Arch. Report Writing

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: Thesis & Assignment writing for Architects:

Guide lines collections by Prof. A.J.Sanyal,B-Arch;M.T.P;AIIA;AITP.

(Source: JANATHEN ANDERSON, BERRY H. DURSTON & MILLICENT POOLE, PUBLISHER WILEY EASTERN

LIMITED, NEW DELHI, BANGLORE, BOMBAY & CALCUTTA .FIRST INDIAN EDITION, 1970)

CHAPTER -1: WRITING AT THE TERTIARY LEVEL Continuous assessment of student work is more important than do-ordie type of

annual examination.

Students should be encouraged to submit essays, assignments, tutorials papers, reports,dissertation, thesis, etc as evidence of independent study & thinking.

Technical writing can be classified as under : Short notes Essays Assignments Tutorial paper Dissertations or thesis

ASSIGNMENT & TERM PAPERS:

Generally series of lectures & tutorials. Students are assigned particular topics to write about & given a list of topics to from

which to choose.

He receives instructions as to the length of essay & due date for submission. Some guidelines in the form of a suggested reading list. Generally students are informed well in advance about no. of assignments so that they

can plan accordingly.

Assignments give useful guide to important content areas of course of study. It encourages student to read critically content area to search & select from available

material.

Essay writing in a means of gaining valuable experience in examination techniques,normally original research is not required.

Essay is primarily personal documents which is used for teaching/learning process.THESIS & DISSERTATION:


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A thesis project work should not consist of reporting a personal experience or opinion butshould be a critical analysis of a problem & it should be arrived at by using atone of

scientific impersonality.

The thesis/project writer should aim at a high level of readability 7 hence sentencesshould not be too involved or complex.

Writing should not be crammed with jargon. Being scholarly is not being verbose, ambiguous, pediatric or pompous. Sweeping statements & exaggerated claims should be avoided. Statements shall be suitably qualified. Sound reasoning & intellectual honesty are hallmarks of scholarly style. Quotations must be accurately cited & suitably acknowledged. The contribution of other writers must be duly recognized. The extent & nature of the

thesis writers contribution is then more readily apparent.

Since a thesis recounts what has already been done, it should be written in the pasttense .while this does not altogether preclude the use of the present or future tense, the

thesis writer should have a god reason for using these tenses.

Accurate spelling, g rammer & punctuation are essential for scholarly writing. A gooddictionary & the sources are essential for the same.

CHAPTER 2: PLANNING THE ASSIGNMENT

DEFINING THE PROBLEM - Some commonly used terms are . . . .

1. Analyze - Consider the various components of the hole and try to describe the inter-relationship between them.

2. Compare - Examine the characteristics of the object in questions with a view todemonstrating their similarities and their difference.

3. Contrast - Examine the characteristics of the object in the question for the purpose ofdemonstrating differences.

4. Define - Give a definition or state terms of reference.5. Describe - Give account of.6. Discuss - present the different aspects of a question or problem.7. Enumerate - give listing.8. Evaluate - Examine the various sides of a question and try to reach a judgment.9. Examine criticallyact as a judge or critic, appraise.

10. Illustrate - Give an example, explain and draw figures.11. Prove - Demonstrate or show by logical argument.


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12. Summaries - Examine the main points briefly.A good technical dictionary of particular subject will not only clarify ones thinking but also it

provides a good start to an assignment: one mark of scholarly writing is to define ones terms.

LIMITING THE PROBLEM:-

A common mistake is to be ambitious and attempt topics far too broad -

First reaction in how one is possibly going to write the required number of words perpages.

However, once you start reading around the topic, you find the reverse problem thereis too much to write.

Hence rich dividend is paid if you spend few hours per day right at the start in limitingthe problem.

The problem is not limited by:a) Omitting important informationb) Leaving out essential details.c) Presenting only the part of the evidence.

Rather a problem can be limited by reducing the scope of the investigation. Ex. [AJS.]

1. General hospital.2. Teaching hospital.3. Specialized hospital etc.

First topic is sufficient scope for a book. Even second is too far to do justice as project work.

Third topic is beginning to rich manageable proportion. But still you have limited it due to the

fact that any building involves interdisciplinary services or consultant like:

a) Structural Engineer or consultant.b) Electrical, mechanical, AC consultant etc.c) Acoustical and illumination consultant.d) Landscape architect.

A clear statement of the limits of the study or investigation in another mark of scholarlywriting.

A time schedule: many assignments/ presentations look as though they were written inhaste of the night before. Time management is very important and suggested allocation

of time given below may be guideline:

a) Defining and limiting problem, consulting source materials and information 60%b) First draft 20%


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c) Revising, foot noting, referencing, writing of final draft, proof reading etc. 20%CONSULTING SOURCE MATERIAL (Architects - AJS)

Time saver standards, Neufarts data, National building code, Hand books, Year books, Encyclopedia, Abstracts, News papers, Journals like AIIA, Time space & architecture, A+ D etc.

