Research/Thesis Preparation, Oral Presentations, CV/Resume, Cover Letter

WRITING SKILLS
FOR A RESEARCH/SCIENTIFIC PAPER, A THESIS,
A CONFERENCE PRESENTATION
&
ORAL PRESENTATION SKILLS
FOR ORAL PRESENTATIONS
SUPPLEMENTS
CV/RESUME
COVER LETTER

Academic Writing and Oral Presentation Skills
Preparing a Research/Scientific Paper/Thesis/Conference Presentation
Writing a Research/Scientific paper or a Thesis or a Conference Presentation involve
similar procedures. A Thesis is in essence, a Major Paper. A Research/Scientific paper
may be work that will be presented in a conference, or published in a Journal/periodical
as an article. A Thesis, is done as a partial requirement in a graduate level program and
in some cases in an undergraduate level program.
Overall, for the Thesis, students should follow TRB publications and UWM Graduate
School guidelines for general style. (Check WEB). A Thesis will usually undergo
multiple drafts before the final acceptable draft: You will at the discretion of your
advisor, submit a rough draft for review, comments, corrections. Furthermore, each
institution and each department may have additional guidelines that you will need to
follow in preparing your final manuscript. In regard to a Paper, if it is for a course
(Research Paper), the professor of the course will provide directions and guidelines. For
publication in a scientific journal (Journal/Periodical Article), you will need to follow
directions/guidelines as specified by the scientific journal you would like to consider
your manuscript for possible publication. You will send your manuscript to a review
board who, upon reviewing your work, will consider it for publication. If it is accepted,
the board will make comments, and ask for corrections and revisions until a final
acceptable draft is reached. If your work is to constitute a Conference Presentation,
again you will follow specified rules and guidelines as they appear in the Call for
Papers/Proposals/Abstracts.
The Planning Phase
The Beginning: One of the keys to developing a successful Paper/Thesis is the careful
planning of it from the start. The mechanism for project planning is a proposal. The
function of a proposal is to answer four questions: 1) What will be done? 2) Why is it
an important thing to do? 3) What are the objectives and scope of the work? 4) How
will it be done? The following is a sample outline of a typical proposal:
1. Introduction/Overview including a statement of the problem to be studied:
"Why is it an important thing to do?"
2. Objectives of the work (a clear, concise statement).
3. Scope and limits of the project. (What will it cover and what will be its
limits be--how far will it go?).
4. Preliminary survey of related work and literature.
5. Proposed procedure (may be a series of steps, task flow diagram, etc.,
including a schedule for when the tasks will be done).
6. Sources of data to be used.
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7. Anticipated results (i.e., what questions will the project answer, or what
problems will be solved; what benefits will result when the work is
completed?).
8. Schedule of work by task. (Rough deadlines for each phase/task.)
9. Preliminary outline of the thesis work.
Although this may seem to be a lot of work, experience has shown that it pays off by
making the project phase more manageable. The proposal should be reviewed by your
advisor as soon as it is ready. Substantial parts of the proposal can also be used in the
final documentation/preparation of the project since many of the items discussed in the
proposal should also appear in the final report. In a Thesis, usually as the first chapter,
As a Paper, as the Introduction/Overview.
Establish Your Topic
1. Topic will relate to your field of studies and furthermore, it will be 'narrowed
down' in one specialty within the field. The topic will be within your 'subject
matter' . You'll be spending a lot of time on research, laboratory work,
bibliographies, etc., but because the topic relates to a specialty from within your
field of studies, it will be interesting as well as challenging.
2. Finding a topic can be challenging. Give yourself plenty of time to read and
think about what you'd like to do. Trying to answer questions you have about a
particular subject may lead you to a good Paper/Thesis idea.
 What sector/specialty have you chosen?
 What topics are available for research?
 Is the topic one that your advisor/professor has suggested and is willing to
put in time with you offering their assistance, advice, and knowhow
throughout the various stages (bibliographical search,
laboratory/experiment work, proof reading, answering your questions,
etc.)?
3. Once you have a topic idea, you will probably need to narrow it down to
something more manageable and something worth the effort from an academic
or research point of view. Your advisor will help you achieve this.
