IPRC Details

GUIDELINES FOR FINAL YEAR PROJECT REPORT PREPARATION,

SUPERVISION, SUBMISSION AND PRESENTATION

July, 2022

Draft
1. Introduction

The final year project is assigned 20 credits. The Project may be about applications and/or
experimentations of knowledge and skills, making some contribution of knowledge relevant
to a particular discipline and pertinent to the needs of the community. The project is integral
and compulsory part of a student’s programme. They must be submitted on the time specified
in IPRC Academic regulations. Projects shall be student’s original work.

The purpose of this document is to provide a uniform system of guidelines to students and
supervisors to realize their advanced diploma Final Year Projects (FYP). The aim of the FYP
is to give each student the opportunity to experience in the context of a topic related to the
studied program that to demonstrates the student’s readiness to join scholars and practitioners
in advancing knowledge and practice in the real world. The projects can be undertaken
individually or in small teams. In the latter case the student must still fulfill the requirement
described below. The Academic Supervisor is a departmental member of GIP

2. Objectives of Final Year Project

The Final year projects will help students to:

a. Demonstrate the ability to develop solutions to problems of significant complexity in the
technical subject area.
b. Develop and present a project plan, modularize project into work packages and modify
project plan on a continuous basis.
c. Work as an individual, with support from a supervisor, formulating solutions to day-to-day
problems by integrating knowledge and experience gained on the course and outside the
course.
d. Demonstrate the ability to produce a formal project work report, substantive in nature,
with proper and complete structure, layout, grammar, spelling, cross- referencing of
figures, tables and text, and referencing of previous work.
e. Provide a clear motivation and set of objectives for the project, a critical review of
previous work in the field, and a theoretical foundation and coherent justification for the
approach taken in the project.

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f. Describe experimental apparatus and/or models, and analysis procedures in a clear,
complete and unambiguous manner making best use of latest information technology.

g. Present results clearly making best use of latest information technology; critically analyze
results, draw objective and reasonable conclusions, and suggest avenues for future work.
h. Demonstrate an in-depth understanding of a particular subject area, through presentation
of material in presentation, report and responses to questions in presentation.
i. Produce a perceptible project outcome, which demonstrates a significant level of difficulty
and effort on the part of the student(s), consisting of at least one of the following:
 Experimental results
 Theoretical results
 Numerical results
 Detailed design of a prototype
 Physical prototype
 Experimental rig

j. Present clearly (using latest information technology) and critically evaluate different
design concepts, and justify final choice through technical analysis and/or prototype
development.

3. Choosing a Topic

- The topic of investigation should be clear, researchable, specific and objective

- Similar topic between students done on different organizations should be avoided
- The subject of investigation should be new, original and not a replica of another
person’s work
- At the proposal level, the appointed supervisor must approve the topic of study
- All the topics must be ratified by the research committee in the relevant departments

4. Regulations
4.1. General Regulations

- The research project exercise should take a maximum of six months

- The student shall work under the guidance of a research supervisor appointed by the
relevant department

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- The student shall identify a project topic in consultation with the assigned supervisor,
and then prepare a project proposal indicating the title, student(s) names and registration
number, supervisor(s) names, background, objectives, justification and methodology,
within one month of the first semester of the final year.
- Once the student has completed the proposal, it is approved and signed by the supervisor,
the proposal shall be submitted to the relevant department for approval at the end of first
month of the final academic year.
- The student will then proceed to collect data and complete chapter 4 and 5 of the project

- The project is supervised by a supervisor appointed by the Head of department and

approved by the Vice Principal Academics and Training. Supervisors of projects shall be
from IPRC academic teaching staff or from accredited and relevant high learning
institutions, and shall be chosen on the basis of their qualifications and competences. An
external supervisor shall be assisted by a co- supervisor who is an IPRC permanent staff.
- Once a student has completed the project and that it approved by the supervisor, three
copies of the project report shall be submitted to the relevant department through his/her
supervisor, at least four weeks before the end of the second semester final exams.. Once the
department is satisfied, the project will be approved as ready for examination and
defense.
- After the presentation of project report, internal examiners shall prepare a written report which
shall be submitted to the Head of department, within a period of two weeks.
- The written declaration by the students and the supervisor’s authority to deposit the Project Report
to the department ready for defence shall use the declaration form (see annex 1).
- No extension to the project submission deadline will be accepted except in exceptional conditions
with a proof and approval of the Vice Principal Academics and Training.
- The student passes if he (she) scores at least 60% in his/her project.
- Project evaluation panel shall be appointed by the Head of department. The panel shall be
comprised of two evaluators who must belong to the teaching staff (permanent or visiting)
of the department and the supervisor of the project.
- The appointment of the project evaluation panel members, namely the principal evaluator
and co-evaluator, shall be done by the Head of department in writing. (See appendix 2).
- The final Year Projects will be assessed in accordance with the CBT/CBA Implementation
framework, which also provides guidance on the Final year Project assessment distribution of
marks.
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 - The project proposal represents 20%, project write up report represents 40%, oral
presentation represents 30% and Project implementation 10%.
- The Project shall be marked according to the criteria indicated on the approved form (see
appendix 3).
- The Panel members shall not mention or announce the marks to the student or to the
audience. They shall only announce that the presenter has passed or failed. The marks for
the written and oral presentation of the project shall be summarized by the Co-evaluator of
the Panel after which the Principal evaluator shall immediately submit them to the Head of
Department. The marks shall be announced after approval by the Academic Senate as part
of final year results.
- The corrected version of the Project report shall be deposited to the library within two
weeks after project evaluation and approval by the Principal evaluator (see appendix 5).
Only projects that have scored 70% will be presented in library for use for reference while
others that have scored below will be kept for evidence.

4.2. Regulations on the format of the project

The information in this section explains how the report should be written and look. Set them
up on a word processor and use them throughout the preparation of the document than to
attempt a major rearrangement of material at the last minute.
 Language

The language to be used is English written in continuous prose form not just as short bulleted
notes.

