STANDARD OPERATING PROCEDURES (SOPs)

for
FINAL YEAR PROJECT (FYP)

BS Civil Engineering

Department of Civil Engineering

Khwaja Fareed University of Engineering & Information

Technology, Rahim Yar Khan
 TABLE OF CONTENTS

CHAPTER 1: REGULATIONS FOR FINAL YEAR PROJECTS (FYP) ..................................... 1

1.1 Introduction ......................................................................................................................... 1
1.2 Objectives of final year projects (FYP) .............................................................................. 1
1.3 Proposed FYP course learning outcome (CLO) ................................................................. 1
1.4 Mapping of FYP CLOs to PLOs ......................................................................................... 3
1.5 Evaluation of FYP course learning outcomes ..................................................................... 3
1.6 Final year project committee (FYPC) ................................................................................. 4
1.7 Formation of FYP groups ................................................................................................... 5
1.8 Selection and allocation of projects .................................................................................... 5
1.9 Proposal defense ................................................................................................................. 6
1.10 FYP supervisor.................................................................................................................... 6
1.10.1 Responsibilities of the students pursuing FYP ................................................................ 7
1.11 Internal examiner(s) ............................................................................................................ 7
1.12 External examiner ............................................................................................................... 8
1.12.1 Procedure of selecting an external examiner ................................................................... 8
1.12.2 Role of the external examiner ........................................................................................... 8
1.13 Inter-disciplinary projects ................................................................................................... 9
1.14 Industrial projects................................................................................................................ 9
1.15 Defense request ................................................................................................................... 9
1.16 Submission .......................................................................................................................... 9
1.16.1 Extension of project submission ..................................................................................... 10
1.16.2 Late submission .............................................................................................................. 10
1.17 Assessment and marking................................................................................................... 10
CHAPTER 2: PRESENTATION AND REPORT FORMAT ...................................................... 11
2.1 Presentation ....................................................................................................................... 11
2.2 Progress report .................................................................................................................. 11
2.3 Structure ............................................................................................................................ 11
2.4 Physical format and layout................................................................................................ 13
 CHAPTER 1: REGULATIONS FOR FINAL YEAR PROJECTS (FYP)
1.1 Introduction

As a partial requirement for the award of BS Civil Engineering degree at KFUEIT, a project
culminating in the submission of a Project report must be carried out by students in their final year
of study.

The project is a module that provides the students an opportunity to design, undertake or conduct
an independent piece of research or novel work related to their Program of Studies under the
guidance of a supervisor, who is a member of the faculty of Civil Engineering Department (CED),
KFUEIT, RYK.

1.2 Objectives of final year projects (FYP)

The objectives are stated as under:

1. To enhance students’ abilities in identifying and analyzing of scientific research in the field
of Civil Engineering
2. To improve students’ skills of solving complex engineering problems using the proper
research methodology
3. To provide an encouraging platform to the students to work as an individual as well as a
team

1.3 Proposed FYP course learning outcome (CLO)

FYP Course Learning Outcomes (CLOs) are suggested and displayed in Table 1. After the
successful completion of the Final Year Projects, a student will be able to attain the following
learning outcomes as given in

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 Table 1: Final Year Project Course Learning Outcomes (CLOs)

CLO FYP CLOs Blooms PLOs

taxonomy
CLO 1 To be able to design solutions, systems, mechanisms, and C6 PLO-3
methods in order to meet specified requirements
efficiently
CLO 2 To demonstrate students’ abilities in applying modern P4 PLO-5
tools and an engineering specialization to solve
engineering problems
CLO 3 To demonstrate student’s ability to realize the impact of A3 PLO-7
engineering solution in societal and environment
contexts
CLO 4 To maintain highest ethical and professional standards in A4 PLO-8
pursuing the design project

CLO 5 To function as an effective team member by following A3 PLO-9

the proposed plan to successfully finish the project
CLO 6 To enhance the ability of student to display their A4 PLO-10
communication skills through presentations, written
reports, and project’s posters
CLO 7 To provide an encouraging platform to the students to A4 PLO-11
demonstrate management skills and apply engineering
principle to manage project within timeline
CLO 8 To exhibit the interest of student in lifelong learning A3 PLO-12
process for a technological development in an ongoing
organization or an innovative idea.

CLO 9 Analyze engineering data critically and through C6 PLO-4

systematic investigations, make conclusions and
recommendations for performance improvement of
systems.

