details that are not necessary for the satisfactory description of the subjects included Basic IRRS Training - Report writing

The Mission Report (3) Examples of unnecessary details or information: Description of documents, organizational details, facilities, activities or practices that are otherwise not reviewed for compliance with IAEA safety standards Long quotations of titles or contents of documents when references would be sufficient Long list of documents or activities, which are otherwise not reviewed Details of reviewed documents, activities or facilities that are not necessary for understanding the reviewer’s conclusions Description of the activity of the review team Basic IRRS Training - Report writing

A report without unnecessary details (Life in five bottles) Basic IRRS Training - Report writing

Evolution of the Report Draft Report Collation of the contributions by the reviewers Edited by the IAEA C and the DTL Discussed by the entire team Submitted to the host for comments Discussed with the host Preliminary Report Result of discussion, cross-read and accepted by the team Handed over for further comments (only formal or factual) to the host and the team Returned within agreed time frame (e.g. 1 m) Final Report Corrected by the IAEA TC possibly with other team members Officially submitted to the host country (possibly within 2 m’s) Public, unless the host requests otherwise within 90 days Basic IRRS Training - Report writing

Standard Mission Report Template (1) Purpose: To define the standardized Table of Contents To define the topics to be covered by the various chapters and sections To indicate interrelations among chapters To define the approximate length of the chapters To provide guidance/instructions to the reviewers on writing the report Basic IRRS Training - Report writing

Standard Mission Report Template (2) General instructions for writing the chapter: The structure of each subchapter should be as follows: Description of the situation in the country with regard to the subject of the given subchapter and based on the Advance Reference Material, interviews and other inputs: Those issues, which are in line with the IAEA safety standards, should only be described briefly Solutions, that may be considered to be a good practice, should be explained in some details. Issues not adequately compatible with the applicable IAEA Standards should be addressed in detail. This description must be sufficient for understanding the reasons for the Recommendations or Suggestions that follow. Basic IRRS Training - Report writing

Standard Mission Report Template (3) Size limit (example) Based on experiences of previous missions the suggested length of the chapter is 9 pages. The actual length may depend on the scope of the mission and on the specificities of the host country but in any case it should not exceed 13 pages Basic IRRS Training - Report writing

Standard Mission Report Template (4) In every subchapter there are additional instructions or reminders on how to write it. Example: 1.3. ESTABLISHMENT OF A REGULATORY BODY AND ITS INDEPENDENCE Instructions for writing this subchapter: Describe the situation in the country related to GSR Part 1, Requirement 3 and 4, paragraphs 2.7 to 2.13 Particular attention should be given to: Legal authority Necessary resources Effective independence as provided by the legal basis Free from conflicting responsibilities Keywords to use in review and report writing Basic IRRS Training - Report writing

Relevant messages with right emphasis Basic IRRS Training - Report writing

Standard Mission Report Template (5) 1.10. SUMMARY – at the end of each chapter Instructions for writing this subchapter: Summarize in a brief, condensed manner the main messages of the above subchapters by clearly indicating areas that are in line with the IAEA Safety Standards; reiterating the issues that led to the recommendations or suggestions; referring to the good practices noted. Basic IRRS Training - Report writing

Schedule of drafting the Report (c.f. also in BIT Lecture 8 on Scheduling IRRS Missions) First impressions (observations): 2 weeks prior to the mission and on the Initial Team Meeting Start writing report: first day of the mission Preliminary findings to submit: third day of the mission Continue writing report: every day until submission Draft report text to submit: fifth day of the mission, noon Finalization of draft report: eighth day of the mission Basic IRRS Training - Report writing

Recommendation of Experienced Reviewers Give particular attention to: Harmonisation both within the mission report and with other mission reports should be an important goal of the team. The team should try and ensure that there are no misunderstandings and that the authors also understand the Host’s position The report should be concise, factual, and demonstrate independence of the review team Basic IRRS Training - Report writing

Summary The purpose of the Mission Report is to summarize the results of the IRRS review by Providing objective evaluation of the regulatory infrastructure Offering recommendations and suggestions, identifying good practices Promoting the application of IAEA safety standards The purpose of the Standard Mission Report Template is to give assistance to the reviewer in its review and writing Instructions and hints therein are advised to be followed Basic IRRS Training - Report writing

THANK YOU FOR YOUR ATTENTION This activity is conducted by the IAEA, with funding by the European Union. The views expressed in this presentation do not necessarily reflect the views of the European Commission Photo: V. Friedrich Basic IRRS Training - Report writing

Discussion As a reviewer, what will you and what will not you write into a mission report? What is the advantage if you use the Standard Mission Report Template? Basic IRRS Training - Report writing