Instructions for writing of Master s Thesis Jerker Björkqvist

Instructions for writing of Master s Thesis Jerker Björkqvist

2 Index 1 General instructions... 3 1.1 The importance of the Master s Thesis... 3 1.2 Master's Thesis Topic... 3 1.3 Commissioner of Master's Thesis work... 3 1.4 Supervision and reviewing of Master's Thesis work... 3 1.5 Maturity test... 4 1.6 Language check-up... 4 1.7 Grading of the Master's Thesis... 4 1.8 Master s degree... 4 1.9 Confidential information... 4 1.10 Master's Thesis awards... 5 2 Instructions for writing the Master s Thesis... 5 2.1 The language... 5 2.2 Typographic instructions... 5 2.3 Figures...7 2.4 Word processors / Text editors... 7 2.5 Practical advice... 7 2.5.1 Do not leave the writing to the last minute... 7 2.5.2 Draw the figures first... 8 2.5.3 Compile a list of concepts that need to be dealt with... 8 2.5.4 Discuss before starting... 8 2.5.5 Acquaint yourself with the grading criteria... 8 2.5.6 First, write about subjects you know well... 8 2.5.7 Write clearly and easily understand... 8 2.5.8 Spread out your work... 9 2.5.9 Ask your supervisor to read your text... 9 2.5.10 Don t get stuck!... 9 3 Structure of the written work... 9 3.1 Cover... 9 3.2 Title page... 9 3.3 Abstract... 9 3.4 Sammanfattning... 10 3.5 Table of contents... 10 3.6 Foreword... 10 3.7 List of abbreviations and terms... 10 3.8 Introduction... 10 3.9 Main text... 10 3.10 Discussion... 11 3.11 Summary of results... 12 3.12 Sources and references... 12 4 Summary... 13 5 References... 13

3 1 General instructions 1.1 The importance of the Master s Thesis The Master s Thesis is an important part of the Master s degree because it initiates the student into independent engineering work. Supervision during this part of studies is less than during earlier studies. A typical Master's Thesis investigates and hopefully, if possible, solves a greater technical problem. Even though the Master's Thesis work often involves deeper studies of a new presentation of a problem, the goal is that the student uses the knowledge gained during earlier studies. The Master's Thesis can be undertaken when the student has enough knowledge in the field. It is preferable however, that the student has first passed all of the courses. 1.2 Master's Thesis Topic The topic is chosen based on the major subject of the student, but if justified, can be done in a closely related field. Master's Theses can differ a lot from each other. They can involve research in the laboratory, process- and product development in industry, simulations, measurements and analysis, literature research, material research or analyses of environmental aspects. The Master's Thesis corresponds to the tasks of an engineer, or diplomingenjör in Finland, in industry. The student s own interest in special technical problems can also be the topic for Master's Thesis. 1.3 Commissioner of Master's Thesis work Master's Theses within KTF (the Faculty of Chemical Engineering) are often done as a commissioned work. The commissioner can be a company, an organisation or a laboratory at KTF. It is worth keeping an eye open for possible topics being offered, but the student can also independently contact companies and ask for opportunities for a Master's Thesis topic. 1.4 Supervision and reviewing of Master's Thesis work The Master's Thesis needs a supervisor and an instructor. The supervisor is a professor or a docent in the chosen field. The student, together with the supervisor, decides upon the topic and how the work is to be carried out. They draw up a timetable for the work and for follow-up reviews. It is wise to contact the supervisor in good time in order to check the suitability of the topic as Master's Thesis work. Generally, the supervisor also functions as a reviewer. The supervisor and/or a person with wide knowledge in the field chosen functions as the instructor. Alternatively, someone from the commissioner s industry can also function as the instructor. The instructor gives advice, very detailed if necessary, even if the Master's Thesis work is a form of maturity test in which independent work is stressed. It is important to often discuss the ongoing work with the instructor in order for the Master's Thesis to be as good as possible. It is wise to agree on regular meetings with the instructor.

