Thesis Format Prof. Hishamuddin

School of Graduate Studies
TM
NIVERSITI TEKNOLOGI MALAYSIA
Research Report Writing

(The format of UTM thesis/project reports)
http://www.sps.utm.my/
Dr. Hishamuddin Jamaluddin
Professor
Email: hishamj@fkm.utm.my
Webpage: http://www.fkm.utm.my/~hishamj
Dr.Hishamuddin Jamaluddin
August 2004
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THE BODY OF A RESEARCH REPORT

1. Introduction
a)
b)
c)
d)
e)
Background of the research

Review of related literature
Statement of hypothesis or research question
Limitations
Definition of terms
2. Methodology
a)
Procedures for collection and treatment of data
3. Presentation and Analysis of Data

a)
b)
Presentation of data
Analysis of data
4. Conclusions and Recommendations

a)
b)
c)
Summary
Conclusions
Recommendations
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Types (Definition) of Thesis

1. Undergraduate
Final Year Project Report
:
:
:
Masters Project Report

Masters Dissertation
Masters Thesis
2. Masters Degree
a) Taught Course
b) Taught Course & Research
c) Research
3. Engineering Doctorate (Eng.D)

4. Doctor of Philosophy (Ph.D.)
a) Taught Course & Research
b) Research
:
:
Ph.D. Dissertation
Ph.D. Thesis
August 2004
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GUIDELINES ON THE
WRITING OF A THESIS/RESEARCH REPORT
(The format of thesis or project reports)
I) General Guidelines
II) Preparation and Binding of a Thesis
III) Writing References
IV) Writing Note or Footnote
V) Electronic Thesis and Dissertation
August 2004
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SECTION I:
GENERAL GUIDELINES
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ARRANGEMENT ORDER OF A
THESIS
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1.3
The status of thesis (FORM:

>
PSZ19:16(Pind.1/97)) Lamp. A
If the status is restricted or confidential, a letter of request is

needed Lamp. B
-
reasons for the request status

duration of the status requested (3 - 5 yrs)
Restricted
can not be photocopied or taken away from the library
Confidential
can not be disclosed to the public

(normally for security reasons)
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1.4
Declaration
>
>
1.5
Supervisors Declaration - Lamp. C1

Declaration on Cooperation with Outside Agencies and Certification of
Examination
Lamp. C2
Tittle Page Lamp.D

-
TITTLE OF THE THESIS

NAME OF THE AUTHOR
Statement of Award for the Thesis Lamp.E
Name of the Faculty/School
Universiti Teknologi Malaysia
MONTH year
(Final submission of the bound thesis)
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1.7
Declaration
Lamp. F
1.8
Dedication
- Lamp. G
1.9
Acknowledgements
- Lamp. H
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1.10 Abstract Lamp. I & Lampiran J

-
Abstract (English) and Abstrak (in Malay)

One paragraph, one page (about 300 words)
May be single or 1.5 spacing
Content:
#
#
#
#
General introduction/background: area of research

Problem statement
Methodology
Finding/Conclusion
What is the difference ?
10
Abstract
Synopsis
Summary
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1.11 Table of Contents Lamp. K

1.12 List of Tables Lamp.L
1.13 List of Figures Lamp. M
1.14 List of Symbols and Abbreviation
Lamp. N
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1.15 List of Appendices Lamp O

> A thesis may not have an appendix
> Materials that are not directly discussed or referred to
should be placed in the appendix
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1.16 Text
> Text in a thesis contains chapters and each chapter is given a
tittle
> Begin each chapter with a new page
> Chapter may be divided into small tittle and sub-tittle
(each must be numbered)
> Text is written in paragraphs:
each paragraph describes one issue/subject
> Maintain continuity between subsequent paragraphs
> Text :
-
Introduction to the research

Literature review
Methodology of the research
Results (data analysis) and discussion
Conclusions and recommendations
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1.16.1 Reference in the Text

An information, idea or quote taken from any source
must be referred to and indicate the reference in the
text.
Referencing System:
i)
Author and Year (Harvard) System
ii) Number System
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1.16.2
>
>
Quotation in the text must be written in a separate paragraph

Quotation in a different language should be written in italic
1.16.3
>
>
>
Quotation in the Text Lamp. P
Table in the Text Lamp. Q
Each table must be numbered in Arabic (1, 2 .)

