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Graduation Project Guide (GPG)

Technical Report · September 2015

DOI: 10.13140/RG.2.2.18262.96327

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Mezgeen Rasol Mudhafer Hameed Selman

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Kurdistan Region Government-Iraq
Ministry of Higher Education
and Scientific Research
Duhok Polytechnic University

Graduation Project Guide

How to Write Scientific Report

Prepared by

Mezgeen Abdulrahman Rasol

Assistant Lecturer – Zakho Technical Institute

Checked and Amended by

Dr. Salih Mustafa Atroshey, Dr. Saad Muhi Haider

Dr. Mudhafer Hameed Selman

Dr. Ekhlass A. Jarjees

2014 – 2015
 Table of Contents

A. Preamble………………………………………………………………………………… 3

B. Work Plan ………………………………………………………………………………. 4

C. Contents of the Graduation Project Report ………………………………………….. 6

1. Preliminary Pages ………………………………………………………………….. 6

Cover page
Certificate of the graduation project
Acknowledgement
Abstract (English & Kurdish)
Table of contents
List of tables
List of figures
List of acronyms and symbols

2. Main Components of the Graduation Project Report ………………………..…. 6

Tables
Figures
Equations
Main Chapters
Chapter One: Introduction ……………………………………………….………. 7

Chapter Two: Literature Review ………………………………………………… 7

Chapter Three: Materials and Methods …………………………………….…… 8

Chapter Four: Results and Discussion ………………………………………...… 8

Chapter Five: Conclusion and Recommendations ……………………………… 9

3. References …………………………………………………..……………………… 9

4. Appendices …………………………………………………………………………. 10

D. General Regulation and Standards ……………………………………………..……. 10

E. Guideline for Writing with Sample Forms Attached ……………………………….. 11

F. References ……………………………………………………………………………… 12

DPU Graduation Project Guide 2015 Page 2 of 24

A. Preamble
Since the mission of Duhok Polytechnic University (DPU) is to prepare efficient
technical graduates in accordance with the labor market needs of public and private
sectors, updating curriculum and following international standards is the main
purpose for preparing such document.

Graduation project is one of the requirements for the completion of the graduation
degree. It can be described as a research experience, where the problem is defined, a
hypothesis is created, experiments are designed to test the hypothesis, and
conclusions are drawn. Focusing on a well-defined project that views a reasonable
chance of timely completion, will help student to find a new solution for a certain
scientific problem. Graduation project will also help students in forming a new
scientific perspective, or developing a solution by using the appropriate techniques
in preparation, completion and writing the report with the aid of his / her advisor.
Sufficient time should be allowed for satisfactory completion of such report by
planning it well on the final two terms of the last year.

This Graduation Project Guide (GPG) represents an outcome of the effort and
experience of different committees to suit various specializations and programs at
DPU. In addition, the guidelines of different Middle Eastern and International
universities listed in references were looked at as examples to enable students
preparing a comprehensive written research report.

Research experience is as close to a professional problem-solving activity as

anything in the curriculum, since it provides the student with the following:
 Exposure to research methods.
 Opportunity to work closely with a faculty advisor.
 Experience the group dynamics and behaviour within a team.
 Ability to use the available means in applying theoretical knowledge.

DPU Graduation Project Guide 2015 Page 3 of 24

B. Work Plan
The student has to take the responsibility to pass the graduate project and be
eligible for graduation. This experience will teach the student to manage his /her time
by scheduling a weekly meeting with the advisor for following up the progress and
also by creating a work plan to set goals and work productively during the following
stages:

Stage 1: Selecting a Topic

This stage should happen on the first week of the first semester every year and
shouldn’t last more than two weeks. Advisors must announce their proposed
topics with a brief summary on the project requirements. This stage includes the
following steps:

i. Students will agree with their advisor(s) on a certain topic, on which students
have to write an outline with a brief abstract, a description of the obstacles,
problems, aims and tools etc. for submitting it to the designated committee.
The submitted outlines must be in the field of the specialization of that
particular department, written according to the standards detailed in item E of
this GPG.

ii. Committees will discuss the submitted outlines and announce a list of the
approved projects. In case of competition of two or more groups over a certain
project, the group with the highest grading will get the project. The final
approved list should include all the projects with the names of advisors and
students.