4. One method for coming up with a more specific focus is called brainstorming
(or freewriting). Brainstorming is a useful way to let ideas you didn't know you
had come to the surface.
 Sit down with a pencil and paper, or at your computer, and write whatever
comes into your head related to your topic.
 Keep writing for a short but specific amount of time, say 3–5 minutes.
Don't stop to change what you've written or to correct spelling or grammar
errors.
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 After a few minutes, read through what you've written. You will probably
throw out most of it, but some of what you've written may give you an
idea that can be developed.
 Do some more 'brainstorming' and see what else you can come up with.
 Share your 'brainstorming' ideas with your advisor.
Look for Sources of Information
 Take a trip to the university/your department library. Use the electronic catalog
or browse the shelves to look for bibliography on your topic. If you find a book
or an article that is useful, check the bibliography (list of sources) in the back
for other books or articles on that topic. Also check indexes of periodicals and
newspapers. Check with a librarian if you need help finding sources. Your
advisor ought to provide bibliographical information and further guidance.
 Try to use as many different types of sources as you can, including books,
journal articles, and on-line resources.
 Laboratory work/experiment results, field work and findings will constitute part
of your Paper/Thesis.
 Keep a list of all the sources that you use. Include the title of the source, the
author, publisher, and place and date of publication. This is your preliminary, or
draft, bibliography.
Read Your Sources and Take Notes
After you've gathered your sources, begin reading and taking notes.
 Use 3 x 5 index cards-one fact or idea per card. This way related ideas from
different sources can be easily grouped together or rearranged.
 On each index card, be sure to note the source, including the volume number (if
there is one) and the page number. If you wind up using that idea in your
Paper/Thesis, you will have the information about the source ready to put in
your footnote or endnote.
 If you copy something. This will help you to avoid plagiarism.
 Before you sit down at your computer to write your rough draft, organize your
note directly from a source (hard or electronic copy) without putting it in your
own words, put quotation marks around it so that you know it is an exact
quotation cards by subtopic (you can write headings on the cards) and make an
outline.
(Note: Note taking can be done on computer in card form similar to that done by
hand).
Good note card: a) Lists source (Journal name, Volume number, page number), b)
Includes heading or subtopic, c) Is limited to one fact, d) Has 'your 'personal note/question.
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Organize Your Ideas
Using the information collected on the note cards, develop an outline to organize your
ideas. An outline shows your main ideas and the order in which you are going to write
about them. It's the 'skeleton' of what will later become 'the body' of the Paper/Thesis.
 Write down all the main ideas.
 List the subordinate ideas below the main ideas.
 Avoid any repetition of ideas.
Below is a typical outline format:
*I. MAIN HEADING (CHAPTER-in a book)
A. SUBHEADING (Section-in a book)
1. Sub-Heading Information (Subsection)
a) Related Information (Sub-Subsection)
b) Related Information (Sub-Subsection)
2. Sub-Heading Information (Subsection)
B. ______________________________________________________
C. ______________________________________________________
II. ____________________________________________________________
A. ______________________________________________________
1. _________________________________________________
2. _________________________________________________
a) ___________________________________________
b) ___________________________________________
B. _______________________________________________________
C. _______________________________________________________
D.________________________________________________________
III.______________________________________________________________
IV. ______________________________________________________________
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*(Note: I must have at least II, A must have at least B, 1 must have at least 2, a) must
have at least b))
Initial Documentation/Preparation Phase (Writing up a First Draft)
1. A Paper/Thesis is basically, made up of three parts:
 Introduction/Overview
 Body-Methods Materials, Data, Results, Discussion
 Conclusion
 Bibliography/References
 Appendices
The introduction/Overview is the beginning of the Paper/Thesis. It often begins with a
general statement about the topic and ends with a more specific statement of the main
ideas of your work. (Grammatical Style: Use active voice as much as possible, avoid
using the first person "I". Use Present or Future tense to state what 'is to follow'/'will
follow'). The purpose of the introduction is to:
 establish the context of the work being reported.
 state the purpose of your work in the form of the hypothesis, question, or
problem you are investigating.
 explain your rationale and approach and the possible outcomes your
investigation, research, lab/field work can reveal.
