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SOFTWARE TECHNOLOGY DEPARTMENT COLLEGE OF COMPUTER STUDIES DE LA SALLE UNIVERSITY Thesis Guidelines, Policies and Manual of Style

As of 20 September 2007

These policies and guidelines were formulated with the objective of helping the students of the Software Technology Department to successfully deliver thesis projects on time. Comments and suggestions are continually welcome for the betterment of the department. Effectivity Term: 2nd Trimester, SY 2007-2008
This document is subject to change without prior notice. Always check the ST bulletin board for announcements and updates. Consult the Thesis Coordinator & Adviser regularly for clarifications.

Table of Contents
1.0 OBJECTIVES............................................................................................................................... 1 2.0 THESIS PROJECTS.............................................................................................................. 1 2.1. Categories .......................................................................................................................... 1 2.1.1. Basic Research........................................................................................................1 2.1.2. Applied Research....................................................................................................2 2.2. Scope of the Thesis Work................................................................................................ 2 3.0 THESIS STAGES................................................................................................................... 3 3.1. ST Methods of Research (STRESME) .......................................................................... 3 3.2. THSST-1............................................................................................................................. 5 3.3. THSST-2............................................................................................................................. 6 3.4. THSST-3............................................................................................................................. 7 4.0 DUTIES AND RESPONSIBILITIES.................................................................................. 10 4.1. The Thesis Group ........................................................................................................... 10 4.1.1. Group Size..............................................................................................................10 4.1.2. Responsibilities......................................................................................................10 4.1.3. Disbanding Thesis Groups...................................................................................11 4.2. The Thesis Adviser ......................................................................................................... 12 4.2.1. Selection .................................................................................................................12 4.2.2. Responsibilities......................................................................................................12 4.3. The Thesis Panel Committee........................................................................................ 14 4.3.1. Selection .................................................................................................................14 4.3.2. Responsibilities......................................................................................................14 4.4. The Thesis Coordinator.................................................................................................. 15 4.5. The ST Chair.................................................................................................................... 16 5.0 DEFENSE GUIDELINES........................................................................................................... 16 5.1 STRESME Defense Process and Suggested STRESME Defense Outline................ 16 5.1.1 Defense Process........................................................................................................16 5.1.2. Suggested Defense Outline....................................................................................18

5.2 THSST-1 Defense Process and Suggested Defense Outline....................................... 18 5.2.1 Defense Process ......................................................................................................18 5.2.2 Suggested Defense Outline .....................................................................................19 5.3 THSST-2 Defense Process ................................................................................................ 20 5.4 THSST-3 Defense Process and Suggested THSST-3 Defense Outline..................... 20 5.4.1 Defense Process........................................................................................................20 5.4.2 Suggested Defense Outline .....................................................................................22 6.0 OUTSTANDING THESIS NOMINATION GUIDELINES...................................................... 22 7.0 THESIS MANUAL OF STYLE.................................................................................................. 24 7.1 Thesis Proposal Outline and Contents ............................................................................. 24 7.2 Thesis Document for Basic Research Outline and Contents........................................ 27 7.3 Thesis Document for Applied & Application-Based Research Outline and Contents 28 8.0 FORMAT FOR REFERENCES, CITATIONS, AND QUOTATIONS.................................. 30 8.1 Handling Quotations in your Text ...................................................................................... 30 8.2 Short Quotations .................................................................................................................. 30 8.3 Long Quotations ................................................................................................................... 31 8.4 Bibliography/Reference List................................................................................................ 31 8.5 Basic Forms for Sources in Print ....................................................................................... 31 8.6 Basic Forms for Electronic Sources .................................................................................. 32 8.7 A Note on Footnotes and Endnotes .................................................................................. 34 8.8 References/Bibliography..................................................................................................... 34 9.0 TECHNICAL MANUAL ............................................................................................................. 35 10.0 USERS MANUAL ................................................................................................................... 36 11.0 FORMS ..................................................................................................................................... 38 Title Page.................................................................................................................................... 38 Advisers Recommendation Sheet ........................................................................................... 39 Panels Approval Sheet.............................................................................................................. 40 College Acceptance Sheet ........................................................................................................ 41 12.0 ADDITIONAL GUIDELINES ON DOCUMENT WRITING................................................. 43 12.1 Developing an Outline....................................................................................................... 44 12.2 Quoting, Paraphrasing, and Summarizing..................................................................... 47 12.3. Paraphrase: Write it in Your Own Words ...................................................................... 48 12.4 Avoiding Plagiarism........................................................................................................... 49 13.0 STTHES FINAL DELIVERABLES ........................................................................................ 54
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 1

1.0 Objectives
The undergraduate thesis is a non-classroom learning environment in which students may apply the skills, methods, and theories learned throughout their stay in the College of Computer Studies. It has the goal of adequately preparing students for their respective careers by involving them in large group project that extends over several months; the undergraduate thesis is put in place with the following specific objectives: a. to subject the students to a self-directed, non-classroom learning environment; b. to provide students with a venue to correctly integrate and apply the various skills, methods, and theories learned in class; c. to refine the students oral and written communication skills; and d. to sharpen the students inter-personal and work-related skills.

The Software Technology (ST) program aims to prepare the students for graduate studies and research in Computer Science, while training them in the engineering of software. In line with this three-pronged thrust, the objective of the ST Thesis is to enable the ST students to use concepts, principles and techniques learned in ST courses in the design and development of software or new algorithms.

2.0 Thesis Projects


2.1. Categories
ST thesis projects may fall under one of the following categories: basic research and applied research. In both categories, every thesis project must have the following characteristics: The thesis project is aligned with the research thrusts of the ST department, the College of Computer Studies and/or the government; The project is feasible and can be finished within one school year; and The amount of effort and work involved is substantial to span a period of one-year project. . New designs, tools and methodologies, as well as unique and useful enhancements or modifications of existing systems are encouraged. Re-engineering of an existing system will be considered on a casetocase basis, but the differences in the approach to the solution should be emphasized and illustrated. Collaborations between thesis projects are also allowed. These may be theses under the same program; between different programs (within or across colleges). However, it is necessary that the overall thesis project is still substantial in scope and that each group can develop, test, and defend its particular module independently from others. Failure of one group causing other groups not to complete their work will not be accepted as an excuse. In the event that a thesis group plans to collaborate with another thesis group handled by another department (i.e. CT and IT Departments) or from other colleges, the thesis group must inform both the ST Thesis Coordinator and the thesis coordinator of the department/college concerned. 2.1.1. Basic Research This kind of research typically involves systematic inquiry directed towards a more complete knowledge and understanding of a particular subject without regard to practical applications or specific applications in mind. It is exploratory and often driven by the researchers curiosity, interest or hunch. It is conducted without a practical end in mind although it can have unexpected results that point to practical application. The basic research provides the foundation for further research, often in applied research.
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 2

Thesis projects falling under this category may have no or minimal software output although in most cases, there will be a need to develop a prototype to illustrate the concepts at hand. The bulk of the researchers work will be on the design of a system model, a framework, an algorithm, or investigation

(empirical study) of different approaches and techniques for a certain domain and a corresponding proof of correctness (and possibly, an analysis of other properties). Statistical measures or software simulation may be used as empirical support to this type of research. 2.1.2. Applied Research a. Breadboard Software (Exploratory/ Experimental Research) This involves the development of prototype software systems. The product to be developed may already exist, but in terms of analysis, design and implementation, the students conduct the analysis by themselves, prepare a design of their own (perhaps patterned after an existing design), and write a substantial portion (not necessarily all) of its source code. The use of relevant software libraries is allowed provided that there are sufficient design and implementation problems that remain to be solved or addressed. These projects may also attempt to demonstrate that a certain theory/algorithm/design might work. In general, the output of this type of thesis projects are by nature experimental and/or exploratory, and are considered at an initial stage of development, and will require further investigation or development to mature into usable technologies. b. Commissioned Software This involves the development of application programs tailored to fit the needs of a specific institution and it may be funded and/or used by them. Such thesis projects maybe extensions of the students practicum projects and can be classified as externally-funded projects (i.e. supported by a company or an individual who may or may not be from outside of the College). However, the members of the thesis groups must ensure that the support goes all the way until the completion of the project. Failure of the funding party to support the thesis project throughout the entire duration of the thesis will not be accepted as an excuse for the non-completion of the thesis project. Any thesis group wishes to work on this type of thesis project should inform the ST Thesis Coordinator before making any agreement with the company or any individual to resolve issues like ownership of the thesis project, confidentiality agreement and memorandum of agreement. It should be noted in this type of thesis project that CS theories and principles should be used. c. Application-Based Project This type of thesis project is similar to that of commissioned software wherein the development of application programs are tailored to fit the needs of a specific organization, industry, or government and that it may be paid for and/or used by them. However, the emphasis on this type of thesis project is on the software engineering processes and methodologies.

2.2. Scope of the Thesis Work

The thesis panel committee and the thesis adviser must ensure that the thesis is feasible and/or attainable within one school year. The major activities include: Analysis and Design Developmental Work Concluding Work
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 3

3.0 Thesis Stages


The entire thesis program officially starts with the thesis proposal (STRESME) and ends with the submission of an approved thesis document and other deliverables (THSST-3). The ST thesis is composed of four (4) thesis courses: STRESME (thesis proposal), THSST-1, THSST-2, and THSST-3. At the end of every stage, each thesis group submits specific deliverables for evaluation and acceptance by the thesis adviser and the thesis panel committee. For all the stages of the thesis project, the criteria used when deliberating the defense verdict include: complete and acceptable deliverables; a well-prepared and delivered presentation; and a productive Question and Answer session. At the end of any defense activity in a particular thesis course, the thesis group is given a Revisions List and Verdict Form which contains a list of items the thesis group is expected to fulfill. The contents of this form are assumed valid and final if they are agreed upon by both the thesis group and the thesis panel committee. This validation is by affixing the signature of the lead panelist and a representative from the thesis group. The thesis group must photocopy the form, which serves as the groups copy and return the original copy to the ST Thesis Coordinator on the same day no later than 1700H. In the event that the defense goes beyond the said time, the thesis group is allowed to submit the original copy on the following open campus/working day. Failure to do so would result in a failing mark.