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1.4 Mapping of FYP CLOs to PLOs

Course learning outcomes of FYP are mapped to PLOs in Table 2 as given in below:
Table 2: Mapping of FYP CLOs to PLOs

PLO 10

PLO 11

PLO 12
Project

PLO 1

PLO 2

PLO 3

PLO 4

PLO 5

PLO 6

PLO 7

PLO 8

PLO 9
CLOs
Final
Year

CLO 1 
CLO 2 
CLO 3 
CLO 4 
CLO 5 
CLO 6 
CLO 7 
CLO 8 
CLO 9 

Complete FYP will comprise on phases 1 and 2 for 7th and 8th semesters, respectively. Evaluation
Scheme for both of semesters will begiven in Table 3 as per associated CLOs and PLOs.
Table 3: Semester wise Division of CLOs and PLOs
FYP Phase-1 Point of Evaluation/ Associated CLOs Associated PLOs
(7th Assessment
Semester) Methods
(100 Marks) Proposal defense CLO 6 PLO 10
(0+3 Cr Hr) Progress CLO 1, CLO 2, CLO 3, CLO 5, PLO 3, PLO 5, PLO 7,
Presentation I CLO 6, CLO 7 PLO 9, PLO 10, PLO 11
Progress CLO 2, CLO 5, CLO 3, CLO 6, PLO 5, PLO 9, PLO 7,
Presentation II CLO 7, CLO 8 PLO 10, PLO 11, PLO
12
FYP presentation/ CLO 1, CLO 3, CLO 4, CLO 6, PLO 3, PLO 7, PLO 10,
report CLO 8, CLO 9 PLO 12, PLO 4, PLO 8

1.5 Evaluation of FYP course learning outcomes

FYP is evaluated through presentations, progress reports and viva by internal external examiners
and the supervisors supervising the FYP.

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 Table 4: Evaluation Scheme of FYP CLOs

CLO PLOs Marking Criteria Point of Evaluation

CLO 1 PLO 3 Design and Progress presentation I,
implementation FYP final presentation and report
CLO 2 PLO 5 Modern tools usage Progress presentation I,
Progress presentation II
CLO 3 PLO 7 Environment and Progress presentation I,
sustainability Progress presentation II
FYP final presentation and report
CLO 4 PLO 8 Professional ethics FYP final presentation and report
CLO 5 PLO 9 Team rule Progress presentation I,
Progress presentation II,

CLO 6 PLO 10 Presentation skills Proposal defense presentation,

Progress presentation I,
Progress presentation II,
FYP final presentation and report
CLO 7 PLO 11 Project Progress presentation I,
management Progress presentation II,
CLO 8 PLO 12 Life-long learning Progress presentation II,
FYP final presentation and report
CLO 9 PLO-4 Analyze and FYP final presentation and report
Investigate Results

1.6 Final year project committee (FYPC)

The initiative and role of FYPC is stated as under;

i. Final Year Project Committee will be formed with the approval by Head of CED. FYPC
will have members from all areas of knowledge in their respective field of study subject to
availability of the faculty of Civil Engineering.
ii. Head of the Department (HoD) will lead the FYP committee as President of the FYP
committee.
iii. FYPC shall be responsible to ensure that groups are formed according to the group
formation section of the FYP policy.
iv. FYPC will assign internal examiners to all FYP projects.
v. FYPC will have the authority to review special cases and make recommendations to the
HoD for example to increase the number of students in a group.

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 vi. Arrangements of the Final year project exhibition will be done by FYPC.
vii. FYPC will review the profiles for external examiners and assign external examiners to final
year projects. The committee with help of the respective supervisors will decide to ensure
that external examiners are facilitated in attending the student evaluation in the University
(KFUEIT).
viii. FYPC shall ensure the level of laboratory is adequate in providing support to final year
students.
ix. The FYPC will ensure the smooth proceedings and timely completion of FYP and will also
handle all queries regarding the FYP.
x. The committee will call for the tentative FYP Project Titles from the faculty and possible
projects from the Industrial Liaison Committee (ILC) as per time schedule firmly
announced by Department(s).
xi. FYPC shall maintain and provide a comprehensive summary of the FYPs of each
Academic Year to the Dean and other Higher Authorities.
xii. FYPC can also initiate the request for approval to higher authorities for financial
assistance to FYP group(s) with due consultation with respective supervisor.

1.7 Formation of FYP groups

Each FYP group should consist of three to four (3-4) final year students and the average CGPA of
the group must range from 2.5 to 3.5 over a scale of 4.00. The group should submit a Group
Formation Form duly signed by the supervisor and the group members to the department. The
committee will assign internal examiner(s) to each group.

1.8 Selection and allocation of projects

Student of FYP groups shall be responsible to contact supervisors, they are interested in pursuing
as their final year project.