Caption (Tittle) of the table is placed above the table
Tables are placed immediately after they are mentioned for the
first time in the text
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1.16.4 Figures in the Text Lamp. R

>
>
>
>
>
Illustrative materials, such as maps, charts, drawings, graphs,

diagrams and photographs are classified as Figures
Each Figure must be numbered in Arabic (1, 2 .)
Caption (Tittle) of the Figure is placed below the Figure
Figures are placed immediately after they are mentioned for the
first time in the text
Other illustrative materials (e.g. diskette or slides) are kept in a
special pocket at the back of the thesis
APPLICATION FOR PERMISSION TO REPRODUCE
AIR PHOTO/MAPS OF MALAYSIA (Lamp. S)
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1.18 Appendix
> Appendix is not part of the Text
It is an additional material which is not directly
referred to and discussed in the Text
> It is placed outside the Text (at the back of the
thesis) to ensure smooth reading of the thesis
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SECTION II:
GUIDELINES ON THE PREPARATION
AND BINDING OF THESIS
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2.1 Paper and Size

>
>
Simile 80 gm high quality paper

Size A4 (210 mm x 297 mm)
2.2 Margins
For all pages:
>
>
4 cm on the left
2.5 cm on the right
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2.3 Numbering the Page

> top-right of the page
- 1.25 cm from the top margin
- last digit 2.5 cm from the right margin
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2.3 Numbering the Page

> Numbering Procedure:
- Preliminary section of the thesis is numbered in small Roman (i, ii,
etc.)
- The first page of the thesis is the Tittle Page (numbered as i) but
not written
- Text is numbered in Arabic (1, 2, etc.)
- The first page of the text is numbered as 1 but not written
- Number for the first page of each chapter is not written
- The page separating each section of the thesis is not numbered (not
counted in the paging of the text)
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2.4 Numbering the Chapters and Sub-Tittles in

the Chapters
> Chapter number:
CHAPTER 1
CHAPTER 2, etc.
> Numbering the sub-tittle (Arabic):

e.g.: 2.1
Level two (sub-tittle)
2.1.1
Level-three (sub-sub-tittle)
2.1.1.1 Level-four (sub-sub-sub-tittle)
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August 2004
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2.5 Typing Lamp T

> Use computer, normal lettering (no fancy font)
> Font size:
0.2 cm for CAPITAL LETTERS
0.15 cm for small letters
e.g.: Microsoft Words 6.0:
New Times Roman: font 12 or bigger.
> Use 1.5 spacing
> Type on one side of the paper
> Typing Tittle of the Chapters:
CAPITAL LETTERS at the middle of the paper between the
left and right margins
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2.6
Distance and Format Lamp. U
i)
ii)
Distance from the top margin to the chapter number is 2.5 cm

Distance from the chapter tittle to the chapter number is 4 lines and
distance from the chapter tittle to the first line of the text is 4 lines
iii) Distance from a sub-tittle and the last line of the previous
paragraph is 4 lines
iv) Distance between a sub-tittle to its first line of the text is 2 lines
v)
Distance between two paragraphs is 2 lines
vi) Begin the sub-tittle and its numbering from the left
vii) Indent first line of the paragraph: 1.27 cm (0.5 in) from the left margin
viii) Avoid widow and orphan situation
ix) Distance between the last line and the Table or Figure is 2 lines
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2.9
Maximum Limits
Maximum pages for the main text:

# Undergraduate Reports 100 pages
# Masters Project Report/Dissertation/
Thesis 250 pages
# Ph.D. Thesis/Dissertation 350 pages
These limits include all figures, tables and
appendices
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TEXT CAN BE JUSTIFIED
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August 2004
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2.10 Binding
>
Spiral (temporary) binding for examination purposes
a) Colour and Lettering of Thesis Cover