3.1. ST Methods of Research (STRESME)


STRESME involves in the identification of a thesis project. This stage consists of the following activities: forming of thesis groups; identification of the research problem; specification of research objectives, scope and limitations; search and review of related literature; and evaluation of the thesis proposal through a proposal defense The only deliverable at the end of this stage is an approved thesis proposal. It is expected that before proceeding to the next thesis stage, the proponents have demonstrated during the proposal defense that they have understood the thesis project and they know what they will do in the succeeding stages. However, other requirements for this thesis course may be defined by the STRESME instructor. The grade for the STRESME course may be independent of the outcome of a thesis groups

proposal defense. Once a thesis proposal is submitted, the proponents will undergo a proposal defense to present their topic to a thesis panel committee. There will be four (4) possible verdicts after the defense: 1. CONDITIONAL PASS WITH REVISIONS/RECOMMENDATIONS. This verdict is given if the thesis panel committee has approved the general objective of the thesis project with some minor revisions, and the students are able to show that they understand the project. Once accepted, the thesis topic, general
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 4

objective, specific objectives, and scope and limitations of research can no longer be changed. The research objectives established at this stage must be accomplished during the THSST-1 stage. Thesis groups are expected to comply with all the revisions and recommendations stated in the Revisions List and Verdict Form. Failure to do so would result to the change of verdict from CONDITIONAL PASS WITH REVISIONS/RECOMMENDATIONS to FAIL. Moreover, failure to comply with any requirements and/or deliverable set forth by the STRESME Instructor, thesis panel committee and the ST Thesis Coordinator would result in a failing mark. 2. RE-PRESENTATION OF THE PROPOSED TOPIC. This verdict is given if the thesis panel committee has approved the general objective of the thesis project. However, the students need to conduct further study and clarify the proposed topic. This verdict is also given if students are not able to show their understanding of the proposed topic. In this case, the students will undergo another defense/presentation of the same topic. There are four (4) possible verdicts from here: CONDITIONAL PASS WITH REVISIONS/RECOMMENDATIONS; RE-PRESENTATION OF THE PROPOSED TOPIC 1; CHANGE TOPIC; and FAIL. 3. CHANGE TOPIC. This verdict is given if the general objective of the thesis project is unclear and the students are not able to show they understand the project. Specific objectives of their research and as well as its scope are questionable. This verdict is also given if the thesis project is not aligned with the departments thrust. The group has the option to present2 another thesis proposal or improve their current proposal based on the recommendations given to them by the thesis panel committee. There are four (4) possible verdicts from here: CONDITIONAL PASS WITH REVISIONS/RECOMMENDATIONS; REPRESENTATION
OF THE PROPOSED TOPIC 3; CHANGE TOPIC; and FAIL. 4. FAIL. This verdict is given

if the general objective of the thesis project has been rejected. More so, the thesis group, who has initially been given a verdict of CONDITIONAL PASS WITH

REVISIONS/RECOMMENDATIONS, RE-PRESENTATION OF THE PROPOSED TOPIC or CHANGE TOPIC, fails to submit the required defense deliverables on or before the deadline set by the STRESME Instructor. The verdict is a unanimous decision among the members of the thesis panel committee. Once issued, it is final and irrevocable. However, in meritorious cases (i.e. after further research, the thesis group has seen some objectives are no longer feasible), thesis groups before proceeding to THSST-1 are allowed by the department to change the following: specific objectives, scope and limitations of research. In this case, thesis groups are required to submit 4 copies of letter of Request for Changes at least one (1) month before the first day of the target defense week to the ST Thesis Coordinator. The letter is addressed to all members of the thesis panel committee (cc the ST Thesis Coordinator), and should contain, but will not be limited to the following: Original items stated in the proposal document Suggested/Recommended changes in the proposal document Justifications and/or reasons for such changes (i.e. lack of time, easier implementation or reducing the scope of research work are not valid excuses) All copies of the letter should be signed by all members of the thesis group and noted by the groups adviser. Once the letter is received by the ST Thesis Coordinator, he/she will convene with the thesis panel committee in coordination with the groups thesis adviser, if necessary, to discuss the changes. The thesis group will be notified of the decision through the thesis adviser.
1 Allowed only if within the schedules defined by the STRESME Instructor 2 Allowed only if within the schedules defined by the STRESME Instructor 3 Allowed only if within the schedules defined by the STRESME Instructor SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 5

The following table lists down the important activities of STRESME and its corresponding week of defenses and deliverables:
Table 1: Important STRESME Schedule of Activities (Per Trimester)

Deliverable: Thesis Proposal Document

3.2. THSST-1
Entry into the THSST-1 stage requires a passing mark in STRESME4 successful thesis proposal defense and the completion of all THSST-1 prerequisite courses as specified in the appropriate ST flowchart. THSST-1 involves the following activities: a. search and review of related literature b. investigation of existing solutions to the identified problem(s) in STRESME c. evaluation of existing solutions d. application of methods and theories in the design of a solution to the problem(s) The deliverable at the end of this stage is a partial thesis document (see the Thesis Manual of Style section for required chapters). A thesis group is eligible for THSST-1 defense if and only if the thesis adviser recommends it by signing the partial thesis documents title page. During the

THSST-1 defense, a thesis group is expected to present a prototype of the projected thesis project to the thesis panel committee. The prototype is implemented using the target language identified by the thesis group. At the minimum, the prototype should illustrate the complete system function flow. There will be three (3) possible verdicts after the defense: 1. CONDITIONAL PASS WITH REVISIONS/RECOMMENDATIONS. The thesis defense panel accepts the objectives, scope and limitations of the system with possible revisions to the document. These revisions are necessary but they do not have to be presented again before the thesis defense panel. Initial software implementation is acceptable to the thesis panel committee. Consultations with any of the members of the thesis panel committee are highly encouraged to verify the correctness of the revisions. Thesis groups are expected to comply with all the revisions and recommendations stated in the Revisions List and Verdict Form. Failure to do so would result to the change of verdict from CONDITIONAL PASS WITH REVISIONS/RECOMMENDATIONS to FAIL. Moreover, failure to comply with any requirements and/or deliverable set forth by the thesis adviser, thesis panel committee and the ST Thesis Coordinator would result the group to receive a failing mark. 2. REDEFENSE. This verdict is given if the partial thesis document and/or the systems objectives, functions, and scope and limitations need to be clarified and revised. In addition, the initial software implementation is questionable. In this case, the group will undergo another defense and present to the thesis panel committee the revised thesis document. Only two verdicts are possible after the redefense: CONDITIONAL PASS WITH REVISIONS/RECOMMENDATIONS or FAIL.
4 Proposal defense is the not the only grade for STRESME course.

Submission of Documents for the 1st Defense Week Monday of the 8th week 1st Defense 9th week Submission of Documents for the 2nd Defense Week Monday of the 10th week 2nd Defense Week 11th week Submission of Documents for the 3rd Defense Week 12th week 3rd Defense Week 13th week Submission of approved thesis proposal document 14th week
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 6

3. FAIL. The group failed to achieve the objectives of the research established in STRESME. The verdict is a unanimous decision among the members of the thesis panel committee. Once issued, it is final and irrevocable. Once approved, no item may be modified or removed from the thesis and software objectives, scope and limitations. In very rare and extreme cases, the thesis panel committee may allow modifications in the software objectives and scope prior to the THSST-3 defense. For this, thesis groups are required to submit 4 copies of letter of Request for Changes at least one (1) month before the first day of the target defense week to the ST Thesis Coordinator. The letter is addressed to the ST Thesis Coordinator, and should contain, but will not be limited to, the following: Original items stated in the partial thesis document

Suggested/Recommended changes in the partial thesis document and/or for final thesis deliverable Justifications and/or reasons of such changes (i.e. lack of time, easier implementation or reducing the scope of research work are not acceptable excuses) All copies of the letter should be signed by all members of the thesis group and endorsed by the groups adviser and thesis panel committee. The following table shows the activities for THSST-1 and its corresponding defense week and deliverables:
Table 2: Important THSST-1 Schedule of Activities (Per Trimester)

Deliverable: Partial Thesis Document (THSST-1) and THSST-2 Agreement Form

3.3. THSST-2
Entry into the THSST-2 stage requires a successful completion of all THSST-1 requirements and prerequisite courses as specified in the appropriate ST flowchart. This stage involves the implementation of major system functions in the target programming language and/or environment. The proponents are expected to perform the following activities as discussed to them by their adviser and/or collaboration with the thesis panel committee: a. development and implementation of the solution identified in THSST-1; b. documentation of design and implementation issues; and c. regular consultation with the thesis adviser to resolve any issues and monitor the groups progress. The expected deliverable for this stage is identified by the adviser in consultation and coordination with the thesis panel committee. Such is written in the form (THSST-2 Agreement Form) that will be provided by the ST Thesis Coordinator. The deliverable as well as the grading scheme will be discussed with the thesis group before the enrollment of THSST-2.
Submission of Documents for the 1st Defense Week Wednesday of the 8th week 1st Defense 9th week Submission of Documents for the Redefense Wednesday of the 11th week Redefense 12th week Submission of Final Deliverable 13th week Submission of THSST-2 Agreement Form 14th week
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 7

