FINALYEARPROJECT

HANDBOOK

ESFacultyPNECNUSTKarachi

Disclaimer:
The purpose of this handbook is to provide a collective information about the final year
project. It is a sincere effort for the students and is not the replacement of NUST statutes
and student handbook. In case of contradiction, the policies written in NUST statutes and
studenthandbookwillbeconsideredasfinal.

Version

Changedbyanddetails

Date

0.0

DrSohaibKhan

Jun22,2011

0.1

Sohaib/SORexamplesadded

Sep15,2011

0.2

Detailsoftheindividualmarks

Jan6,2012

0.3

Examplesofdifferentreportsavailablenow

Mar18,2013

Majorupdatesareexpected,reviewinprocess

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TableofContents

FINALYEARPROJECT
HANDBOOK
Disclaimer:
1.Introduction
2.ProjectTimelineandExamination
2.1TimelineforProjectExecutionandExaminationBoard
3.ProjectProposal
4.StatementofRequirements(SOR)
5.ConceptDesignandReviewBoard(CD&RB)
5.1Marks,PenaltiesandTimeforCD&RB
5.2ReportandPresentationRequirementsforCD&RB
6.DesignAssessmentBoard(DAB)
6.1Marks,PenaltiesandTimeforDAB
6.2ReportandPresentationRequirementsforDAB
7.AdjudicationBoard(AB)
7.1Marks,PenaltiesandTimeforAB
7.2ReportandPresentationRequirementsforAB
8.FinalProjectReportandSubmission
9.PossiblePenalties
10.ProjectFund
11.ProjectPoster
11.1PosterRequirements
12.OpenHouseEvent
13.RectorGoldMedalAward
13.1CriteriaForRectorGoldMedalNomination
AppendixA:FAQ
AppendixB:MarksandPenalties
AppendixC:OnlineLinksforAttachments
AppendixD:Someusefulresources

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1.Introduction
This handbook is a small endeavour to consolidate all the information related to the final
yearprojectatoneplace,bothforthefacultyandthestudents.

2.ProjectTimelineandExamination
There will be three board presentations and an openhouse presentation to evaluate the
groupandindividualstudent.Detailsofeachwillbeasfollowsinlaterheadings.

2.1TimelineforProjectExecutionandExaminationBoard

Table2.1:Timelineforfinalyearproject.

Description

UGCourseprogress

SubmissionofProjectProposal

TwoweeksafterthestartofsemesterVII

SubmissionofStatementofRequirements
(SOR)

FourweeksafterthestartofsemesterVII

Logbook

Fortnightly(aftereverytwoweeks)

ConceptDesignandReviewBoard
(CDRB)*

Twelveweeksafterthestartofsemester
VII

DesignAssessmentBoard
(DAB)*

EightweeksafterthestartofsemesterVIII

AdjudicationBoard
(AB)*

TwoweeksbeforetheendofsemesterVIII

ProjectFundingFormsubmission

Attheprojectcoordinatorscallorone
monthbeforetheendofsemesterVIII

ProjectReportsubmission

Withinaweekoffinalviva(Adjudication
board)

Postersubmissionforprinting

Aweekbeforeopenhouse

Openhouse*

Coupleofdaysaftertheendofsemester
VIIIexams

Notes:*Deancanchangethedatesasperdesire.

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3.ProjectProposal
Project groups need to submit the project proposal, signed by both the supervisor and the
students. Students should have to form the group and discuss with the faculty members.
This document is the formal announcement of the group formation, under a specific
supervisor. Once, the proposals are submitted a departmental meeting would deliberate on
theproposalandfinallistofthegroupsandtheprojectswillbeannounced.

4.StatementofRequirements(SOR)
Statement of Requirements(SOR)isa benchmarkdocumentandawrittencontractbetween
the group and the supervisor. It should have the scope and boundaries for the complete
project.

5.ConceptDesignandReviewBoard(CD&RB)
Thefirstpresentationin12thweekafterthestartofsemesterVII.