2. The body of the paper follows the introduction/overview. In this section you need to
explain 'clearly' how you conducted your investigation and the actual work carried
out:
 the materials, components, features, etc., studied--source (e.g. supplier,
equipment).
 the description of field studies, and lab locations, etc.--be as precise as possible
(e.g. include maps).
 the experimental or sampling design of lab and/or field studies--describe
experimental design clearly, include hypotheses tested, controls, treatments,
variables measured, what you actually measured. (Describe procedures for your
study in sufficient detail so that your work could be repeated and your findings
verified).
 the data collection protocol--how were actual experimental/lab/field procedures
carried out.
 the way data were analyzed--qualitative analyses, and/or statistical procedures,
data transformation, numerical or graphical techniques.
Presentation should be organized so your reader will understand the logical flow of your
experiment/field work. Each procedure should be presented as a unit. (Grammatical
Style: Use the third person, passive voice, past tense throughout this section--the work
being reported is done, and was performed in the past so you need to present in writing,
what was done.)
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3. The conclusion and Recommendations is the last section of a Paper/Thesis. Its
purpose is to:
 summarize your points, (leaving out specific examples) and what they mean.
 restate the main idea.
 provide ideas and recommendations for further research.
5. Documentation of Sources is done using footnotes, appearing on the same page at
the bottom/'foot' of the page, or end notes appearing collectively at the 'end' of your
document just before the Bibliography.
6. The Bibliography/References is the list of the sources you used to get your
information (encyclopedias, texts, articles, interviews, manuals, newspapers,
dictionaries, WEB sites, On-line sources and resources, etc.).
General Guide to Formatting a Bibliography/References
Hard copy:
For a book:
Author (last name first). Title of the book. City: Publisher, Date of publication.
For an encyclopedia:
Encyclopedia Title, Edition Date. Volume Number, "Article Title," page numbers.
For a magazine/journal:
Author (last name first), "Article Title." Name of magazine. Volume number, (Date): page numbers.
For a newspaper:
Author (last name first), "Article Title." Name of newspaper, city, state of publication. (date): edition if available,
section, page number(s).
For a person:
Full name (last name first). Occupation. Date of interview.
Online :
For a book:
Author (last name first). Title of the book. (type of medium). City: Publisher, Date of publication. If available,:
publisher of medium, version, date of issue.
For an encyclopedia:
Encyclopedia Title, (type of medium) Edition Date. Volume Number, "Article Title," page numbers. If available:
publisher of medium, version, date of issue.
For a film:
Title, Director, Distributor, Year.
CD/DVD:
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Disc title: Version, Date. "Article title", pages if given. Publisher. If available: publisher
of medium, version, date of issue.
Magazine/Journal/Periodical article:
Author (last name first). "Article title." Name of magazine (type of medium). Volume number, (Date): page numbers.
If available: publisher of medium, version, date of issue.
Newspaper article:
Author (last name first). "Article title." Name of newspaper (type of medium), city and state of publication. (Date): If
available: Edition, section and page number(s). If available: publisher of medium, version, date of issue.
Electronic Resources
Internet:
Author of message, (Date). Subject of message. Electronic conference or bulletin board (Online). Available e-mail.
World Wide Web:
URL (Uniform Resource Locator or WWW address). author (or item's name, if mentioned), date.
7. Appendices contain all 'raw data' as they were compiled and are pertinent to the
overall work and need to be included in the Paper/Thesis as a final section.
Revising the First Draft
 Try to set aside your draft for a day or two before revising. This makes it
easier to view your work objectively and see any gaps or problems.
 Revising involves rethinking your ideas, refining your arguments,
reorganizing paragraphs, and rewording sentences. You may need to develop
your ideas in more detail, give more evidence to support your claims, or delete
material that is unnecessary.
 Read your manuscript out loud. This sometimes makes it easier to identify
writing that is awkward or unclear.
 Your advisor will probably read through your work, make final
suggestions, comments, and tell you if there's anything that's unclear or
confusing.
 Your final draft must be read through thoroughly by someone other than
yourself to make sure it is without any overlooked errors or typos regardless of
e-spelling checking.