4 1.5 Maturity test The maturity test is an important part of the Master's degree. The maturity test is a written work (an essay on a given topic) which shows the student s knowledge in English and his/her intimate knowledge of the subject field of the Master's Thesis. The test is arranged by the instructor or the supervisor in the final stage of the Master's Thesis. The length of the essay is about four A4 pages. 1.6 Language check-up Språktjänst, or the Language Centre at Åbo Akademi, will check the language of the Master's Thesis work together with the maturity test before it is presented at the Faculty Council meeting. Please note the deadline for every Faculty Counsil meeting. You will find more information on Språktjänst home pages or by contacting the Språktjänst secretary. Normally the student needs to allow three weeks for the language check and Språktjänst has to inform the Faculty Office one week before the meeting as to whether the Master's Thesis work is approved or not. 1.7 Grading of the Master's Thesis The Master's Thesis work is graded and approved by the Faculty council based on the proposal from the reviewer or reviewer/instructor. The Master's Thesis work is rated in a range from 1 to 5, with 5 being the best. 1.8 Master s degree The Master s degree is approved at faculty council meetings. In order to obtain the degree, the student has to: - successfully pass the Master's Thesis language check, - check that all required courses have been completed and registered and also that the marks in both major and minor subjects are registered, - inform the officer of academic affairs of their intention to take the degree at least one week before the Faculty Council s meeting, - be a registered student and present at Åbo Akademi University. 1.9 Confidential information The Master's Thesis is an official document. This means that the commissioner s trade secrets are not to be exposed by the Master's Thesis work. If there is any doubt, please discuss the matter with your supervisor. Give a copy of the work to the commissioner to review before the final version is completed. Sometimes the commissioner asks the student to sign a Non-Disclosure Agreement. This agreement can be signed by the student only on behalf of the student not on behalf of the entire Åbo Akademi University. In such situations, it could be beneficial to split the work into two parts; the official part (presenting methods and results in general terms) and an appendix (presenting more specific information)

5 1.10 Master's Thesis awards Every year, TEK and TFiF awards a prize for the best Master's Thesis. The award is given based on the nominations from the polytechnics and technical faculties in Finland. 2 Instructions for writing the Master s Thesis The Master's Thesis work consists of a practical part (literature study, apparatus design, research, measurements, programming, etc.) and a written part. The practical part is largely dependent upon the problem to be solved and it is therefore difficult to give any general instructions. Every publication, however, has its own form in which the work is to be presented. While writing the Master's Thesis at KTF you will get used to one format. Later on, in other workplaces, you might use other formats when presenting your work. Before starting the main writing process, it is advisable to spend time structuring the manuscript, drawing up the Table of contents, and deciding upon headings and subheadings. Then you should discuss it with the instructor/supervisor; decide on how much time/effort should be spent on each part. This lays the foundation for your Master's Thesis. Take time in order to properly prepare so that the Master's Thesis will be of high quality both in content and outlook. The written part is often the only way to evaluate the Master's Thesis work later on. 2.1 The language Master's Theses at Åbo Akademi University are, as a rule, written in Swedish or English. If a student wishes permission to write it in an other language then he/she has to apply for it from the Faculty Council. The Master's Thesis, however, may not be written in Finnish. If the Master's Thesis is written in a language other than Swedish, there has to be a longer, about five pages, summary in Swedish. The Master's Thesis within the Master s Program in Chemical Engineering is to be written in English. The Master's Thesis is written for a public with a basic technical knowledge. Explanation of elementary concepts known to the readers is to be avoided. Writing about matters that are unknown to the author is also to be avoided. Use accepted terminology within the field when such exists, even for pictures and drawings. When writing, the goal is to achieve a clearly worded and carefully ordered thesis, and slang should be avoided. A fluent and easy-to-follow language should be used and established rules and recommendations should be followed. 2.2 Typographic instructions Font: Times or other common font Print-out: Single sided printing Page size: A4 Margins left: 4,5 cm

6 right: 2,0 cm top: 2,5 cm bottom: 3,0 cm Spacing before header: two lines after header: one line between header and subheader: one line line spacing: single between paragraphs: normal line spacing between table/figure text and body text: one line Indentation: none after header, other passages: first line indentation 0.4 cm The caption of a table is placed before the table and without a full stop at the end of the sentence The caption of a figure is placed after the figure and ends with a full stop Table structure and font to be used in the Master's Thesis are described in Table 1 below Table 1. Fonts used in a Master's Thesis Font size (p) 10 Layout Normal font Bold face italic font Italic and bold face header and footer 12 body text equations references tables figure text names of tables 14 NAME OF AUTHOR first subheader third subheader HEADER 18 NAME OF MASTER S THESIS second subheader Figures, tables and appendices are all part of the written part of the Master's Thesis and are to be referred to in order of appearance.