 Length
The project shall comprise a total of 35-50 pages excluding the appendices. The maximum length
for projects shall be 6,000 words as set by Higher Education Council-HEC (not including tables,
diagrams and appendices which contain ancillary material not essential for the argument of the
main text). The minimum length shall normally be two third (2/3) of these limits.
 Paper
The entire report must be submitted on A4 size paper.
 Printing
The report should be printed on one side of each page only. The print quality should be dark
and clear of laser print quality. The title page should be printed in color on hard paper.
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  Margins
Margins at the top, bottom, and right-hand sides must be 20 mm, while left-hand margin should
be not less than 25 mm. All headings and sub-headings are aligned to the left-hand margin
including the information falling under them.

Indentations tend to cause numerous problems, and waste paper, and they should be avoided.
However, Chapter headings can be aligned to the Left-hand margin or Centred consistently.
Each chapter starts on a new page. Spiral binding is not allowed for any officially submitted
Project.

 Justification

Right and left margins should be justified (giving a straight edge to the text on both sides).

 Font size
In the body text the font size is 12 except the topics and titles which are 14 font size. Chapter
headings and main subheadings are typed in UPPER-CASE (CAPITAL) letters.

 Font type
The font type to be used is “Times New Roman”.
 Highlighting
Topics and subtopics should be bolded and not be underlined
 Pagination
The report must carry sequential pagination throughout, including appendices.
The page number should be on the button-centered margin of each page. The title page is
counted in the numbering, but bears no page number.

 Page Breaks
Try to ensure that these occur in sensible places. There is no need to take a new page for
each main section heading but you should do so for new chapters.
Never let a page break separate the last line of a paragraph. Try to ensure that, if possible,
enumerated lists (a, b, c, etc) are not split across pages.

 Paragraphs
These should be blocked (no indentation on the first line) and separated by a single blank line
(this blank line is double-spaced).

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  Citations
The method of citation to be used in final year projects is American Psychological Association
(APA) style.

 Line Spacing
The text of the document should be 1.5 spacing and double space for headings
 Headings and Legends
Section and subsection headings should be emboldened. Major Headings should be printed in
point size 14. Legends (these are the figure and table identifications) should be emboldened
and centred, but not enlarged.

 Sectioning
Sections and subsections are used to organize the document into cohesive chunks for the
reader. Give them meaningful headings. Never subdivide beyond three levels (e.g.: 3.1.1.2 is
too much).

 Tables and figures

These should each be sequentially (and separately) numbered throughout the document. They
should be centered and labeled with identification number and title. What the table and figure
is intended to show should be clear. If a graphical representation is used, axes must be clearly
labeled. It is common to include a line or two under the table identifier to clarify contents. If
necessary to fit the contents of a table on one page, 10-point font size may be used;
alternatively the page may be printed in landscape mode. Avoid using the sentences “table
below”, “table above”; instead indicate as “table 4.1 shows that …”

 Equations
Equations should be numbered according to chapters in which they appear [e.g: I=mr2 (2.1)]
means that this formula is the first in chapter two.

 Appendices
These should be sequentially numbered starting with: Appendix 1. Pagination continues from
the main body of the document through the appendices.

 References
The way to refer material used in a report is to use American Psychological Association
(APA) style.

 Final binding
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Comb Binding.

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5. Content Guidelines

THE MAIN PARTS OF THE PROJECT

The first part of the Project shall comprise about 10 pages and consist of the following
sections:
1. Cover page
2. Declaration
3. Approval sheet
4. Dedication (optional)
5. Acknowledgements
6. Abstract
7. Table of contents
8. List of symbols, and abbreviations/acronyms
9. List of tables
10. List of figures and photographs

The Second Part of the Project shall comprise 25-40 pages excluding the Appendices and
shall consist of the following parts:

1. Chapter 1: Introduction
2. Chapter 2: Literature review
3. Chapter 3:Methodology
4. Chapter 4:Presentation and Analysis of Results
5. Chapter 5: Summary, Conclusion and Recommendations
6. References
7. Appendices

5.1. First part: Preliminary pages

5.1.1 Cover page

This is the First Page of the Project with the title of the project in the Centre of the page. It
must bear the emblem (logo) of IPRC
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 Title page outline (not paginated)
It should consist of the following:
i. INTEGRATED POLYTECHNIC REGIONAL CENTER SOUTH (in UPPER- CASE
LETTERS, and BOLD Times New Roman 16)
ii. Department (in CAPITAL LETTERS and bold)
iii. TITLE OF THE PROJECT in the centre of the page (In UPPER-CASE LETTERS and
BOLD times new roman 14). The title should not exceed 17 words.
iv. Submitted in Partial Fulfilment of the Requirements for the Advanced Diploma in
(mention the correct official name of the programme in Lower- case letters, not bold).
v. Presented by: Names of the Students (in BOLD). SURNAME (in UPPER-CASE),
First Name (in Lower case letters New times Roman 14) on right side
vi. Supervisor: SURNAME (in UPPER-CASE, bold), First Name (in Lower case letters, not
bold), of lower font size than for the name of the Student on the left side same level as
student’s names
vii. Co-Supervisor: As for Supervisor (if there is any)
viii. Place, Month, and Year of submission (Small)
ix. Page borders

Example of format of cover page

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 5.1.2 DECLARATION

DECLARATION (A) / (Roman number-II, centre 14 font size)

Copyright page

The following format should be used:

Example 1:

This research study is my original work and has not been presented for a Degree or any
other academic award in any University or Institution of Learning". No part of this research
should be reproduced without the authors’ consent or that of Gishari Integrated Polytechnic.

Student name:

Sign: Date:

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 Example 2:
“I do hereby declare that this Project submitted in partial fulfilment of the requirement for the
Advanced Diploma in (mention the Programme), at Integrated Polytechnic Regional Centre-
South, is my original work and has not previously been submitted elsewhere. Also, I do declare
that a complete list of references is provided indicating all the sources of information quoted or
cited.

Done by: Names and signature

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DECLARATION (B) /By supervisor (Roman number-III)
Example:
I/we confirm that the work reported in this research project was carried out by the candidate under
my supervision and it has been submitted with my approval as the GIP supervisor.