The main purpose is to see the group identify the concept design andunderstandthebasic
concept to execute the project. At this point the group should know what are the main
parameterstheyaregoingtousetodesigncalculations.

A written report should be submitted to the supervisor and the examiners at least three
workingdaysbeforethepresentation.Therewillbemarkspenaltyforlatesubmission.

5.1Marks,PenaltiesandTimeforCD&RB
1. Maximummarks=50
2. Maximumgrouppenaltymarksforlatereportsubmission=6(fromaveragemarks)
3. Timeforpresentationwillbe15minutespergroupfollowedby15minutesof
question/answersession
4. Onlyboardmembersandpresentingstudentsareallowedinthispresentation.Any
studentwishingtoattendasanobserverwillberequiredtotakeapermissionfrom
theprojectcoordinatoratleastonedaybeforethepresentation

5.2ReportandPresentationRequirementsforCD&RB
For both reportandpresentation,consultyoursupervisor.Seeguidelinesforprojectreportin
appendix.

6.DesignAssessmentBoard(DAB)
Thesecondpresentationin8thweekafterthestartofsemesterVIII.

The main purpose of this presentation is to see the design calculation and mathematical
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models. Students will be given major suggestions in this presentation by the board to
accommodateorimprovedesignparameters.

6.1Marks,PenaltiesandTimeforDAB
1. Themaximummarks=50
2. Maximumgrouppenaltymarksforlatereportsubmission=6(fromaveragemarks)
3. Timeforpresentationwillbe15minutespergroupfollowedby15minutesof
question/answersession
4. Onlyboardmembersandpresentingstudentsareallowedinthispresentation.Any
studentwishingtoattendasanobserverwillberequiredtotakeapermissionfrom
theprojectcoordinatoratleastonedaybeforethepresentation

6.2ReportandPresentationRequirementsforDAB
Thepresentationshouldhaveoneortwoslidesaboutthepreviouswork.

For both report and presentation, consult your supervisor. See guidelines for the project
reportinappendix.

7.AdjudicationBoard(AB)
ThethirdandfinalpresentationtwoweeksbeforetheendofsemesterVIII.

This final presentation should give complete picture of the project. At this point, it will be
supposedthatthemanufacturinghasbeencompleted.

7.1Marks,PenaltiesandTimeforAB
1. Themaximummarks=100
2. Maximumgrouppenaltymarksforlatereportsubmission=6(fromaveragemarks)
3. Maximumgrouppenaltymarksfornotpresentingposter=4(fromaveragemarks)
4. Additionalpenaltiesfornotpresentinginthepresentationhallthroughouttheboard
meeting
5. Timeforpresentationwillbe15minutespergroupfollowedby15minutesof
question/answersession
6. Allthestudentofthepresentingclassaremandatorytositinthepresentinghalluntil
theboardmeetinggetsadjournedorfinished

7.2ReportandPresentationRequirementsforAB
Thepresentationshouldhaveoneortwoslidesaboutthepreviouswork.

Thereisadoctemplateavailabletouseforthefinalprojectreport.

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For both report and presentation consultyoursupervisor. Seeguidelinesforprojectreportin

appendix.

8.FinalProjectReportandSubmission
After adjudication board presentation, the successfully passed groups will be required to
submit two hard copies of the project report along with three CDs/DVDs. The CD/DVD
should contain all three presentations, final project report, project poster, CAD/CAE files,
drawings and all relevant data. Dean will not sign the clearance form unless the students
submit project report and CDs to the project coordinator. See project report template in
appendix.

9.PossiblePenalties
There is a list of penalties that would be imposed on group or individual student. Thesewill
be communicated to the student through email from project coordinator time to time. Fixed
penaltiesarelistedintheappendix.

The penalty will be in the form of marks detection, not allowing to sit in technical clinic, not
allowingforpossibleindustrialvisitetc.

10.ProjectFund

Table10.1:Finalyearprojectfunding.