The contents in the THSST-2 Agreement Form are assumed valid and final if signatures of all members of the thesis group, thesis panel committee5 and the thesis adviser are affixed. The thesis group must photocopy the said form, which serves as the groups copy and return the original copy to the ST Thesis Coordinator on the same day (the day it was agreed and signed) no later than 1700H. In the event that the meeting goes beyond the said time, the thesis group is allowed to submit the original copy on the following open campus/working day. Failure to do so would result in a failing mark. In very rare and extreme cases (after the signing the THSST-2 Agreement Form), the thesis panel committee may allow modifications in the software objectives and scope prior to the THSST-3 defense. For this, thesis groups are required to submit four (4) copies of the letter of Request for Changes at

least two (2) months before the first day of the target defense week to the ST Thesis Coordinator. The letter is addressed to the ST Thesis Coordinator, and should contain, but will not be limited to, the following: Original items stated in the partial thesis document Suggested/Recommended changes in the final thesis deliverable Justifications and/or reasons for such changes (i.e. lack of time, easier implementation or reducing the scope of research work are not acceptable excuses) All copies of the letter should be signed by all members of the thesis group and endorsed by the groups adviser and thesis panel committee. Deliverable: Depending on the listed requirements written in the THSST-2 Agreement Form and Accomplished and Signed THSST-2 Grade Form.

3.4. THSST-3
During this stage, the proponents are expected to perform the following activities: a. development of minor system functions (i.e. online help, system enhancements) b. system testing and analysis of test results c. documentation of testing activities and test results d. finalization of the thesis deliverables (i.e. main document, technical manual, users manual, software) e. preparation for the thesis defense The following are the deliverables required at the end of this stage (kindly see the Thesis Manual of Style for the complete details): a. the complete thesis document including appendices b. for thesis involving software support systems or applications: the Technical Manual6; the Users Manual7; and the running software. A thesis group is eligible for THSST-3 defense (final thesis defense) only if the thesis adviser recommends it by signing the Advisers Recommendation Sheet or the documents title page (for all copies). There are four (4) possible verdicts and these are:
5 Members of the thesis panel committee affix their signatures if they will evaluate the groups THSST-2 deliverables at the end of the enrolled term. 6 Required if the Adviser sees it applicable 7 Required if the Adviser sees it applicable SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 8

1. CONDITIONAL PASS WITH REVISIONS/RECOMMENDATIONS. This verdict is given if the following conditions (minimum requirements) are met: All objectives are met and satisfied; The software is working properly; System testing and analysis of test results are sufficient; The proponents are able to answer the questions of the thesis panel committee convincingly; Sufficient preparation for the defense; The thesis main document, technical manual, users manual and other required thesis deliverables are well-written; and Proponents have a good grasp of the objectives of the thesis and CS principles and methods.

However, minor revisions are necessary to enhance the document and/or software, but they do not have to be presented again before the thesis panel committee. Consultations with any members of the thesis panel committee are highly encouraged to make sure that all the required revisions are performed before the panel signs the Panels Approval Sheet. Thesis groups can receive a failing mark if they fail to comply with any of the requirements expected from them by the thesis panel committee, adviser and the ST Thesis Coordinator. 2. REDEFENSE. Another formal defense is necessary because the group failed to present their thesis properly and/or the documentation and/or software contain major errors. It is expected that the thesis group is able to resolve any major issues found in their work and that minimal revisions can be found. Only two verdicts are possible after the redefense: CONDITIONAL PASS WITH REVISIONS/RECOMMENDATIONS or FAIL. 3. REDEMO. Presentation of the software/system to the thesis panel committee with minimal revisions on the thesis groups documentation. Only two verdicts are possible after the Redemo: CONDITIONAL PASS WITH REVISIONS/RECOMMENDATIONS or FAIL. 4. FAIL. Either the objectives of the study have not been met or the group cheated. The verdict is a unanimous decision among the members of the thesis panel committee. Once issued, it is final and irrevocable. The following table shows the important activities in THSST-3 and its corresponding week of defenses and deliverables:
Table 3: Important THSST-3 Schedule of Activities (Per Trimestral)

Deliverable: Thesis Document and/or Requirements stated at the Thesis Manual of Style (STTHES3/THSST-3)
Submission of thesis documents for the early defense Wednesday of the 4th week Early Defense 5th week Submission of thesis documents for the early redefense Wednesday of the 7th week Early Redefense 8th week Submission of thesis documents for regular defense Wednesday of the 9th week Regular Defense 10th week Submission of thesis documents for redefense Wednesday of the 12th week Redefense 13th week Submission of Final Deliverables 14th week
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 9

Thesis groups may also be nominated for the Outstanding Thesis Award. The guidelines for the Outstanding Thesis Award are presented in this document. Table 4 summarizes the guidelines discussed in this section:
Table 4: Thesis stages guidelines

STAGE PREREQUISITES DELIVERABLES POSSIBLE VERDICTS


STRESME None Thesis Proposal Accept with Revisions/Recommendations; Re-Presentation of the Proposed Topic; Change Topic Fail The numeric grade is specified

by the STRESME instructor. THSST-1 Approved STRESME proposal; Completion of all prerequisite courses as specified in the appropriate ST flowchart For Basic Research type of thesis: Chapters 1-4 For Applied Research type of thesis: Chapters 1-4 Appendices (if any) System Prototype THSST-2 Agreement Form Accept with Revisions/Recommendations; Redefense; Fail The numeric grade of 4.0 is given if the thesis group complies with all the requirements; otherwise, 0.0 will be given to them. THSST-2 Approved THSST-1 partial thesis document; Completion of all prerequisite courses as specified in the appropriate ST flowchart Specified by the adviser and the thesis panel committee8 THSST-2 Grade Form Pass Fail The numeric grade is dependent on the agreement among the panelists, adviser and the thesis group THSST-3 Completion of THSST-2; Advisers Recommendation Sheet Complete thesis document; If applicable, running software with the following documents: Technical Manual & Users Manual Properly labeled CD containing the thesis documents, software (if applicable), brochure, poster, flash presentation, etc. Printout of CCS Alumni Information Sheet Accept with Revisions/Recommendations; Redefense; Redemo;

Fail The numeric grade of 4.0 is given if the thesis group complies with all the requirements; otherwise, 0.0 grade is given.
8 Optional SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 10

Below is a flowchart of the thesis process that summarizes the discussions above.

4.0 Duties and Responsibilities


The development and defense of the ST thesis involves the following key parties: thesis group, thesis adviser, thesis panel committee, ST Thesis Coordinator, and ST Chairperson.

4.1. The Thesis Group


The thesis group will be composed of a minimum of three (3) and a maximum of four (4) students, all of whom should have successfully passed the prerequisite courses prior to taking THSST-1, and all of whom should enroll in THSST-1, THSST-2 and THSST-3 at the same time. 4.1.1. Group Size There will normally be three or four members in a thesis group. If a student, by any special circumstances, is unable to work with a group, the ST Chair may allow him/her to work alone, regardless of his/her cumulative GPA. However, the student is expected to submit a letter to the ST Chair, through the ST Thesis Coordinator stating the reason of such possible arrangement. 4.1.2. Responsibilities The following are the responsibilities of the thesis group: a. Keep informed of the ST Thesis Guidelines, Policies and other thesis-related information. Failure to do so will not be considered as an excuse. b. Keep informed of the schedule of thesis activities, required deliverables and deadlines posted by ST Thesis Coordinator.
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 11

c. Submit on time all deliverables specified in this document as well as those to be specified by the ST Thesis Coordinator. d. Submit on time all requirements identified by the thesis panel committee during the defense. e. Submit on time the requirements identified by the thesis adviser throughout the duration of the thesis. f. When indirectly submitting deliverables to the ST Thesis Coordinator (i.e. submitting deliverables through ST Secretary and/or other staff and faculty members of the College of Computer Studies), the group must make sure that the accepting party signs his/her name and indicate the current date and time on all the copies of the documents and deliverables. g. Schedule regular meetings (at least twice a month or based on the schedule agreed upon by the thesis adviser and the thesis group) with the thesis adviser throughout the duration of the thesis

project. The meetings serve as a venue for the proponents to report the progress of their work, as well as raise any issues or concerns. Take note that it is as much a responsibility of the advisees as the adviser in scheduling and following up on the meetings especially because each has their own responsibilities aside from the thesis. h. Inform the thesis adviser of any delinquent member/s in the group. i. Any member of a thesis group may clarify issues arising during a defense before the verdict is issued. All group members should be present during the defense and all are required to present parts of the thesis. However, in extreme cases, the thesis adviser and thesis defense panel can excuse certain members from the defense or from presenting during the defense. A delinquent thesis proponent may receive a FAIL mark in THSST-1, THSST-2 or THSST-3. The thesis adviser, thesis defense panel, thesis coordinator and ST Chair will decide upon the possible courses of action on a case-to-case basis. 4.1.3. Disbanding Thesis Groups In extreme cases, a thesis group may be allowed by the ST Chair to disband, based on information and/or recommendation provided by the ST Thesis Coordinator and the thesis adviser. If needed, consultation with the thesis panel committee will be convened to discuss issue(s) and the possible course of actions. A subset of the group can take any of the following actions: a. Convince the thesis defense panel that it (i.e., the subset) can still complete the approved requirements. Note that only one subset of the original group may opt to continue with the original thesis proposal. Normally, this subset is the one, which has contributed the most to the project. b. Join another thesis group on the following conditions: The transfer is done before the THSST-1 defense. In some cases, upon the approval of the ST Chair (in consultation with the thesis panel committee), the transfer can be done sometime within the period of THSST-2 and THSST-3 The new group (whose new members came from the disbanded group) will not disband. The total members of the new group will not exceed four. c. Defend a new thesis proposal (i.e., restart from STRESME activities). Other situations not covered in this section will be handled in a case-to-case basis.
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 12