Name:

Sign:

Date:

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 5.1.3 APPROVAL SHEET (Roman number-IV)
Example:

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This research project entitled " Design and implementation of four ways traffic
light control system" prepared and submitted by SIKUBWABO Bernardin in partial
fulfillment of the requirement for award of advanced diploma (A1) in Electrical
Technology has been examined and approved by the panel on oral examination.

Name and Sig. of Chairperson:

Name and Sig. of Panelist:

Name and Sig. of Panelist:

Name and Sig. of Panelist:

Date of Comprehensive Examination:

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5.1.4 DEDICATION (Roman number-V)
Dedication may be to a person or persons whom they have special attachments. A simple
statement such as “to my father………and my mother …….” and a reason for the dedication
may be given.

It must not exceed half a page.

5.1.5 ACKNOWLEDGEMENT (Roman number-VI)

An acknowledgement is an extension of appreciation for the contribution of others and

assistance given during the entire research process. It recognizes the person to whom the
writer is indebted for guidance and assistance during the study.

The length of the acknowledgement should not exceed one page.

5.1.6 ABSTRACT (Roman number VII)

It must contain 100-200 words. It must be concise but comprehensive covering all major
aspects of the project including the Background to the study, problem Statement, Objectives,
Hypothesis, Significance (Rationale), Methodology, Presentation of results (Findings) and
recommendations. An abstract emphasizes on what was accomplished, it should allow the
reader who is unfamiliar with the work to gain a swift and accurate impression of what the
project is about, how it arose and what has been achieved.

This should be not more than one page in length.

The spacing should be 1 and if key words are used, the maximum are 6.

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 5.1.7 TABLE OF CONTENTS (Roman numberVIII)

This should give a complete list of what the report contains starting with the abstract (the title
page is not included in the table of content). This page should list all titles of chapters,
sections, and sub-headings with their respective page numbers as reflected in the body of the
Report.

The sections in the “First Part: Presentation of the Project” are paginated in Roman Numbers.
The sections in the “Second Part: Structure of the Project” are paginated in Arabic Numbers.

The table of contents needs to be a good guide as to what are contained in the Report and it
should be done automatically.

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 5.1.8 LIST OF TABLES/FIGURES and PHOTOGRAPHS (Roman number IV)

If the report contains figures or tables a list of these should be provided. The list should give
the table or figure number, the title of the table or figure and the page number. If only a few
tables and figures are present, they may be treated on one page. Remember that all figures and
tables used must be referred to in the text.
Use Arabic numbers to label the tables e.g. table1. Indicate the page number where the
tables/figures/photographs first appear in the list of tables.
For example “The class diagram shown in Figure 2.1 ”

5.1.9 LIST OF SYMBOLS, ACCRONYMNS AND ABBREVIATIONS

(Roman number X)

They must be sorted alphabetically.

5.1.10 DEFINITION OF KEY TERMS (Roman number XI)

Definitions of terms must not be the dictionary meanings of the terms. Give the meaning as
used in that study.

5.2 Second part: Main Document (Pagination of 1,2,3,4 etc)

CHAPTER ONE: GENERAL INTRODUCTION

Introduction shall comprise the following sections:

1. Background
2. Statement of the problem
3. Purpose of the study
4. Project objectives
5. Hypothesis of project (where applicable)
6. Scope of the project
7. Methodology and technics
8. Organization of project.
9. significance of the project

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1.0 Introduction
Overview of chapter contents

1.1 Background of the study

The background describes the prevailing problem situation at the global, national and local
levels (broad perspectives to narrow perspectives). Explains what the study is all about, to
arouse the interest of the readers. Give specifics of the problem and not the history of the case.

1.2 Statement of the problem

The researcher has to identify the specific problem existing within the specific area of interest
which his research will seek to address. The statement should provide the researcher with
considerable direction in pursuing the study. It should be a paragraph and should clearly show
what the problem is; what the research seeks to solve. Give authoritative sources/citation,
what has been done and what is missing.

1.3 Purpose of the study

This refers to the general aim for wanting to carry out the study. The purpose should not be a
reproduction of the title, but should be a summary statement of the reason why the study is being
proposed.

1.4 Project objectives

These are finer statements of what is to be accomplished, which emanate from the purpose of the
study. They specify more directly what the researcher is going to do. While the purpose is a general
statement of the aim of the study, the objectives must be specific. They should state properly and
clearly the general and specific objectives that should be related to the research questions. Ideally, the
research objectives should be measurable, attainable and feasible. The specific objectives are given in
bullets (i) (ii) (iii) or (a) (b) (c) and should be SMART. The variables must be described clearly as well
as the relationship among them and should be within the scope. They should be no objective as to
make recommendations, it is assumed to exist.

1.5 Hypothesis of the project /Research questions

(you can use either but not both)

The research questions must be stated in question form and in a way that they are synchronized with
the research objectives.
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 The research hypothesis is a tentative explanation of the research problem. It is also a tentative answer
to the research problem and can be an educated guess about the research outcome. Not all researches
need a hypothesis, therefore, if the study is hypothesis free, an ASSUMPTION may take its place. The
hypothesis must be stated where it is applicable. Ideally, the hypothesis can be in null or alternative
form.

1.6 Scope of the project

This specifies the boundaries of the research. The geographical scope defines the location or site of
the study. The theoretical scope defines the issues to be covered; the content scope defines the factors
and variables to be considered. The scope should be written in one paragraph.

1.7 Methodology and technics

Indicate in details the various procedures that will be followed during the project implementation
process. The language used in methodology section shall be in the future tense. Methodology
section includes the description of the following parts:

a) Study Area (Where the project will be done.)

b) Study Design
c) Study population (where applicable)
d) Study sample (where applicable)
e) Sampling strategy (where applicable)
f) Data collection methods and procedures to be used
Show how the data will be collected. i.e. Laboratory diagnosis, Instruments to be used, and Pre-
testing of Instruments, Observation, different types of questionnaires etc.

g) Data analysis

i. Mention the techniques to be used, e.g. percentages, descriptive statistics (i.e. mean, standard
deviation, etc.), graphs, tables, use of computer with named software (programmes).
ii. What will be considered in the analysis e.g. percentages (i.e. frequencies) of various (named)
variables, association between (cross-tabulation of) two or more named variables, etc.

h) Problems and Limitations of the project

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Mention the problems and limitations you anticipate to adversely affect your project and the
conclusions and recommendations you make. The technical aspects that are not expected, or are not
considered to be the best under normal conditions with that type of project, but have to be used for
some stated reasons, are also to be mentioned. This would pre-empt (i.e. avert) questions and doubts
when the work is done and the results are given.

i) Ethical Considerations

The conduct of the project must observe the principles that are considered correct both technically and morally

in that type of project.