StudentsCategory

MaximumFunding

Sourceof
Funding

Relatedform

Bothcivilianand
officers

Rs5,000perstudent NUSTD&M
Account

bit.ly/pffnust

Officersonly

Rs6,250perstudent SupplyOfficer

bit.ly/pffnavy

There are separate forms for each studentcategory,tobefilledand signedbyprojectgroup

leader before submitting to the project coordinator for further processing.Themoneywillbe
available to the students attheendofsemesterVIII.Projectcoordinatorandsupervisorswill
beresponsibleforfundingprocess.

Students are advised to keep all the receipt of purchases related to the project throughout
theirprojects.Thesereceiptswillbeattachedwiththeabovementionedforms.

Each group is required to submit the complete form to the project coordinator atthestartof
semester8.

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11.ProjectPoster
Eachgroupisrequiredtomakeaposterforpresentingattheopenhouseevent.Poster
shouldbepresentedinthefinalslideoftheadjudicationboard.

Marks for poster display at openhouse is 10, whereas, thepenaltymarksfornotsubmitting

the poster in time for printing is 5. Poster printing is the responsibility of openhouse event
coordinator. In case of not submitting poster in time, students need to print the poster
themselves. In the case of not displaying the printed poster in openhouse, zero marks will
beawardedoutof10(allocatedpostermarks).

11.1PosterRequirements
1. Postersizeis29.5''x23''
2. Postershouldhave
a. BothNUSTandPNEClogo
b. Titleoftheproject
c. Namesofthestudentsandthesupervisor
d. Emailaddressofatleastonestudent
3. Postermayhave,dependinguponthenatureoftheproject
a. Picturesoftheproject
b. Graphsofthecalculation
4. Postershouldnothave
a. Internetdownloadedpicturesofthesimilarobject,butnotthepartofyour
project
b. Blurredpicturesorunreadableequations
5. Generallytherearefollowingheadinginaposter:
a. Introduction:definingtheproject
b. Design:explainingyourdesigncriteriaorparameters
c. Manufacturing:dependingonthenatureofyourproject
d. Resultsanddiscussion:graphs,pictures,outcomeoftheproject,
achievementsetc
e. Acknowledgements:thankingtothepeopleinvolvedintheproject
f.

References:listofreferencesofthetext,imageetc

12.OpenHouseEvent
Students are requiredtocollaboratewiththesupervisor,projectcoordinatorandopenhouse
eventcoordinatingteamforasuccessfuldisplayoftheprojects.

Themaximummarksfortheopenhouseeventis50.
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13.RectorGoldMedalAward
In general, student withthehighestmarksinthefinal yearprojectwillbenominatedfromthe
departmentfortherectorgoldmedalaward,however,followingcriteriamustbemet.

13.1CriteriaForRectorGoldMedalNomination
The student should fulfil all the following conditions in case of short ofcriteria,nextstudent
inlinewillbenominated.Theseconditionsarestrictlyimposed.

1. Amongstthetopstudentsinthefinalyearproject
2. ShouldhaveCGPAabove3
3. ShouldnothaveanyFgradethroughout/Improvement/Repetition/Relegation

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AppendixA:FAQ

1. Howmanystudentsareallowedinonegroup?
Minimum 2 and maximum 5. However, final number of the group members will be
decided depending upon the scope of the project and by consultation amongst
supervisor,projectcoordinator,relevantfacultymembersanddean.

2. Canstudentsmakeagroupwithstudentsfromdifferentsectionsofthesame
class?
Yes.However,groupmemberswillhavedifferentdedicatedperiodsfortheproject
workandthegroupshouldhavetomanagesuchadministrativeissuesattheirend.

3. Willthestudentsknowtheirmarksattheendoftheboardpresentation?
Notnow.Groupstandinginformationmaybereleasedbytheprojectcoordinator,if
sodesired.