With discussion and guidance of their perspective supervisors, student shall prepare a written
proposal according to proposal writing guidelines.

There are two main criteria that must drive to have a successful project proposal are:

1. Feasibility of the project (time, supervision, cost implication, availability of equipment,

and literature)
2. Academic and implementation challenge

The proposal should contain the following minimum information:

i. Title
ii. Aims and Objectives
iii. Brief Literature Review

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 iv. Methodology - outline the procedures/ methodology/ experimental design that the students
intend to use.
v. Expected Outcomes
vi. Time Framework - a clear time schedule of the project and writing up of the report within
due date.

1.9 Proposal defense

Students are required to write a concise proposal for the selected project title as per format and to
present in front of the evaluation panel (internal examiner(s) and supervisor).

Upon successful defense of the proposal, the project group members will submit a Proposal
Defense Form to the Department duly signed by the respective supervisor and internal
examiner(s).

If the defense of the proposal remained un-successful, the students of FYP group must make
suggested changes in proposal and re-organize the proposal (as many times as required to
successfully defend the proposal) to the respective supervisor, and internal examiner(s) again
within one week of original proposal defense.

1.10 FYP supervisor

Each final year project will be supervised by a faculty member, as per PEC definition of faculty,
of the respective department.

The key responsibilities of the supervisor include:

i. Give briefing the students and apprising them of the regulations pertaining to the final year
projects.
ii. Setting a framework for regular scheduled progress meetings with FYP group.
iii. Giving guidance to FYP students about relevant literature on the topic under study and
appropriate literature sources.
iv. Giving guidance on the approach for appropriate analysis of data obtained, interpretation
and presentation of results.
v. Advice and assisting in the preparation of a feasible FYP proposal.
vi. Providing guidance on issues of protection and safety related to the scope of FYP work.
vii. Giving guidance on the writing of the different chapters of the report as per standard
operating procedures.
viii. Advising on the preparation of the oral presentation and/or poster.
ix. Ensuring any practical implementation of the work within FYP scope is done/completed.
x. Ensuring any simulation/modeling-based work is within FYP scope is done/completed
xi. Provide timely feedback to the student FYP group on matters pertaining to the FYP
evaluation/and concerned work

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 xii. Evaluating the FYP student group in accordance with the FYP policy
xiii. Supervisor will be responsible for maintaining the records of all submitted contents i.e.,
FYP materials, evaluation reports, etc.

1.10.1 Responsibilities of the students pursuing FYP

Throughout the whole project work, the students shall seek advice, comments and guidance from
the supervisor/s on the nature of the project work and standards expected.

The key responsibilities of the students include:

i. To read out the KFUEIT Regulations for the Final Year projects.
ii. Arrange the meetings with the concerned supervisor and to discuss the FYP progress.
iii. Bringing to the notice of the supervisor(s) any problems (academic and personal)
associated with progress.
iv. Responding to the supervisor’s suggestions and remarks relevant to their work and
progress.
v. Abiding by all laboratory safety guidelines as per lab rules and regulations.
vi. Discussing the layout of the final report with the supervisor/s prior to develop the stages.
vii. Writing up the report by their own work plan and the writing-up to give the supervisor
adequate time to read the preliminary drafted copies and to provide guided and motivated
feedback well ahead of the submission date.
viii. Each group member should complete individual task within the specified time assigned by
the supervisor.
ix. Each group member should appear in each FYP presentation and must evenly contribute in
presenting the project work.
x. Keeping in custody all raw data/questionnaires/survey forms.
xi. Discussing with the supervisors the proposed method and feasibility of the FYP and
presenting a written proposal to the project committee
xii. Ensuring that FYP report written must not be plagiarized (copy-pasted). In this regard, the
students must submit a similarity index (SI) report generated by Turnitin having SI ≤ 18%.
xiii. The student should contact the FYPC or HoD if they are unable to contact with their
supervisors. It is responsibility of the students to contact with supervisor on regular basis.
xiv. Any problem encountered by students during the FYP should be discussed with perspective
order of authority i.e., Supervisor, FYPC and then HoD.

1.11 Internal examiner(s)

Internal examiner(s) are an integral part of the FYP evaluation. Each FYP group is allocated
internal examiner(s). Internal examiner(s) is appointed by the FYP committee based on following
considerations

i. Area of research (core area of interest)

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 ii. Seniority level of internal examiner(s) with respect to supervisor (should be equal and
higher)
iii. Area of research and past experience of the internal examiner(s)

Internal examiner(s) are responsible to ensure the transparency and quality of work in the FYPs.
The key responsibilities of internal examiner(s) are.

i. Active participation in evaluation process of FYP

ii. Evaluating the work presented to him in scope of his/her role as internal examiner
iii. Giving timely feedback to the FYP student group at proposal stage and at progress report
stages

1.12 External examiner

The external examiner plays an important role in final year project evaluation. The involvement
of external examiner is an integral part of quality assurance of the university as it ensures that the
assessment process measures student achievement appropriately against the intended outcomes
weather it is rigorous and fair.