SUMMERY OF GUIDELINES FOR A THESIS
The actual work on the project is called the project phase. It is a good idea to keep a
diary or project log during the project phase and to see your advisor regularly. It is quite
easy to put off the project and do other things. Your advisor may request at their option
that you fill out progress report sheets for each time you meet with them. Meetings with
an advisor are also useful opportunities to gain perspective in the project. It is a point
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where you look back at what has been done and a look forward at what remains to be
done. It is also useful to write up rough statements of what has been done occasionally
to help you later in the documentation/preparation phase.
The Documentation/Preparation Phase
The documentation phase or preparation of the Thesis should occur continually during
the project. The proposal and progress reports written during the project phase can form
the basis for much of the final document. The following is a general format for a Thesis
report. Of course, it is possible to deviate from this outline as the needs of the project
dictate.
Beginning
Material:
i.e. title page, abstract, key word list, table of contents, list of figures and
tables, acknowledgements.
Chapter 1: Introduction-statement of the problem, hypotheses, why it is important,
objectives of the work, scope of the work.
Chapter 2: Background and Literature Review-discuss related work and indicate how
it relates to your report.
Chapter 3: Procedure-describe the procedure used in your project, data used, and
how it was obtained.
Chapter 4: Results-indicate what happened and interpret what it means.
Chapter 5: Conclusions and Recommendations-summarize conclusions and what
they mean (i.e., answer the question, "So what?"). What changes and
further work do you recommend?
References:
Appendices: Raw data, maps, photographs, explanation of formulae, specialized
computer programs, diagrams of special lab apparati, additional figures
and tables.
Students should follow TRB publications and UWM Graduate School guidelines for
general style for the Thesis report. A Thesis will usually undergo multiple drafts before
the final acceptable draft: You will at the discretion of your advisor, submit a rough
draft for their review, comments, corrections. Furthermore, each institution and each
department may have their own additional guidelines that you will need to follow in
preparing the final manuscript of your Thesis.
Due dates for the rough draft and the final draft will be set by your advisor. You should
do everything possible to avoid a last minute rush on the Thesis during the end of the
semester. Generally, a thesis committee needs time to review the Thesis prior to your
oral presentation. You should allow time between your final oral presentation and the
Department deadline for submitting the Thesis, so that you can respond to comments
and corrections provided by the committee.
For all oral presentations, you must practice your presentation including all media
(power point, etc.,) out loud and in front of a mirror until you are very comfortable and
satisfied and within time limitations. In the case of a Thesis, although the presentation
9

tends to concentrate on the thesis topic, any topic from your overall course of studies
may be covered by the committee members.
The Thesis should be written in such a way as to present a lasting document that
adequately records all work and supports the conclusions. You may retain the original
printout for your own use, but should furnish committee members and the department
with the required number of copies. Student should also submit a pdf version of the
Thesis.
Amount of Effort
The total amount of effort on a Thesis can vary greatly depending upon the topic.
Your department has set an average time requirement. It is possible to finish a
Thesis in one semester, but students needing to finish other requirements of their
programs may need several semesters.
Length of the Thesis
Many students are curious as to how long a Thesis should be. A Thesis should be a
short as possible and still cover the topic. Your advisor will be able to tell you
approximately the length for your topic.
Nature of the Project
The project should have a strong research element. The Thesis need not be a
complete research project (it can be a component of a team effort). Provided that
the objectives of the overall research project are clear and substantial, progress is
made toward achieving the objectives of the overall project. Generally, a project
can be identified as research if these conditions apply:
 There are clearly stated hypotheses.
 The results of the research are of interest to a broad audience within the
related field.
 The research is an extension of the state-of-the-art.
 The knowledge gained during the research project contributes to the overall
body of knowledge of the field of studies.
A Thesis is normally thought of as an individual effort. When the research is part of
broader research, the contributions of others toward the research must be approved
by your committee and noted in an acknowledgement section. Your advisor will be
able to tell you how to best report on joint parts of a team research project.
An overall final note: DO NOT overlook the importance of the responsibility an advisor
has. Make sure to find an advisor that will be willing to put in the required time and
effort. If an advisor is overseeing the Theses of many students they may not be providing
adequate time and feedback. So look for one who can!
SUMMERY OF GUIDELINES FOR CONFERENCE PRESENTATIONS
If your work is to constitute a Conference Presentation, you will follow specified rules and
guidelines established by the conference board in the Call for Papers.