1.8 Organization of the study

(Process chart)

This should include structure of the study chapter by chapter

1.9 Significance of the study

This provides the justification of the study. It spells out who the probable beneficiaries of the study
findings might be (country, government, local community, agency, curriculum developers, researchers
etc.), and how they might benefit. It also shows how the research findings will contribute to general
knowledge and what is its impact on development towards better life. It should reflect on knowledge
creation, as well as on technological or socio- economic value to the community.

: LITERATURE REVIEW (Description of parts)

Read critically the literature (i.e. books, journal articles, etc) about the various researches, and
projects previously done in relation to your subject. this chapter will cover: the literature
review, theoretical review, concept framework and empirical review.

2.0 Introduction

Overview of chapter contents

2.1 Concepts, Opinions, Ideas from Authors/Experts

This section deals with the analysis of the literature related to the subject of the study with the
objective of seeing the concepts, ideas and opinions of scholars/experts. The review must be focused
on the study variables by reviewing literature under the sub-themes which synchronize with the
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research objectives or questions or hypothesis. It should show relationships identified by previous
researchers. When the literature review is so structured it would be easy when discussing the
researcher's findings to relate and compare these findings with previous findings in the reviewed
literature. The review should identify the gaps existing in literature and specify the ones that the
research will focus on.

Proper citations/end noting (author, year) must also be reflected.

2.2 Theoretical perspectives

This should discuss the theory to which the study is based (one for each independent and dependent
variable or combined). One or more theories may need to be discussed in this section if the topic is a
well-researched area with various antecedents before arriving at a theory or synthesis of two or more
theories that will serve as the pivot for the study. In some cases where few studies have been
undertaken, there may be no theories to draw upon. In such a case, the conceptual framework shall be
used.

2.3 Related study

This portion discusses past empirical investigations similar to or related to the present study.

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CHAPTER THREE: METHODOLY

Explain how the data shall be presented, analyzed, and interpretation of results. The presentation
format of data is designed basing on the data collection instruments.

3.0 Introduction
Overview of chapter contents
3.1 Research Design
It is the strategy used in the study. A researcher should be able to identify and isolate the design most
appropriate for a study. It could be experimental, quasi-experimental, descriptive survey, historical, ex
post facto, action research, evaluation research, etc. A researcher should make the form or design of
investigation explicit and provide a justification for the choice. He can also indicate if the
approach he is adopting is quantitative or qualitative or both.

3.2 Research population

A population is the complete collection of all the elements that are of interest in a particular
investigation. A target population is the population to which the researcher ultimately wants to
generalize the results. This target population is the population from which the sample will be drawn.
The result can best be generalized to the accessible population. They can, at times be generalized to the
target population also, if the two populations are very similar.

The sample drawn from the target population become the research subjects (if they are inanimate or
animals) or the research respondents of the study (if they are humans/individuals who answer the
research instrument is administered). Relevant characteristics of the subjects or respondents must be
stated as well as the inclusion and exclusion criteria in selecting the subjects or respondents identified.

3.3 Sample Size

What size of sample can represent the accessible population? The ideal size varies with the population
size. There are laid down rules and tables to assist in determining the size of a representative sample.
Researchers are to indicate the population size and the corresponding sample size and quote an
authority that supports the sufficiency of the sample size. There

are various formula used for sample size calculation depending on the research design. How the
sample size is arrived at should be clearly stated.

Sampling Procedure
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The sample should be a representation of the population. In other words most characteristics of the
population should be represented in the selected sample. This calls for the use of a suitable sampling
strategy. The procedure adopted should ensure that the selected sample represents the population. This
should be clearly explained.

3.4 Research Instrument

3.4.1 Choice of the research instrument

There are varieties of research instruments or tools that can be used to collect data. Examples include
the Questionnaire, Interview Guide, and Observations Checklist. The researcher needs to indicate the
research instrument(s) he intends to use. Whether researcher devised/structured by the researcher
or standardized research instrument.

The basis for the options/content in a standardized or researcher devised instrument are the aspects
discussed in the Review of Related Literature. The researcher should try not to develop his own
questions or select a standardized instrument without any basis then. A researcher devised
instrument can be pre- tested to 5-10 subjects or respondents not included in the actual study to test its
reliability and should also be tested for its validity. If a standardized instrument is to be adopted, the
name of the author of the instrument and permission to use must be mentioned in this section. This
is to avoid plagiarism and legal suits from the author of the instrument.

Whether the instrument is researcher devised or standardized the response modes, scoring and
interpretation of scores needs to be discussed in this part of the study.

3.4.2 Validity and Reliability of the Instrument

Data quality control refers to validity and reliability of the instruments. Validity refers to the
appropriateness of the instruments while reliability refers to its consistency in measuring whatever it is
intended to measure. The researcher needs to describe how he intends to establish the validity and
reliability of the research instrument before using them. For purposes of triangulation more than one
instrument can be used.

3.5 Data Gathering Procedures

In this part of the study, the collection of data step by step, before, during and after the administration
of the research instrument should be described.

3.6 Data Analysis and interpretation

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 This section presents how the data generated in the study are to be organized and analyzed. The
technique to be used to analyze each group of data should be specified. While thematic analysis can be
employed for qualitative data, the use of such statistical techniques as chi- square, correlation,
ANOVA etc. are appropriate for quantitative data. Spell out the particular statistical treatment/
technique and formula to use with reference to each research question or type of data set.