PREPARING A WORKING BIBLIOGRAPHY:

Working bibliography can be done on 75x125-150 mm cards as they are easy to shortalphabetically and to store.

Essential information required for all reference is:1. Authors surname and initials (if the author is women, it is usual to spell not her first

name.)2. The name of the article and journals or book.3. The imprint (place of publication, publisher and date of publication.) Additional

information will help relocating it for future/further reference if need arises.

4. The call no. of the book or the journal.5. The library where the book or journal may be located.6. A phrase or sentence indicating contents.


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It is generally useful to write each reference of the working bibliography on 8 x 125 cms cards

because there are easy to short alphabetically and to store. It is called working bibliography

because:

a) New cards can be added, as one progresses in ones reading.b) Any additions corrections to the cards are noted.

A typical card is shown above.

The use of a card bibliography saves time:

i) If the book/journal is to be relocated.ii) New reference can be added to the sequences easily.iii)At typing stage the bibliography can be typed directly from the information recorded on

the card.

TAKING NOTES

Again it is useful to make all note on cards say little larger than bibliographic card100 X 150

or 125x200. Some tips/suggestion for taking notes:

1) Use a separate card for each idea, fact or concept: This enables card to be stored intocategories and attached to the draft out line. In subsequent redrafts, much writing time

is saved.

2) Put a heading at the top of each card: such heading usually consist of key words orphrases to help identify the note without having to read it through.

808, 02 and 224. Call. No.

224 Acct. no.

Jonathan Anderson, Berry H. Durston, Mullicent

Poole

Author

Thesis & assignment writing Title

First Edition 1970 Imprint

M.B. Patel college of Engineering, Gondia Library

Writing at the tertiary level, Planning the

assignment, Planning the Thesis, general format,

page & chapter format, use of quotation,

footnote etc.

Contents


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3) Record sufficient information to identify each note: Since a working bibliography haspreviously been prepared. The name of the author and date are sufficient to identify the

publication. To locate the note within a publication, the page no. is also required.

4) Indicate whether you are paraphrasing or quoting verbation: You will save yourself a lotof time if you check the accuracy of quote as you take notes. Words omitted at thebeginning or middle of a sentence is indicated by ellipsis marks (. . .), words omitted at

the end of a sentence, by ellipsis mark and a period (. . . ). If any works are added to the

quote to make it intelligible out of the original context, the additional words are

enclosed in square bracket [ ].

The following card notes illustrate some of the points made above. If there is too much

information for one card, it may be continued on 2nd

or 3rd

cards leveled a, b, c . . . etc.

You can of course combine paraphrasing or summaries within verbation quote but

always use quotation mark for direct quotes. It is so easy at a later date to forget

whether or not the words are your own & thus be guilty of plagiarism. Remember, too,

an authors idea, even if stated in your words, should be acknowledge. The correct use of

quotation and accurate referencing are further marks of scholarly writing.


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Heading & identification.

Paraphrase of definition.

Heading & identification.

Words omitted at the

beginning of the sentence.

There words inserted in

quote indicated by [ ]

Quoted Verbation.

THE OUTLINE

Suggested outline:

1. Introduction:a) Clear statement of the problem.b) Define your terms and indicate the limit.c) Set problem within meaningful background.d) Keep this section crisp and informative.

2. Body:a) Logical development of an argument or a particular problem/point of view.

Network analysis definition CLARK 1969

Pp 6-T

Activity: The name given to a task or job represented in the

critical path method by an arrow.

Duration: The time given to a task to complete; units may be inminutes, day, shift etc.

Events: The name given to the start and finish of an activity; each

event is numbered consecutively and represented by a

circle.

Computer translation CLARK 1969

pp 107-108

. . . . . . Grammatical analysis *the fifth stage+ is the most

completed part of the translation process. The rules of syntax

and grammar for the input language are used to analyze the

sentence word by word. All the exception, rules and special

expressions or phrases have to be taken into account and

relationship of any one word to other words in the sentence

examined. Using this information some decisions on the double

meaning of input word may be made, but a meaning of all

there meanings in different context has to be kept


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b) Progressive solution to the problem stated in the introduction.c) The headings used in your card notes may prove suitable on pts to be

developed into one or more paragraphs.

d) Endeavour to keep this section moving do not get lost in irrelevant details ofpadding.

3. Conclusion :a) Findings of the study, the solution or the approach to the solution to the

problem initially stated.

b) Your study may of course throw up further problems for investigation/study.c) Conclusion should not be a regurgitation of material already covered.

THE FIRST DRAFT

Assignment outline and reading notes, you can proceed for writing of the first or roughdraft.

Commence it well in advance. This uses help you subsequent revision. Writing a new mark more obvious its deficiencies and disjointedness.

CHAPTER - 3:PLANNING THE THESIS

Selecting a topic. [Project] Reviewing the literature. [Literature study] Designing the study. [Method of study] The chapter outlines.

SELECTION A TOPIC

Most difficult task. A thorough knowledge of a particular subject area is needed. The more on knows about a particular field, the more able one is to detect gaps in it and

to recognize problem areas that require investigation [and solution].