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Call for Papers
 Look carefully at the "Call for Papers" .
 Address the theme/topic of the conference. A conference has various Sessions. Each
session is headed by a Chairperson. Your Paper will be placed within the session
most suitable to your topic. At the beginning of the session, the Chairperson
announces and gives a very brief description of each Paper before each presenter
proceeds with their presentation.
 Indicate how your paper fits into the theme of the conference.
 Make sure your ideas are coherent.
 Focus on the "Type of Presentation": Standard Presentation: Generally involves a
lecture supported by visual images (PowerPoint, graphs, photographs, etc.) with
some time at the end for questions from the participating audience/delegates.
Presentation: Similar to a standard presentation, but with the expectation that the
delegates will spend at least half the presentation actively participating in exercises,
hands-on activities or practicing a new skill. Panel Presentation: A panel
presentation involves several presenters each given 10 to 15 minutes to discuss a
topic as it relates to their institution or region. If you are nervous about presenting
individually, a panel presentation can be less demanding since the presentation time
is divided among several people. Poster Presentation: A poster presentation is a
visual presentation of ideas using charts, graphs, photographs or diagrams
interspersed with text. Posters are generally displayed for the entire conference with
a specific time set aside for delegates to meet and question the poster creator. This
can be a wonderful way to ease into presenting at conferences or an option for those
whose skill set does not include public speaking.
 If you use a controversial argument, use a tone of respect and objectivity.
 Keep your presentation focused and within time limits.
 Be precise and use specific terminology with accuracy.
 Avoid complex ideas in your presentation but do not oversimplify.
 Prepare for your presentation. Practice out loud and in front of a mirror.
 Take notes of 'post presentation' questions from the audience. Don't be afraid to say
that you don't know the answer to a particular question. The trick is not to sound
defensive.
 Publication of your paper in the Conference Proceedings will require that you
submit a publishable document following set guidelines. Proceedings have been
traditionally given to each Presenter in hard copy form but now it is becoming
standard procedure to be given in electronic form on CD, USB stick, etc.
Useful Phrases for Oral Presentations
When giving a presentation, certain keywords are used to signpost the different stages.
Starting the presentation Good morning/good afternoon ladies and
gentlemen
The topic of my presentation today is...
What I'm going to talk about today is...
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Why you are giving presentation The purpose of this presentation is...
My objective is to ....
Stating main points The main points I will be talking about/
addressing are: first, second, ...next, finally...we
are/I am going to look at ...
Introducing first point Let's/ Let me start/ begin with/by...
Showing graphics, power point, multi
media.
I'd like to illustrate this by showing you...What we
see/have here is....
Continuing to a next point Now let's move on to ..., To continue....
Giving more details I'd like to expand on this aspect/problem/point:
Let me elaborate on this by showing you....
Changing topic I'd like to/Let me  turn to something completely
different
Referring to something which is off
topic
I'd like to digress here for a moment/a bit and just
mention/say...
Referring back to earlier point Let me go back to what I said earlier..
Earlier on my presentation I mentioned/talked
about/discussed....
Summarizi ng, repeating main points I'd like to recap  the main points of my
presentation.‐‐first I covered..., then I talked
about..., finally, we looked at...
I'd now like to sum up the main points (of my
presentation):

Conclusion In conclusion, let me say/I'd like to say...,
In conclusion, let me leave you with this
thought/invite you to....
I'm going to conclude/complete my presentation
by...saying that/inviting you to/quoting...
Questions I'll be happy to answer your questions/any
questions that you may have now
At this point, I'd like to answer your questions.
Now, I'd like to invite  any questions that you
may have.
Are there any questions?

