Guide for Students and Supervisors

INDIVIDUAL PROJECT

(Undergraduates)

Guide for students and supervisors

1

Project GuideF Dailami

24 March 2004

SUMMARY

This guide provides students and supervisors with guidance in the main aspects of the Final Year Individual Project carried out by undergraduate students at the Faculty of Engineering of the University of the West of England, Bristol. It covers a variety of topics from the selection of projects through the execution, report writing and assessment. It defines the roles of supervisors and students and defines copyright and discusses confidentiality.

The guide provides a framework which is binding for all students in the Faculty. However, each project is different and the range of project topics is large. Small variations within the framework are possible if approved by the supervisors.

As far as possible this guide is written in a format expected from a project report.

1

Project GuideF Dailami

24 March 2004

ACKNOWLEDGEMENT

The author acknowledges the contribution in the form of comments from most of the academic staff of the Faculty of Engineering. This document was largely created by George Trmal in the first instance. A number of people have also contributed to its content over the years, my special thanks are due to Ashley Longden Helena Wildblood and Jackie Long for their contribution.

CONTENTS LIST

SUMMARYi

ACKNOWLEDGEMENTii

CONTENTS LISTiii

1. INTRODUCTION1

2. TIME SCALE2

2.1 Tasks for students2

2.2 Tasks for supervisors2

3. PROJECT SELECTION3

4. PROJECT PROPOSAL3

4.1 Heading3

4.2 Introduction4

4.3 Objectives4

4.4 Time scale4

4.5 Project Proposal Seminar4

5. ROLE OF SUPERVISORS AND PERSONAL TUTORS 4

6. RESOURCES5

6.1 Funding5

6.2 Other resources5

7. EXECUTION OF THE PROJECT5

8.PROGRESS REPORT5

9. FINAL PROJECT REPORT6

9.1 Report structure6

9.2 References7

9.3 Formal aspects7

10. SUBMISSION8

10.1 Date of submission8

10.2 Extract8

10.3 Poster8

11. ORAL PRESENTATION9

12. ASSESSMENT9

12.1 Presentation mark 9

12.2 Supervisor's mark 9

12.3 Second assessor9

12.4 Final project mark9

13. INTELLECTUAL PROPERTY10

13.1 Copyright 10

13.2 Confidentiality10

14. CONCLUSIONS10

BIBLIOGRAPHY10

APPENDIX Project Monitoring Form11

1

Project GuideF Dailami

24 March 2004

1. INTRODUCTION

The purpose of the project can be best explained by stating the aims and expected learning outcomes specified in the Individual Project Module (level 3: UFMEAY-30-30, UFPEC7-30-3).

A. show detailed knowledge and understanding of:

• Undertake an in-depth study of a substantial technical problem.
• Identify and select strategies for solving technical problems
• Identify and select sources of knowledge pertinent to the solution of the chosen problem
• Integrate knowledge and apply it
• Make clear and well argued recommendations
• Undertake management of technical projects
• Present technical information in the form of a structured report and posters
• Develop an understanding of the use of theoretical methods within a practical problem.

• 9. To design and appreciate the role of experimental work to substantiate theoretical analysis

B. demonstrate subject specific skills with respect to:

• To structure an investigation of a substantial technical problem
• To develop project plans and identify resource implication of proposed solution
• To identify and critically assess the current body of knowledge in the problem domain
• To develop detailed plan for solving the problem
• To appreciate to role of design of experiment in carrying out experimental work
• To critically assess the outcome of the project
• To write concise yet informative report of the project work
• To develop informative poster related to the project

C. show cognitive skills with respect to:

• Synthesise and evaluate information from multiple sources
• Understand the role of, and issues involved in solving specific technical problems
• Understand the need for and effective dissemination of technical information

D. demonstrate key transferable skills in:

• self-management skills
• problem formulation and decision making
• communication skills
• IT skills in context

It must be stressed that the student is a driving force behind the project. The supervisor role is to support, advise and comment.

The project (level 3) scope is 1.5 units, 25% for BEng Awards of the final year effort. Considering that the project is submitted in early May, students should spend on average 1.5 day every week working on the project. Students should not devote excessive amount of effort to the project to the detriment of other final year subjects. This can result in lower final award classification. On the other hand a failure to spend appropriate time would most likely result in a low project mark. In planning the project work the students should consider the overall workload throughout the academic year.

1

Project GuideF Dailami

24 March 2004

2. TIMESCALE

2.1 Tasks for students

September/OctoberSelection of the project

Development of project proposal

Mid OctoberSubmissionof the Project Proposal

Changes after this date are possible but must be discussed with the supervisor and in case of major change (topic, objectives, strategy) the proposal must be resubmitted.

October to AprilProject execution:Planning

Regular meetings with the supervisor. In addition to the meetings discussing current problems there should be three more formal progress reviews with the supervisor to be arranged by the student. All meetings should be recorded on the Record of Meetings form (see appendix).