3.7 Ethical considerations

This refers to the moral justification of the investigation. How do you ensure the safety, social and
psychological well being of the person and/or community involved in your study? This may involve
getting clearance from the ethical body/ethics committee and consent of the respondent (Appendices
II and III respectively).

3.8 Limitations of the study

This considers potential sources of bias/ threats to the validity of the findings in the proposed study.
Whatever may limit the validity of the findings constitute limitations. However, they need not prevent
the study from being carried out. The confession of the limitations only serves to warn the reader of the
amount of trust to place in the findings. The researcher should mention in this proposal how the
limitations can be minimized/reduced.

CHAPTER FOUR: DESIGN SPECIFICATION (RESULT AND DISCUSSION)

4.0 Introduction
Overview of chapter contents

4.1 Calculations

4.2 Drawings

4.3 Specifications

4.4 Cost estimation

4.5 Implementation (Optional depending on the project)

Note: Depending on the type of the project calculations may be done after the circuit
diagram is ready.

CHAPTER FIVE: SUMMARY, CONCLUSION AND RECOMMENDATIONS

Indicate if the objectives of the project have been achieved. The summary of results is to recapitulate
the outcome of the project in line with stated objectives; and this serves as a basis for conclusions and
recommendations to be drawn from the project.

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 5.0 Introduction

Overview of chapter content

5.1 Conclusions

The conclusion should answer to research questions in paragraphs and should be specifics.

5.2 Recommendations

The recommendations should be in line with the study area and the conclusions.

5.3 Suggestions for further study

These should be in line or advised by the study processes.

REFERENCES

1) Referencing is a standard way of acknowledging the sources of information (e.g. books,

publications from journals, etc.) that have been used in preparing the report. Referencing serves two
main purposes:
i) To avoid plagiarism and
ii) To enable the readers to access the referred sources for more detailed information.
2) Two basic components of a referencing system
Although there are many ways of making references, they all have two basic components.
These are:
i) In-text citations: These are the sources of information mentioned in the text of a report. e.g.
(Mpagazekubwayezu, 2004), or 1, or (1).
ii) List of references (i.e. REFERENCES):

References are detailed descriptions of resources from which information or ideas were obtained in
preparing the Report. The details of every references cited in the text, published or unpublished,
must be listed alphabetically. This should be a list of all and only the sources of information
mentioned in the text and it is placed towards the end of project report, before any appendixes.
If more than one published materials by the same author are cited, these materials should be
listed chronologically.
All in-text parenthetical references must correspond to a source cited in the References page.
The lists of names should be accumulated by surname first, and mandates inclusion of
surname prefixes.
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 Depending on the topic, at least one journal should be cited as it is peer reviewed and
published.

3. Referencing system

i) The Harvard referencing system shall be the only one used at IPRC South for project writing. the following is
the description of Harvard referencing system.

REFERENCING ALSO CALLED FEATURES OF THE SYSTEM

SYSTEM
1. Harvard System Author-Date a) Cites references by the Authors names and
System Year in the text.
(Much Easier to use b) It follows the alphabetical order of authors’
and most names without numbering them in the reference
recommended) list.
c) Full citation of a book in the reference list:
Authors, Year of publication. Title of book,
Place of publication, Publisher. Page numbers.
d) Full citation of a Journal Article in the
reference list: Authors, Year, Name of article,
Name of Journal, Volume No., Page numbers.

The list should be arranged according to the order: (1) alphabetical by author’s name;
(2) chronological by same author; (3) alphabetical by title.
Single space each reference and include a double space between references. Begin each entry
flush with the left margin and indent all following lines five spaces (0.5 cm). Do not number
the entries.
APA Style Reference List

Type of Source Format

Journal: Author, A. A. (Year). Title of article. Journal Title, Vol(no), pages.
One Work by
Example:
One Author
Walker, M. M. (2001). Transfer of lexical information in adults with
reading disorders. Perceptual and Motor Skills, 93 (1), 257-267.

Mak, J. (2006, October 4). More public holidays for workers. The

28
Star, p. N6.

29
 Type of
Source Format
Journal: Example:
One Work by Serlin, R. C., & Lapsley, D. K. (1985). Rationality in psychological
Two Authors research: The good-enough principle. American Psychologist, 40,
73-83.

Journal: Example:
One Work by
3 Skinner, M. E., Sun, K. F., & Liu, R. P. (2005). Small group learning.
to 5 Authors Psychological Bulletin, 26, 57-63.

Journal: Provide only the initials and surnames of the first six authors, and
One Work by shorten any remaining authors to “et al.”.
6
Authors or
more Example:
Martin, S., Smith, L., Forehand, M. R., Mobbs, R., Lynch, T. F.,
Renfrew, E. J., et al. (2001). Use of collaborative technology in
business, The Academy of Management Executive, 19, 130-138.
Journal: Example:
Multiple Pauling, R. L. (2004). Genetic analysis …
Publications,
Pauling, R. L. (2005a). Alcoholism and genetic …
Same Author
Pauling, R. L. (2005b). Analysis of …
Groups as Example:
Authors
American Psychological Association. (2003). Publication manual of
the American Psychological Association. Washington, DC: Author.
Works with
No Example:
Author
Alcohol and the risk of cancer. (2006, October 10). The Straits Times,
p. 32.
Book
Reference: Author, A. A. (Year). Title of book (Edition). Location: Publisher.
Single Author Example:
Zautra, A. J. (2006). Emotions, stress, and health. New York: Oxford
University Press.

When the author and publisher are identical, use the word "Author" as
the name of the publisher.
Example:
American Psychiatric Association. (1994). Diagnostic and statistical
manual of mental disorders (4th ed.). Washington, DC: Author.
30
Type of Source Format
Book Reference:
When a work has up to (and including) six authors, cite all authors.
Multiple When a work has more than six authors cite the first six followed by “et al.”.
Authors
Example: 2 authors
Playfair, J. H., & Bancroft, G. J. (2004). Infection and immunity. (2nd
ed.). Oxford: Oxford University Press.

Example: more than 6 authors

Roeder, K., Howdeshell, J., Fulton, L., Lochhead, M., Craig, K.,
Peterson, R., et. al. (1967). Nerve cells and insect behavior.
Cambridge, MA: Harvard University Press.