Stage 2: Conducting Research

At this stage, the plan of work should be scheduled within two weeks from
announcing the projects and students will follow the steps consequently, starting
from literature review to collect the relevant basic data. Based on the nature of
their research project, students must prepare the required materials and agreed on
methods.

Stage 3: Writing the final report

It is recommended that the student starts writing the first draft as early as
possible and keeps improving it accordingly. In spite of the differences in
methodological approach based on the field of study, the format in organizing
report chapters and layout should be applied for all, including:

i. Paper must be regular white A4 size with 2.5 cm right margin and 2 cm for
the left, top and bottom for those who use Kurdish language (attachment 1),
while for English language the left margin should be 2.5 cm and 2 cm for the
right, top and bottom. Students are required to use the same language of study
in writing their report to reflect their knowledge about the subject. However,

DPU Graduation Project Guide 2015 Page 4 of 24

 abstract in Kurdish language is compulsory for all reports irrespective of the
language used in writing their report.

ii. The font used in writing the project should be DPU, size 14 for Kurdish and
Arabic languages, Times New Roman (normal), size 14 for English. For the
main titles the font size must be 18, and subtitles the font size must be 16, but
in Bold.

Stage 4: Discussion and Evaluation

After the approval of advisors, student groups must submit to the designated
project committees three copies of project report word document (MS Word
format) as well as a 15 minutes PowerPoint presentation (preferably using the
DPU ppt template) at least a week before second semester exams (or based on
University Council decision).

Usually such committees include 3 people, external examiner as a chair with

internal examiner and the advisor and is recommended not to repeat the same
names every year. Membership in these committees is considered as a scientific
activity for teaching staff.

Advisors and midyear assessment committees (if applied) evaluate their

students before the final discussion based on students’ activity, cooperation and
progress in project works during the academic year. This evaluation covers 40 %
of the total marking, while the evaluation of the committee is 60%.

Committees will schedule a discussion timetable for primary and final

evaluation (40% and 60% respectively). Final discussion is usually a week before
the end of the second semester. Both students and their project committee are
obliged to attend and any delay /absence of students will cause a cancellation of
their discussion credits. Every student in the group must know the details of
project and be ready for answering related questions.

Students have to incorporate all changes suggested by the committees during

final discussion within two weeks of their presentation. Failure to do that will
result in changing the project or give it another try on the following academic
year. Students who passed successfully and got the approval of the project
committee have to provide two well-covered copies of the report signed by
committee members including their advisor (for their department and library).
The final printed report has to go together with two CDs containing the detailed
project, used tools, analysis and the PowerPoint presentation.

DPU Graduation Project Guide 2015 Page 5 of 24

C. Contents of the Graduation Project Report
Based on international guideline for writing reports and scientific papers includes:

Preliminary Pages
All preliminary pages will be numbered by Roman numbers (I, II, III…) at the
bottom centre of the page except the cover page, should be without numbering.
Preliminary pages follows this sequence:

i. Cover page (attachment 2)

ii. Certificate of the graduation project (attachment 3)

iii. Acknowledgment

iv. Abstract
The abstract should be written in Kurdish, English and Arabic, presenting an
outline of the project and providing the reader with a brief idea about the report.
It includes the following:
 The problem with basic information about the project.
 Methods used in solving the problem.
 Main results, focusing on newly observed facts.
 Conclusions and argument discussed.
Abstract has to be written last to reflect precisely the content of the report,
typed as one paragraph and not to exceed 250-300 words. In addition to the
English abstract Kurdish and Arabic abstract must be included.

v. Table of Contents (attachment 4)

vi. List of Tables (attachment 5)
vii. List of Figures (attachment 6)
viii. List of Acronyms and Symbols (attachment 7)

2. Main Components of the graduation Project Report

Tables
It is recommended to use the appropriate table for tabulating data and results. The
title of each table should be written in bold, using font size 12 as shown in the
following example (Table 4.1: Project name). The first number refers to the
chapter, to which the table belongs.

Table 4.1: Project name

Subject Project name Advisor

DPU Graduation Project Guide 2015 Page 6 of 24

 Figures
Figures should be numbered according to the chapter where they are used (i.e.
Figure 3.1: Figure Caption). The caption must be written in Kurdish, English and
Arabic, using font size 12 as shown below.