4. Canastudentgetsfailedinthefinalyearproject?
Yes.Thereisahistoryofstudentsgettingfailedinfinalyearprojectandeventually
droppedoutfromtheuniversity.(Clause39,page

5. HowmanycredithoursforFYP?
6credithours.

6. Whatisthedifferencebetweensupervisorandadvisor?
Supervisor
a.Foroverallcoordinationandsmoothrunningoftheproject,
b.Totaketheprojectfromdayonetillcompletion.
Advisor
a.Togiveadviceonspecificproblem,ifdesiredtobediscussedbystudents,
b.Studentscanmakeanyfacultymemberastheirprojectgroupadvisor.

7. Howmuchmoneywillbeavailableperstudentfortheprojectexecution?
The maximum funding is Rs 5,000 per student for both civilian and officers and Rs.
6,250perstudentforofficers.

8. Whenthestudentwillgettheprojectmoney?
Attheendof8thsemester.

9. Willallthemembersofthegroupgetthesamemarksandgrade?
No. Group will get the same marks, while individual marks will be given to the
students by respective supervisors. Class average and standard deviation will be
calculated from the total marks (group plus an individual). From that average and
standarddeviation,gradesoftheindividualstudentwillbedecided.

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10. Canastudentchangethetitleoftheproject?
Yes.Youneedanapprovalfromsupervisor,projectcoordinatoranddean.Thereis
nospecificformforthis.

11. Canastudentchangetheproject?
Incaseofextremesituation,groupmightbeallowedtochangetheproject.Thiswill
requirewrittenapprovalfromsupervisor,projectcoordinatoranddean.Thereisa
possibilitythatthegroupmaybedividedandthegroupmemberswillbeadjustedin
othergroups.

12. Can a grouporindividualstudentchallengethepenaltyimposedbytheproject

coordinator?
Yes. A review on the penalty can be requested throughwrittenapplicationsignedby
the supervisor. This application should clearly state reasons for the breach causing
that penalty. A review application will be discussed informally between (at least one
of them) HOUGP, relevant facultymembers,supervisoranddean.Finalresultwillbe
communicatedtothegrouporindividualstudent,oncethedecisionwillbetaken.

13. Willpenaltymarksaffectthestudentsgrade?
Yes, of course. Its a common observation that the marks are generally close or
comparable amongst the students in FYP. This results in smaller value of standard
deviation. Therefore, even a smaller variation in final percentage might endup with
lowergrades.

14. Howmanyreportsshouldstudentsprintforeachboardpresentation?
Students are required to submit mandatory printed reports for supervisor or
supervisors, dean and total number of examiners (generally there are only two
examiners). Additional copies can be given to the project coordinator, advisers and
HOUGP. However, students are advised not to waste money in making additional
copies as
readable photocopied reports would be fine. Care mustbetakentakento
make such graphics/chart/figures that can be readable even in black and white
photocopy.

15. Can a group use other software for presentation (other than MS PowerPoint)
suchasPrezi?
Yes, with some reservations. Since, it is not just a presentation, but a viva as well,
and students will get marks in the end. It is recommended to stick with simple and
more workableoptions.However,wedon'twantstudenttostopthemfromtryingnew
things. Therefore, presentations can be prepared in any other software, but in that
case students have to make sure that the computer available for presentation can
run flash objects or any specialised shockwave, java etc for smooth running of their
presentation. Project coordinator is not responsible for this. Studentsmaybringtheir
laptopstoavoidsuchuncomfortablesituations.

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16. If thestudentgroupableto publishpaper inconferenceorjournal,willtheyget

highermarks?
Not necessarily. Marks are given to thegroup,basedontheirthreeseparatereports,
performance and replying questions asked by examiners or board during
presentations, openhouse etc. Whereas in paper writing, supervisor or additional
coauthors could play a pivotal role. Therefore, thereisnodirectcorrelationbetween
publishing your work and marks attained by the group. Having said that, publishing
would be consider as a remarkable achievement by the group and students are
highlyencouragetoexhaustalltheoptionsforpublishingtheirwork.