Book Reference:
Corporate Author. (Year). Title of book. Location: Publisher.
Corporate Example:
Author
Institute of Banking & Finance. (2006). Managing personal fund.
Toronto: Midwestern.

Book Reference:
Title of book. (Year). Location: Publisher.
Unknown or Example:
No Author
Education Handbook. (2005). London: Longman.

Edited Book Editor, A., & Editor, B. (Eds.). (Year). Title of book. Location:
Reference Publisher.
Example: 1 editor
Michael, G. (Ed.). (1988). Psycholinguistics. Beijing: Peking University Press.

Example: more than 1 editors

Grice, H. P., & Gregory, R. L. (Eds.). (1968). Early language
development. New York: McGraw-Hill.

Book Chapter Author, A. A. (2004). Title of chapter. In Title of book (p.). Location: Publisher.
Example:
Blaxter, L. (1996). Thinking about research. In How to research (p.
19). Buckingham: Open University Press.

31
Type of Source Format
Magazine Author, A. A. (Year, Month day). Title of article. Title of Magazine,
Article volume if given, pages.
Reference
Example:
Reppel, F. G. (2003, February 13). Conflict and cognitive control.
Natural Science, 33, 969-970.

Newspaper Author, A. (Year, Month Day). Title of article. Title of Newspaper,

Article pages.
Reference
Example:
Lee, S. (2006, October 3). Malaysia off the priority watch list for
pirated movies, music. New Straits Times, p. 6.

Webpage
Reference Author, A. A. (Year). Title of work. Retrieved Month Day, Year, from source
Example:
American Psychological Association. (2003). Electronic references.
Retrieved October 8, 2006, from http://www.apastyle.org/ref.html.

Article in an Author, A. (Year). Title of article. Journal Title, Vol(no), pages.

Internet-only Retrieved Month Day, Year, from source.
Journal
Example:
Christopher, P. (2006). Unleashing change: A study of organisational
renewal in government. Administrative Science Quarterly, 51(2),
117-123. Retrieved October 8, 2006, from
http://proquest.umi.com/ed32457.html

Personal Do not cite personal communications in the reference list. These are
Communication cited only in the body of the report.

Please pay specific attention to:

- complete and correct information consistency in applying APA style

- punctuation (period, comma, semi-colon) volume, issue and page numbers for
articles location and publisher for books

- spelling

32
 ANNEXES

APPENDICES
pages

1: Declaration form

Integrated Polytechnic Regional Center

IPRC……

DEPARTMENT OF ……………………………………………………………

DECLARATION AND AUTHORITY TO SUBMIT THE PROJECT REPORT

Names of the Student(s) …………………………………………………

Title of the Project ……………………………………………………….………………….

………………………………………………………………… ……………………..……..

a. Declaration by the Students

“I/We do hereby declare that this Project submitted in partial fulfilment of the requirements for
the Advanced Diploma in
…………………………….………………………………………………………………………..
(Mention the Programme), at IPRC SOUTH, is my/our original work and has not previously
been submitted elsewhere. Also, I/we do declare that a complete list of references is provided
indicating all the sources of information quoted or cited.

Date and Signatures of the Students

……………………………………………………….

I
 b. Authority to Submit the Project

Names of the Supervisor ………………………………………………………

In my capacity as a Supervisor, I hereby authorise the student to submit his/her Project to the
department ready for presentation.

Date and Signature of the Supervisor

………………………………………………………………………………………
Appendix 2: Invitation to project evaluation panel

Integrated Polytechnic Regional Center

IPRC…………….

DEPARTMENT OF …………………………………………………

Dear Mr/Mrs/Ms/Dr.

SUBJECT: MEMBER OF THE PROJECT EVALUATION PANEL

Kindly be informed that you have been chosen to be a member of the panel for the evaluation of
the Project entitled: .…………………………………………………………………………

…………………………………………………………………………......................................

By (Names of Students) ……………………………… …………………………………………

that takes place on (day) …………………………….… (date)………./…..……/….........at

(time) …………………prompt in room number....................at IPRC SOUTH

In the panel you shall take up the role of the (Principal evaluator/co-evaluator)
……………………………………….…………………………………………………………..

II
 Thank you

HEAD OF DEPARTMENT OF ………………………………………………………………

DATE, NAME, SIGNATURE OF HEAD OF DEPARTMENT

…………………………………………………………………………………………………..

Appendix 3: FYP Assessment checklist

FINAL YEAR PROJECT ASSESSMENT Checklist

Department:
Option:
Qualification ………………………………………………………………. …………………
Student Registration number:
Project title:
Supervisor’s name:
Name of Panel Member……………………………………………………………………….
Role (Principal evaluator/co-evaluator) ……………..…..…………………………………...

SN Element Marks Observation

Final Year Project Proposal (20%)
Date:
1 Introduction .…………../4 Marks
2 Problem statement ……………/4
Marks
3 Objectives ……………/4
Marks
4 Understanding of the topic ……………/4
Marks
5 Ways to solve the problem (Methodology) ……………/4
Marks
Sub-Total marks …../20
Final Year Project Report (40%)
Date:

III
1 Introduction:
-Definitions of key terms and concepts,
-Background to the study,
-Main Objective and Specific Objectives,
-Research questions/Hypothesis,
-Significance (i.e. Rationale) for the study
i.e. Usefulness of the results, ……………/ 10
-Subdivision of the project. Marks
Literature Review:
-Discussion of the various views and
techniques
-Presentation of currently accepted standards
-Concept development (Clarity of the written
expressions)