List of external examiners will be approved by board of studies. Moreover, the external examiners
for FYP evaluation must satisfy the following criteria before being considered as external
examiners in KFUEIT.

i. He/she must have 4 years of industrial/academia experience after undergraduate program

or have 2 Years of industrial/academia experience after graduate program.
ii. No industrial/academic experience is required for external supervisor with completed PhD
in Civil Engineering

1.12.1 Procedure of selecting an external examiner

Supervisors must submit and share the profiles of the perspective external examiners with the
FYPC. FYPC is responsible for making a pool of external examiners and presents it to Board of
Studies for approval. The FYPC contacts the selected external examiners and arranges the
administrative matters pertaining to FYP evaluation

1.12.2 Role of the external examiner

i. The external examiner is involved in the final presentation and report of the FYP.
ii. The external examiner must be present at occasion of the final presentation and mark it
fairly and to the best of their judgment in accordance to the KFUEIT FYP marking policy.
iii. The external examiner must sign off on the final project report of the FYP.

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1.13 Inter-disciplinary projects

Final Year Projects with Inter-Disciplinary domains are reflective of the Real-World Engineering
problems. KFUIET allows the inter-disciplinary projects to be done under following regulations
which are stated as;

i. There must be a supervisor from CED involved in the interdisciplinary project(s).

ii. The primary discipline (area of knowledge in which most of the FYP work lies) defines
the Supervisor of Project.
iii. There can be Interdisciplinary projects from only two Disciplines/Departments for a single
FYP student group.
iv. Selection of Internal Examiner will be based on preference of senior faculty area of
interest/research.
v. Interdisciplinary FYP must be approved from FYPC of all related Departments.

1.14 Industrial projects

Industrial project(s) can be done as FYP depending upon the nature, academics, implementation
challenge, and resource required for the project. Industrial projects are done as per KFUEIT ILC
policy.

Key points of the FYP policy for industrial projects are as follows;

i. Industry Liaison Committee will be facilitator for such projects. These projects may be
funded from industry.
ii. Supervisor from funding Entity or Industry can supervise industrial FYPs subject to
approval from FYPC as per prescribed policy.
iii. Group who has got supervisor from funding entity must choose a co-supervisor within the
KFUEIT relevant faculty, as per FYP regulations.
iv. In case of delays in terms of resource gathering, funding or any other matter from either
the University side or Industry side, the university faculty member supervising/co-
supervising the project must inform the Industry Liaison committee in timely manner.

1.15 Defense request

The students will submit a defense request to the department with the consent of the supervisor by
uploading the final copy of their FYP reports along with the similarity report on LMS.

1.16 Submission

Four copies of the FYP report should be submitted to the HOD office in the hard form not later
than the last date of submission announced by CED. A soft copy written on a CD or memory flash
USB containing all relevant data e.g. thesis, videos, photos related to lab testing, research papers,

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 software executable file and similarity report must be submitted with the hard copies for the future
correspondence.

The approval of the supervisor should be sought before the above-mentioned submissions by FYP
group. All students must fill and sign the FYP Submission Form at the time of submission.

1.16.1 Extension of project submission

Under exceptional circumstances (e.g. medical reason or major equipment breakdown) extension
in deadline for submission can be obtained from competent authority. Extension request must be
submitted in writing to the FYP Committee through the HOD outlining the reasons for the delay.

1.16.2 Late submission

All reports in the final version should be submitted to the Department within due dates. Late
submission will only be accepted over 10 working days (excluding Saturdays/Sundays/Public
Holidays) after the due date. The FYPC is authorized to impose a penalty for each day of late
submission.