In the event that due to irreconcilable issues the group is breaking up into separate groups (or some members will be joined to another group), the process below should be followed: i. The group should discuss the situation with their Thesis Adviser. ii. If the adviser concurs with the decision of the group, each subgroup has to inform the ST Thesis Coordinator in writing about the break-up and the letter should be endorsed by the Thesis Adviser. It should be clearly and explicitly explained in the letter of the situation/reasons of break-up. iii. A meeting of all the members of the group, together with the Thesis Adviser will be

set by the ST Thesis Coordinator in order to discuss the situation and plan out the possible courses of action. iv. The ST Thesis Coordinator will handle each request on a case-to-case basis in consultation with the ST Chair. v. In the event that splitting the original group into subgroups is approved, students who will take the original approved thesis topic should inform the ST Thesis Coordinator of such in writing; whereas students who are no longer working on the original topic will have to present a new thesis proposal or join to another group as the case maybe. As for the latter, a letter discussing such should be submitted to the ST Thesis Coordinator.

4.2. The Thesis Adviser


Each thesis group is assigned an adviser, who should be a full-time faculty member of the ST department. In special cases, the adviser can come from another department of the College, provided that the selection criteria discussed in the next section are observed. A co-adviser, if absolutely necessary, may come from another department or institution. 4.2.1. Selection The main adviser will be chosen by the STRESME instructor during the STRESME stage in consultation with the ST Chair. In some cases where the thesis groups topic is given by a faculty member, that faculty member will assume the groups thesis adviser. However, the ST Thesis Coordinator can recommend and select a thesis adviser, upon consultation with the thesis panel committee, from the Colleges pool of faculty based on the following factors: a. the faculty members research area and projects; b. the thesis advising and administrative load of the faculty Once completed, the list of thesis advisers will be submitted to the ST Chair for approval, and then released to the thesis advisers and students. 4.2.2. Responsibilities The thesis adviser has the following responsibilities: a. Keep informed of the ST Thesis Guidelines, Policies and other thesis-related information and responsible for informing his/her advisees for changes on them and ensuring that these are followed throughout the thesis process. b. Keep informed of the schedule of thesis activities, required deliverables and deadlines posted by ST Thesis Coordinator and responsible for informing his/her advisees for changes on them and ensuring that these are followed throughout the thesis process.
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 13

c. Meet the thesis groups regularly to answer questions, help resolve conflicts and conduct mock defenses. The adviser must be aware of the progress of the thesis and help the group resolve whatever issues they encountered (topic-wise or group-wise). The meeting should be held at least twice a month or based on agreed schedules with the thesis groups. In meritorious cases, the adviser may request for the removal of a delinquent proponent from the thesis group. A letter detailing failed attempts to resolve the issue, and justification for his/her decision must be submitted to the ST Chair. d. Ensure that the thesis project is feasible and can be implemented within one school year (i.e. from Proposal to THSST-3). The thesis adviser sees to it that the objectives, scope and limitations, and

methodology of the project are well-defined. e. Ideally, the adviser personally conducts (or has conducted) research in parallel with his/her thesis advisees on the thesis topic. At the least, the adviser must be familiar with the topic to be able to give sound advice to his/her advisees. f. Point out deficiencies and errors in the review of related works and theories; in the development work, testing activities and analysis of test results; or in the documentation. The adviser must remind the proponents to do their work properly. g. Review thoroughly all deliverables at every stage of the thesis, to ensure that they meet the departments standards. The adviser may also require his/her thesis groups to submit progress reports regularly. h. Ensure the thesis deliverables conform to the guidelines, format and standards stated in the ST Thesis guidelines and policies. i. If it is applicable and necessary, the adviser should ensure that the workload is equally distributed among the proponents. j. Recommend the group for oral defense. The adviser should not sign the thesis document and the Advisers Recommendation Sheet if he/she believes that the group is not yet ready for oral defense. k. Clarify points during the oral defense. l. Ensure that all required revisions are incorporated into the appropriate documents and/or software. m. Recommend to the thesis defense panel the nomination of his/her thesis group for an award. n. With the consent of the majority of the thesis group, the thesis adviser may opt to drop a group member anytime before the defense schedule on the following tangible grounds and considerations: The group member shows blatant neglect of the tasks measured through clear task specifications (input output with respect to time allotment) given to him/her. The group member does not show up in meetings (in this case, proof of such meetings must be presented to the adviser if the adviser is not the one who called the meeting) In this situation, the Thesis Adviser should inform the ST Thesis Coordinator and the member(s) will be removed from the original group in writing. o. Must ensure that all deliverables are complete prior to submission to the ST Thesis Coordinator The adviser can also request, on behalf of the group, for the modification or elimination of certain revisions/requirements and defend such requests before the final verdict is issued. A faculty member assigned to be the adviser of a particular thesis group would remain in that capacity for as long as he/she is a full-time member of the ST department or College. In meritorious cases, the ST Chair may allow faculty members to drop their thesis group in the event that students failed to comply with any requirements set forth by the faculty member &/or

responsibilities of the group stated in section 4.1.2. In this case, the process should be followed by the faculty adviser:
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 14

i. Submit a letter to the ST Thesis Coordinator and state clearly of the reason of dropping a thesis group. The letter should be copy furnished to the thesis group concerned. ii. A meeting of all the members of the group, together with the Thesis Adviser will be set by the ST Thesis Coordinator in order to discuss the situation and plan out the possible courses of action. iii. The ST Thesis Coordinator will handle each request on a case-to-case basis in collaboration with the ST Chair.

4.3. The Thesis Panel Committee


Each thesis group will have a thesis defense panel, which is composed of three faculty members of the college. In special cases, the ST thesis coordinator, in consultation with the ST Chair and the thesis adviser, can recommend additional members to the panel. 4.3.1. Selection The panel is composed of faculty members of the College. In special cases, a member of the panel may come from an external unit. They will be chosen by the ST Thesis Coordinator and approved by the ST Chair, based on the following constraints: a. At least one member of the panel is a senior faculty who belongs to the same research area as the thesis project, b. At least two members of the panel belong to the same research area as the thesis project; and c. The thesis adviser need not be the lead panelist or may opt not to be part of the panel on a per group basis with valid reason(s). If this is the case, the thesis adviser should inform the ST Chair or through the ST Thesis Coordinator in writing the reason of not being part of the panel and recommend a faculty member on his behalf to the ST Thesis Coordinator. The composition of the thesis defense panel must be retained, as much as possible, throughout all the stages of the thesis. 4.3.2. Responsibilities The thesis defense panel has the following responsibilities: a. Validate the endorsement of the thesis adviser. The panel serves as the internal auditors, putting some form of check and control on the kinds of thesis being approved by the ST department. b. Review and evaluate the deliverables. c. Recommend a verdict. d. Listen and consider the request of the thesis adviser and/or the proponents. e. Nominate a thesis for the Outstanding Thesis Award. The guidelines for the Outstanding Thesis Award are found in this document. The lead panelist has the following additional responsibilities: a. Brief the thesis group about the defense program during the actual defense.

b. Issue the required revisions and the verdict. The verdict is a unanimous decision among the members of the thesis defense panel. Once issued, it is final and irrevocable.
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 15

4.4. The Thesis Coordinator


The ST Thesis Coordinator, appointed by the ST Chair, has the following responsibilities: a. Announces/Informs the research areas, before the beginning of the thesis proposal stage (i.e. STRESME) to the students. b. Conducts general meetings with the students at every stage of the thesis project to discuss the Thesis Guidelines, Policies and Deliverables, and to allow the students to raise and clarify issues. This however, may be replaced by announcements and inquiries through emails. c. Coordinates and consults with the STRESME instructor in identifying the composition of the thesis panel committee for each thesis group based on the guidelines in Section 4.3 and selecting a thesis adviser for each thesis group. The list is submitted to the ST Chair for approval. d. Schedule thesis activities, such as the deadlines of deliverables and defense sessions. e. Post schedules, defense guidelines, requirements guidelines, and other announcements for the students and faculty members. f. Furnish every member of the thesis defense panel with all the necessary thesis documents a few days before the defense. g. File at least one copy of the thesis defense panels evaluation (including revisions) and the Revised and Approved Deliverables at every stage of the ST thesis. h. Document issues and special cases as they arise. i. Convene the necessary body (composition: thesis adviser, thesis panel committee, thesis coordinator, and/or ST Chair) to resolve issues and handle special cases as they arise. j. Collect deliverables and other thesis requirements submitted on-time. However late deliverables and other thesis requirements that are not submitted on time will not be accepted. The ST Thesis Coordinator can give a grade of Fail for an ST Thesis Course to a thesis group if the group fails to submit any deliverables or other requirements on the deadline set by the ST Thesis Coordinator and/or the thesis panel committee. k. The ST Thesis Coordinator must disallow a thesis group, whose thesis proposal/document is not signed by their thesis adviser, to defend before the thesis panel committee. l. The ST Thesis Coordinator, in consultation with the ST Chair and other faculty members of the ST Department, must decide in cases not covered by the ST Thesis Guidelines and Policies. m. Prepare reports necessary for the department or concerned offices. n. Streamline procedures. In this case the ST Thesis Coordinator may revise or change the contents of the ST Thesis Guidelines and Policies as long as it has the approval of the ST Chair.
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 16

4.5. The ST Chair


The ST Chair has the following responsibilities:

a. Ensure that the responsibilities of the ST Thesis Coordinator are fulfilled. b. Approve the thesis adviser selected by the STRESME instructor in coordination with the Thesis Coordinator for each thesis group. c. Approve the thesis panel committee selected by the STRESME instructor in coordination with the Thesis Coordinator for each thesis group. d. In extreme cases, allow thesis groups to disband based on the guidelines in Section 4.1.3. e. In special cases, allow thesis groups to take THSST-1 together with a prerequisite.