Does it [your project] make a contribution to knowledge [solution] in this field? In own word: was there a problem to be investigated and did the thesis [Project] attempt

to solve this problem?


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A SOURCE OF PROBLEM FOR INVESTIGATION

Live project. Research fellow, lecturer or professor who is active in research. A current study of literature [building] will indicate the problem that is being

investigated and will suggest future problem for investigation.

CRITERIA FOR SELECTING A TOPIC

1. Is there adequate supervision?2. Does the topic really interest you?3. Can the topic be completed in the required time?4. Is the necessary equipment [facilities] available?5. Are subject available?6. Are library facilities sufficient?7. Is the study feasible? (Equipments, subjects, library facilities and time have been already

taken into consideration. Now question is technique you will be using or intend to use.)

8. Is the problem a significant one? G. Stimpson (1946) observed1: In the broad sense thereis no such thing as a trivial fact. A chain is no stronger than its weakest link and all facts

fit somewhere into the great scheme of things. An apparently unimportant fact may turn

out to be important in hands of a scholar or scientist.

1. G.stimpson, Book about a thousand things, New York: Harber, pp.viii -ix as quoted by Anderson, Durstonn, Poole

REVIEWING LITERATURE

Continues throughout the duration of thesis. [Project] Starts with suitable topic. Aim in to contribution to knowledge, a careful check should be made that the proposed

study has not previously been carried out.

Same topic [project] can be taken provided you are convinced that the solution is faultyor it can be improved further.

A good test is whether the problem shell requires solution. Once topic is selected, review all the relevant material which has bearing on the topic. Sources of information can be:

a) Primary source Experiment, investigation, sample surveys etc.b) Secondary sources Summaries of information gathered from primary source

i.e. Time saver standard, Handbooks, Encyclopedia etc.

c) Tertiary source Text books.


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Reliability of information is generally a function of the no. of hands through which theinformation has passed.

DESIGNING THE STUDY

1. Statement of the problem clear statement.2. Statement of assumption clearly stated, nothing should be taken for granted.3. Statement of the limitation of the studyClearly defined.4. Definition of terms.5. Appropriateness of the project.6. Descriptions of population and sample.7. The control of error. Experimental study8. Reliability and validity.

THE CHAPTER OUTLINE

First step in writing the rough draft

Introduction: The problem, significance of the study, limits of study. Case studies: Gather information by actually visiting and studying similar project if

available.

Literature study: Standard, code of practice, N.B.C., journals etc. Inferences: From literature study, case study and IS standards/NBC comparative analysis. Site selection and analysis:

a) Selection of site based on building/uses.b) Suitable use of site as per location and surrounding.c) Analysis topography, climate, geology etc.

Formulation off design data based on IS/NBC and case study. Solution/design approach. Conclusions Suggestions for future study.

CHAPTER

4 SCHOLARLY WRITING: A CASE STUDY

ADVANTAGES OF TIMES

Great equalizer. Truly democratic.


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All receive same amount of time every morning/day. No distinction between genius and the plodder (dull), parsimonious (over careful in

spending) or profligate (extremely wasteful, immoral and wasteful etc.)

None is withheld from waste rel (spend thrift, good for nothing.), nothing is added to thestore of the provident (providing for future need or events)

The first topic you settle upon should be narrowed down there to four times.

REFERENCE AND WORKING BIBLIOGRAPHY

1. Record one point or a same cluster of several related points on one card.2. Write subject matter label atop each card.3. Use but one side of the card.4. Each card should bear the title and page number of the source, author, publisher and

year of publications.5. Put all verbation material in quotes.6. Almost all the notes should be in your own words.7. Whenever a thought or insight which is your own occurs, jot it down in the pertinent part

of your notes and enclose the in * + brackets to signify my own.

Good writers dont putdown everything that is interesting. Remember the iceberg withits 7/8 under water and only 1/8 showing! This submerged partyour background

gives the iceberg its strength and power.

Excellent papers are creative and imaginative but poor ones seem to put together withscissors and paste. (i.e. without proper logical order)

FIXING UP RESEARCH PAPER

No paper should ever be handed in unless you have revised it.!! For revision to beeffective, you must always put your paper away for few days, or a week, so that you will

loose some familiarity with it. Then, when you re-read it, you will be better able to spot

the rough portion. Once these are spotted, revise, revise, revise

STEP FOR REVISING

1) Make sure that the facts are understandable and supported by details and examples.2) Make sure that organizational plan for the paper was clear and that the topic were in

logical sequence.

3) Checking for consistency of style.4) Mechanics of spelling and grammar where correct.


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QUALITY OF PAPER DEPEND ON

1. How notes are taken on cards.2. Distribution of cards in piles.3. Shifting of cards.4. Outline of the paper should be done first and not last.5. Digging out more materials to fill up the gap.6. Revising.7. Looking upwards. &,8. Reading aloud to defect faulty information.

