1. Project Write-up
INFO61003
Harold Somers

2. Topics Presentation guidelines Scientific writing Using MS Word Layout
Binding
Contents
Scientific writing
Using MS Word

3. Layout Double or 1.5 spacing Single or double-sided pages
Except quotes, footnotes and references: single spaced
Single or double-sided pages
Font size 12pt
Use a serifed font (eg Times) for the main text
Sans serif (eg Arial) for main titles
Left margin ≥ 40mm
Other margins ≥ 15mm
Number all pages except title page
Text should be justified

4. Requirements Title page Table of Contents Abstract (see later)
See Handbook for layout
Table of Contents
Lists of tables, figures etc. are recommended, but not essential, especially if there are only a few
Abstract (see later)
Declaration
Copyright statement (see handbook)
(Optional) Dedication, acknowledgments, author’s profile

5. Binding Submit two copies Dissertations must be bound
Ring binding or spiral binding is not acceptable
Hard binding, sewn is OK, but we recommend ...
Soft binding
Acetate or plain card cover, card rear cover
Glued spine or channel bound
Gold lettering on spine (see Handbook)

6. (Typical) Contents Abstract Introduction Background
Literature review
Description of implementation/experiment
Experiment or evaluation
Description
Results
Discussion
General discussion
Conclusion
Brief summary (no new points)
What next?

7. Abstract Abstract ≠ Introduction
It should not be the same text, nor even say the same thing
It should summarize the whole paper, including the results (not promise results)
It should not contain references
It should tell the potential reader everything they need to know to decide whether to read the full paper
It comes first but you should write it last

8. Scientific writing What to say, how to say it
Should be scientific, not journalistic or political
Don’t state the obvious
“I’m studying this topic because it is interesting”
Give opinions and conclusions
Clearly distinguish yours from those of other sources
Discuss difficulties that are inherent, not personal
No one is interested that it took you longer than expected to learn Java
And it is certainly not an excuse for underachieving

9. Scientific writing What to say, how to say it
Best way to acquire good scientific writing style is to read and imitate
Do not use “I”
Some people refer to “the author”
I find this awkward, and potentially confusing, cf “the present author”
“We” is unobtrusive, though note possible confusion between inclusive and exclusive “we”
Avoid gender-specific pronouns
Use the weird singular “they”: “If a user has difficulties, they can ask for help”
Better still, use plurals: “If users have difficulties ...”

10. Pronouns Do not use “I” Avoid gender-specific pronouns
Some people refer to “the author”
I find this awkward, and potentially confusing, cf “the present author”
“We” is unobtrusive, though note possible confusion between inclusive and exclusive “we”:
“As we will see later” vs. “As we will show later”
Find ways to avoid it altogether: “as will be shown”
Avoid gender-specific pronouns
Some people like “S/he”, “his/her”, but better is ...
Use the weird singular “they”: “If a user has difficulties, they can ask for help”
Even better, use real plurals: “If users have difficulties ...”

11. Numbering, Figures and Tables
Show page numbers
Number chapters and sections, down to about three levels
Number and caption all figures and tables
A useful convention is to have a different numeral style for figures and tables, eg 3 vs III
Always refer to figures and tables in the text, by number (not “as follows”)
When is a figure a table (or vice versa)?
Allow them to float (see later)
Try not to break a table over a page break
Do not have large blank spaces
Keep them together with their caption

12. Abbreviations Use abbreviations for often-repeated long phrases
Write as if abbreviation is read out as it appears
“World wide web” or “WWW” ?
“an EPRS”, “a URL”, “an HMM”, “an F2PR converter”
Acronyms should usually be written in small caps or mixed case: “DiSPaR (Direct Service Payment Routine)”
Introduce the abbreviation (even if well established in the field) the first time it appears (other than in the abstract) and then always use it thereafter
“long-term user (LTU)”
“URHC (upper right-hand corner)”
To form a plural, add “s” (no apostrophe): LTUs

13. Proof reading Use a spell checker
But remember some errors remain (e.g. from/form)
Make sure it is set to British English
Get someone to check your English or ...
(if native speaker) Read it aloud
If you stumble, it’s badly written

14. A few widespread errors
“However” has two meanings:
It seems bad however you look at it.
It seems bad however I will persevere
It seems bad. However, I will persevere
The followings (sic) have no plural:
software, research, literature, vocabulary

15. Latin e.g. = for example i.e. = that is etc.= and so on
et al. = and others
ibid. = the same
It is often better to use the English equivalents in running text, like this for example
... Especially at the start of a sentence
Do not use e.g. and etc. together

16. Punctuation Colons and semi-colons are dead useful
A semicolon can link two sentences that you feel are connected; this is an example
A colon is used to introduce an example: thus
Hyphens and dashes are not the same
A dash is bigger “-” vs. “–”
Word can be set to automatically turn a hyphen into a dash; otherwise use ctrl
A dash should have a space either side
Dashes should come in pairs, like parentheses
People often use dashes where a colon would be better – like this

17. Getting the best out of MS Word
Use the style definitions for section headings
Consistency
Looks good
Put each chapter in a different file
Use cross-reference for figures and bibliographic references