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Instructions for project submission and project talks bs837

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Instructions for project submission and project talks bs837

  1. 1. INSTRUCTIONS FOR SUBMISSIONInstructions for Submission of Project: BS837Hard Copy SubmissionYou should submit one bound watermarked hard copy of your project to the UndergraduateOffice (Room 4.00) by the deadline of 4.00pm on Thursday 22 March 2012 (week 25).You must 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:Literature review - Title page - Literature review - ReferencesProject report - Title page - Acknowledgements - Contents - List of abbreviations - Abstract - Introduction - Methods - Results - Discussion - References list - Appendices (optional)Where applicable, also submit separately one hard copy of your lab book to theUndergraduate Office by the deadline.Extra material (These signed documents should be attached to the hard copy of your report.They do not need to be uploaded electronically). - Original project plan - Risk assessment - Progress report forms - Ethics application - Example of informed consent form.The watermarked copy must be identical to the files uploaded electronically to OCS. Thiswill be checked. It is recommended that you do not print your watermarked copy until youare sure that the files to be uploaded are the final versions.You may want to make a spare copy of your project for your own use in the future (e.g. forjob interviews). The copy you had in to the Department will not be returned to you.
  2. 2. 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 FOUR separate files as follows: (i) Project report (the whole report excluding the reference list) (ii) Reference list for project report (iii) Literature review (without the reference list) (iv) Reference list for literature reviewYour references need to be uploaded separately because your project will be checked usingTURNITINUK’s Plagiarism Detection Software. Attaching your references will give a falselyhigh result, 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 https://courses.essex.ac.uk/ocs3. Follow the instructions on these pages to get to the page displaying Biological Sciences courses and select BS837-6-FY.4. Read and follow the notes and instructions carefully, making use of the help facility as required.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.Please remember to back-up you files regularly, and to keep them in multiple locations (e.g.hard drive, CD, memory stick, OCS).Late SubmissionLate submission should only be considered if absolutely necessary. Requests foracceptance of late work will be considered by a committee and there is no guarantee thatmarks will be instated.If your work is going to be up to 7 days late, you should seek advice from Dr Taylor (FinalYear 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.
  3. 3. You should upload your work to OCS within 7 days of the deadline (i.e. by 4.00pm onThursday 29th March 2012). You should submit a watermarked hard copy, together with aLate Submission of Coursework form, to the Undergraduate Office by 4pm on Tuesday 3April 2012.If you need to submit beyond the normal late period of 7 days, you need to ensure that youhave discussed this with Dr Taylor (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: http://www2.essex.ac.uk/academic/students/ug/extenug.html If your workis more than 7 days late and you do not submit an Extenuating Circumstances form, you willbe automatically awarded a mark of zero.The absolute deadline for both electronic and hard copy submission is Friday 13 April 2012at 10.00am.Some Tips on 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 have embeddedmany pictures or graphs and have either not copied or sized them correctly. If you copyobjects such as graphs or figures from Excel or many other packages in to Word files (usingcut and paste) you will usually be given the choice of paste as object or paste as picture(this will depend on which version of Word you are using). Choosing object means thewhole Excel (or other) file is embedded in the Word file. While this is sometimes handyduring drafting, as you can click on the object and edit it and any data direct, you should notuse this for final file versions. Choosing paste as picture will usually reduce the file size.You can also convert an object into a graphic (picture). Use the Help feature in Word formore information.You should normally resize and compress any digital photographs or scanned images. Ifyou are not familiar with photoediting programs such as Photoshop or Paintshop Pro, thenthere are simple resizing and resampling facilities available free at:http://www.resize2mail.com/http://bluefive.pair.com/pixresizer.htmBluefive requires downloading, so will only be of use if you are working on non-Universitymachines where you can install software.A further tip for both PowerPoint and Word is to ‘compress’ the pictures in a file. If you areproducing a PowerPoint file intended only for screen viewing then you only need to use 96dpi for on-screen viewing which usually makes much smaller files and faster loading whendisplaying. For printed work you need 200 dpi or higher. Always save your file withcompressed images as a new version and check all graphics are still showing correctlybefore submission. 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 below 20Mb please notify your Supervisor in the first instance. Please ensure you do this in goodtime – i.e. not on the day of the deadline.