5.0 Defense Guidelines


A thesis group will be allowed to defend their thesis only if all members are enrolled in STRESME, THSST-1, THSST-2 and THSST-3 at the same time. Furthermore, all members should be present during the defense. If any one member will not be able to join the defense, any of the following situations will apply9: I. If the missed defense is a regular defense: a. The group is automatically scheduled for redefense II. If the missed defense is a redefense: a. Submit a letter to the ST Thesis Coordinator stating the reason why a member (or members) failed to attend the said defense; b. The ST Thesis Coordinator will deliberate the case with the ST Chair; c. After the deliberation, the Thesis Coordinator will inform the group directly or through the groups adviser of the decision. The thesis group should be in the prescribed defense room at least 15 minutes before the actual defense. This will give the group ample time to set up their machines, presentations, etc (provided the defense room is available for use). If the thesis group feels that they need more time for the set-up of the machines, then they should be in the defense room earlier. More over, if the thesis group might Do not serve food/snacks for the panelists10. Each proponent is required to be in business attire during the thesis defense. Furthermore, proponents are required to answer all/any questions raised by the panelists during the defense The STRESME instructor is responsible for the STRESME (Thesis Proposal) defenses and scheduling. Only the THSST-X defenses and scheduling will be handled by the ST Thesis Coordinator.

5.1 STRESME Defense Process and Suggested STRESME Defense Outline


5.1.1 Defense Process There are at most 3 defenses a group can take during the STRESME course in presenting their thesis proposal to a thesis panel committee. The STRESME Instructor is responsible for scheduling the 1st, 2nd and 3rd defense as required for the group. Moreover, it is the responsibility of the STRESME
9 This is with the condition that the thesis group has submitted the required documents for the defense. 10 Effective on June 2001-2002. SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 17

Instructor in choosing the appropriate panelists and adviser for the group. The proponents of the thesis on the other hand, must prepare the necessary presentation materials for the defense11. The following schedule will be followed for the defenses:

8th week (W) submission of document (for 1st defense). Three (3) copies of the proposal document. 9th week 1st defense week 10th week (W) submission of document (for 2nd defense). Three (3) copies of the proposal document. 11th week (W) 2nd defense week 12th week (W) submission of document (for 3rd defense). Three (3) copies of the proposal document. 13th week last defense week 14th week submission of approved thesis proposal document. One (1) copy with Panels Approval Sheet, with signatures of the all the members of the thesis panel committee. Students have the option to have their defense during the 1st defense schedule by passing three (3) copies of their thesis proposal documents by the 8th week. If they will not be able to do so, they must submit their documents by the 11th week to defend during the 2nd defense schedule. If the group still fails to pass their documents, these must be passed by the 12th week to defend during the 3rd defense schedule. Failure to pass documents and defend on the 1st, 2nd or 3rd defense schedule will result in a failing mark for the thesis proposal defense. The group will undergo defense on either the 1st, 2nd or 3rd defense week depending on the time they were able to pass their documents. It is highly recommended that the probable adviser is guiding the group in conceptualizing their thesis project. Section 3.1 lists down the possible verdicts a thesis group can receive. If the verdict received is CONDITIONAL PASS WITH REVISIONS/RECOMMENDATIONS, the proponents must perform the necessary changes required by the panelists12. These must then be submitted to the STRESME Instructor together with a copy of the list of revisions requested by the panelists and the pages where the revisions have been made. The STRESME Instructor will forward the documents to the other panelists. All the panelists will check the document and forward the document back to the STRESME Instructor. The STRESME Instructor will be responsible for returning the documents to the group. If there are further revisions on the documents, the group will continue to modify them accordingly. The group, the STRESME Instructor and panelists will continue to exchange the groups documents for revisions until no more revisions are needed. The final version must be prepared and signed by the panelists on or before the due date and time specified on the syllabus. The approved document must then be passed to the STRESME Instructor. The STRESME Instructor will then submit

the approved proposal to the ST Thesis Coordinator and will recommend an adviser for the group in coordination with the ST Thesis Coordinator and ST Chair. The STRESME Instructor will then post the list of advisers at the ST bulletin board, and informs the students. A copy of the list is also given to the ST Thesis Coordinator in preparation for the succeeding thesis stages. If the verdict received is RE-PRESENTATION OF THE PROPOSED TOPIC or CHANGE TOPIC and the group has undergone at most 2 defenses and it is still not yet beyond the 12th week, the group will be allowed to submit a new proposal or revise their proposal based on the recommendations suggested by the panelists to the STRESME Instructor. They must pass their new or revised proposal13 by the next defense week and defend their thesis on the scheduled date. If the verdict received is CONDITIONAL
11 It should be noted that the outcome of the thesis proposal defense is independent of the STRESME course requirement. The latters requirement is dictated by the STRESME Instructor. 12 Only one (1) revised document is submitted unless specified by the thesis panel committee on the number of revised documents. 13 Three (3) copies of the proposal document are to be submitted for the defense SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 18

PASS WITH REVISIONS/RECOMMENDATIONS, the process in the previous section will be repeated until there will be no more revisions. The approved document must then be submitted to the STRESME Instructor with signatures of all panelists on or before the due date and time specified in the syllabus. The STRESME Instructor will then submit the approved proposal to the ST Thesis Coordinator and will recommend an adviser for the group in coordination with the ST Thesis Coordinator and ST Chair. The STRESME Instructor will then post the list of advisers at the ST bulletin board, and informs the students. However, in the event that the group receives CHANGE OF TOPIC at the 3rd defense or is not able to defend on any of the 3 defense schedules, they will receive a failing mark14. It should be noted that failure to meet any requirements set by the thesis panel committee, or by the ST Thesis Coordinator will result the group to receive a failing mark. 5.1.2. Suggested Defense Outline The thesis proposal defense is an-hour exercise subdivided as follows: First 5 minutes: Opening prayer, Introduction of the Thesis Proponents and Overview of the Research Next 20 minutes: Discuss the proposed research, Research objectives, Scope and Limitations, Significance of the research Last 35 minutes: Clarifications, Question and Answer portion and deliberation of the thesis proposal. Students may be asked to step out the room while the panel deliberates on their presentation.

5.2 THSST-1 Defense Process and Suggested Defense Outline

5.2.1 Defense Process The ST Thesis Coordinator is responsible for scheduling the regular defense and redefenses. The panelists for either of the defenses will be based on the thesis groups panelists during STRESME. The proponents of the thesis must prepare the necessary presentation materials and prototype of system flow that they will be using for the defense. The following schedule will be followed for the defenses: 8th week (W) submission of partial thesis document. Three (3) copies of the partial thesis document, signed at the title page by the thesis adviser. 9th week regular defense 11th week (W) submission of partial thesis document for redefense. Three (3) copies of the partial thesis document, signed at the title page by the thesis adviser. 12th week redefense week
14 In the event that a successful defense is necessary as one of the STRESME requirements, then if the group receives a failing mark in the proposal defense, then they have to enroll STRESME in the following term. Otherwise, the group will be asked to go through the thesis proposal activities in the following term. SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 19

13th week submission of final approved partial thesis document. One (1) copy of the partial thesis document, with Panels Approval Sheet, with signatures of all members of the thesis panel committee. 14th week submission of the THSST-2 Agreement Form Students have the option to have their defense during regular defense schedule by passing their documents by the 8th week. If they will not be able to do so, they must submit their documents by the 11th week to defend during the redefense schedule. All documents must be signed by the groups adviser (at the title page of the partial thesis document) to be accepted by the ST Thesis Coordinator. Failure to pass documents and defend on either regular or redefense schedule will result in a failing mark. The group will undergo defense on regular defense week or redefense week depending on the time they were able to pass their documents. Section 3.2 lists down the possible verdicts a thesis group can receive for THSST-1. If the verdict received is CONDITIONAL PASS WITH REVISIONS/RECOMMENDATIONS, the students must perform the necessary changes required by the panelists. These must then be submitted to the thesis adviser15 together with a copy of the list of revisions requested by the panelists and the pages where the revisions have been made. The adviser will then check the document and forwards the said document to the other panelists. All the panelists will check the document and return them back to the adviser. The adviser is responsible for returning the documents to the group. If there are further revisions on the documents, the group will continue to modify them accordingly. The group, the adviser

and the thesis panel committee will continue to exchange the groups documents for revisions until no more revisions are needed. The final version of the partial thesis document will then be prepared. The thesis adviser and the panelists must sign the PANELS APPROVAL SHEET and the thesis adviser must also sign the documents title page. All the required forms and the partial thesis document must be passed to the ST Thesis Coordinator on or before the date and time set by the latter. If the verdict received is REDEFENSE, the group must revise their document16 accordingly. It must be passed, and should have the signature17 of the thesis adviser at the title page by the 11th week. Failure to do so will result in a failing mark for the group. If the documents are received on time, the group will have their redefense. If the verdict received during the redefense is CONDITIONAL PASS WITH REVISIONS/RECOMMENDATIONS, the process in the previous section will be repeated until there will be no more revisions. The final document will then be passed to the ST Thesis Coordinator on or before the date and time set by the latter. If a group receives a failing mark at any time during defense, they will have to enroll THSST-1 in the following term or later term. In addition, it should be noted that failure to meet any requirements set by the thesis panel committee, thesis adviser or by the ST Thesis Coordinator will result the group to receive a failing mark. 5.2.2 Suggested Defense Outline The thesis proposal defense is an-hour exercise subdivided as follows: First 5 minutes:
15 Only one (1) revised document is submitted unless specified by the thesis panel committee on the number of revised documents 16 Three (3) copies of the document are to be submitted for the defense 17 Advisers signature signifies that the Adviser sees the group is ready to defend their thesis or the group is highly recommended for a thesis defense. SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 20

Opening prayer, Introduction of the Thesis Proponents Next 5 minutes: Overview of the Research, Research Objectives, Scope and Limitations Next 20 minutes: Discuss the Proposed System, Objectives, Scope and Limitations, Systems Screen Flows or Walk Through Last 30 minutes: Clarifications, Question and Answer portion and deliberation. Students may be asked to step out the room while the panel deliberates their presentation.