See above steps should not be done mechanically and piecemeal fashion.

CHAPTER 5: THE GENERAL FORMAT

Generally consist of three parts

1. The preliminaries.2. The text, and3. Reference materials.1. THE PRELIMINARIES:

(a)Title page.(b)Preface, including acknowledgment (if desired or necessary).(c) Table of contents.(d)List of tables.(e) List of figures or illustration [drawings for project]

2. THE TEXT:(a) Introduction [historical sketch] Introductory chapter/chapters.(b)Main body of the report (usually divided into chapter and sections.) Datta collection

through literature study, case study etc. and its analysis, site selection and analysis,

formulation of design data, design strategies and solution etc.

(c) Conclusion (summary chapter or chapters.)3. THE REFERENCE MATERIALS:(a)Bibliography order of these may(b)Appendix (or appendixes) be reversed.


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(c) Index (if any)

THE PRELIMINARIES

1. TITLE PAGE:a) Written assignment:

Title of the assignment. Title of the writer. Title of the course for which assignment was written. Name of the department. Name of the university/college/institution. Date on which the paper is due.

b) Thesis: Title of the thesis. [project] Designation of faculty [optional] Name of the institution to which the thesis is being submitted. Degree for which the thesis [project] is presented. Name of the candidate (if desired, degree may be listed after the name.) Month and year in which the degree is to be granted (or in some cases, date

of the submission of thesis [project].

Sample title page.

2. PREFACE: (FORWORD) MAY INCLUDE: Writers purpose in conducting study. Brief resume of the background, scope, purpose, general nature of the research upon

the report is being based and acknowledgment.

A acknowledgment recognize the person to whom the writer is indebted for guidance

and assistance during the study and credit institutions for providing funds to implement

the study or for uses of personal, facilities and other resource.

3. TABLE OF CONTENTS:It includes:

a)Major divisions of the thesis [project] e.g. Introduction, the chapter with theirsubsection, bibliography and appendix.

b)Page number of each these division are given.


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c)Titles of chapters and captions of subdivisions within chapters correspond exactlywith those included in the body of the report.

d)In some cases, subheadings within chapters are not included in the table of contents.e)Title page, acknowledgments, list of table and list of figure are optional for table of

contents.f) Purpose of table of contents is to produce an analytical over view of the material

included in the report together with the sequence of presentation.

g)Relationship between major division and minor subdivisions need to be shown byappropriate use of capitalization and indentation or by use of numeric system.

(sample page of table of contents)

4. LIST OF TABLES: After the table of contents, list of tables to be provided

The heading, LIST OF TABLEs, should be centered on a separate page by itself. For each tables, number, exact caption or title of the table and page numbers

should be indicated.

The initial letters of key words in titles are capitalized.(Sample page list of table)

5. LIST OF FIGURES: It appears in same form as list of tables but after list of tables. Exact title of figure/illustrations/pages shall be given along with page numbers

where it can be locked.(Sample page of figure/illustrations/drawings)

TEXT

Most important part of the thesis [project]. Writer should devote greater part of his energies to a careful organization and

presentation of his thought.

Logical, concise and coherent presentation through chapters divisions, more readily theoverall purpose and strength of the study becomes evident and the greater thepossibility of convincing the reader of importance or power of an arguments, of a sense

of findings etc.

1. Introduction: usually contains the following:a) A lucid, complete and concise statement of the problem/project under taken.b) A justification of study.


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c) A preview or historical development to assist the reader in grasping the relationshipbetween the various parts of the project.

d) A brief statement of the sources of data collection e.g. literature study, case study,personal interview etc.

2.

Main body of the report: General principles/guidelinesa) Organize the presentation in logical and orderly way, developing aims stated or

implied in the introduction.

b) Substantiate arguments/findings/views etc.c) Be accurate in documentation.

3. Conclusion:a) Serves important function of typing together the whole thesis/assignment [project].b) In summary form, your development/solution of project should be sufficiently

restated, important findings, conclusions, drawn from your project.

c) In additional writer may be list out unanswered questions for further study.THE REFERENCE MATERIAL

1. Bibliography: Follows main body of text but on separate page by a division sheet heading

BIBLIOGRAPHY.

It may be sub-divided as primary source, secondary source or texts & journals etc.2. Appendix:

Original data collected which forms the basis of the solution can be given in

appendix/appendixes.

3. Index :It is necessary for any work of complexity & it follows the bibliography & appendix.

THE ABSTRACT

An abstract consist of the following parts:

1. A short statement of the problem.2. A brief description of the methods and procedures used in collecting the data.3. A condensed summary of the finding out the project.4. The length of the abstract may be about 200 words.5. Abstract may be bound with project report or typed on separate sheet of paper and

placed inside the front cover.

THE FINAL PRODUCT


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1. Student should aim at the production of high quality piece of work.2. The text should be free of errors and untidy convections.3. Paper of standard size and Quality. (A4 size bond paper)4. Student should make himself fully conversant with the regulation of the institution

conserving the submission of thesis/projecti.e. contents of title page, no. of copies tobe submitted, type of binding etc.