> After examination: permanent binding with buckram
cover
> Cover lettering: golden, size 18 points (Microsoft Word 6.0)
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August 2004
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2.10 Binding
Thesis cover colour (Code):
i)
ii)
iii)
Ph.D. Thesis
Masters Thesis
Undergraduate Final Year Project:
a) Fac. Built Environment
b) Fac. Civil Eng.
c) Fac. Geoinfo. Sci. & Eng.
d) Fac. Electrical Eng.
e) Fac. Chemical & Natural Res. Eng.
f) Fac. Mech. Eng.
g) Fac. Education
h) Fac. Manag. & Human Res. Dev.
i) Fac. Science
j) Fac. Comp. Sci. & Info. System
28
Maroon
Brown
(567)
(537)
Purple
Green
Light Blue
Yellow
Black
Red
Sky Blue
New Blue
Light Green
Red
(551)
(557)
(548)
(520)
(585)
(530)
(562)
(550)
(531)
(532)
August 2004
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2.10 Binding (contd)

b) Front Cover - Lamp. V
# IN CAPITAL LETTERS:
TITTLE OF THE THESIS
NAME OF THE AUTHOR
UNIVERSITI TEKNOLOGI MALAYSIA
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2.10 Binding (contd)

c) Back Bone Lamp. W
NAME OF THE AUTHOR
NAME OF THE DEGREE (Short-Malay)
Year
UTM
MUST BE WRITTEN IN BAHASA MALAYSIA
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Section III
Guidelines on the Writing of References
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3.1
References Format
i)
ii)
Author and year (Harvard) System

Number System
3.2
Author and Year (Harvard) System
3.2.1 Writing Reference in the Text
Use surname of the author:
a)
According to Paredis (1993) most of the various fields such as

economic and engineering are categorised as constraints
optimization problems.
b)
Therefore, research in the pursuit of solving problems related

to constraints optimisation is now becoming more popular
(Paredis, 1993)
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3.2.1
c)
Writing Reference in the Text (contd)
Maintenance of scheduling has long been studied, an example

of which is given in Kralj and Petrovic (1995)
d) Safaai et al. (1997) used this approach to solve the

organisations staff scheduling requirements
e)
ILOG Solver by Puget and Albert (1994a) is an example of

software using constraints programming language
f)
The use of an object in the artificial intelligent software

development is very common (Puget and Albert, 1994b)
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3.2.2
List of References According to the Author

and Year (Harvard) System Lamp. X
> Sort into alphabetical order

> Use chronological order for the same author(s)
> Use extra notation (a, b, c, ) for the same author(s) and year
3.2.3
Name of the author(s)

Surname followed by initials:
Magee R.J. (for Robert John Magee )
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3.2.4 The Content and Format of a List

of References
(i) Book
Author (Year). Title. Edition (if not the first). Placed published:
Publisher.
Example:
Theusen, G. J. and Fabrycky, W. J. (1984). Engineering
Economy. 6th ed. Englewood Cliffs, N. J.: Prentice-Hall.
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(ii) Article in a book

Author of the article (Year). Title of the article. In: Author of
the book. Title of the book. Place published: Publisher. page.
Example:
Hussein,S.B., Jamaluddin,H., Mailah,M. and Zalzala,A.M.S.
(2000). An Evolutionary Neural Network Controller for
Intelligent Active Force Control. In: Parmee, I.C. ed.
Evolutionary Design and Manufacturing. London: SpringerVerlag. 351 362.
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(iii) Journal
articles
Author (Year). Title of the article. Title of the Journal. Volume

(Number): page.
Example:
Billings. S. A. (1980). Identification of Nonlinear Systems: A
survey. Proc. IEE, Part D. 127(6): 272-284.
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(iv)
Conference articles
Author (Year). Title of the article. Name of the conference.

Date of the conference. Place published: Publisher, page.
Example:
Sheta, A. F. and De Jong, K.(1996). Parameter Estimation of
Nonlinear Systems in Noisy Environments Using Genetic
Algorithms. Proceedings of the 1996 IEEE International
Symposium on Intelligent Control. September 15-18. Dearborn,
Michigan: IEEE, 360-365.
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(v)
Thesis
Author (Year). Title of the thesis. Institution: Thesis award.

