1. General Notes on Research Proposals

2. Suggested Organization Title, Abstract, Keywords (problem statement) Introduction and Overview –Background information; problem description in context –Hypotheses and objectives –Assumptions and delimitations –Importance and benefits Related Work/Literature Review Research Design and Methodology Plan of Work and Outcomes (deliverables, schedule) Conclusions and Future Work References Budget (appendix)

3. Notes on Writing and Style

4. Styles Verbose or cryptic, flowery or plain, poetic or literal Conventions important – reduce the effort required from readers Disregarding conventions – may distract from the message (unless that is the message)

5. Science Writing Prosaic Clear, accurate, but not dull Economy – every sentence necessary but not to the point of over condensing Ego less – you are writing for the readers not yourself

6. Scientific Tone Objective and accurate To inform not entertain Do not over qualify – modify every claim with caveats and cautions Limit the use of idioms like “crop up”, “loose track”, “it turned out that”, etc. Use examples if they aid in clarification

7. Scientific Motivation Brief summaries at the beginning and end of each section The connection between one paragraph and the next should be obvious Make sure your reader has sufficient knowledge to understand what follows

8. Other Writing Issues The upper hand – inclusion of offhanded remarks like “ …this is a straightforward application …” Write for your dullest readers, as an equal Obfuscation – aim is to give an impression of having done something without actually claiming to have done it Analogies – only worthwhile if it significantly reduces the work of understanding, most of the time bad analogies lead the reader astray

9. Writing Issues Straw men – indefensible hypothesis posed for the sole purpose of being demolished “it can be argued that databases do not require indexes” Also use to contrast a new idea with some impossibly bad alternative, to put the new idea in a favorable light

10. Unsubstantiated Claims Most user prefer the graphical style of interface. to We believe that …. Another possibility would be a disk-based method, but this approach is unlikely to be successful. Another …, but our experience suggests that …

11. Titles Titles should be concise and informative A New Signature File Scheme based on Multiple- Block Descriptor Files for Indexing Very Large Data Bases (better) Signature File Indexes Based on Multiple- Block Descriptor Files An Investigation of the Effectiveness of Extensions to Standard Ranking Techniques for Large Text Collections (better) Extensions to Ranking Techniques for Large Text Collections

12. Opening Paragraphs Begin well Most care with the opening Bad openings –This paper concerns –In this paper Distinguish description of existing knowledge from the description of the paper’s contribution

13. Paragraphing Discussion of a single topic or issue Long paragraphs can be an indication that the author has not disentangled his/her thoughts Readers pay attention to the first lines and last Link paragraphs by reuse of key words or phrases

14. Lists Good, but don’t overuse, only for important information A list of trivia can be more attention grabbing than a paragraph of important information But, don’t replace narrative with bulleted lists

15. Sentences Simple structure, a line or two long Avoid nested structures In the first stage, the backtracking tokenizer with a two-element retry buffer, errors, including illegal adjacencies as well as unrecognized tokens, are stored on an error stack for collation in to a complete report. (better) The first stage is the backtracking tokenizer with a two-element retry buffer. In this stage possible errors include illegal adjacencies as well as unrecognized tokens; when detected, errors are stored on a stack for collation into a complete report

16. Direct Statements The following theorem can now be proved (active) We can now prove the following theorem. Artificial use of verbs Tree structures can be utilized for dynamic storage of terms. Terms can be stored in dynamic tree structures (watch – perform, utilize, achieve, conducted, occurred)

17. Direct Statements “we show” In this paper it is shown that The authors show (Here we can help explain to the reader who is making the contribution) Other times we should not be used When we conducted the experiment it showed that our conjecture was correct (correct) The experiment showed that our conjecture was correct

18. Ambiguity Check carefully The compiler did not accept the program because it contained errors. (better) The program did not compile because it contained errors

19. Qualifiers One per sentence ( might, may, perhaps, possible, likely) It is perhaps possible that the algorithm might fail on unusual input. (better) The algorithm might fail on unusual input.

20. Padding The fact that In general In any case Remove these

21. Misused Words Watch for Which, that, the May, might, can –may is for personal choice –can to indicate capability Less, few –less, continuous quantities (space) –Fewer, discrete quantities (errors)

22. Misused Words Affect, effect –Effect – consequence of an action –Affect – (verb) influence, as in outcomes Alternate, alternative, choice –Alternate – switch between –Alternative – something that can be chosen –Choice – more than one alternative –Note, if there is but one alternative, there is no choice

23. Overuse of Words Same word in the same sentence is annoying. Redundancy Adding together -> adding After the end of -> after In the region of -> approximately

24. Tense Most text past or present Present used for eternal truths –The algorithm has complexity … not the algorithm had complexity In references past tense used in describing work and outcomes –… the ideas were tested ….

25. Others Abbreviations - best none Acronyms – use CPU not C.P.U –Limit – may confuse reader Sexist language – get rid of pronouns and recast the sentence

26. Research Proposal Presentations

27. Preparation Condensing a complex body of information 15 minute presentation (and 5 minutes for comments or questions) –speaking rates should not exceed 100 to 150 words per minute –about 1500 to 2000 words –12-14 slides

28. Types of Presentations memorized speech read from manuscript EXTEMPORANEOUS

29. Extemporaneous Presentation Audience centered and dynamic made from minimal notes or outline Slides should contain the primary concepts or ideas being introduced –But, level of detail not the same as speaker notes (have a copy of your slides and write the notes on margins) –Don’t skip important elements without some visual representation in the slide

30. Extemporaneous Presentation include key phrases, illustrations, statistics, dates (and pronunciation guides for difficult words) along the margin, place instructions, cues, such as SLOW, EMPHASIZE, TURN CHART, GO BACK TO CHART 3 Dictum: better to have fewer slides that don’t cover all the things you want than to have too many slides and have to go fast.

31. Speaker Problems Too soft, too fast do not let your words trail off as you complete a sentence do not “uhs”, “you know” no rocking no fiddling with clothes (or change in your pocket) In general, avoid things that distract attention for your presentation

32. Title Page Title of Research Your name The date For whom and by whom it was prepared Collaborators, etc.

33. Selecting a Title Brief include the variables included in the study the type of relationship among the variables the population to which the results may be applied Avoid … “Report of,” “Discussion of,” single-word titles (and probably double word titles)

34. Outline & Organization Provide one –tell the audience where you are taking them Major Parts –Opening –Background –Design –Schedule / Plan –Deliverables

35. Opening About 10-15% of the time Motivation, setting the stage –explain the problem, its context, and why it is important to solve it Explaining the nature of the project –what it attempts to do (goals) –your proposed solutions and your hypothesis –why/how is it novel  2-3 slides

36. Background Remember the audience may be unfamiliar with the area, so basic concepts are necessary – provide the necessary definitions Use an illustrative example to explain complex concepts Discuss the prior work in the problem and how your proposed research will result in a different or a better solution (explain the gap)  A couple of slides

37. Research Design Research Methodologies (and why) Data collection and characteristics (if any) Experimental designs Analysis including metrics used to determine if proposed solutions are successful Tie all of this to how you will verify your hypothesis and your claims 3-4 slides

38. Schedule and Deliverables Schedule –Only the important steps –Leave the details in the proposal Deliverables –What do we get out this study?  1 slide

39. Conclusions and Ending Have one slide for Conclusions Include some ideas for extensions or future work End the talk cleanly, do just not fade away –a bad ending is : that’s it, that’s all I have say. Wrap up the talk with a positive spin

40. Question Time Try to anticipate questions Respond positively and honestly to all questions don’t try to bluff no one knows all the answers – don’t try to make things up never be rude