PARAPHRASING (ENGINEERING REPORT)

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Engineering Design

Your team identification name

Your Workshop day

Date

The recipient’s company name

The recipient’s address

Dear (Client name)

Provide a clear discussion of the body of your letter that summarises the design that has been developed and the outcomes of this work.

Remember that this is a business letter and should clearly describe what you are sending the client. You should also include a clear summary of the design you have undertaken and the outcomes you have achieved.

It is important that this is written as a business letter to a client rather than as a summary of an assignment to the lecturer.

Yours Sincerely

Your name

Introduction

As part of your assessment, you are required to prepare design reportsthat cover each of the two design projects. As these reports form a major part of your assessment, it is important that you are able to demonstrate your understanding of your design.

All reportsmust be submitted as an electronic copy only on or before the due date, preferably in pdf format. These instructions have been prepared in the format that must be used for the report and are designed to help you, the author, provide a reportin a suitable format. The instructions are partly based on similar instructions issued by the International Water Association (IWA, 2002) and the American Society of Civil Engineers (ASCE, 2000)and have been modified from instructions provided for the 10th International Conference on Urban Drainage, Copenhagen/Denmark, August 2005.

Structure and content

Reports should be well structured: i.e. they must include:

A Letter to the Client: must be no more than one (1) page and be self contained and explicit. The letter should briefly describe the design that has been undertaken and the outcomes achieved. This will act as a summary of the remainder of the report.

A Title Page: including the report topic, group number andfull name and student ID number for each group member. Do not include a header or footer on the Title Page.

Main text: for clarity this should be subdivided into:

Introduction - describing the background of the work and its objectives. You should also include a brief description of how the report is structured.

Discussion of Important Issues- a description of theissues covered in the report. Your description should focus on the details of the issue and, where appropriate describe these details within the context of the design project undertaken. The title of the section and sub-sections should be consistent with the topic being discussed. Only in exceptional circumstances would you use “Important Issues” as your section heading.

Conclusions: a brief explanation of the significance and implications of your design project. These conclusions should already have been discussed in more detail previously in the report. Do not introduce a conclusion that is not supported by arguments made in the rest of the report.

References: these should be to accessible sources and must include at least three (3) non-web based references. Please ensure that all work cited in the text is included in the reference list, and that the dates and authors given in the text match those in the reference list. You must also ensure that all references in your Reference List have been cited in the main body of the report text. References must always be given in sufficient detail for the reader to locate the work cited (see below for formats).

The title of the individual headings may vary depending on the nature of the report, but it is important that a clear structure is preserved. Full reportsmust be no longer than four (4)A4 pages for the Leprechaun Heights design project and six (6) A4 pages for the Mouse Trap car design project. This page limit includes thecovering letter, all text, figures, tables and references, but does not include the title page and any appendices.

Headings and layout

Major headings like the one above are typed bold in 14pt Times New Roman upper case (capital letters), with one line space above and 12pt spacing below.

Minor Headings

Minor headings are in 12pt Times New Roman bold type, not indented, with no line space above and 12ptspacing below.

Sub-headings.

Sub-headings are typed in 12pt Times New Roman fonttype, not indented, with no line space above and 12pt spacing below.

The Cover Letter

Special formatting requirements apply for the Cover Letter:

Your team identification name and workshop daymust appear right justified as shown in the first page of this file.

The date of the letter must appear right justified as shown in the first page of this file.

The details of the client’s address are to be provided left-justified as shown in the first page of this file. Include one blank line following the address.

A salutation addressing the client’s name as shown on the first page of this file. Provide one blank line after the salutation.

The details of your letter to the client. Provide one blank line after the main body of the letter.

The complimentary close. A copy of your signature will not be required for this letter, as shown on the first page of this file

The letter must not include either a header or footer.

The Title Page

Special formatting requirements apply for the Title Page:

The school name should appear left justified in 14pt boldTimes New Roman typeface, as shown on the title page of this file. Allow one line space below the school name.