17. Arethescannedsignaturesacceptable?
No, Scanned signatures of anyone (students/faculty/admin) are not acceptable at
any level or any document. All signatures at all places should be real andsignedby
theperson.Pleasenotethatthescannedsignaturesarenotdigitalsignatures.

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AppendixB:MarksandPenalties

MaximumMarks

MaximumPenaltyMarks
(fromaveragemarks)

CDRB

50

a
6

DAB

50

a
6

AB

100

a b
6
,4
,c

Openhouse

d
e
40
,10

f
5

GroupMarks
Individualmark

250
Outof100%,thenshare
h
fromthegroupmarks

TotalMarks

(27+c+g)
c

250

(27+c+g)

Notes:
a)Latereportsubmission.Attheendofpresentationsupervisorandexaminerswillbeasked
whether they got report in time to read. If they say yes we got the reportintime,nomarks
will be deducted. Therefore, in case oflatesubmissionyouneedtoconvincesupervisorand
examinersnottheprojectcoordinatortoprotectyourselffrommarksdeduction.

b)NotpresentingtheposterattheendofABpresentation.

c) Individual students attendance throughout the presentation till the completion of

adjudication board ismandatory. Marks wouldbededucted.Inaddition,studentwill losethe
supportoftheprojectcoordinator.

d)Displayoftheprojectinopenhouse.

e)Printedposterdisplayinopenhouse.

f) Delay in poster submission for the printing. Further delay would force the student to print
poster on their own. If no poster is presented in the openhouse, group will lose the poster
marksasmentionedinnotee.

g) Group marks penalty on late submission. For example, late submission of statement of
requirements(SOR).

h) The supervisor will give the percentage of contribution for each member, from zero to
100%. This percentage will be multiplied with the group marks and the answer will be your
actual individual mark. In addition, supervisor might be asked to suggest possible grade of
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thestudent.
Groupmarksachieved
Max.totalgroupmarks

individualscorebySUP ERV ISOR(outof100%)

Forexample:Therearethreestudentsinthegroup,andtheygroupgot215numbersoutof
250.Thesupervisorgivenpercentagesandthestudentsfinalindividualnumberwillbeas
follows,accordingtotheaboveequation::

Supervisorsscore

Individualscore

Student1

95%

82

Student2

85%

73

Student3

75%

65

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AppendixC:OnlineLinksforAttachments

Description

OnlineLinks

FinalYearProject(FYP)Handbook

bit.ly/fyphandbook

ProjectProposalForm

bit.ly/projectproposal

StatementofRequirements(SOR)
template

bit.ly/projectsor

SORExample1

bit.ly/sorexample1

SORExample2

bit.ly/sorexample2

LogBookForm

bit.ly/projectlogbook

GuidelinesforProjectReports

bit.ly/reportguidelines

ConceptDesignandReviewBoard
(CD&RB)markssheet

bit.ly/cdrb

CD&RBExample1

bit.ly/cdrbexample1

DesignAssessmentBoard(DAB)marks
bit.ly/dab2
sheet
DABExample1

bit.ly/dabexample1

AdjudicationBoard(AB)markssheet

bit.ly/abfinal

Posters:Example1

Example2

tobeaddedlater

ProjectReporttemplate

tobeaddedlater

ProjectFundForm(bothciviliansand
officers)

bit.ly/pffnust

ProjectFundForm(onlyforofficers)

bit.ly/pffnavy

Notes:
1.Allwordsintheaboveonlinelinksaresmallalphabets,withnospacebetweentheletters.
2. All links are case sensitive, therefore, care must be taken in case of typing the link in
internetbrowser.
3. The example files are just to see the requirements, these files should not be considered
assampleforformatting,forexample,referencingstyleetc.

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AppendixD:Someusefulresources

Description

OnlineLinks

MSProject2007manual

bit.ly/msproject2007

ProjectManagementGuidebook

bit.ly/pmguidebook

SampleMSProjectfileGanttChart

http://bit.ly/gcexample1

SomeinspirationalideaforFYP

http://www.mechanicalengineeringprojects.net

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