Figure 3.1: Duhok Polytechnic University Logo

Equations
Using Math type in Microsoft word is considered as the best choice in writing
equations in the text. Equations must be numbered in sequence based on chapter
number such as:
3.4 i.e. chapter No. 3 equation No. 4.

Main Chapters
The number of chapters in the graduation project report depending on the
specialization or research requirement. In general, it can be divided as follows:

Chapter One: Introduction

Introduction should include:
 Preface
Which simply expresses the idea of the project, presents its’ goals and
importance as well as the reason for choosing this topic. This may be copied
from other references related to the subject.
 The Significance and Motivation
Where the problem of the project must be explained in general terms and to
be understandable.
 Aims and Objectives
The goals of the project must be clearly stated. There might be sub goals
besides the main ones.
 Methodology
Scientific methods used in the project must be well defined.

Chapter Two: Literature Review

Student need to have a good understanding of the relevant published work
concerning his / her topic by reviewing major contributions of related studies
and articles. Review is very important in evaluating the project work compared
to earlier research. As a cornerstone in preparing a high quality graduation
project, the review should be guided by student’s research objective and linked
at all times to the research purpose and rationale.

DPU Graduation Project Guide 2015 Page 7 of 24

 This chapter includes the following points:

 Introduction
To be a short motivating essay showing the importance and significance of
the project.

 Theoretical Background
To cover all the basic principles and procedures of the subject matter of the
project.

 The previous studies and works

In this section, previous relevant studies and the applicable works should be
mentioned in the form of a critical discussion, analysis, showing an awareness
of different arguments, theories and approaches with clarification for their
importance to the project.

Overall, the purpose of literature review is to define and limit the problem,
avoid unnecessary duplication, select the promising research methods and to
relate student’s findings to previous knowledge and identify areas which need
further research.

Chapter Three: Materials and Methods

This chapter includes the following:

 Description of methods and procedures used: For example, the strategy of

collecting samples, experimental design, tools have been used and the
reliability of data quality assessment. It is important to mention the name of
the method and its’ reference, even if the method is very well-known. Also, it
is more important to mention whether the method is modified somehow.

 Description of materials used: Scientific and commercial names of materials

and tools used in conducting the project must be detailed with their
specifications as well as lab tests.

 Description of programs used: Software complete name and brand (including,

producing company number of the issue and the year of production).
Organizing programs or documentation programs have to be listed with
justification (reason of using this particular program).

Chapter Four: Results and Discussion

This is the most important part of the graduation project report. In this chapter
the results must be summarized, emphasizing the important patterns and trends.

DPU Graduation Project Guide 2015 Page 8 of 24

 Also, the student may clarify the results through statistics and referring to the
tables and figures. This chapter must include the followings:
 Present the specific results of the project in organized and logical way; using
the same sequence followed in materials and methods.
 Show the complete results.
 Make the maximum usage of tables and figures.
 Display findings and meaningful data only (no raw data).
 Relate results to the hypothesis.
 Connect the data to their explanations.
 Compare results obtained in this project with the results of other researchers.
 Pay attention to the following:
a. Avoid repeating the same result.
b. Avoid omitting negative data and try to find reasonable explanation.
c. Avoid generalizing specific results.

Chapter Five: Conclusion and Recommendations

This chapter covers the following:

 Conclusions that can be resolved from the specific results of this project.
 Its importance for the problem to be solved.
 Implications for practical applications or future studies if applicable.
 Recommendations.
 Logical solutions for future works, in case results are not of the best level.

In brief, the student must list in this chapter the misconceptions of the used
system and suggest ways to overcome these drawbacks. Also, propose ideas and
recommendations for future work to complete the non-achieved goals of the
project.

3. References
References may help in evaluating the strength and efficiency of graduation
report. The level of references is considered as a measurement for gathering data
and the ideas used in preparing the background study of the project. It is
recommended to use Hindo-Arabic numbers (i.e. 1, 2, 3…) in listing references
based on their sequence keeping in mind that numbers must be put in brackets [
].

In writing references the following style must be used:

 For Scientific Papers: Name of the author. Research title. Name of the issuing
site. Name of the journal or the scientific activity. Volume. Year of issue. Page
numbers.
DPU Graduation Project Guide 2015 Page 9 of 24
  For Books: Name of the author. Book title. Name of the publisher. Address of
the publisher. Year of publishing.
 For Reports: Name of the author. Report title. The publisher of the report.
Year of issue.
 For Internet: The full address and URL (http/…).

