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Notes on Writing Reports
Jill Buckley
1. General Comments
1.1 Start with an outline
Learn to use Word's hierarchy of headings and its outline
capability, as illustrated in this document. Correct use of
headings will provide a structure for your document. It will
also simplify the editing process and pay real dividends when
it's time to make a Table of Contents. You can change between
normal, outline, and other views with the View portion of the
main menu. Consistent use of styles throughout your document,
for normal paragraphs as well as for headings, will facilitate
any reformatting that may be required.
1.2 Citations in the text
There are two acceptable methods of citing references:
Superscript numerals can be used. Numerical order is determined
by the order in which citations occur in the text. Superscript
numbers are placed after punctuation,1 like that or like this.2
The reference list is in numerical order.
Authors' surnames and year of publication can be used in
parentheses. For example (Wang, 2000) or (Wang and Buckley,
2001) or (Buckley et al., 1998). Note that citations are placed
before any punctuation. In this case, the reference list is
alphabetical.
1.3 Electronic editing
You should submit your report electronically. An efficient
editing system is provided by Word (Tools/Track changes). I will
use it to edit so that you can easily see the changes I
suggestrecommend. I may also include comments.
1.4 Pagination
Use headers and footers (View menu) for pagination, as
illustrated in this document.
1.5 Plagiarism
The use of other people's words without proper citation is
plagiarism and must be rigorously avoided. There is an excellent
article on how to avoid plagiarism at HYPERLINK
http://www.hamilton.edu/academics/resource/wc/AvoidingPlagiarism.
html
http://www.hamilton.edu/academics/resource/wc/AvoidingPlagiarism.
html. For convenience another copy is posted on our group web
page. Please read it carefully.
2. Major Sections of a Report
2.1 Abstract
The abstract should succinctly summarize the remainder of the
report. Only in unusual circumstances should there be any
references cited in the Abstract.
2.2 Introduction
All background material needed to establish the rational for the
project on which you are reporting or to understand your
experiments should be included in the Introduction.
2.3 Materials and Methods
This section can be omitted in a report that is strictly a
literature review, but will be necessary in any report of
experimental results. The usual scientific standard is that
there should be sufficient detail to allow other trained
scientists to replicate your experiments.
2.4 Results and Discussion
In a short report, the experimental results can be presented and
interpreted in the same section of the report. In longer reports
(and in a thesis), Results would likely be presented in a
separate section, followed by the Discussion.
2.5 Conclusions
The conclusions section should summarize the most important
points that can concluded based on the material reported.
2.6 References
Adopt a consistent format for references. One that we use
frequently is the format recommended by SPE. Some examples of
different types of references are shown in Table 1. About 70
pages of references on many different topicsalready typed in SPE
formatare included in HYPERLINK "references.doc"
references.doc. You can cut and paste as needed.
Table 1. SPE Reference Formats
Preprint: Wang, J.X. and Buckley, J.S.: An Experimental
Approach to Prediction of Asphaltene Flocculation, paper SPE
64994 presented at the 2001 OCS, Houston, 13-16 Feb. Journal
article: Buckley, J.S.: Predicting the Onset of Asphaltene
Precipitation from Refractive Index Measurements, Energy & Fuels
(1999) 13, No. 2, 328-332. Book: Israelachvili, J.N.:
Intermolecular and Surface Forces, 2nd Ed., Academic Press, San
Diego (1991). Chapter in a book: Buckley, J.S.: "Multiphase
Displacements in Micromodels," in Interfacial Phenomena in Oil
Recovery, N.R. Morrow, ed., Marcel Dekker, Inc., New York City
(1991), 157-189.
When there are multiple references with the same first author,
they should be listed in the following order:
1) list all papers for which there is only one author in
chronological order,
2) list all papers for which there are two authors,
alphabetically by the name of the second author and
chronologically if there are two or more papers with the same two
authors, and
3) list papers with three or more authors, alphabetically by the
names of second (and if necessary, third) authors and
chronologically if there are two or more papers with the same
sequence of authors.
3. Illustrations
If any of the illustrations are not original, the sources for
each must be cited. Use of styles for figure captions and table
headings can help with formatting and with assembling lists of
tables and figures. Learn to use these styles. If graphs are
simply copied into Word from other programs such as Excel, the
whole spreadsheet is imbedded. This can create very large,
unwieldy Word documents. A better solution is to use the Paste
Special option and paste the graph as a picture. Retain the
original Excel file, which will be needed for making changes. Do
not allow the picture to float.
Figure 1. Example of an Excel graph pasted into the Word
document as a picture. (Buckley and Wang, 2001)
Word drawings can be awkward, especially if any
reformatting is required. Use a drawing program (e.g.,
PowerPoint) to make drawings and paste them into the document as
described above.
4. Additional Sources
A Writing Workshop and other writing assistance are available
from the Writing Center. Contact Professor Emily Nye, 835-5468
or email HYPERLINK mailto:enye@nmt.edu enye@nmt.edu for
additional information.
Instructions for thesis preparation are available at HYPERLINK
http://www.nmt.edu/~grad/studentinfo/manuscript.html
http://www.nmt.edu/~grad/studentinfo/manuscript.html.
PAGE 3
1 February 2002
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