Technical Writing for MS Thesis/Project

Cui Zhang Department of computer Science

CSU Sacramento CSc 209

This is the outline of the lecture, many parts of which are based on the reference book by Justin Zobel and other reference materials (see details information about references from the Course General Information). Please read and study the strongly recommended book, other references, and the University requirements

on MS thesis/projects format with more details.

Lecture Coverage

Representative types of technical publications

Organization of MS project report/thesis

The writing process

Issues on style, mathematics, graphs, figures, tables, algorithm, and bibliography/references for the MS project report/thesis

Issues on editing of the MS project report/thesis, general and specific for our MS thesis/project students

Representative Types of Technical Publications

Book

Journal paper

Conference paper (full paper, extended abstract)

Book chapter

Degree thesis/project report

Technical report (manuscript)

Project and funding proposal

Web page

Organization of MS Thesis/Project Pages before the Main Text

Cover page

Signature pages

Abstract

Table of Contents

List of Figures

List of Tables

In addition to the above, there is possibly

an Acknowledgement page.

Organization of MS Thesis/Project Main Text

Introduction

An overview of the project

A brief what, why, and how about the problem this

project is intended to solve (problem statement)

An roadmap of the entire report

Background and related work – the justification of this project (the detailed why)

How significant is this project?

How is this project related to the existing work?

How is this project built upon the existing work?

Organization of MS Thesis/Project Main Text (Cont.)

Definition of the concepts, terminology, conceptual model, methodology, and properties of data involved

(the specification and design of the project)

Experimental result, performance analysis and evaluation

(the implementation, testing, and applications of the project)

Comparison with related work

Conclusion and future work

Appendices (implementation details)

References

An MS thesis/project proposal (for CSc500/502 enrollment)

is a brief version of the first 3 parts, plus expected results and

potential applications, a tentative time table, and references.

The Writing Process

Starting with a detailed outline of chapters, sections, and subsections, and specific topics for each of them.

Drafting chapters, section, subsection,paragraphs, sentences, figures and tables, itemizations

Revising technical contents (“semantics”) and editing format/style/grammar … (“syntax”)

Proof reading

The above steps should be started and carried

out in parallel with the entire project research and

development. This is not a waterfall process but a

process full of iterations.

Writing Style

Writing style is the manner of expression -- the communication with potential readers.

Scientific/technical writing must be objective, accurate, clear, unambiguous, correct, and concise.

Titles and headings need to be concise and informative.

Open paragraph is important.

Paragraphing based on the discussion of single topic or issue.

Writing Style (Cont.)

Sentence structures should be kept simple.

Terminology, variables, abbreviations, and acronyms should be defined before being used.

Examples, figures, and tables are used to add clarification and illustration. They cannot be used alone to form sections/subsections. They must be referred to from the text.

Quotations are the text from another source to support an argument/position.

Format of quotations

Writing Style (Cont.)

References and citations are used to show how this project is related to the existing ones; how this project is built upon the existing ones/knowledge; how this project differs from the existing ones.

Relevant, up-to-date, accessible work must be cited in writing to reflect a complete investigation.

Acknowledgement

Professional ethics must be honored.

Writing Style (Cont.)

Use short, direct, and specific words

Use qualifiers carefully (might, may, possible, likes …)

Avoid padding

Avoid misused or misspelled words

Jargons should be explained/specified

Avoid redundancy in writing

Use past or present tense

Use carefully the plural or singular form of the words

Mathematics

Math symbols and alphabets

Notations (e.g., sets, operations on sets)

Ranges and sequences

Units of measures

Formula definitions

Theorems and proofs

Graphs, Figures, and Tables

Use graph to present numerical results

Use diagrams to illustrate processes or architectures (hardware or software)

Specify axes, labels and headings in figures

Specify figures with numbers and captions

Use tables to present the information not suitable for figures

Specify tables with numbers and captions.

Algorithms

Formalisms

Notations

Definition of input and output, rules and steps, and scope of applicability

Properties and analysis

Demonstration of correctness (proofs, simulations, experiments)

Complexity analysis

Performance criteria and analysis

References, Order of Entries, and Citations

Books

Technical journals

Conference papers

Technical reports

Dissertations/MS projects

Websites

Information for each entry

Citation order or alphabetical order of all the entries

Citations from the text to the entries

Format of citations

Editing Issues in General

For the general guidance, please see the recommended book chapters on editing, punctuation, and etc.

Editing Issues/Check-list Specific for Our MS Thesis/Project Students

Margins, page numbers, pages before main text

Margins and the locations of page numbers for the pages before the main text and for the pages of the main text

Font/size/case, style, layout, and their consistent use for the Table of Contents, List of Figures, and List of Tables

Correct page numbers on all pages and in the Table of Contents, List of Figures, and List of Tables

Editing Issues/Check-list Specific for Our MS Thesis/Project Students(Cont.)

Quotations

Quotations merged with your text need to use quotation marks and clear citations to the authors and sources;

Quotations in indented paragraphs do not need quotation marks, but clear citations to the authors and sources must be given before the start of the indented quotations;

Format of citations.

Editing Issues/Check-list Specific for Our MS Thesis/Project Students (Cont.)

Figures and tables

There is a connection between the text and all the figures and tables;

Figures and tables need to be referred to as “Figure N” and “Table M” instead of “the figure/table below/above” and use “Fig. #” or “Figure #” consistently;

There is no section/subsection with figure(s) or table(s) only;

Any figure/table must have its caption and must have it on the same page;

Editing Issues/Check-list Specific for Our MS Thesis/Project Students (Cont.)

Figures and tables (Cont.)

Do not have any cross page table if it actually can fit in one page;

If a table has to cross pages, all subtables must have the same table heading, table number, and caption but use (Cont.) at the end of the caption after the first page of the table;

The layout of all the figures/tables and their captions must be consistent (e.g., centered within the writing boundary);

Editing Issues/Check-list Specific for Our MS Thesis/Project Students (Cont.)

Figures and tables (Cont.)

The font, size, case and style must be consistent for all figure and table captions;

The spaces between figures/tables and their captions must be consistent;

The spaces between figures/tables and the text must be consistent.

Editing Issues/Check-list Specific for Our MS Thesis/Project Students (Cont.)

References

Each entry needs full information including author, title, publisher, year of publication;

Format for listing books, conference papers, journal papers, and etc.

All entries must be listed in a consistent way (e.g., the names of all the authors);

All entries must be listed in a consistent order

(citation order or alphabetical order);

All entries should be cited in the text (format of citations).

Editing Issues/Check-list Specific for

Our MS Thesis/Project Students (Cont.)

Chapters, sections, subsections, paragraphs

Have a consistent font, size, case, and style for the titles of chapters/sections/subsections;

Have a consistent space between a chapter/section/subsection title and the first paragraph of the chapter/section/subsection;

Have a consistent space between paragraphs;

Have a consistent beginning of all paragraphs (indented or not);

Editing Issues/Check-list Specific for Our MS Thesis/Project Students (Cont.)

Chapters, sections, subsections, paragraphs (Cont.)

Avoid single sentenced paragraphs;

Avoid long and structurally complex sentences;

Avoid incomplete sentences;

Avoid using spoken English in writing;

Keep all items consistent in itemizations (e.g., all verbal phrases, noun phrases, or full sentences).

More On Technical Writing for MS Projects

Early start of writing, parallel development of your project and report/documentation

Application of CMU SEI’s Principles of Sound Documentation (living documentation)

Office of Graduate Studies’ Format Check List for Thesis/Projects

Office of Graduate Studies’ Required Workshops for MS Thesis/Project Format each semester.