Instructions for submission of project report BS831 & BS832


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Instructions for submission of project report BS831 & BS832

  1. 1. Instructions for Submission of Project ReportHard Copy SubmissionYou should submit one bound watermarked hard copy of your project to the UndergraduateOffice (Room 4.00) by the deadline of 4pm on Thursday 22nd March 2012 (Week 25). Youmust attach a signed coversheet. As normal, the deadline for the project applies to thewatermarked hard copy submission, but you must first upload your work to OCS in order tocreate the watermarked copy. Remember to allow plenty of time (at least one full day)for printing and binding. Failure to submit the hard copy will count as non-submission andwill result in a mark of zero. Please follow the instructions about formatting and word countsthat are outlined in the module handbook.The project submission must include: - Title page - Acknowledgements - Contents - List of abbreviations - Abstract - Introduction (maximum 1,500 words) - Methods - Results - Discussion - References list - Appendices (optional) - Proposal for future work - Where applicable, also submit separately one hard copy of your lab book to the Undergraduate Office by the deadline.The watermarked copy must be identical to the files uploaded electronically to OCS. This willbe checked. It is recommended that you do not print your watermarked copy until you aresure that the files to be uploaded are the final versions. You may want to make a spare copyof your project for your own use in the future. The copy you hand in to the Department willnot be returned to you.Uploading to On-line Coursework Submission Server (OCS)To create the watermarked hard copy, you should upload your project to OCS in good timebefore the deadline, to ensure that you have time to print and submit the watermarked hardcopy. When uploading your work to OCS, please ensure that you follow these steps:1. Save your project in TWO separate files as follows: (i) Project report (the whole report excluding the reference list) (ii) Reference list for project reportYour references need to be uploaded separately because your project will be checked usingTurnitinUK’s Plagiarism Detection Software. Attaching your references will give a falsely highresult, meaning that your work will have to be reviewed for plagiarism by the Third YearOrganiser. Note that when submitting your hard copy, the references must be attached toyour work as normal.2. It is recommended you access the OCS pages via the myStudy area of your myEssex account but you may also use the link Follow the instructions on these pages to get to the page displaying Biological Sciences courses and select BS831-6-FY/ BS832-6-FY.4. Read and follow the notes and instructions carefully, making use of the help facility as required.
  2. 2. 5. Upload your files as detailed under 1 above. You should do this by browsing to the area of the computer where these files are held.In formatting your documents, you should take into account that OCS uses default Wordsettings. Therefore, take care not to insert figures and tables that overlap the margins.Whilst this may work electronically, when you come to print a hard copy watermarkedversion, if you have varied the default settings the formatting of your project may change.You should be familiar with the process for uploading your work to OCS. To remind you,OCS allows you to upload/delete files as often as you wish. It provides a secure way ofstoring your files and you should therefore make use of this facility in order to avoidproblems of computers crashing at the last minute and important files being destroyed.However, you must ensure that only the final versions are on the server at the time of thedeadline – otherwise your draft versions will be uploaded also. Full reports of alltransactions are accessible to the Department. Where problems arise, the Department willcheck these reports for evidence that the work was uploaded.Remember to back-up you files regularly, and to keep them in multiple locations (e.g. harddrive, CD, memory stick, OCS).Instructions for submitting oral presentations (to be held during Week 31 2012)The submission deadline for presentations is 10:00am on Friday 27 April 2012 (week 30).All students must submit a copy of their presentation by the deadline regardless of whentheir presentation is scheduled.Instructions for submitting presentations1. The file name of your PowerPoint presentation should be your name followed by your degree course (for example, Joe Bloggs MFB).2. You must submit your PowerPoint presentation to the University On-line Submission Server (OCS) before the deadline. You should ensure that you do this well before the deadline – do not leave it until the last minute. It is recommended that you access the OCS pages via the myStudy areas of your myEssex account but you may also use the link Follow the instructions on these pages; go to the page displaying Biological Sciences courses and select BS831-6-FY / BS832-6-FY.4. Read and follow the notes and instructions carefully, making use of the help facility as required. Remember that you only need to submit an electronic copy, not a hard copy, so you do not need to watermark your presentation.5. Upload your presentation by browsing to the area of the computer where your file is held. Note that the file size limit is 20 Mb. Advice for reducing file sizes is given below.6. Students should ensure that only one submission is uploaded. In cases where multiple submissions are uploaded, the presentation closest to, but on or before the deadline will be the one you are required to use. You will not be permitted to use an improved version submitted between the deadline and your talk even with a lateness application pending.Advice for reducing file sizesNote that the size of each file is limited to 20 Mb. You are advised to check file size inadvance of the deadline. If your file is larger it is probably because you haveembedded many pictures or graphs and have either not copied or sized them correctly.If you copy objects such as graphs or figures from Excel or many other packages in toWord files (using cut and paste) you will usually be given the choice of paste as objector paste as picture (this will depend on which version of Word you are using).Choosing object means the whole Excel (or other) file is embedded in the Word file.While this is sometimes handy during drafting, as you can click on the object and edit it