5. Great care should be taken in checking spelling, punctuation, tables, figures, drawingetc. before final submission.

6. Method of reproduction may be:a) Typedoutdatedb) Typed on stencils outdatedc) Offset printing costly and outdatedd) Computer printoutreport as well as drawing (on plotter)

CHAPTER-6: PAGE AND CHAPTER FORMAT

CHAPTER DIVISIONS & SUBDIVISIIONS

1. For ease of readability chapter are usually divided into subsection.2. The method of indicating chapter divisions & subdivisions depends on the number of

subdivisions to be made.

3. Kinds of headings employed include center heading, side heading & paragraph heading.4. Each chapter has a chapter number & chapter heading.5. Conventionally, centered heading are used for major division & side & paragraph

headings for subdivision.

6. The use of underlining & upper & lower case lettering indicates hierarchy of headings.7. All headings should be captions not sentences. It should be brief yet informative, a

statement rather than question.

8. Heading should not be essential for continuity. A good test in it ,the heading can beremoved the sense remain clear.

9. The body of text is normally double spaced, longer report may use one-half spacinconvention requires different spacing for quotation, footnotes, tables & figure &

appendices.


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10.Every page is given numbers. There are two separate series of pages numbers-(a)romannumeral(I,ii,iii,etc) are used for preliminaries (b) all other pages beginning with the

page of chapter I & including bibliography, appendices, tables, figures, drawings,

plates,etc are numbered with Arabic numerals, generally on right hand corner of every

page.11.Margin shall be minimum 40mm on left for binding purpose, 25mm right side & 30mm

at top & bottom.

CHAPTER 7: THE USE OF QUOTATIONS

It is wiser to take appropriate possible quotation from which to choose. In final report it is essential that quotation should be judiciously selected & sparingly

used.

Quoting can often be equated with poorly integrated argumentation. The basic selection criterion to follow is relevance. The basic mechanical consideration is length of quotations. Finally, there are certain conventions to follow in quoting material.

WHEN TO QUOTE

1. Direct quotation would be used only when the original words of the author are expressedso concisely & convincingly that it cannot be improved on these words. The words in the

quotation add force, even punch, to the paper/report.

2. Direct quotation may be used for documentation of a major argument where a footnotewould not , but length of quotation shall be limited, only essential portion to be

quoted.

3. Direct quotation may be used: (a) to comment upon;(b) relate; or (c) to analyze ideasexpressed by another writer.

4. Direct quotations may be used when changes ,through paraphrasing ,might causemisunderstanding or misinterpretation.

5. Direct quotation should be used when citing mathematical scientific ,& other formulas.6. In normal practice is request the authors & publishers permission to quote.*or

reproduce certain portion of book/thesis].

WHAT TO QUOTE


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1. The exact words of an author (i.e. same words, same punctuation, the same spelling &same capitalization etc) from an official publication.

2. If the tense of the quotation does fit the introduction to the quotation ,if a non-specificpronoun in used, & on other occasion where it may be necessary, interpolation must be

enclosed in [ ] or bracket.3. Ellipsis should be used to reduce the length of quotation but extreme care should be

taken so that the tone, meaning & intention of the original extract are not altered. To

indicate ellipses, three spaced full stops are used.

HOW TO QUOTE

1. Short quotation: (up to 4 lines):a) Incorporate the quotation into a sentences or paragraph frame work, without

disturbing the flow of the text.

b) Use double quotation mark at beginning & the end of the quotation.c) Use the same spacing as the rest of the text.d) Quotation can be acknowledged by two ways:

i. Placing superscript above the final word in the quotation &ii. By using an abbreviated & more direct method of acknowledging the

quotation.

2. Long quotation: (usually five or more lines):a) Use no quotation marks at the beginning & end of quotation.b) Use single line spacing.c) Introduce quotation appropriately.d) Indent the quotation three spaces from left margin

3. Ellipsis:a) To avoid long quotation that are not completely relevant, or to extract critical section

from a longer extract, it is possible to omit part of a quotation at the beginning or end by

using ellipsis.

b) It is indicated by three full stops with space and after each full stop. ()c) Meaning and tone of quotation should not change.4. Interpolation:a) May be necessary to insert an explanation or correction into quotation, the convention

requires any such editorial changes to be placed in sq. brackets and never parentheses.

b) sic is used aftererror in quotation, comment is necessary within quotation to clarifya point and supplying an antecedent when a non-specific pronoun occurs within

annotation.


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5. Special Quotation:a) To quote with in quote enclose the whole quotation within double annotation marks

and the internal quotation in single quotation mark.

b) Quotation in footnotes also should be in double quotation mark.c) Controversial viewpoint or starting point for a detailed analysis, a page reference may be

included after the name of the author and date.

CHAPTER 8: FOOTNOTES

FOOTNOTES

1. Should be used sparingly and only when the material being presented clearly needamplification or acknowledgment.

2. It should appear only body of report and not in abstract.3. It may appear at foot of the page, end of each chapter or end of paper.4. Too much of foot none may be distracting, hence proper thought shall be given whether

to include it at all or not.