Below are examples of references:

Mustafa A., "Fundamentals of Computer Organization and Architecture", John

Wiley & Sons, Inc., 2005.

Perry, R.A., and D. L. Siebers, "Rapid Reduction of Nitrogen Oxides in Exhaust

Gas Streams," Nature, vol. 324, no. 2 , pp. 657-659, August 1986.

Subhi R. M. Zeebaree, "multi-stage logic based simulation for gate level timing
faults detection and diagnosis", PhD. Thesis, University of Technology, Iraq-
Baghdad, October 2006.

Bassett, Vicki, "Causes and Effects of the Rapid Sinking of the

Titanic,"http://writing.eng.vt.edu/uer/bassett.html (Blacksburg,VA:Undergradu
ate Engineering Review, November 1998)

4. Appendices
Includes materials and data relevant to the project providing additional
information. This could include tables, the raw data, statistical results, figures,
equations, pictures etc. Below are examples of appendices:

Appendix (A): Samples of data tables with the title of each table and where it is
used.

Appendix (B): Samples of the results of the project.

Appendix (C): The follow-up samples during the project, or any other
documentation of the project.

D. General Regulation and Standards:

 When the student delays submitting the form of selecting the project title, the
committee will choose one of the suggested titles and the student is obliged to
accept it.

 In case of making changes to the project title, a special request must be submitted
to the project committee for their approval within a period of one month from
starting the project. This period of changing the title is not considered a reason
for extension of the project period.

DPU Graduation Project Guide 2015 Page 10 of 24

  If the student’s absence reaches up to 15% in attending the weekly meeting with
the advisor, he will not be allowed to attend the final discussion. The student in
this case will not pass the project, but he can attend the discussion in the second
attempt or the following year.

 The project committee should be asked to solve problems facing the student in
conducting his / her research.

 The university owns the project with all related rights, while the student has no
right to use it unless getting a written consent from the university president.

 The committee has the right to transfer the student from one group to another.

 The committee has the right to change the project in case there is a public benefit.

 The student has the right to complain legally if he fails the project. The complaint
has to be submitted through his / her department, and the research must be
conducted in the second attempt. Otherwise, it will be considered a failure in the
graduation project for that academic year.

 Failure of student in the graduation project could be due to decision of the project
committee, delay in submitting the report as scheduled, unexcused absence of
student from final discussion and if it was confirmed that the project is
completely or partially faked.

E. Guideline for Writing with Sample Forms Attached

Attachment 1: Paper Size and Margins
Attachment 2: Cover Page
Attachment 3: Certificate of the Graduation Project
Attachment 4: Table of Contents
Attachment 5: List of Tables
Attachment 6: List of Figures
Attachment 7: List of Acronyms and Symbols
Attachment 8: Form No. 1 Project Log
Attachment 9: Form No. 2 Evaluation Sheet (Advisor)
Attachment 10: Form No. 3 Evaluation Sheet (Committee Members)
Attachment 11: Form No. 4 Final Evaluation
Attachment 12: Form No. 5 Submitting the Final Copy of the Graduation Project

DPU Graduation Project Guide 2015 Page 11 of 24

F. References
 Graduation projects guide for Majma’ah University 2013.
 Graduation projects guide for Palestine University 2014.
 Graduation projects guide for Najran University 2013.
 Graduation projects guide for Baghdad University 2014.
 Graduation projects guide for The Princes Noora bint Abdulrahman University
2013.
 Graduation projects guide for Eastern Mediterranean University.
 Graduation projects guide for Gazi Entep University 2013.
 Graduation projects guide for Vancouver University.
 Graduation projects guide for Toronto University.