The course code and name should appear left justified in 14pt boldTimes New Roman typeface, as shown on the titlepage of this file.

The main topic title should appear left justified in 24pt boldTimes New Roman typeface as shown on the titlepage of this file.

Your full name and student ID number should appear left justified in 14ptitalicTimes New Roman typeface as shown on the titlepage of this file.

The titlepage must not include either a header or footer.

Page Layout

All text should be word-processed using the A4 page size, with the following layout requirements:

Reports must be formatted using 2.5 cm margins.

Please use a 11pt Arial typeface and 1.5 line spacing and 12pt spacing after each paragraph.

Include a running heading at the top of each page, 1.25 cm from the paper edge, 11 ptArialtypeface, with the following text right justified: “Engineering Design”.

Include a running footer at the bottom of each page, 1.25 cm from the paper edge, 11 ptArial italic typeface. On even numbered pages, place the page number at the left margin and the report title at the right margin. Use an abbreviated title if the full title is longer than 50 characters. On odd numbered pages, place the page number at the right margin and your name at the left margin. Use Arabic numerals for page numbers.

Normal paragraph text should be justified (extend to the right-hand margin) and be typed one and a half line-spaced to fill the full depth of the text area. Do not indent the text paragraphs. Provide a 12pt spacing at the end of each paragraph.

New paragraphs are not indented. Do not use footnotes and avoid splitting tables over two (or more) pages. This can be achieved using page breaksif required.

For bullet lists and numbered lists, refer to the examples shown in this report template.

Important words in the text may be emphasized using boldface or underlining, but excessive use of these features is not recommended.

Table 1 contains the basic information related to page size and margin settings.

Table 1.This is an example of table layout. It shows the dimensions of the text area to be used for international (A4) paper size. The table caption should appear above the table.

	Text area	A4 paper
	(mm)	(mm)	(in)
Depth	247	297	11.69
Top/bottom margin	-	25	1.0
With	160	210	8.27
Left/right margin	-	25	1.0

Figures and Tables

Figures and tables should be numbered consecutively as they are presented (Figure 1, Figure 2, etc. and Table 1, Table 2, etc.). Do not include section numbers in the figure or table numbering.A descriptive caption, including the figure or table number in boldface followed by a full stop, should be placed directly above tables and below figures. References to each figure and table should appear in the text, and each figure and table should be positioned close to where they are first cited, as shown in Figure 1 and Table 1. Do not wrap text around the figure/table, as shown inFigure 1 and Table 1. Allow one line space above/belowtables/figures and make sure they fit inside the text area. Make sure that you cite the source for any figures or tables that you copy from a reference, and include this document in your reference list. You should also include a reference to the source of information presented when you prepare your own figure or table using information provided in another document.

Figure 1. This is an example of a Figure layout. A GIF image was inserted, which generally results in a clearer figure for graphs etc. A JPG image is better for photographs.

Keep figures as simple as possible for clarity: avoid unnecessary complexity, colouring and excessive details. Beware of figures with extensive amounts of detail which are unreadable when reduced to fit on the A4 page. You should also be careful when copying figures found on web pages, which often are too pixilated to read when reproduced in a paper based report. Illustrations should be clear and text in illustrations should not be written with less than 10pt font size. Avoid using shading or greyscale as background in your illustrations as shading seldom reproduces well. Figures should be a good enough resolution to allow printing of the report in black and white on a normal laser printer. Please take care that excessively large graphics files and embedded spreadsheet objects are not included.

Mathematics, Nomenclature and Units

All mathematics included in the text should be typed using an appropriate equation editor. Remember at ^2 is part of a programming language and should never be used in place of superscripts.Equations should be numbered, with the number shown in Arabic numerals within left and right hand brackets, as shown below. The equation number should be placed to the right of the equation, and right justified with the right hand margin.