USE OF FOOTNOTES: (GUIDE LINES)

1. Validate a point, statement or argument.2. Explain, supplement, or amplify material that is included in main body of the report.3. Provide cross reference to other section of a paper/chapter of report.4. Acknowledge a direct quotation or indirect quotation.5. Provide the reader with sufficient information to enable him to consult sources

independently.

INFORMATION TO BE INCLUDED IN FOOT NOTE:

1. Source of information name of the author.2. Title of the source.3. Exact page(s) of the source of reference.4. Date of publication.5. Name of publisher and place of publication.

PLACEMENT OF FOOT NOTE

1. At the foot of the page.


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2. At the end of a chapter.3. At the end of paper.

FORMAT OF FOOT NOTE

1. First line of the footnote is indented same way as paragraphs.2. Footnotes occupying more than one line are single spaced & only first line is indented.3. A double space separate successive footnote.4. Usually numbered throughout a chapter /paper continuously.5. In mathematics and scientific thesis/papers, where Arabic numeral may be confusing,

special symbols (such as asterisk daggers) are used.

CONVENTIONS IN FOOTNOTE

1. In the first footnote referring each source, give the full name of the author (first name orinitial) and second initial precede (surname).

2. In citing the reference details, bibliography procedure is followed: titles of completeworks are underlined; Name of article and similar materials are enclosed by double

quotation marks.

3. Subsequent repetition can be sited in under:a) Ibid (ibidem in the same place or work) - If the reference is made to a different

page of the source supplied immediately above. (it is used whe 2q more successive

footnote refers to same work).

b) Loc. Tic.- If reference is made to the same work as a preceding but not immediatelypreceding reference, the last name of the author and the phrase loc.cit *loco

citato in the place cited] are used.

c) Op.cit(opera citato in the work cited) If reference is made to the same work as apreceding but not immediately preceding reference op.cit precedes page reference

but fallows authors name.

4. The abbreviation p. for page and pp. for pages is acceptable method of citing pagereferences.

SOME POINTS TO REMEMBER

1. Decide whether a footnote strengthens or validate a point in your paper/report.2. Include footnotes in your first draft.3. Check each footnote for accuracy and for current format.4. Having adopted a method of footnoting,be consistent throughout the whole assignment or

thesis.

5. Footnote should be concise. But clarity and readability should never be sacrificed for brevity.


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6. All footnotes are single spaced, no matter where they appear on a manuscript, but areseparated by a double space.

7. All footnotes regardless of length are terminated by a full stop.8. The same bottom margin should be maintained on each page of the type script, regardless of the

number of footnotes.

9. A footnote may be continued on consecutive pages, but where a footnote is very long anassignment be made as to whether an appendix might be more appropriate then a footnote.

CHAPTER -9: TABLES, FIGURE AND DRAWINGS

Tables, figure, drawing are used to convey information.

It is not recommended simply to report the information adequately covered in the text. Text should contain sufficient detail to sustain the particular argument being put

forward. Tables and figure should always be introduced, or in other words should always follow its

first mention in the text.

A good general rule to follow about the placement of table, figure, and drawing is that ifthey occupy more than half page, they should be presented on a new page, without

accompanying text.

If they occupy less than half page, they may be surrounded text. If the material is essential for conclusions which follow, it should be presented in the

main body of the text: if however, the material is basic text data, then its proper place is

in an appendix.

All tables should be numbered in Arabic numeral (1, 2, 3.) Every table or figure has a concise title of what in presented.

FORMAT OF TABLES

1. The table number.2. The caption or title.3. The boxheadthe caption identifying the virtual columns.4. The stub, the first col. In the table, identifying the row entries.5. The held, the column containing data.6. Footnotes are often used with tables and figure to explain a point within the table and

genre marked with special symbols like , , etc.

VERY LARGE TABLES, FIGURES, DRAWINGS

1. The table or figure may be pleased side uses on the page.


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2. Reduced photographically to page six of report.3. Continued over more than one page.4. May be prepared on a larger sheet of paper and folded into the thesis/project.

CHAPTER 10: REFRENCING

KINDS OF BIBLIOGRAPHY

1. Work citedcomprises a list of sources which have been referred to in the text or thefootnote of the thesis.

2. Sources consultedin a broader kind of bibliography and consist of a comprehensivelisting of books and papers consulted, including those which are not strictly relevant tothe subject of the thesis.

3. A selected bibliographycontains those sources cited, together with the more relevantof the works which have been consulted.

4. A brief annotated bibliographyIn a list of reference at least some of which are followedby a note on the contents usefulness of the reference.

ESSENTIAL INFORMATION

1. Name of the authorSurname first.2. Title of the book.3. Details concerning imprint (i.e. name of publisher, address of publisher, date of the

publication etc.)