  3. 3. and any data direct, you should not use this for final file versions. Choosing paste aspicture will usually reduce the file size. You can also convert an object into a graphic(picture). Use the Help feature in Word for more information. You should normallyresize and compress any digital photographs or scanned images. If you are not familiarwith photoediting programs such as Photoshop or Paintshop Pro, then there are simpleresizing and resampling facilities available free at: Bluefive requires downloading, so will only be ofuse if you are working on non-University machines where you can install software.A further tip is to ‘compress’ the pictures in a file. If you are producing a PowerPoint fileintended only for screen viewing then you only need to use 96 dpi for on-screenviewing which usually makes much smaller files and faster loading when displaying.For printed work you need 200 dpi or higher. Always save your file with compressedimages as a new version and check all graphics are still showing correctly beforesubmission. Once compressed, pictures will lose quality if you then expand them. If,having followed these guidelines, you are still struggling to reduce your file-size below20 Mb please notify your Supervisor in the first instance. Please ensure you do this ingood time – i.e. not on the day of the deadline.Missed or late work for projectsIf you miss the oral presentation, reassessment opportunities can be approved inexceptional cases by the Undergraduate Director. You should speak to the ModuleSupervisor who will discuss this with the Undergraduate Director. However, you will receivea mark of zero unless you submit an application to the Late Submissions Committee to havethe mark re-instated. You should ensure that you include details and any supportingdocumentation to explain your reasons for not being able to attend the scheduledpresentation. In exceptional cases when you have experienced genuine, major, unavoidableproblems which are documented, project reports can be submitted later than seven daysafter the deadline accompanied by an application to the Late Submissions Committee. Notethat if these late submissions are not approved, this will result in a mark of zero for theproject report and in some cases a failed degree. You are therefore strongly urged to consultwith your project supervisor who will discuss your circumstances with the UndergraduateDirector who will be able to advise on the likelihood of your late application being approved.Late Submission: Requests for acceptance of late work will be considered by a committeeand there is no guarantee that marks will be re-instated.If your work is going to be up to 7 days late, you should seek advice from Prof Reynolds(Final Year Organiser) or Dr Lloyd (Undergraduate Director). Your late submission will beconsidered by a Late Submissions Committee who will decide whether the mark should beinstated or not. You should upload your work to OCS within 7 days of the deadline andsubmit a watermarked hard copy, together with a Late Submission of Coursework form, tothe Undergraduate Office by 4pm on Thursday 29th March (Week 26) 2012.If you need to submit beyond the late period of 7 days, you need to ensure that you havediscussed this with Prof Reynolds (Final Year Organiser) or Dr Lloyd (UndergraduateDirector). You should also ensure that the Undergraduate Office is aware so that OCS canbe made available for you to upload your work. The instructions for online and hard copysubmission as detailed above still apply.Students submitting their project more than 7 days late should also submit an ExtenuatingCircumstances Form and will be expected to put forward a compelling case, withdocumented evidence. These late submissions will be considered by the Exam Board, whowill decide whether the marks should be instated or not. Forms and guidance can bedownloaded from: If your work
  4. 4. is more than 7 days late and you do not submit an Extenuating Circumstances form, you willbe automatically awarded a mark of zero.Late submission of oral presentationsIf you do not submit your presentation by the submission deadline, then you will beconsidered to have made a late submission, and will need to complete a Late Submission ofCoursework form. Providing that you submit the presentation prior to the session in whichyou are scheduled, you will be expected to give the presentation at the scheduled time and itwill be marked. The Late Committee will subsequently meet to decide whether your markcan be instated. If your case is rejected by the Committee you will receive a zero for thiscomponent of the module. All forms must be handed directly to a member of UG Office staff.All late submissions must be submitted to OCS in the usual way. Students with compellingextenuating circumstances which prevent them from submitting their presentation in time forthe session in which they are scheduled may be permitted to give their presentation at analternative time, but this would need to be by prior arrangement with the UndergraduateDirector (Dr Julie Lloyd) and academic staff involved. Students who find themselves in thissituation must make contact with the UG Director prior to their scheduled presentation timeso that correct and appropriate advice can be given.PROJECT FEEDBACKFrom 1 July until the end of September you can email your Project Supervisor directly to askfor feedback on your project. If you do not request feedback you will just receive the finalmark for the project module which will be available to you alongside your other marks viamyEssex after the exam board. Your Project Supervisor will respond with the feedback byemail within a reasonable timeframe (this could be up to a month or so if they are away fromthe University). Note: it is not possible to provide feedback earlier than 1 July because marksare not confirmed until the exam board which meets at the end of June. You will be able toaccess your Essex email for up to three months after graduation.