April/MaySubmission:Report

End of 2ndExtract

SemesterPoster

June Viva

Note: For part time courses this period extends to next year. The total project time is therefore 7 months for full time courses and 19 months for part time courses.

2.2 Tasks for supervisors

September, OctoberHelp with project selection, comments on Project Proposal, it is also beneficial to inform the second year students about the project requirement in their final year.

October to MayAvailable for meetings arranged by the student

JanuaryEvaluation of progress on the basis of the meetings and discussions upto that date, if necessary (lost or never established contact), initiation of a letter to students (to be arranged by the Award secretary)

May, possibly JuneAttending viva/ seminar/ presentation

Meeting of assessors

JuneAssessment, providing second reader with a copy of the Report and arranging a meeting with the aim of reaching a consensus mark. Making sure that the Marking form is given to the course secretary.

3. PROJECT SELECTION

Selecting the project is the responsibility of students. However, they must receive support from the Faculty staff. The project topic must be compatible with the area of the study. In selecting the project topics the students have to take into account their interest, ambition (top marks are difficult to achieve with some topics) and their strength and weaknesses. Part time students are encouraged to bring in projects connected with their work. Students in their industrial year should look for suitable projects in their placements. Other projects can be connected to Faculty research. Extension of course material into the area of hobbies and leisure is also possible. Suitable supervisors are inevitably linked with project topics. This is also to be considered by the students.

What is the procedure for selecting the project topic? The students should:

Look at the published Areas of Interest and discussed project possibilities with relevant supervisors

OR

Select a favourite supervisor and discuss the project ideas with him/her

OR

Select a project idea from the published Project Topics and discuss it with the relevant supervisor

OR

Discuss project ideas with their Year Tutors

General advice can be obtained from project co-ordinators.

If the students enter discussions with suggestions these can be developed. This approach is more likely to succeed than just waiting for the idea of a topic.

Supervisors have the right to refuse supervision because of the lack of interest in the project idea or because they already supervise too many projects. In practice the supervisors do all they can to accommodate the students. They might suggest modifications according to their own interests and needs.

Once the topic has been identified it must be developed into a project proposal. This is done in collaboration between the student and the supervisor, although the student has a leading role and carries the responsibility. Development of a credible proposal is a suitable test that the selected topic is a feasible project topic.

4. PROJECT PROPOSAL

Students must develop a project proposal using the standard Project Proposal form available from the Award secretary. Word-processed version of the same format would be an advantage because of the ease of inevitable modifications. The completed Project Proposal must be handed to the Award secretary by the end of the second week of the first semester. Failure to do so will result in a penalty, reduction in the project mark. The proposal must include:

4.1 Heading

Date. In the case of change of project and resubmission of the proposal the latest version could be identified

Project title. The title should not be too long. Eight words should be considered the maximum.

Name of the investigator (student).

Student Number

Name and signature of the supervisor. The signature signifies that the supervisor agrees to supervise the project and is aware of the proposal

Name of industrial supervisor and company if appropriate

4.2 Introduction

The short introduction answers the question WHY the project has been selected. It gives background of the existing product or practice, disadvantages and problems and should generate a need to do something about it.

4.3 Objectives

This section logically follows and answers the question, WHAT is intended?

It should include four to six specific points indicating expected achievements at the end of the project.

4.4 Time scale

The time scale answers the questions, HOW (literature survey, experimental work) and WHEN? Specific tasks necessary for the successful completion of the project are listed and the time for their execution indicated.

5. ROLE OF SUPERVISORS

It has been stressed before that the students take the initiative and are responsible for project selection, development of the project proposal and planning, execution and success of the project work. However, they must receive help, encouragement and guidance from the supervisors.

When approached by the student, the supervisor will :

* Help students to select project topic and develop project proposal

* Establish initial contact with the student. It is recommended that students are given a

a letter outlining the mutual relationship.

* Provide help and guidance during the project

* Discuss purchases associated with the project and apply for funding

* Monitor project progress in regular meetings arranged by the student

* Provide help and guidance in the preparation of the report, extract poster and presentation

Most students will be able to find a project and a supervisor without the help of their personal tutors. Some students will not submit their project proposals by the submission date. These students will be penalized and their personal tutors will be asked to help them to select a project. They will get help from project co-ordinators in identifying potential supervisors from those members of staff with low numbers of supervised students.

6. RESOURCES

6.1 Funding

There is a budget provision for funding final year projects. The funding corresponds approximately to £35 per project and overall it is a considerable sum. There is no right to this average value of £35, some projects receive no funding, some receive considerably more. The main criterion for allocating the money is the benefit to the Faculty. The benefit does not need to be financial. A publication, contribution to teaching, lab development or future research will be considered. Funding of photocopying (including colour) can be approved only in exceptional circumstances and in accordance with the above criterion.