7 2.3 Figures All illustrations working drawings, figures, diagrams should describe what the student wants to present in the easiest and clearest way possible. Avoid all unnecessary details and ensure the illustration shows the information clearly. A good figure is known by its simplicity and if the reader easily gets a quick general overview. The title for the Y-axis can be written horizontally above the axis as in Figure 1. value of object function Processing time (s) Figure 1. The values of an object function as a function of processing time using method B. 2.4 Word processors / Text editors Students at KTF usually choose between two word processors: LaTeX and MS Word. MS Word is the logical one to choose when you work on a computer running Microsoft s operating system. LaTeX is often used on computers running the UNIX operating system, even if there is a LaTeX version for Microsoft Windows. MS Words s advantage is that it is very easy to start writing. LaTeX is more advantageous to use if you have to write much more systematically. Furthermore, LaTeX is good at handling mathematical expressions. LaTeX is often used as writing tool within technical research. There is no basic rule concerning which to use. Please ask for advice on how to get started with the written part. 2.5 Practical advice The writing takes approximately two months to complete. You can shorten the time spent on writing by following the guidelines below. 2.5.1 Do not leave the writing to the last minute By doing research and writing side-by-side, you are forced to structure the work which often leads to new insights. This way, you can avoid corrections at a later date.

8 2.5.2 Draw the figures first When you try to explain things to someone else, you often draw pictures and graphs to help understanding. Likewise, it is easy to write your Master s Thesis by first drawing 30-35 figures and explaining them, how things are related to each other, problems, solutions, etc. Draw the pictures as completely as possible. After this it is easy to add the main text since the text usually explains the pictures. In this way it is easier to get the text cohesive. 2.5.3 Compile a list of concepts that need to be dealt with There should be about 100-150 concepts on this list, each explained with 1-5 words. Each concept gives you about one new paragraph of text. After this it is easy to draw up an index. 2.5.4 Discuss before starting It is also favourable for the supervisor if the student receives the degree without major problems. This motivates the supervisor to deal with any problem that may arise in time. 2.5.5 Acquaint yourself with the grading criteria When grading the Master s Thesis, the following criteria are taken into consideration: - organization and effectiveness - independence - creativity - ability to acquire technical literature - a systematic approach and reporting - processing of results Also details such as the length of the thesis, the degree of difficulty and the importance of the results are taken into consideration. It is appropriate to check the criteria above and ponder upon how well the thesis work fulfils them. It is then easier to identify which written text needs more attention. 2.5.6 First, write about subjects you know well It is easy to write about subjects already structured, such as matters already acquainted with during the practical part. After developing writing routines, it is easier to discuss more complex and difficult ideas or concepts. Write the introduction and summary last, because these require a greater comprehension of the whole subject. 2.5.7 Write clearly and easily understand The first sentence in a paragraph defines the content. The following sentences more closely define the content. This structure gives a clear and easy to understand description as each paragraph contains only one or two concepts belonging to the subject matter. This type of paragraph is also easy to move around if needed. It is