4. In case of journal vol. no. and page to be mentioned.5. If the author or one of the authors is women, her first name is given full.6. The title of the book and journal should be underlined. (No underlining is used for

unpublished work)

7. The surname starts flush with the left margin, second and subsequent line are singlespaced and start 3 spaces from left margin.

8. Double spacing is allowed between entries.9. Annotated entry starts on a new line also indented three space from left margin.10.A capital is used to begin all key words in the title of book and journal.11.Articles, manuscripts, thesis and unpublished paper use a capital only to begin proper

nouns and the first word of the title.


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12.If a reference comprises more than one volume, the entry must state the total number ofvolumes comprising the reference.

13.Order of name of each co-author be reversed to maintain general format of thebibliography.

14.When a number of references by same author are listed, each entry should be orderedchronologically.

15.All works by a single author precede those work in which he is the senior co-author.16.In case of the same senior author but different co-author the entries are placed in

alphabetical order according to the surname of the second co-author.

17.If the name and order of the authors are exactly same for two or more publication, theorder in the bibliography is determined by the date of each publication.

18.Edited works can be presented in two ways:A. (i) The author and the title of the chapter and

(ii) The editor and other details of the book in one bibliography entry.

B. Alternative and preferred way of presenting the same information is to maketwo separate entries, one for the chapters and one for the book.

19.Special cases:a) Translations of another authors work.b) Anonymous publication.c) Pseudonymous publication.d) Proceeding of a conference.e) Association of institution as author.f) Unpublished material.g) Thesis.

CHAPTER- 11: APPENDIXES

1. High level of readability should be aimed at in a thesis.2. This implies that only pertinent argument should be included in the main body of

report.

3.

Relevant evidences/explanation etc shall be given in appendix, only those whoare interested in details can refer evidence in appendix.

4. This may be done by reference in the text itself by footnote & should occur at theearliest point in the thesis/report where material appended is pertinent to the

division.


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5. As a general principle material should be appended if complete omission wouldtend to weaken the argument yet its inclusion in the body of the thesis is not

absolutely necessary to the text.

6. Material that in generally given in appendix are Extensive quotation from diaries Case studies Data gathering technicians e.g. questionnaires/test etc. Statistical notes, experimental methods e.g. samplings techniques etc.

7. Appendix centered on the page in capitals without punctuation & numberedA,B,C,. Or 1,2,3,etc if they are numerous

8. It may be placed between the final chapter & bibliography or immediately afterthe bibliography.

CHAPTER -12: EDITING & EVALUATION THE FINAL PRODUCT

CHECK LIST FOR GENERAL FORMAT :

1. Are the preliminaries

In the correct In the correct format? Numbered in small roman capital?

2. Does the title page indicate the

Title of the paper /thesis/project? Name of the author? Name of the course, department, & faculty (where necessary). Name of the institution to which the paper /thesis/report being submitted? Date of submission? Degree for which thesis/project/report is submitted?

3. Does the table of contents contain?

An analytical overview of the paper/thesis/report? Acknowledgements? List of table Bibliography? Appendixes?

4. Is the main text

List & Figures/drawing/plates/charts etc.


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Carefully organized with subheadings matching the heading in the table of table of table ofcontents?

Properly sequenced with chapter headings matching those in table & contents? Structural with a carefully designed introduction & conclusion?

5. Is the reference material

Clearly subdivided into appropriate major divisions? Subdivided (where necessary) in the bibliography ? Given a title (where necessary).

6. Have the requirements of the institutions been checked regarding

No. of copies? Binding? Color of the cover? Lettering on cover? [First page & subsequent pages typical]

CHECK LIST FOR HEADINGS & SUBHEADINGS

1. Are the chapter numbers

Centered on the page? 50mm from top of the page? Capitalized? Numbers with roman numerals?

2. Are the chapter title

Centered on the page? One double space below the chapter number? Three single spaces above the next heading or first lien of the text? Capitalized?

3. Are centered headings (if used?)

Centered on the page? Separated from the last line of the chapter title from the text above by three single spaces? Three single spaces above the following line of text? In lower case except for the first letter of key words? At least two to a chapter?

4. Are side headings

Flush with left- hand margin? Underlined? Separated from the text above by three single spaces? One double space above the following line of text?

5. Are paragraph headings

Indented as per names paragraphs? Underlined?


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Ended with a period? In lower case except for first letter of the first word? Separated from the text above by three single spaces?

CHECK LIST FOR QUOTATIONS:

1. Have extracts copied verbation been checked for accuracy in Spelling? Punctuation? Capitalization? Word order?2. Have quotation been assessed for Reference? Forceful explanation? Validating an argument? Providing a basis for discussion or critical analysis?3. Where an extract was modified, is this shown by Interpretation & the use of square brackets? Ellipses?4. Are quotation Single spaced for long quotation? Double spaced for short quotations included in the text?5. Are all the quotations appropriately introduced?6. Is each quotation accurately referenced?