5.3 THSST-2 Defense Process


A THSST-2 Agreement Form will be given by the ST Thesis Coordinator to each groups thesis adviser. Before the admission of the group to THSST-2, the thesis adviser along with the thesis panel committee and the thesis group defines the expected deliverables and corresponding deadlines for

THSST-2. In addition, the form indicates under what conditions the group will pass THSST-2 and proceeds to THSST-3 or receive a failing mark. The contents of the agreement form are deemed to be valid if all signatures of the concerned people (i.e. thesis adviser, proponents and thesis panel committee) are present. At the minimum, the thesis adviser validates the deliverables submitted by the group. The thesis adviser submits the THSST-2 Grade Form to the ST Thesis Coordinator containing the groups grade and signed by the panel committee on or before the date and time specified by the ST Thesis Coordinator. If a group receives a failing mark, they will have to enroll THSST-2 in the following term or later term.

5.4 THSST-3 Defense Process and Suggested THSST-3 Defense Outline


5.4.1 Defense Process The ST Thesis Coordinator is responsible for scheduling the early regular defense, early redefense, regular defense and redefenses. It should be noted that there is no difference between the early regular defense and the regular defense. Also, there is no difference between the early redefense and redefense. Thesis groups opt for early defense (early redefense) mean they would finish their thesis early during the term they are enrolled in THSST-3. The members of the thesis panel committee are based on the thesis groups panelists during THSST-1 and THSST-218. The proponents of the thesis must prepare the necessary presentation materials, the final thesis document19, the software20, the technical manual21 and the users manual22. The following schedule will be followed for the defenses: 4th week (W) submission of thesis documents for early defense. Three (3) copies with signature of the thesis adviser at the title page.
18 Due to some situations beyond the departments control (i.e. faculty members go on-leave), some members of the thesis panel committee may change. 19 To be submitted on the date and time specified by the ST Thesis Coordinator 20 To be presented during the scheduled defense 21 To be presented during the scheduled defense 22 To be presented during the scheduled defense SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 21

5th week early regular defense week 7th week (W) submission of thesis document for early redefense. Three (3) copies with signature of the thesis adviser at the title page. 8th week early redefense week 9th week (W) submission of thesis documents for regular defense. Three (3) copies with signature of the thesis adviser at the title page. 10th week regular defense week 12th week (W) submission of thesis document for redefense. Three (3) copies with signature of the thesis adviser at the title page. 13th week redefense week 14th week submission of final deliverables. See section 13.0 for the details.

Students opt to present their thesis project during the early regular defense should submit their documents23 by the 4th week of the trimester. If they will not be able to do so, they can submit their documents either on the 7th week (for early redefense)24 or on the 9th week (for regular defense). If they will still not be able to pass their documents, these should be submitted by the 12th week to defend on the redefense schedule. All documents must be signed by the groups adviser (at the title page of the main thesis document) 25 to be accepted by the ST Thesis Coordinator. Failure to pass documents and defend on early regular, early redefense, regular or redefense schedule will result in a failing mark. Section 3.4 lists down the possible verdicts a thesis group can receive. If the verdict received is CONDITIONAL PASS WITH REVISIONS/RECOMMENDATIONS, the students must perform the necessary changes required by the panelists. The revised document26 and/or software (if necessary) must be submitted to the adviser together with a copy of the list of revisions requested by the panelists and the pages where the revisions have been made. The adviser will then check the document and/or software, and forward them to the other panelists. All the panelists will check the document and return them back to the adviser. The adviser is responsible for returning the documents to the group. If there are further revisions on the documents and/or software, the group will continue to modify them accordingly. The group, the adviser and panelists will continue to exchange the groups documents and/or software for revisions until no more changes are needed. If there are no more revisions, the group must prepare the final deliverables set by the ST Thesis Coordinator on or before the date and time set by the latter. If the verdict received is REDEFENSE, the group must revise their documents accordingly. These must be passed27, duly signed by the adviser (at the title page of the main thesis document) 28 by the 8th week if the defense undergone was early regular defense and 12th week if the defense undergone was regular defense. Failure to do these will result in a failing mark for the group. If the documents are received on time, the group will have their redefense. If the verdict received is CONDITIONAL PASS WITH REVISIONS/RECOMMENDATIONS, the process in the previous section will be repeated until there will be no more revisions. The documents will then be passed to the ST Thesis Coordinator on or before the date and time set by the latter. If the group receives as verdict of REDEMO, the group must prepare the requirements set by the

panelists. They will then undergo a redemo on the date specified by the panelists. If the group receives a verdict of CONDITIONAL PASS WITH REVISIONS/RECOMMENDATIONS, the process in the previous section
23 Three (3) copies of the main thesis document are to be submitted. 24 It should be noted that students opt for early defense (or early redefense) are not qualified for regular defense (or redefense) 25 Advisers signature signifies that the Adviser sees the group is ready to defend their thesis or the group is highly recommended for a thesis defense. 26 Only one (1) copy is submitted unless specified by the thesis panel committee on the number of copies. 27 Three (3) copies of the main thesis document are to be submitted. 28 Advisers signature signifies that the Adviser sees the group is ready to defend their thesis or the group is highly recommended for a thesis defense. SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 22

will be repeated until there are no more revisions and the necessary requirements will be passed to the ST Thesis Coordinator on or before the date and time set by the latter. If a group receives a failing mark at any time during defense, they will have to enroll THSST-3 in the following term or later term. In addition, it should be noted that failure to meet any requirements set by the thesis panel committee, thesis adviser or by the ST Thesis Coordinator will result the group to receive a failing mark. 5.4.2 Suggested Defense Outline For STHES3, the thesis defense is a two-hour exercise subdivided as follows: First 2 minutes: Opening prayer, Introduction of the Thesis Proponents Next 5 minutes: Overview of the Research Next 30-45 minutes: Overview of the Proposed System, Design and Implementation Issues of Major System Components, Demo of System Features, Testing Results and Observation, Conclusion and Recommendation Next15 minutes: The proponents are requested to step out of the room. (this may take longer) Next 30 minutes: Question and Answer portion. Next 15 minutes: Thesis Committee Deliberation. Next 15 minutes: Presentation of defense verdict and the required revisions.

6.0 Outstanding Thesis Nomination Guidelines


A thesis group can be recommended for an outstanding thesis award by the thesis panel committee if it has completed the thesis project in one school year from the time they successfully defended their Thesis proposal. There are three (3) types of awards: gold medal, silver medal and bronze medal for outstanding thesis

Once a thesis group is nominated, there will be a separate defense and another set of
panelists. A set of guidelines will be given and used for this special defense. Groups nominated for outstanding thesis does not automatically ensure that the group receives an award. It is possible that none of the nominated groups receives the outstanding thesis award. The selection for the Most Outstanding Thesis Award Committee is based on the following criteria: o Minimum of three (3) and a maximum of five (5) members for the committee o The lead panelist should be the senior and/or administrator of the ST department and/or College of Computer Studies o The thesis adviser and the original panelists cannot be members of the MOTA committee unless needed.
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 23

Nomination Process: The adviser submits a recommendation letter to the ST Thesis Coordinator nominating his/her advisees for MOTA. The thesis panel members should all endorse the recommendation letter. The letter should state the reasons for doing so. The ST Thesis Coordinator informs the students of their nomination. In some cases, the adviser may be tasked to relay the nomination to his advisees.
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 24

7.0 Thesis Manual of Style


7.1 Thesis Proposal Outline and Contents
Title Page If the title of the thesis is an acronym, provide a line description of the said acronym. This oneline description provides the reader a general idea of what the thesis is all about. Example: ITS-C: An Intelligent Tutoring System for C Programming Abstract From 150 to 200 words of short, direct and complete sentences, the abstract should be informative enough to serve as a substitute for reading the thesis itself. It states the rationale and the objectives of the research. Do not put citations or quotes in this section. Avoid beginning the abstract with This paper/document/thesis/study/ project/ The abstract should include at least five keywords that are relevant to the thesis project. For example: Keywords: agent, collaboration, communication, multi-agent systems, and distributed artificial intelligence. For possible keywords and/or classification recommended by the Association of Computing Machinery (ACM) and Institute of Electrical and Electronics Engineers (IEEE), please see the following sites, respectively: http://www.acm.org/class/; http://code.ucsd.edu/keywords.html; http://code.ucsd.edu/ieee_keywords