9 also best not to discuss the same subject matter in a different context. It is easy to follow the text if it is consistent throughout the whole thesis. 2.5.8 Spread out your work If you are not happy with the outline of your written work, spread it out paper-bypaper on a table or on the floor to get a better overview. In this way you can more easily get a general idea of the contents of your work and it is easier to find the right place for each part. 2.5.9 Ask your supervisor to read your text It is wise to ask your supervisor to go through your text once in a while. He can have valuable opinions on both the outline and the content which might be overlooked by oneself in the heat of writing. It is worth taking advantage of the supervisor s expert knowledge in all phases of the Master s Thesis. 2.5.10 Don t get stuck! It is easy to get stuck while writing and not proceeding forward, especially when the deadline is nearing. If you do not get anything written, even though you know your field well, something is wrong with the work process. Do not just sit there, use the methods mentioned above to continue. If that does not help, your supervisor might be of help. Writing the Master s Thesis is not impossible, many before you have done it! 3 Structure of the written work 3.1 Cover The written part of the Masters Thesis is bound in hard cover (the colour according to the established practice at the laboratory for which you write the thesis). Printed on the spine of the cover is the name of the writer (given name, family name) and the year written. Nothing else is printed on the cover. There are some companies in Turku that bind the Master s Thesis, e.g. Kluuti, Turun Pahvivalmiste, and Turun Kirjamo. Some of them also take care of the copying. Normally you need at least three (3) copies (supervisor, laboratory and faculty office) but the commissioner may want a copy and family and friends often enjoy getting a copy of their own too. 3.2 Title page The title page identifies the Master s Thesis. Written on the title page are the title and the writer s name, centred on the upper half of the page. Written to the lower left is the type of work (Master s Thesis), area of specialisation, supervisor, laboratory, faculty, university and date. Appendix 1 gives an example of a title page. 3.3 Abstract The abstract, or summary, is the basis of the information that is transferred to bibliographical databases. The summary explains, in short, the content of the Master s Thesis. The summary is independent and is to be understood on its own without further explanation. The summary may not include references to other texts nor knowledge not dealt with in the main text. The summary, approximately 200 words long, gives an idea of the purpose of the Master's Thesis, methods used,

10 results gained and conclusions. Try to avoid rare terms and abbreviations. Some key words follow the summary, preferably 2-6 in number. Give key words that are not in the title. The title and key words are used for searches. 3.4 Sammanfattning According to the language instructions of Åbo Akademi University 5, international students that write a Master s Thesis in a language other than Swedish do not have to write an abstract in Swedish. 3.5 Table of contents The Table of contents lists the sections and subsections with page numbers. The prefatory pages (such as Summary, Foreword, List of abbreviations and terms, Table of contents) are not numbered. The first page begins with the title, Introduction. The pages are numbered starting from the page following the Introduction. The page numbers are written using Arabic numbers in the upper left-hand corner. 3.6 Foreword In the foreword of the Master's Thesis, the purpose of the work with respect to its different phases is explained. The organisations and any others that have given their support are introduced in the foreword. Also given in the foreword is thanks to all that have been involved. 3.7 List of abbreviations and terms A listing and explanation of all abbreviations, terms, units, and other designations is included in the Master s Thesis. Their correctness is checked with standards and other sources. SI-units (Suureet ja yksiköt 2001) should be used. 3.8 Introduction In the introduction, the work is explained concisely, including the background, the problem, the justification, the goal and the extent of the work. Furthermore, a more accurate definition of the work, the limits used and the reasons for these limits are presented in the Introduction. It is good to refer to earlier and current research in the field. Nowadays, the Master s Thesis often consists of research work or product development work that is carried out as a part of larger project or together with other people. This is why the Introduction should clarify which parts belong to the author. 3.9 Main text How the content is laid out is dependent upon the type of work, and can usually be divided into two parts. The Theory, which explains the basis of the thesis with the help of literature or the author's own knowledge. Unnecessary information is to be avoided, as the Theory should only contain information related to the work completed. Presentation of material, observations and solutions. In order for others to benefit from the observations and solutions found, the content should be explained as thoroughly as possible. Results, if possible, should be shown in the original form