Example:
Adnan bin Hassan (2002). On-line Recognition of Developing
Control Chart Patterns. Universiti Teknologi Malaysia: Ph.D.
Thesis.
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3.2.5 Types of Reference Materials

i)
ii)
iii)
iv)
v)
vi)
vii)
viii)
ix)
x)
xi)
xii)
Book
Article in book
Article in journal
Thesis
Legal
Standards
Paten
Business catalogue
Measured and technical drawing
Unpublished materials
Personal communication
Web site ?
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3.3 Number System

3.3.1
Writing References in the Text
Every reference is numbered in Arabic:

If the name of the author is mentioned in the text, put
the reference number in bracket ( ) or [ ] or
superscript immediately and close to the name or at
the end of the sentence.
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August 2004
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3.3 Number System

3.3.1 Writing References in the Text
Every reference is numbered in Arabic:
According to Paredis (1) most of the scheduling problems such as in the areas
of economic and engineering are categorised as constraints optimisation.
According to Paredis most of the scheduling problems such as in the areas of
economic and engineering are categorised as constraints optimisation [1].
According to Paredis1 most of the scheduling problems such as in the areas of
economic and engineering are categorised as constraints optimisation.
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August 2004
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3.3.2
Guidelines on the Writing of List of

References According to the Number System
Sort the list of references according to the order in which

they are written first time in the text
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August 2004
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3.4
References From Internet

> In principle, internet is used as a tool to search
for a reference. Therefore, the original reference
must be quoted instead.
> Web site as a reference material is questionable
due to its impermanence ?
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August 2004
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Section IV
Guidelines on Writing Note and Footnote
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4.1 General Guidelines

Note :
additional information
footnote, final note etc. is not allowed in a thesis of Science
and Engineering
A limited use of note and footnote is allowed in a thesis of
humanity and social studies. It is used to clarify or to give an
extra information about an item written in the text of the
relevant page.
Footnote is numbered in Arabic and follow an order 1, 2, 3.
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August 2004
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4.2
Writing a Footnote
Name of the author is written in full
Pause notation ( , ) or bracket ( ) is used to separate

the name of the author, the tittle and the publisher
Font size is 2 points smaller than the text font size
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August 2004
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4.2 Writing a Footnote:

10
Name of the author, Tittle of the article. publication information, year, page
Example:
10
Mary Duncan Carter, Wallace John Bonk, and Rose Mary Magrill, Building
Library Collection. Fourth edition (Metuchen, N.J.: Scarecrow Press, 1974), pg
61 - 66.
Writing a List of Reference:

Name of the author (year). Tittle of the Article. publication information. page
number.
Example:
Carter M.D., Bonk, W.J. and Magrill, R.M. (1974). Building Library
Collection. 4th Edition. Metuchen, N.J.: Scarecrow Press. Pg 61 - 66.
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Section V
Electronic Thesis and Dissertation
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Definition
Electronic Theses and Dissertations or ETD is a document
which records results of research or scholarship of a graduate
student. This document is prepared in a form that is accessible
globally through the Internet. ETD is the same as original
paper document which has been approved by a panel of
examiners and the Senate.
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Contents of ETD
An ETD consisted of two (2) files, namely pre-access file and

full text file.
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Pre-access File
Pre-access file is a file that contains information about the
author, the panel of examiners and a brief contents of the
thesis. By reading this file, a reader will be able to assess the
relevance of the document to the readers research interest.
If a reader wishes to access the whole thesis, the reader
should contact the librarian for the full text file
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Contents of pre-access file

ALL preliminary pages and the first ten pages of
Chapter 1
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August 2004
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Full Text File

all contents of the thesis that has been approved by the
Senate.
includes all preliminary pages, main contents of the
thesis and all appendices
Writing style as the original bind hardcopy
All these pages are saved into one (1) file.
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August 2004
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Preparation Guideline
i. The electronic version must be the same as the final
bound thesis as approved by the Senate;
ii. Convert the thesis into PDF format. Use the latest
version of Adobe Acrobat PDFMaker. Do not set
Document Security.
iii. All pages which contain signatures of student and
supervisor must be scanned.
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iv. If the status of a thesis is CONFIDENTIAL or