Table of Contents Observe the following format: 1.0. Research Description ..1-1 1.1. Overview of the Current State of Technology .1-2 1.2. Research Objectives....1-3 1.2.1. General Objective..1-3 1.2.2. Specific Objectives ...1-3 Note that the page number notation is as follows: <chapter/appendix> <page number> Thus the first page of Chapter 2 is 2-1, while the first page of Appendix A is A-1. 1.0. Research Description <provide a sentence or two describing this section> 1.1. Overview of the Current State of Technology This section gives the reader an overview of the specific technology or field in the international or local setting. The information regarding the technology or field should be contemporary and not based on outdated sources. Discussion must not be too technical or too detailed.
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 25

This section ends with a discussion on the problems faced by or that still exist in the specific technology or field (e.g., limitations of existing software or algorithms). The problem statement would lead to the research objectives. 1.2. Research Objectives 1.2.1 General Objective This section states the overall goal that must be achieved to answer the problem. 1.2.2 Specific Objectives This subsection is an elaboration of the general objective. It states the specific steps that must be undertaken to accomplish the general objective. These objectives must be specific, measurable, attainable, realistic, and time-bounded. Each specific objective may start with to design/survey/review/analyze Studying a particular programming language or development tool (e.g., to study Windows/ObjectOriented/Graphics/C++ programming) to accomplish the general objective is inherent in all thesis and, therefore, must not be included here. 1.3 Scope and Limitations of the Research This section discusses the boundaries (with respect to the objectives) of the research and the constraints within which the research will be developed. 1.4 Significance of the Research This section explains why research must be done in this area. It rationalizes the objective of the research with that of the stated problem. Avoid including here sentences such as This research will be beneficial to the proponents/department/college as this is already an inherent requirement of all ST thesis projects. Focus on the researchs contribution to the Computer Science field. 2.0. Review of Related Literature This section discusses the features, capabilities, and limitations of existing research, algorithms, or

software that are relevant and related/similar to the thesis. The reviewed work and software must be arranged either in chronological order, or by area (from general to specific). Observe a consistent format when presenting each of the reviewed works. In this section, the maximum number of pages is 20. At the end of this section, a table of summary should be included discussing the different systems discussed so far. 3.0. Research Methodology This section lists and discusses the specific steps and activities that will be performed by the proponents to accomplish the project. The discussion covers the activities from Thesis Proposal to THSST-3. Examples of activities include inquiry, survey, research, brainstorming, canvassing, consultation, review, interviews, observe, experiment, design, test, document, etc. The methodology also includes the following information:
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 26

What will be done How it will be done When and how long will the activity be done Where will it be done Why should be activity be done 4.0. Calendar of Activities This section contains the Gantt chart showing schedule of the activities outlined in the previous section (Research Methodology). The following table is an example of a Gantt chart: ACTIVITY JAN FEB MAR APR Data Gathering **** ** Software Requirements Analysis **** **** **** Initial Architectural Design ** 5.0. Bibliography Appendix A. Resource Persons For each resource person, specify the following items: <Full name and title, e.g., Dr. Juan de la Cruz> <Profession, e.g., faculty> <Department, e.g., College of Computer Studies> <Name of institution, e.g., De La Salle University> <E-mail address> Appendix B. Personal Vitae For each proponent, specify the following items: <Full name and title, e.g., Mr. Juan de la Cruz> <Residence address> <Contact numbers> <E-mail address> Note: (a) Font size = 10 pts (b) Font type = Arial
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 27

7.2 Thesis Document for Basic Research Outline and Contents


Title Page Advisers Recommendation Sheet* Panels Approval Sheet College Acceptance Sheet* Acknowledgement* Abstract Table of Contents List of Tables List of Figures 1.0. Research Description 1.1 Overview of the Current State of Technology (Thesis Proposal section 1.1) 1.2 Research Objectives (Thesis Proposal section 1.2) 1.3 Scope and Limitations of the Research (Thesis Proposal section 1.3) 1.4 Significance of the Research (Thesis Proposal section 1.4) 1.5 Research Methodology (Based on Thesis Proposal section 3.0 but modified to reflect what was actually done while developing the project) 2.0. Review of Related Literature Part of the contents of this section is lifted from Chapter 2 of the Thesis Proposal. Additional materials gathered during the different thesis stages must also be included. It is highly recommended that all existing systems being studied and reviewed are recent. This chapter should contain at most 20 pages, thus the discussion must be clear and concise. 3.0. Theoretical Framework This section discusses relevant theories and concepts to be used in the course of designing or developing the thesis. Include only those concepts that you feel will be needed. Do not copy the whole source material. Use the topics stated in the Thesis Proposal Research Objectives as a guide in determining the contents of this section. 4.0. The System Model, Algorithm, and Design* 5.0. Analysis* 6.0. Conclusion and Recommendations* 7.0. Bibliography (follow the format in the Thesis Proposal) Appendix A Appendix xxx Appendix (xxx)+1 Resource Persons (follow the format in the Thesis Proposal) Appendix (xxx)+2 Personal Vitae (follow the format in the Thesis Proposal)
* Included in the THSST-1 document discussing the preliminary design, model and algorithms. Final design and implementation should be documented and part of the THSST-3 document. Take note that this section in THSST-1 is subject to change depending on the research output of the proponents, and advices coming from the thesis adviser &/or thesis panel committee. * To be submitted in the final THSST-3 document only. SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 28

TECHNICAL MANUAL (if there is a software support system and depends on the nature of the basic research output, see Section 5.0)* USERS MANUAL (if there is a software support system and depends on the nature of the basic research output, see Section 6.0)*

7.3 Thesis Document for Applied & Application-Based Research Outline and Contents

Title Page Advisers Recommendation Sheet* Panels Approval Sheet College Acceptance Sheet* Acknowledgement* Abstract Table of Contents List of Tables List of Figures 1.0. Research Description 1.1 Overview of the Current State of Technology (Thesis Proposal section 1.1) 1.2 Research Objectives (Thesis Proposal section 1.2) 1.3 Scope and Limitations of the Research (Thesis Proposal section 1.3) 1.4 Significance of the Research (Thesis Proposal section 1.4) 1.5 Research Methodology (Based on Thesis Proposal section 3.0 but modified to reflect what was actually done while developing the project). 2.0. Review of Related Literature Part of the contents of this section is lifted from Chapter 2 of the Thesis Proposal. Additional materials gathered during the different thesis stages must also be included. This chapter should contain at most 20 pages, thus the discussion must be clear and concise. 3.0. Theoretical Framework This section discusses relevant theories and concepts to be used in the course of designing or developing the thesis. Include only those concepts that you feel will be needed. Do not copy the whole source material. Use the topics stated in the Thesis Proposal Research Objectives as a guide in determining the contents of this section. 4.0. The <XYZ> System This section gives the overall specifications and functional requirements of the software to be developed. 4.1. System Overview This section gives an overall view of the main features and capabilities of the software. 4.2. System Objectives This section states the specific requirements that must be met by the system. 4.3. System Scope and Limitations
* To be submitted in the final THSST-3 document only. * To be submitted in the final THSST-3 document only. SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 29

This section discusses the scope and limitations (i.e., the level of capability or extent of power) of each major function listed in section 4.2 above. This means that operations, which are beyond the identified limits, will simply be invalidated/ignored, and will not cause the system to malfunction, but instead cause the system to respond with error messages. Justifications for the identified limitations and assumptions must be included here. Assumptions are the conditions that must be satisfied or things that must be existing/available/followed in order for the

system to function properly. Ignoring such assumptions might result in system malfunction, which will not be the responsibility of the proponents. 4.4. Architectural Design This section presents the initial internal design of the system, by discussing its major components and their interactions. These components include the software components (e.g., modules, database systems, etc.), as well as the hardware components (e.g., processors, devices, etc.). The components and their interactions are graphically represented using design tools, such as hierarchical charts, structure charts or object models. Data flow diagrams may also be included to show how information passes among processes. In addition, discussions on why certain alternative and trade-offs were chosen must be included (e.g., issues on software decomposition, cost of hardware). Take note that this section can be modified as the thesis group sees fit during the development. 4.5. System Functions This section provides a listing of all the functions that must be performed or delivered by the system, and a description of each. Screen designs may be included, to help visualize the function being discussed. Usually, the functions are based on the menu and toolbar options. If a function generates reports, the report formats must be included in this section. Take note that this section can be modified as the thesis group sees fit during the development. 4.6. Physical Environment and Resources This section discusses the hardware and software resources needed to implement and to execute the system. If the system has a special set of target users, this section also includes the user specification (e.g., educational level, experience, and technical expertise). For certain uncommon resources, a discussion of why such resources are necessary must also be included. 5.0. Design and Implementation Issues* This section discusses the design and implementation of the major data structures and algorithms used in the software. It included a discussion on the major issues and problems encountered, and the corresponding solutions and alternatives employed by the proponents. Parts of the design tools in the Technical Manual may be lifted as figures in this section. 6.0. Results and Observations* This section presents the analysis, interpretation and implications of the summarized test results, as well as observations on the limits of the systems capabilities. It also discusses the type(s) of testing performed on the system, the test data used, and the results of the tests. The type(s) of tests performed varies depending on the system developed. For instance,

commissioned software would require a detailed acceptance test and system response time analysis, while software implementing an algorithm would require an analysis of the performance of the algorithm on different machines or on different test data. 7.0. Conclusion and Recommendations*
* To be submitted in the final STTHES3 document only. SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 30

This chapter gives an assessment of what happened in this project. It presents explanations and justifications on how the objectives of the thesis were met, to what extent and why some objectives were not met. 8.0. Bibliography (follow the format in the Thesis Proposal) This chapter also includes a discussion of possible improvements that can be made on the software, as well as future directions of the research topic in general. This serves as a springboard for projects that may be done by future thesis groups. Appendix A Appendix xxx Appendix (xxx)+1 Resource Persons (follow the format in the Thesis Proposal) Appendix (xxx)+2 Personal Vitae (follow the format in the Thesis Proposal) TECHNICAL MANUAL (see Section 5.0)* USERS MANUAL (see Section 6.0)*

8.0 Format for References, Citations, and Quotations


The following discussions are based from the American Psychological Association (APA) format*.