2 Methodology (Also check Project

Appendix for instruments:
-Instruments and
-Procedures (Pertinent and Precise)
-Data Analysis
-Problems and Limitations
……………/ 10
-Ethical Considerations
Marks
-Project management / Testing plan
Work Plan and Gantt Chart
-Main activities indicated
-Time distributed proportionately
Budget
-Comprehensive (i.e. Complete)
-Realistic
3 Presentation and analysis of results:
- Presentation of results (e.g. percentage
tables, association) ……………/ 10
- Mathematical modelling / calculations Marks
- Use of Modern Software/tools
- Sketches / pictures
4
General Report Presentation
- Formatting, Pagination, Line spacing,
Margins
Clarity of the written expressions ……………/5
- Report outline / Grammar / Vocabulary marks
-Acceptable style and syntax
-Precision of expressions
-Spelling, punctuation
5 References to standards / Design documents ……………/2
(Precise, Complete, Recent/Up to date) marks
6 Future work/ Linkage with the social, ……………/3
environmental or Economic Issues marks
Sub-Total marks .…/40

IV
 Final Year Project Presentation (30%)
Date:
1. PPT Slide organization/ presentation of the ……………/5
project marks
2. Result Presentation (Covers the main parts of the
……………/5
project) marks
3. Viva voice questions (provided responses are……………/10
clear and precise) marks
4. Time management ……………/3
marks
5. Body language/Smartness/Confidence during ……………/5
presentation marks
6. Attire ……………/2
marks
Sub/Total marks …./30
1. Project implementation Evaluation (Supervisor)
1. Project implementation ………./5 marks
2. Progress report ………./5 marks
Sub-Total marks …./10
TOTAL: …………../100

Comments from the panellist:

S/N Comments
1. Final year Project Proposal:

2. Final Year Project Report:

V
 3. Final Year Project Presentation

4. Project implementation Evaluation:

1) Final year Project Proposal

Panellist/Evaluator’s name (Jury member):

…………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………
Date and signature:
……………………………………………………………………………………………………………………
2) Final Year Project Report and presentation

Panellist/Evaluator’s name (Jury member):

…………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………
Date and signature:
……………………………………………………………………………………………………………………
3) Project implementation Evaluation Supervisor

…………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………
Date and signature: …………………………………………………………………

NB: i Oral Presentation takes 15 minutes; Discussion not to exceed 45 minutes.

VI
 Appendix 4: Summary of project evaluation results

Integrated Polytechnic Regional Center

IPRC…….

Department ………………………………………………………… ……………

Place of evaluation ………………….……………………………………………
Date …………/……………/…………………………..
SUMMARY OF THE RESULTS FOR EVALUATION OF THE PROJECT
1. CANDIDATES
ii. Surname and First Name …………………………………………………………………..
ii. Title of the Project
……………………………………………………………...………………………..
…………………………………………………………………………………………
2. EVALUATION OF THE PROJECT
i.Date and time ………………………………………………………
ii.Evaluators Comments on the project
………………………………………………………...........................……………………
………………………………………………………………..…………………………….
3. FINAL MARK AWARDED............................................................./20

SIGNATURES OF THE MEMBERS OF THE PANEL and SUPERVISOR

Principal Evaluator Co-Evaluator Supervisor

………………………… ………………… ………………

VII
Appendix 5: Authorization to deposit the corrected project report

Integrated Polytechnic Regional Centre

IPRC……………

AUTHORITY TO DEPOSIT THE CORRECTED VERSION OF THE

PROJECT TO THE LIBRARY

We, the undersigned, hereby do testify to have verified the corrections made by the student
(names).........................................................................................................................to his/her
Project entitled…………………………………………………………………………….........
………………………………………………………………………………………………and
authorise them to deposit the document to the library of Integrated Polytechnic Regional Centre-
South.

MEMBERS OF THE PANEL

Co-Evaluator Principal Evaluator

Name and Signature Name and Signature

…………………………… ………………………………..

Date ……../………/……… Date ……../………/………….

VIII
 Appendix 6: Work Plan

A work plan is a time frame with specified dates in which the Project process is expected to
begin and end. It lists i) all the main activities, ii) dates they shall be done, iii) responsible
persons, and IV). Person-days. The person-days are eventually used in the calculations for the
budget.

Example:

TASKS TO BE PERFORMED DATES TO BE PERSONNEL PERSON DAYS

COMPLETED ASSIGNED TO REQUIRED.
TASK
Project Proposal preparation and Week 1-8 Names of (e.g. 2) 2 persons x 24
submission. 1 Jan-25 February person(s) to be days =48
involved
2. Ethical clearance and permission Week 9-10 Name of (e.g. 1) 1 person x 14 days
to do the work 1-14 March person to be =14
involved
3. Community contact to orient Week 11-14 Etc. Etc.
members on project. 15-31 March
4. Pre-testing and finalising project Week 11-14
instruments 15-31 March
5. Data Collection (Fieldwork) Week 15-24
1 April-31 May
6. Data coding, and entry into Week 25-28
computer 1-30 June
7. Data analysis Week 29-30
1-14 July
8. Report Writing (First Draft) Week 31-34
15 July-14 Aug
9. Report Presentation (Workshop) Week 35
15 Aug
10. Report Writing (Final draft) Week 36
16-31 Aug
11. Submission of Final Report Week 37
1-7 Sept
12. Feedback to the Community Week 38
(when involved) 8-14 Sep

IX
 Appendix 7: The Gantt chart

This is a chart that lists the main activities shown in the Work Plan and displays
diagrammatically the period during which each task begins and ends. It does not show number of
persons, or person-days involved.

Example:

TASK TO BE Year 1
PERFORMED Jan Feb Mar Apr May Jun Jul Aug Sep
1.1 Finalise Project xxx xxx
1.2 Project for submission.
2. Ethical clearance and xx
permission to do the work
3. Community contact to
orient members on project. xx
4. Pre-testing and finalising
research instruments e.g. xx
questionnaires.
5. Data Collection Xxx xxx
(Fieldwork)
6. Data coding, and entry into xxx
computer
7. Data analysis xx
8. Report Writing (first draft) xx
xx
9. Report Presentation x
Workshop
10. Report Writing (Final
draft) xx
11. Submission of Final x
Report
12. Feedback to the x
community

X
 Appendix 8: Template of a Budget Plan

A detailed budget for running the project to the end must be shown. A budget is the systematic
enumeration (listing in detail) of the anticipated costs of the planned inputs and activities of the
project. It involves describing explicitly each and every budget line to show the way it is related
to the study activities.