  4. 4. Instructions for Third Year Project Talks (BS837)Week 31 2011The 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 SES).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 https://courses.essex.ac.uk/ocs3. Follow the instructions on these pages; go to the page displaying Biological Sciences courses and select BS837-6-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.Late submissionIf 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 compelling extenuating circumstances which prevent them from submittingtheir presentation in time for the session in which they are scheduled may be permitted togive their presentation at an alternative time, but this would need to be by prior arrangementwith the Undergraduate Director (Dr Julie Lloyd) and academic staff involved. Students whofind themselves in this situation must make contact with the UG Director prior to theirscheduled presentation time so that correct and appropriate advice can be given.Oral presentations form part of the assessment for the Issues modules and the final yearprojects. If 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 on your behalf. However,you will receive a mark of zero unless you submit an application to the Late SubmissionsCommittee to have the mark instated. You should ensure that you include details and anysupporting documentation to explain your reasons for not being able to attend the scheduledpresentation.
  5. 5. In exceptional cases when you have experienced genuine, major, unavoidable problemswhich are documented, project reports can be submitted later than seven days after thedeadline accompanied by an application to the Late Submissions Committee. Note that ifthese late submissions are not approved, this will result in a mark of zero for the projectreport and in some cases a failed degree. You are therefore strongly urged to consult withyour project supervisor who will discuss your circumstances with the Undergraduate Directorwho will be able to advise on the likelihood of your late application being approved.Instructions for the oral presentation1. Advice for preparing and giving an effective project talk are given in the module handbook.2. Your presentation must be for 10 minutes; this will be followed by 10 minutes of questions.3. A schedule of talks will be posted on the third year notice board.4. You should be in the assigned room at the start of the session in which your talk is scheduled to be given.5. You must bring your registration card.6. You should remain in the room until all talks in your session have been given.7. Sessions are ended either by coffee or lunch breaks.8. You are expected to use PowerPoint to present your Third Year Project talks.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 itand 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 normally resize and compress any digital photographs or scanned images.If you are not familiar with photoediting programs such as Photoshop or Paintshop Pro,then there are simple resizing and re-sampling facilities available free at:http://www.resize2mail.com/http://bluefive.pair.com/pixresizer.htmBluefive requires downloading, so will only be of use if you are working on non-University machines where you can install software.A further tip for both PowerPoint and Word is to ‘compress’ the pictures in a file. If youare producing a PowerPoint file intended only for screen viewing then you only need touse 96 dpi for on-screen viewing which usually makes much smaller files and fasterloading when displaying. For printed work you need 200 dpi or higher. Always saveyour file with compressed images as a new version and check all graphics are stillshowing correctly before submission. Once compressed, pictures will lose quality if youthen expand them.If, having followed these guidelines, you are still struggling to reduce your file-size below 20Mb please notify your Supervisor in the first instance. Please ensure you do this in goodtime – i.e. not on the day of the deadline.
  6. 6. FEEDBACKThis is just to let you know that, if you wish, from 1 July until the end of September 2012 youcan email your Project Supervisor directly to ask for feedback on your project. If you do notrequest feedback you will just receive the final mark for the project module which will beavailable to you alongside your other marks via myEssex after the exam board.Your Project Supervisor will respond with the feedback by email within a reasonabletimeframe (this could be up to a month or so if they are away from the University). Pleasenote that it is not possible to provide feedback earlier than 1 July 2012 because marks arenot confirmed until the exam board which meets at the end of June.You will be able to access your Essex email for up to three months after graduation.

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