DPU Graduation Project Guide 2015 Page 12 of 24

 2 Cm

Attachment 1 (Paper Size and Margins)

The area of writing is inside the margins

2 Cm 2.5 Cm

DPU Graduation Project Guide 2015 Page 13 of 24

2 Cm
 Attachment 2 (Cover Page)

Kurdistan Region Government-Iraq

Ministry of Higher Education and
Scientific Research
Duhok Polytechnic University

Project Title

Name of Student(s)

Name of the Advisor

Graduation Project Report

Submitted in partial fulfilment of the requirements for the award of Diploma / BSc degree,
Department of….. Technical College of…., …. Technical Institute, Duhok Polytechnic University

Academic year Kurdish year

DPU Graduation Project Guide 2015 Page 14 of 24

 Attachment 3 (Certificate of the Graduation Project)

Duhok Polytechnic University

Technical College of….or
….. Technical Institute

Graduation Project Certificate

Project Title

Name of Student(s)

Based on the decision of the project advisor and the consent of all the examining Committee members the
graduation project submitted to the Department of …..

Approved by

Advisor’s Signature Department Head Signature

Name: __________________ Name: __________________

Date: __________________ Date: __________________

DPU Graduation Project Guide 2015 Page 15 of 24

Attachment 4 (Table of Contents)

Table of Contents

Titles Page number

Preface
Work Plan
1. Preliminary Pages
Cover Page Ι
Certificate and Approval ΙΙ
Table of Contents ΙΙΙ
Acknowledgement ΙV
Abstract (Summary in the language of the project)
Abstract (Summary in the mother tongue)
2. Chapters
Chapter One: Introduction 1
1.1 Problems 2
1.2 Goals .....
Chapter Two: Literature Review
Chapter Three: Material and Methods .....
Chapter Four: Results and Discussion
Chapter Five: Conclusion and Recommendations
3. References
4. Appendices
Appendix A
Appendix B

DPU Graduation Project Guide 2015 Page 16 of 24

Attachment 5 (List of Tables)

List of Tables

Table Title of the Table Page Number

Number

DPU Graduation Project Guide 2015 Page 17 of 24

Attachment 6 (List of Figures)

List of Figures

Figure Caption of the Figure Page Number

Number

DPU Graduation Project Guide 2015 Page 18 of 24

Attachment 7 (List of Acronyms and Symbols)

List of Acronyms and Symbols

Acronym and / or Description

Symbol

DPU Graduation Project Guide 2015 Page 19 of 24

Attachment 8 (Form No. 1 Project Log)

Form No. 1

Project Log

Weekly Activities

Date Activity / Details Time Mentor’s/

Spent Advisor’s
Signature

Student’s Signature __________ Advisor’s Signature _____________

DPU Graduation Project Guide 2015 Page 20 of 24

 Attachment 9 (Form No. 2 Evaluation Sheet (Advisor))

Form No. 2

Evaluation Sheet
(Advisor)

Marks’ Distribution (Maximum 40%)

Student Name

Title:
Place:

Items Percentage Real Mark

Implementation 10
Project Result 10
Method of Project Documentation 10
Project Discussion 10
Total Mark 40%

Advisor’s Comments:

Name of the Advisor Signature

DPU Graduation Project Guide 2015 Page 21 of 24

Attachment 10 (Form No. 3 Evaluation Sheet (Committee Members)
Form No. 3

Evaluation Sheet
(Committee Members)

Project Title
Advisor
Student’s Name Student Number

1-Report writing of the project Mark Real mark

The level of the used language 5

Method of writing the report 5
The relation between the project and the practical side. 5
The scientific covering for the subject 5
Tables and drawings 5
References review 5
Materials and methods 5
2- The performance during the discussion
Slides presentation style 5
Method of presentation 5
Answering the questions 5
The weakness points 5
The practical side 5
Final mark %60

The remarks of the project committee

Name of the committee members Signature
1-
2-
3-

DPU Graduation Project Guide 2015 Page 22 of 24

Attachment 11 (Form No. 4 Final Evaluation)
Form No. 4

Final Evaluation

Project title:

Advisor:

SQ. Name of Student(s) Evaluation Evaluation of the Final

of the Committee Score
Advisor
1
2
3
4
5
6
7
8
9

Project Committee:

Accepted Rejected Accepted According to Certain Conditions

Comments:

Signatures:

Advisor …………….

Head of the Department ……………………

Date of acceptance: …………

DPU Graduation Project Guide 2015 Page 23 of 24

Attachment 12 (Form No. 5 Submitting the Final Copy of the Graduation Project)

Form No. 5

Submitting the Final Copy of the Graduation Project

Name of the Student or the Signature

Group
Name of the Advisor

Name of the Organizer

Project Title

Date of Submitting

DPU Graduation Project Guide 2015 Page 24 of 24

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