11 (such as tables, etc.). Actual results should not be mixed together with the author's own reasoning or conclusions. Equations and mathematical relationships play an important part in the Theory, but it should be remembered that mathematics is only a helpful tool and not the goal. It is not necessary to show the entire proof: basic equations, necessary quantities and the final result will usually suffice. If necessary, the derivation of the equations can be shown in an appendix. In science and engineering there are two types of equations: - dimensionless equations, or the relationship between physical dimensions or quantities, where letters represent the dimensions, and - quantity equations, where letters represent a measurement of quantities. A quantity is the product of a measurement and a unit of measurement. The units are always separated with a space (i.e., 5 kg, but 5% and 5 o C). It is recommended that dimensionless equations be used since these are independent of units. Quantities are treated according to algebraic rules and are usually represented with a letter. Mathematical variables and quantities are italicized. Vectors are italicized and also written in boldface. Numerals, units, and lower indices are not italicized (but lower indices of quantities are). Greek letters are not italicized. Every equation should be part of a complete sentence. An empty line is left above and below an equation, and equations are numbered through the whole text. Equation numbers are placed to the right and in parenthesis. The equations are referenced in the text by the numbers, for example, "From equation (1) it is seen...". At uniform motion, the velocity is defined as s v = (1) t where t is the time of the movement s is the distance moved In designing and programming theses, methods which are normally used for system planning should be used (often a top-down approach). Only the essential parts of the theory and design are presented. The apparatus or programs detailed structure, if necessary, can be presented as an appendix to the thesis. The system is presented block wise, from larger generalities to smaller details. Unessential details should be avoided. Measurements are relevant in design theses and should be planned carefully. The same concerns testing of software. 3.10 Discussion In this section the author conveys how well the goals of the thesis were fulfilled with explanations. Opinions about the general applicability and significance can also be added, but unnecessary speculations should be avoided.

12 3.11 Summary of results In this section, the author presents a short but concise summary of the main points of the investigation, the final results, and their meaning. Extra emphasis should be placed on results the author has himself found. References to other parts of the text should be avoided, as well as presentation of results not presented elsewhere in the text. 3.12 Sources and references Referencing other literature puts the thesis within the existing literature. References should clearly indicate which parts originate from a source and what is the author's own writing. The author should also refer to unpublished results, quotations, figures, and equations used in the text, although only to sources with which the author is familiar. When publications on the net are being referenced, the publication should either be printed out and placed in the appendices, or alternatively saved electronically in the author's computer account. In the References section, only sources actually referenced should be listed. There are (unfortunately) many recommendations for the format of the references. The easiest format is the "Harvard Style". In the text, the author and year are referenced, for example, According to Reinkainen (1980) is..." or "Ziegler and Holmes (1996)) shows that...". In the References section, all references are placed in alphabetical order. Book chapters: Lenstra, A. K. and Lenstra H. W. (1990) Algorithms in number theory, in: Leeuwen J, ed., Handbook of Computer Science, A, Elsevier, Amsterdam, 673-715. Articles in journals: Ziegler, E. N. and Holmes J. T. (1996) Mass transfer from fixed surfaces to gas fluidized beds, Chem. Eng. Sci. 21, 117-118. Conference publications Chen, P., and Kuh, E. (2000) Floorplan sizing by linear programming approximation. In: Proceeding of 37th Design Automation Conference, LA, CA, June 5-9 2000. Reports, theses Reinkainen, M. (1980) Hiekan vaikutus tiilien ominaisuuksiin. Master Thesis, Technical University, Department of Chemistry, 30 s. Patents Ingram, H. (1941) Improvements in Cr relating to electrical condensers. Brit. Pat. 552, 707. App. 18 July 1941. Acc. 18 November 1943. Net publications

13 Krishnan V. and Torrealis J., A, (1999) A Chip-Multiprocessor Architecture with Speculative Multithreading. 23.3.1999, http://computer.org/tc/tc1999/t0866abc.htm. Obtained 20.5.2000. Interviews: Andersson, P. (1998) Production manager, Ericsson Radio Systems, interviewed 22.5.1998. 4 Summary This guide explains the different stages which are included in a Master Thesis. The thesis' role as part of the Master Program is clarified. The guide also presents practical advice which eases the difficulties experienced in the writing process and gives a model for a typical layout of a thesis at the Faculty of Chemical Engineering. 5 References Holmbom, B. (1984) Om skriftlig teknisk rapportering samt muntlig presentation, Kompendium, KTF. Lappalainen, P. (1994) Diplomityön teko-ohjeet, Oulun Yliopisto, Sähkötekniikan osasto, Oulu, 31 s. Raam-Inghult, E. (2000) Svenska skrivregler, Liber AB, Stockholm. Suureet ja yksiköt: SI-mittausjärjestelmä: the international system of units (SI) (2001) SFS, Helsingfors.