(1)

Please take care that all terminology and notation used will be widely understood. Abbreviations and acronyms should be spelled out in full at their first occurrence in the text.SI units are required in ALL cases. If non-SI units are necessary, SI equivalents must also be given bracketed beside the non SI unit. Units should have a single space between the number and the unit. Thousands should be separated by commas (e.g. 1,000). The decimal separator is a full stop (e.g. g=9.80 m/s2).

Styles in the Report Template and Language

This report template may be used directly when typing the manuscript. In that case you may use the pre-defined styles for Title, Headings, etc. Please also be sure to follow the guidelines in this report template.

Reports should be written in grammatically correct English and all spelling should be in “Australian English”or “UK English”, where appropriate. It is also a good idea to have your typescript read by at least two other people to help avoid common typing errors.

Submission of Reports

The design reports must be provided as an electronic copy only on or before the due date. Either Microsoft Word file format or pdf are the only formats accepted. The size of the file is limited to 5 MB, as large files will make it impossible to download the files for marking. The electronic copy of the paper must be submitted through the submission point on portal. Hard copies of papers will NOT be accepted.

Conclusions

Thank you for your efforts reading through thisreport format guideline and we look forward to receiving your report.It is a good idea to finish by identifying the main “lessons learned” or findings that could include e.g. the main research findings or key findings of the work to pass along to your peers for practical applications. The two (2) main points from these instructions are:

The upper page-limit for reports submitted is four (4)A4 pages for the Leprechaun Heights design project and six (6) A4 pages for the Mouse Trap car design project.

It is essential that all reports comply with the format requirements as explained in this report template.

References

It is essential that report includes a list of references at the end, showing that the author is aware of earlier work in the area both nationally and internationally.

Citations in the Text

Use family name of author and year of publication: Jones (1982) or (Jones, 1982).

Insert initials only if there are two different authors with the same surname and same year of publication.

Two or more years in parentheses following an author's name are cited in ascending order of year, and two or more references published in the same year by the same author are differentiated by letters a, b, c, etc. For example: Brown (1969, 1972, 1973a, b).

Different references cited together should be in date order and separated by semicolons, for example: (Smith, 1959; Thomson and Jones, 1982; Green, 1990).

If a paper has been accepted for publication but has not been published the term "(in press)" should be used instead of a date.

If a paper has been submitted but not definitely accepted the term "(submitted)" should be used. If the paper is still being prepared the term "(in preparation)" should be used.

The abbreviation "et al." (in italics) should be used in the text when there are more than two co-authors of a cited paper.

List of References

References should be listed alphabetically at the end of the paper. Although "et al." is preferable in the text, in the list of references all authors should be given.

The reference list should be formatted using 11 pttypeface with the first line hanging.

Journal reference style:

Hvitved-Jacobsen T., Vollertsen J. and Matos J.S. (2002). The sewer as a bioreactor – a dry weather approach. Wat. Sci. Tech., 45(3), 11-24.

· Note that to unambiguously identify articles in most journals the issue number as well as the volume number is needed.

Conference proceeding reference style:

LedinA., AlbrechtsenH.-J., AuffarthK., BaunA., Boe-HansenR., ErikssonE. andMikkelsenP.S. (2002): Development of methodology for hazard identification of rainwater collected for reuse. In: Strecker E.W. and Huber W.C. (eds.): Global solutions for urban drainage. Proc. 9th Int. Conf. on Urban Drainage, Portland, Oregon, 8-13 September 2002. CD-ROM, ASCE Publications, Reston, VA.

Book reference styles - (i) article in compilation; (ii) multi-author work; (iii) standard reference; (iv) report; (v) thesis:

Hvitved-Jacobsen T. and Vollertsen J. (2001). Odour formation in sewer networks. In: R. Stuetz and F.-B. Frechen (eds.), Odours in Wastewater Treatment: Measurement, Modelling and Control. IWA Publishing, Chapter 3, pp. 33-68.

Butler D. and Davies J.W. (2000). Urban drainage. E & FN Spoon, London.