CHECK LIST FOR FOOT NOTES:

1. Does the foot note Validate a point? Amplify a point? Acknowledge indebtness to persue the subject to greater depth? Provide a valuable cross reference? Acknowledge a direct or indirect or indirect quotation?2. Is the footnote complete with Name of the author? Title of the source? Page reference? Date of publication?3.Is the placement consistent at theFoot of each page?

End of each chapterEnd of each paper?


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4. Is repetitions & bulky text noting avoided by the use of convention such asIbid?Op. cvt?Loc. Cvt?

5. Is the numbering of footnotesIn Arabic numerals (except for mathematical texts or tables)In superscripts?Without punctuations?

6. Is the reference system adopted in footnotes consistent?7. In citing the author ,does the first name or initial proceed the surname?8. Is each footnote concluded with a period?9. Are footnotes separated from the main body of the text?10. Are footnotes single-spaced, but separated from other footnotes by double-space?

CHECK LIST FOR TABLES

1. Is the table warranted?2. Have the data been checked?3. Does the table follow its mention in the text?4. Should the table be included in the text or appendix?5. Are table numbered consecutively?6. Are sufficient details given to interpret the table?7. Is the table caption sufficiently detailed?8. Does the wording of the caption correspond to that given in the list of tables?9. Has a consistent format been used for all tables?10. Is the wording for the stub box head & held bowhead contained in the table caption?11. Are units of measurement stated?12. Are abbreviation explained in the table?13. Could the table be presented more simply ?14. Are column entries correctly aligned?15. Is footnote usage consistent?16. Is the top of side wise presented tables been followed?17. Is the table correctly positioned on the page?18. Is the page number shown?

CHECK LIST FOR FIGURES /DRAWINGS:

1. Does the fig./drg. contribute to the presentation?2. Has the accuracy been checked?3. Does the fig. /drg. follow its mention in the text?4. Are fig. /drg. numbered consecutively?


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5. Is the fig. /drg. self explanatory?6. Is the fig. /drg. caption sufficiently detailed?7. Does the working of the caption corresponds to that given in the list of fig./drg.?8. Are the units of measurements/scale indicated clearly on drawing?9. All the components of drawing properly marked?10. Can drawing be easily read?11. Are observation and conclusion of a particular drawing presented?12. Is the interrelationship of various drawings precisely maintained?(e.g.

plan,section,elevation,etc?

13. Is the drawing relevant?14. Is key plan indicating entries bldg. /complex shown with part of the bldg. in particular drawing

highlighted?

CHECK LIST FOR REFERENCES

1. Is the heading Centered in capitals? At the top of the first page? Without punctuation? Without underlining?

2. Has each page of reference been numbered?3. Has every page sited been included in the bibliography?4. Have the rules for alphabetical & chromological ordering of references been consistently

followed?

5. Have institutional requirements for referencing format been met?6. Does each book reference include Author(s)? Date of publications? Title of book(from title page)? Place of publication? Publisher?

7. Does each journal reference include Author(s)? Date of publication? Date of paper? Title of paper? Title of journal? Volume number? Inclusive page number?

8. Has the rule for spacing, capitalization & underlining been consistently followed?9. Is the bibliography correctly placed?


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CHECK LIST FOR APPENDIXES:

1. Is the body of thesis unnecessarily clustered?2. What material, if any, in the text of the thesis should be in an appendix?3. Is the argument weakened by appendix material which should be included in the text?4. Is the appendix warranted?5. Is the appendix referred to in the text?6. Is reference to the appendix made at the earliest point in the thesis/project report where the

material appended in relevant to the discussion?

7. Is subsequent reference to the appendix desirable?8. Have the raw data of the study been appended?9. Have copies of data gathering instruments/questionnaire, covering & follow-up letters been

appended?

10. Are technical notes & explanations of experimental procedures appended?11. Has the accuracy of the appendix been checked?12. Are sufficient details given to interpret the appendix?13. Can the appendix be easily read/understood?14. Does each appendix start a new page?15. Are appendixes lettered/numbered consecutively?16. Does the title of the appendix correspond to that listed in the table of contents?17. Is the title of the appendix correctly positioned without punctuation?18. Is the appendix correctly placed?19. Has each page in appendix given number?

EVALUATING THE FINAL DRAFT

A. Project1.Is the problem clearly stated?2.Is the problem significant will the solution contribute to the solution of some practical or

theoretical problem?

3.Whether the selection of site is appropriate?4.Are the problem logically deduced by actual visit/interview from end users?5.Is the relationship to previous study made clear?(if applicable)

B. Design6. Are the assumptions of the study clearly stated?7. Are the limitations of study stated?8. Are the important terms in the study defined?9. Is the methodology fully described?10. Is the methodology appropriate for the solution?11. Are the population sample described (where applicable?12. Is the method of sampling appropriate?

C. Procedures


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13. Are the data gathering methods described?14. Are the data gathering methods appropriate?15. Are the data gathering methods properly used?16. Are the validity & reliability of data established?

D. Analysis17. Are the analysis methods appropriate & are they properly applied?18. Are the result analysis clearly presented?

Arch. Report Writing

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