1.17 Assessment and marking

The evaluation of FYP for semesters 7 and 8 will be carried out from 200 marks against 6 credit
hours. The valuation by the supervisor during both semesters will carry overall 60% weightage.
Example: Total marks = 200
i. Semester 7
Total marks: 100
Evaluation by project supervisor: 60 marks
Evaluation by internal examiner(s): 40 marks
ii. Semester 8
Total marks: 100
Evaluation by project supervisor: 60 marks
Evaluation by internal examiner(s): 20 marks
Evaluation by external examiner: 20 marks
Table 5: Overview of Marks Breakdown for FYP

Marks
Internal External
Semester FYP Evaluation steps Total marks division per Supervisor
Examiner(s) Examiner
assessment
Proposal Defense 10 6 4 0
7 100
Progress presentation I 90 54 36 0
Progress presentation II 40 32 8 0
8 100
FYP presentation/ report 60 28 12 20

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 CHAPTER 2: PRESENTATION AND REPORT FORMAT
2.1 Presentation

Each presenter should follow the following sequence as per KFUEIT presentation format,
i. Title
ii. Group credentials
iii. Table of contents
iv. Literature review
v. Research Methodology
vi. Results and discussion
vii. Conclusion
viii. Acknowledgements
ix. References
x. Appendices (if needed)

2.2 Progress report

The work carried out during the FYP should be submitted in the form of a report written by the
students. The report must include relevant figures, photographs, illustrations, tables.

2.3 Structure

The report should consist of preliminaries, main text, references and appendices (if applicable).
The details of each section are as following;

Preliminaries

The preliminaries should abide by the following order, wherever applicable.

Title Page

The title page of the report shall give the following information in the order listed:
i. Full title of the project as approved by the relevant Department.
ii. Full name of the authors.
iii. The degree for which the report is submitted.
iv. The name of the Department and institution to which the report is submitted.
v. The month and year of submission.

Project/Report Declaration Form

The declaration form should be attached before the table of contents.

Table of Contents

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The table of contents shall list in sequence with page numbers all chapters, headings, sub headings,
and other sub-divisions of the report like references, appendices etc.

List of Figures

It should contain the list of all figures such as the figure number comes after the chapter number
e.g. for chapter 4 figure 2 the numbering will be like (Fig. 4.2).

List of Tables

It should contain the list of all tables such that the table number comes after the chapter number
e.g. for chapter 4 table 2 the numbering will be like (Table 4.2).

Nomenclature

It should state all the variables and special characters used in the main text, subscripts and
superscripts and abbreviations.

Acknowledgements

All persons (e.g. supervisor, technician, friends, and relatives) and organization/authorities who
have helped in the realization of the project must be acknowledged.

Abstract

The abstract consists of 200-300 words, which provides a brief outline of the objectives, scope of
the project/report, the methodology used, the main findings and results achieved, each contain two
line in explanation.

Main Text

The main text of the report should start with an introduction followed by chapters, subdivided
into sections and sub-sections. The document must have appropriate chapters which include
literature review, Materials and Methods (or Methodology), Results and Discussion, Data
Analysis, Conclusions and Recommendations as per KFUEIT format. Any table, figure, scheme
or illustration included in the report should be clearly labeled. The caption should be placed at
the top of tables but below figures.

References

The list of references and appendices must be cited with IEEE style of referencing.

Appendices (if needed)

The appendices shall consist of any base material, which would break the flow of the report due
to its length or partial irrelevance. Some examples are:

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(i) Specifications and data sheets of equipment from suppliers.
(ii) Correspondence from suppliers and company.
(iii) Raw data.
(iv) Survey sheets
(v) Charts and data tables from books
(vi) Lengthy mathematical derivations.

All appendices must be listed in sequence, i.e. Appendix A, B, C… etc.

2.4 Physical format and layout

Cover and binding

The progress reports shall be in spiral-bound form with a protective plastic front cover and a stiff
card back-cover. After the Board of Examiners, the report will be submitted hard-bound, in book
form in a fixed binding of dark green base and gold lettering. The front cover shall contain the title
of the FYP as approved by the Department, supervisor name and group members credentials. The
spine of the report shall contain project title and the year of submission.

Paper and typographical details

The report must be typed, justified and printed on one side of the paper only using:

(i) 2.0 line spacing (Double Spacing)

(ii) Characters not less than 12pt. font type ‘Times New Roman’.

Good quality A4 (80 gram) white paper should be used for the printing and for xerographic copies.
The left margin used for binding shall not be less than 2.5 cm while all other margins coincide
with specimen attached.

Pagination

Pages shall be numbered consecutively throughout the report, starting with the title page, including
appendices. Roman numerals (i, ii, iii…) shall be used for the front pages (Preliminaries) and
Arabic numerals (1, 2, 3, …) as from the ‘Introduction’ section onwards. Page numbers shall be
located centrally at the bottom of the page, approximately 10 mm above the edge.

Plagiarism
Student shall submit the similarity report obtained from “Turnitin” website to the supervisor.
Similarity index must not more than 19% excluding bibliography.
Referencing

Each student should adhere to the system of referencing as per “IEEE format” when writing up the
FYP reports.

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