Standard Methods for the Examination of Water and Wastewater (1995). 19th edn, American Public Health Association/American Water Works Association/Water Environment Federation, WashingtonDC, USA.

Water Research Centre (1990). Proposed Water Quality Criteria for the Protection of Aquatic Life from Intermittent Pollution, Report PRS 2498-NM, Water Research Centre, Medmenham, UK.

Vollertsen J. (1998). Solids in combined sewers – characterization and transformation. Environmental Engineering Laboratory Ph.D. Dissertation Series, no. 20. Aalborg University, Denmark.

Other reference styles – (i) and (ii) unpublished papers received privately; (iii) webpages from Internet websites:

Dickerts D.F. and McNaughton C.M. (2000). Manuscript preparation for ASCE Conference Proceedings on CD-ROM. American Society of Civil Engineers.

IWA (2002). Instruction for authors: Preparation of typescripts for selected proceedings to be published in Water Science and Technology: Water Supply. International Water Association.

Mikkelsen P.S., Vollertsen J., Ledin A. and Hvitved-Jacobsen T. (2004). Information for authors: Paper submission. 10th Int. Conf. on Urban Drainage conference website, http://10icud.er.dtu.dk, visited 30 December 2004.

Example of Reference Format in Text

Using the examples from above, the reference list will look as follows:

Butler D.and Davies J.W. (2000). Urban drainage. E & FN Spoon, London.

Dickerts D.F. and McNaughton C.M. (2000). Manuscript preparation for ASCE Conference Proceedings on CD-ROM. American Society of Civil Engineers.

Hvitved-Jacobsen T., Vollertsen J. and Matos J.S. (2002). The sewer as a bioreactor – a dry weather approach. Wat. Sci. Tech., 45(3), 11-24.

IWA (2002). Instruction for authors: Preparation of typescripts for selected proceedings to be published in Water Science and Technology: Water Supply. International Water Association.

Standard Methods for the Examination of Water and Wastewater (1995). 19th edn, American Public Health Association/American Water Works Association/Water Environment Federation, Washington DC, USA.

Vollertsen J. (1998). Solids in combined sewers – characterization and transformation. Environmental Engineering Laboratory Ph.D. Dissertation Series, no. 20. Aalborg University, Denmark.

Water Research Centre (1990). Proposed Water Quality Criteria for the Protection of Aquatic Life from Intermittent Pollution, Report PRS 2498-NM, Water Research Centre, Medmenham, UK.

4 Your Report Title Goes Here (No more than 50 characters in length)

Your Name Goes Here 3

An Example of an appendix

Appendices are often included in reports as a way of including information which is supplementary to the material which forms the main body of the report. Often the appendices will include detailed analysis of data, or systems that you have used as part of your analysis. However, you should never include information in an appendix, which the reader must understand in order to understand the content of the main body of the report.

You should also never assume that the reader will have access to the appendices when they are reading the main body of the report. This is because very large reports may have separate documents for the appendices. If you direct the reader to an appendix to see a vital piece of information, and they do not have access to this appendix, then the reader’s understanding of the main body of the text will be severely limited. This is true for drawings and diagrams, as well as text. The general rule to follow is:

If a piece of text or a diagram must be viewed to understand the text in the body of the report, then this text or diagram should appear in the body of the report, and not just in the appendix. As the appendix will be read as a stand-alone document, the detailed information including this text or diagram should also be included in the appendix.

Include a running heading at the top of each page of the appendices, 1.25 cm from the paper edge, 11ptArialtypeface, with the following text right justified: “Engineering Design”.

Include a running footer at the bottom of each page, 1.25 cm from the paper edge, 11ptArial italic typeface. On even numbered pages, place the page number at the left margin and the appendix title at the right margin. Use an abbreviated title if the full title is longer than 50 characters. On odd numbered pages, place the page number at the right margin and your name at the left margin. Continue the page numbering from the previous part of the report.

12 Appendix A – Appendix Title Goes Here (No more than 50 characters in length)

Your Name Goes Here 13