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RELATED KEYWORDS/USEFUL VOCABULARY ENCOUNTERED HEREIN
Conference, Convention, Congress, Venue, Session, Presenter, Delegate,
Keynote speaker, Participants, Chairperson/Chairman, Paper, Major
paper, Research/Academic paper, Journal article, Periodical, Thesis,
Manuscript, Call for papers, Proposal, Abstract, Overview, Table of
contents, Body of paper, Skeleton, Outline, Procedure, Discussion,
Findings, Results, Summary, Conclusions, Appendix/Appendices,
Acknowledgements, Scope, Objectives, Topic, Theme, Subject,
Documentation, Footnotes, Endnotes, References, Bibliography, Sources,
Resources, Guidelines, Advisor, Review board, Thesis committee,
Contributors, Task, Brainstorming, Literature review, Plagiarism,
Feedback, Presentation, Workshop presentation, Panel
presentation/discussion, Poster presentation, Standard presentation,
Proceedings, Keywords, Signpost Cover Letter (CL), Resume, Curriculum
Vitae (CV).
SUPPLEMENTS
 CURRICULUM VITAE (CV)/RESUME--The best way to write up a CV/Resume is by getting
samples from the WEB or from someone who has already prepared one. Do not get carried
away with your search in the web however. Limit your search by looking for CVs/Resumes
that have been prepared by individuals with related backgrounds to yours; field, education,
type of employment/position you are seeking, etc. In preparing your CV/Resume, keep in mind
that many of the candidates applying for this job/position do have the qualifications so, "What
is it in your CV/Resume that will make you stand out from the rest?"
What to Include on Your CV/Resume
You will need two types of information:
About Yourself. You need a clear picture of your job talents, work history, education and career
goals. Include key information - personal details, including name in full, address, phone numbers,
e-mail address. A date of birth is no longer needed, owing to age discrimination rules. A photo may
sometimes be essential. Marital status is usually optional.
About the Job/Position. Gather as much specific information as possible about the position for
which you are applying. Tailor a CV/Resume to the job/position you are applying for. Yes, you do
have a standard/generic CV/Resume, but you may need to modify or stress certain points.
Showcase achievements - Offer evidence of how targets were exceeded and ideas created, but
always be honest. Your CV/ Resume should show that your skills, education, achievements and past
job experiences and achievements are related to the position requirements you are currently applying
for.
Keep it simple - It should be easy to read. Use active language. Digital CVs/Resumes should be in a
simple format and font so readability is not affected on different computer screens.
Check and double check - Avoid sloppy errors, take a fresh look the next day and ask for a second
opinion from a trusted friend or colleague.
13

14
Finally, use 'offense' not 'defence' on a CV/Resume. For example, fill-in an employment gap (time
period you were without a job), with career related volunteer work or study.
 COVER LETTER (CL)--A CL supports and accompanies a CV/Resume. It is prepared for an
employment position or for Institutions of Higher Learning to which you may be applying to. It
is the first thing a potential employer or Institution sees. A CL gives you the opportunity to
make yourself 'stand out from the rest' and persuade a potential employer/Institution. Use
guides available on the WEB for tips and specific formats.
Make sure the following information has been included:
1. The correct contact name and company.
2. CL is addressed to an individual, if possible. Do not address a CL "To Whom It May Concern" This
is too impersonal. When you do not know to whom to send it directly, you may say: "Dear Hiring
Professional".
3. CL mentions the position you are applying for and where it was listed.
4. Your personal information (full name, address, home phone, cell phone, e-mail)
5. If you have a contact at the company, you have mentioned them in the first paragraph.
6. CL is targeted to the position you are applying for. Make sure you have touched on how you as a
potential candidate for the job/position, will help the company/program "achieve its mission".
7. CL is focused, concise, clear, and well organized. Keep it short, simple and to the point. Be 'crisp'
and clear. A couple of paragraphs are enough.
8. If you have a gap in your employment history you have explained it in your CL.
9. Font is 10 or 12 points and easy to read (Times New Roman or Arial, for example).
10. There are no spelling, grammatical or typographical errors. Keep language correct but simple. Do
not try to impress.
11. You have read the cover letter out loud to make sure there are no missing words. Better yet, have
given it to a colleague or friend to read.
12. CL paper matches your CV/ Resume paper.
13. You have kept a backup/copy for your records.
14. CL has been signed if you are mailing it.
GOOD LUCK!
(Prepared by Matina Stamison-Atmatzidi, Instructor of English for
Science and Technology, University of Patras, 2013)
ALL RIGHTS RESERVED: Matina Stamison-Atmatzidi

Research/Thesis Preparation, Oral Presentations, CV/Resume, Cover Letter

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