The request for funding must come in advance of spending the money and retrospective claims will not be accepted. The requests must come from supervisors and must include short justification. Requests from students will not be accepted. The purpose of this procedure is not to obstruct genuine claims but to make sure that the funding is used for the Faculty benefit.

6.2 Other resources

Other resources (help of technicians, use of equipment) are also limited. The students with their supervisors must identify the needs as early as possible. The supervisor will then discuss the need with the relevant technical staff. They should arrive at a mutually acceptable solution which might involve modification of the project plan. The technicians are nearly always willing to help but the amount of the help they can provide is limited. The help is expensive although it is not expressed in financial terms. In requesting the technicians' help the supervisors should apply the same criterion as in request for funding: what are the benefits to the Faculty?

7. EXECUTION OF THE PROJECT

The execution of the project is left to the students and their supervisors. Review sessions must be carried out with the supervisor and the students should keep a logbook containing all the project information. It is in the students' interest to discuss the project with their supervisors in frequent intervals. The discussion meetings should be recorded in the form shown in the appendix.

8. PROGRESS REPORT

After the first semester the student may be required by their supervisor to produce a Progress Report. Submission date for this report will be specified by the supervisor.

9. FINAL PROJECT REPORT

9.1 Report structure

The report is not just a record of the work done. On the basis of the completed investigation the author (investigator) forms an opinion and has something to say, some recommendations to make, a solution to offer. This forms the 'Conclusions' section of the report and is closely linked to the original objectives. There could be a deviation from the original objectives because a different and better line of investigation emerged during the project. This, however, should be reflected in the conclusions. The conclusions must be credible, not just presented without any backup. That is why they must be fully supported by the evidence in the report.

Students have some experience in writing reports but they have much more experience in reading and learning from written material. When writing the report they should think about the reader, consider what they wanted to say and if the message is conveyed effectively. Excessive information which interrupts the report flow should go into appendices. On the other hand discussing in the main report a figure which is in the appendix makes it very difficult to follow the logic. In general, repeated graphs without explanation and tables of results should go into appendices. They are unlikely to be needed by the reader.

Readers cannot be expected to study the presented material and formulate conclusions. They must be lead by the author and follow their logic. After reading the report they decide if the presented view is credible or not. If the reader is not convinced the author has not achieved his/her aim.

The report should have the following format:page

Title page

Summary(approx 200 words) i

Acknowledgement ii

Table of contents iii

1. Introduction(background, need for the project)

2. Literature Review

3. Objectives and strategy

Main report(chapter headings and subheadings must

be meaningful and must correspond to

the content)

Critical appraisal

Conclusions(Achievements and recommendations, punchy, bullet points,

should not introduce new information)

Further work(suggestions for continuation)

References(identified when discussed in the text as

explained bellow)

Bibliography(sources of information providing

background knowledge)

Appendices

9.2 References

Every project should start from the existing knowledge presented by others and reflected in the literature survey. This survey not only lists the existing knowledge but provides its critical assessment in relation to the investigated task. All work by others must be properly acknowledged. All quotations and references to others must be followed with the author's surname and year in brackets, ie (Smith 1992). In the list of references at the back of the report give the author's name (in capitals), year, title (in italics), publication: publisher. Example:

THEAKER, C.J. and BROOKES, G.R. 1983. A practical course in operating systems.London: Macmillan.

For a journal give author's name (in capitals). Title. Journal title (in italics). Year (bold) issue number (in brackets), page numbers.

Example:

ROLSTON, S.C. Passive control of pre-entry shock in supersonic intakes. The Aero Journal, 1994, 98 (6), 1-8.

For more on referencing visit:

9.3 Formal aspects

The report must be written in good standard English using the impersonal style. It must be typed with single line spacing on one side of white A4 paper. The left hand binding margin and the bottom margin should be 40 mm; other margins should be 20 mm. Neatly drawn figures (graphs, diagrams, flow charts and photographs) can be included in the text or on separate sheets. The figures and tables must be numbered and have meaningful captions. All pages starting from 'Introduction' chapter should be consecutively numbered in the centre of the bottom margin. The pages preceding the 'Introduction' should be numbered in Roman numerals (i, ii, iii, iv). The report must be submitted in standard covers obtainable from the Course secretary. The front page will be typed by the student and will contain the project title, year of submission, course, name of the student and the supervisor. These will appear in a window in the front cover.

Binding of the report (2 copies) is the responsibility of the student. The reports will be submitted. As bound. It is recommended that pockets for discs or drawings (if needed) should be arranged by students after binding.

The length of the report is not specified but 8000 words (35 pages of text) for Level 3 projects (Honors degree) provide a useful guide. The reports should be clear, concise and as short as possible consistent with presenting all relevant information. Over-long reports, especially with little content, might result in a reduced mark.