I. Preparation for the study

Nº Item No. of No. of No. Person- Cost/Unit Total

Persons Days days (RWF) RWF
1
2

Sub-total 1

II . The survey or experimentation

Nº Item Persons/M No. of Person- Unit Cost Total (RWF)

aterials days Days (RWF)

Sub-total 2

III. Project supplies

Nº Item Quantity Unit Price RWF Total RWF

1 Note Books A4
2 Identification Cards
3 Clipboards
4 Pencil
5 Bic
6 Rubber eraser
Etc
Sub – total 3

XI
IV. Production of the report

Nº Item Quantity No. of Pers.-days Unit Price Total

days RWF RWF
1 Crosscheck &
Verification of data
2 Entering Data
3 Analysis of Data
4 Report (Draft 1-3)
Sub – total 4

V. Workshop for report validation

Nº Item Quantity NO./Days Pers- Unit Price Total

days RWF RWF
1
2
Etc.
Sub–total 5

VI. BUDGET SUMMARY

Nº DESCRIPTION TOTAL
1 Preparation for the Study
2. The survey
3 Study supplies
4. Production of the Report
5 Workshop for report validation
TOTAL BUDGET

VII. APPENDICE

This page should list all the appendices found in the Report together with their page numbers.
These include tables, charts, graphics, computer programme listings and etc, which are too lengthy
and inconvenient to be included in the text itself.

All appendices should be titled and numbered alphabetically, e.g. Appendix A, Appendix B and so
on.

XII
 VIII. Evaluation Criteria

The assessment of each student will be carried out as follows. The students will be graded by an
examination committee consisting of three to five members of whom the supervisor must be a part.
The highest scoring project will receive the best project award.

IX. FYP Report Assessment (Separate Form to be used by each Evaluator)

S/N Name Reg. No. Phone Number

1

Project S/ No: Name of Evaluator

SN Element Marks Observation

Final Year Project Proposal (20%)
Date:
1 Introduction .…………../4 Marks
2 Problem statement ……………/4
Marks
3 Objectives ……………/4
Marks
4 Understanding of the topic ……………/4
Marks
5 Ways to solve the problem (Methodology) ……………/4
Marks
Sub-Total marks …../20
Final Year Project Report (40%)
Date:

XIII
1 Introduction:
-Definitions of key terms and concepts,
-Background to the study,
-Main Objective and Specific Objectives,
-Research questions/Hypothesis,
-Significance (i.e. Rationale) for the study
i.e. Usefulness of the results, ……………/ 10
-Subdivision of the project. Marks
Literature Review:
-Discussion of the various views and
techniques
-Presentation of currently accepted standards
-Concept development (Clarity of the written
expressions)

2 Methodology (Also check Project

Appendix for instruments:
-Instruments and
-Procedures (Pertinent and Precise)
-Data Analysis
-Problems and Limitations
……………/ 10
-Ethical Considerations
Marks
-Project management / Testing plan
Work Plan and Gantt Chart
-Main activities indicated
-Time distributed proportionately
Budget
-Comprehensive (i.e. Complete)
-Realistic
3 Presentation and analysis of results:
- Presentation of results (e.g. percentage
tables, association) ……………/ 10
- Mathematical modelling / calculations Marks
- Use of Modern Software/tools
- Sketches / pictures
4
General Report Presentation
- Formatting, Pagination, Line spacing,
Margins
Clarity of the written expressions ……………/5
- Report outline / Grammar / Vocabulary marks
-Acceptable style and syntax
-Precision of expressions
-Spelling, punctuation
5 References to standards / Design documents ……………/2
(Precise, Complete, Recent/Up to date) marks
6 Future work/ Linkage with the social, ……………/3
environmental or Economic Issues marks
Sub-Total marks .…/40

XIV
 Final Year Project Presentation (30%)
Date:
1. PPT Slide organization/ presentation of the ……………/5
project marks
2. Result Presentation (Covers the main parts of the
……………/5
project) marks
3. Viva voice questions (provided responses are……………/10
clear and precise) marks
4. Time management ……………/3
marks
5. Body language/Smartness/Confidence during ……………/5
presentation marks
6. Attire ……………/2
marks
Sub/Total marks …./30
2. Project implementation Evaluation (Supervisor)
1. Project implementation ………./5 marks
2. Progress report ………./5 marks
Sub-Total marks …./10
TOTAL: …………../100

Comments from the panelist/Evaluator:

S/N Comments
1. Final year Project Proposal:

XV
2. Final Year Project Report:

3. Final Year Project Presentation

4. Project implementation Evaluation:

Appendix 9: DECLARATION FORM

Integrated Polytechnic Regional Center IPRC

DEPARTMENT OF ……………………………………………………………

DECLARATION AND AUTHORITY TO SUBMIT THE PROJECT REPORT

XVI
 Names of the Student(s) …………………………………………………

Title of the Project ……………………………………………………….………………….

………………………………………………………………… ……………………..……..

a. Declaration by the Students

“I/We do hereby declare that this Project submitted in partial fulfilment of the requirements for the
Advanced Diploma in
…………………………….………………………………………………………………………..
(Mention the Programme), at IPRC SOUTH, is my/our original work and has not previously been
submitted elsewhere. Also, I/we do declare that a complete list of references is provided indicating all
the sources of information quoted or cited.

Date and Signatures of the Students

……………………………………………………….

b. Authority to Submit the Project

Names of the Supervisor ………………………………………………………

In my capacity as a Supervisor, I hereby authorise the student to submit his/her Project to the
department ready for presentation.

Date and Signature of the Supervisor

………………………………………

Useful Web Based Resources

- http://www.engl.polyu.edu.hk/EECTR/eehandbook/home.htm, retrieved on 08/7/2016

- http://final-year-projects.com/index.htm retrieved on 08/7/2016
- http://www.comp.brad.ac.uk/intranet/modules/PROJ/proj%20info/sample one.doc
retrieved on 08/7/2016
- http://igor.gold.ac.uk/~mas01fl/teaching/projects/projectsreports.html#section1 retrieved

XVII
on 08/7/2016

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I