RESTRICTRED, electronic version is still required but
must be properly indicated in the Thesis Status Declaration
form.
v.
v. Two files must be generated. The first file is for the

purpose of pre-access that will be make accessible to public.
The second file contains the whole thesis which has been
approved. The files are named as follows:
<name><matrixno><p><tt><ss><c>.pdf
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August 2004
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vi. If the status of a thesis is CONFIDENTIAL or

RESTRICTED, the pre-access file will contain only
information that can be distributed. A full text file is still
required but it is only for archive.
vii. ETD must be submitted using high quality CD. Proper
conversion according to this guideline must be verified
by the student and witnessed by the supervisor before
submitted to SPS.
viii. Two (2) CDs with three (3) copies of bind thesis must
be submitted to SPS together with ETD verification
form. Example of ETD verification form is shown in
August 2004
Appendix Z.
57
TM
FILE NAMING
<name><matrixno><p><tt><ss><c>.pdf
Code description
<name> = students first name
<matrixno> is the students matrix card number
<p> is the university where the thesis was submitted
D UTM, L other than UTM
<tt> is the year approved
<ss> is the thesis status
SU confidential, TH limited, TT unlimited
<c> is the file type
P pre-access file
T full texts file
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Example:
Wan Ahmad Nazri bin Wan Abdullah, a masters student at FKM,
UTM. His matrix card number is mm100123. The thesis is declared
restricted. His thesis was approved in the year 2002.
Therefore:
<name> = wanahmadnazri
<matrixno> = mm100123
<p> = d
<tt> = 02
<ss> = th
The files are named as follows:
wanahmadnazrimm100123d02thp.pdf (pre-access file)
wanahmadnazrimm100123d02tht.pdf (full texts file)
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August 2004

Thesis Format Prof. Hishamuddin

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School of Graduate Studies

NIVERSITI TEKNOLOGI MALAYSIA

Research Report Writing

School of Graduate Studies

NIVERSITI TEKNOLOGI MALAYSIA

THE BODY OF A RESEARCH REPORT

Background of the research

Procedures for collection and treatment of data

3. Presentation and Analysis of Data

4. Conclusions and Recommendations

School of Graduate Studies

NIVERSITI TEKNOLOGI MALAYSIA

Types (Definition) of Thesis

Final Year Project Report

Masters Project Report

3. Engineering Doctorate (Eng.D)

School of Graduate Studies

NIVERSITI TEKNOLOGI MALAYSIA

School of Graduate Studies

NIVERSITI TEKNOLOGI MALAYSIA

School of Graduate Studies

NIVERSITI TEKNOLOGI MALAYSIA

School of Graduate Studies

NIVERSITI TEKNOLOGI MALAYSIA

The status of thesis (FORM:

If the status is restricted or confidential, a letter of request is

reasons for the request status

can not be photocopied or taken away from the library

can not be disclosed to the public

School of Graduate Studies

NIVERSITI TEKNOLOGI MALAYSIA

Supervisors Declaration - Lamp. C1

Tittle Page Lamp.D

TITTLE OF THE THESIS

School of Graduate Studies

NIVERSITI TEKNOLOGI MALAYSIA

School of Graduate Studies

NIVERSITI TEKNOLOGI MALAYSIA

1.10 Abstract Lamp. I & Lampiran J

Abstract (English) and Abstrak (in Malay)

General introduction/background: area of research

What is the difference ?

School of Graduate Studies

NIVERSITI TEKNOLOGI MALAYSIA

1.11 Table of Contents Lamp. K

School of Graduate Studies

NIVERSITI TEKNOLOGI MALAYSIA

1.15 List of Appendices Lamp O

School of Graduate Studies

NIVERSITI TEKNOLOGI MALAYSIA

Introduction to the research

School of Graduate Studies

NIVERSITI TEKNOLOGI MALAYSIA

1.16.1 Reference in the Text

Author and Year (Harvard) System

ii) Number System

School of Graduate Studies

NIVERSITI TEKNOLOGI MALAYSIA

Quotation in the text must be written in a separate paragraph

Quotation in the Text Lamp. P

Table in the Text Lamp. Q

Each table must be numbered in Arabic (1, 2 .)

School of Graduate Studies

NIVERSITI TEKNOLOGI MALAYSIA