8.1 Handling Quotations in your Text


When using APA format, the author-date method of citation is being followed. This means that the author's last name and the year of publication for the source should appear in the text, and a complete reference should appear in the reference list. Examples: Smith (1970) compared reaction times . . . In a recent study of reaction times (Smith, 1970) . . . * In 1970, Smith compared reaction times . . .

8.2 Short Quotations


To indicate short quotations (fewer than 40 words) in your text, enclose the quotation within double quotation marks. Provide the author, year, and specific page citation in the text, and include a complete reference in the reference list. Punctuation marks such as periods, commas, and semicolons should appear after the parenthetical citation. Question marks and exclamation points should appear within the quotation marks if they are a part of the quotation but after the parenthetical citation if they are a part of your text. Examples:

She stated, "The placebo effect disappeared when behaviors were studied in this manner" (Miele, 1993, p. 276), but she did not clarify which behaviors were studied.* According to Miele (1993), "the placebo effect disappeared when behaviors were studied in this manner" (p. 276). Miele (1993) found that "the placebo effect disappeared" in this case (p. 276), but what will the next
* From the book entitled The Publication Manual of the American Psychological Association (4th Edition) * Highly recommended to use. * Highly recommended to use. SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 31

step in researching this issue be?

8.3 Long Quotations


Place quotations longer than 40 words in a freestanding block of typewritten lines, and omit quotation marks. Start the quotation on a new line, indented five spaces from the left margin. Type the entire quotation on the new margin, and indent the first line of any subsequent paragraph within the quotation five spaces from the new margin. Maintain double-spacing throughout. If you choose to use singlespacing, then it has to be consistent all throughout the document/essay. The parenthetical citation should come after closing punctuation mark. Example: Miele's 1993 study found the following: The placebo effect disappeared when behaviors were studied in this manner. Furthermore, the behaviors were never exhibited again, even when real drugs were administered. Earlier studies conducted by the same group of researchers at the hospital were clearly premature in attributing the results to a placebo effect. (p. 276)

8.4 Bibliography/Reference List


The reference list should appear at the end of your essay/document. It provides the information necessary for a reader to locate and retrieve any source you cite in the essay. Each source you cite in the essay must appear in your reference list; likewise, each entry in the reference list must be cited in your text. Basic Rules Authors' names are inverted (last name first); give last name and initials for all authors of a particular work. Your reference list should be alphabetized by authors' last names. If you have more than one work by a particular author, order them by publication date, newest to oldest (thus a 1996 article would appear after a 1991 article). When an author appears as a sole author and as the first author of a group, list the one-author entries first. If no author is given for a particular source, alphabetize by the title of the piece and use a shortened version of the title for parenthetical citations. Use "&" instead of "and" when listing multiple authors of a single work. The first line of each entry in your reference list should be indented one-half inch from the left

margin. Subsequent lines should be flush with the left margin. All references should be single-spaced. Capitalize only the first word of a title or subtitle of a work. Underline titles of books and journals. Note that the underlining in these entries often continues beneath commas and periods. Each entry is separated from the next by a single space (thus the entire reference list is single-spaced, with no extra returns added). List all the references according to the authors (1st author) or title (if there is no authors mentioned) in alphabetical, ascending order. The reference list contains all the sources coming from books, articles, technical papers and journals. Sources coming from the WEB should be placed at the last section of the reference list.

8.5 Basic Forms for Sources in Print


8.5.1 An article in a periodical (such as a journal, newspaper, or magazine) Author, A. A., Author, B. B., & Author, C. C. (Year of Publication, add month and of publication for daily, weekly, or monthly publications). Title of article. Title of periodical, Volume Number, pages. N.B. You need list only the volume number if the periodical uses continuous pagination throughout a
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 32

particular volume. If each issue begins with page 1, then you should list the issue number as well: Title of Periodical, Volume (Issue), and pages. 8.5.2 A non periodical (such as a book, report, brochure, or audiovisual media) Author, A. A. (Year of Publication). Title of work: Capital letter also for subtitle. Location: Publisher. N.B. For "Location," you should always list the city, but you should also include the state if the city is unfamiliar or if the city could be confused with one in another state. 8.5.3 Part of a non-periodical (such as a book chapter or an article in a collection) Author, A. A., & Author, B. B. (Year of Publication). Title of chapter. In A. Editor & B. Editor (Eds.), Title of book (pages of chapter). Location: Publisher. N.B. When you list the pages of the chapter or essay in parentheses after the book title, use "pp." before the numbers: (pp. 1-21). This abbreviation, however, does not appear before the page numbers in periodical references.

8.6 Basic Forms for Electronic Sources


8.6.1 A web page Author, A. A. (Date of Publication or Revision). Title of full work [online]. Available: full web address. (Date of access). N.B. "Date of access" should indicate the date you visited the website. This is important because online information is frequently altered. Example: Daly, B. (1997). Writing argumentative essays. [online]. Available: http://www.eslplanet.com/teachertools/argueweb/frntpage.htm. (May 12, 1998) 8.6.2 An online journal or magazine

Author, A. A., & Author, B. B. (Date of Publication). Title of article. In Title of full work [online]. Available: full web address (Date of access). Examples: Journal article, one author Harlow, H. F. (1983). Fundamentals for preparing psychology journal articles. Journal of Comparative and Physiological Psychology, 55, 893-896. Journal article, more than one author Kernis, M. H., Cornell, D. P., Sun, C. R., Berry, A., & Harlow, T. (1993). There's more to selfesteem than whether it is high or low: The importance of stability of self-esteem. Journal of Personality and Social Psychology, 65, 1190-1204. Work discussed in a secondary source Coltheart, M., Curtis, B., Atkins, P., & Haller, M. (1993). Models of reading aloud: Dual-route and parallel-distributed-processing approaches. Psychological Review, 100, 589-608. N.B. Give the secondary source in the references list; in the text, name the original work, and give a citation for the secondary source. For example, if Seidenberg and McClelland's work is cited in Coltheart et al. and you did not read the original work, list the Coltheart et al. reference in the
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 33

References. In the text, use the following citation: Seidenberg and McClelland's study (as cited in Coltheart, Curtis, Atkins, & Haller, 1993) Magazine article, one author Henry, W. A., III. (1990, April 9). Making the grade in today's schools. Time, 135, 28-31. Book Calfee, R. C., & Valencia, R. R. (1991). APA guide to preparing manuscripts for journal publication. Washington, DC: American Psychological Association. An article or chapter of a book O'Neil, J. M., & Egan, J. (1992). Men's and women's gender role journeys: Metaphor for healing, transition, and transformation. In B. R. Wainrib (Ed.), Gender issues across the life cycle (pp. 107-123). New York: Springer. A government publication National Institute of Mental Health. (1990). Clinicaltraining in serious mental illness (DHHS Publication No. ADM 90-1679). Washington, DC: U.S. Government Printing Office. A book or article with no author or editor named Merriam-Webster's collegiate dictionary (10th ed.). (1993). Springfield, MA: Merriam-Webster. New drug appears to sharply cut risk of death from heart failure. (1993, July 15). The Washington Post, p. A12. N.B. For parenthetical citations of sources with no author named, use a shortened version of the title instead of an author's name. Use quotation marks and underlining as appropriate. For example, parenthetical citations of the two sources above would appear as follows: (Merriam-Webster's, 1993) and ("New Drug," 1993).

A translated work and/or a republished work Laplace, P. S. (1951). A philosophical essay on probabilities (F. W. Truscott & F. L. Emory, Trans.). New York: Dover. (Original work published 1814) A review of a book, film, television program, etc. Baumeister, R. F. (1993). Exposing the self-knowledge myth [Review of the book The selfknower: A hero under control]. Contemporary Psychology, 38, 466-467. An entry in an encyclopedia Bergmann, P. G. (1993). Relativity. In The new encyclopedia britannica (Vol. 26, pp. 501-508). Chicago: Encyclopedia Britannica. An online journal article Kenneth, I. (1995). A Buddhist response to the nature of human rights. [9 pars.] Journal of Buddhist Ethics [online serial], 2. Available: http://www.cac.psu.edu/jbe/twocont.html. (June 15, 1998) 8.6.3 Email Because e-mail is a personal communication, not easily retrieved by the general public, no entry appears in your reference list. When you cite an email message in the body of your paper, acknowledge it in your parenthetical citation: The novelist has repeated this idea recently (Salman Rushdie, email to author, May 1, 1995).
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 34

Example: The Publication Manual of the APA provides extensive examples covering a wide variety of potential sources. Below are some of the most commonly cited kinds of sources. If your particular source is not listed below, use the basic forms (above) to determine the correct format, check the Publication Manual, or call or email the Writing Lab for help at (765) 494-3723 or owl@cc.purdue.edu. (Many of these examples are taken from the Publication Manual.)

8.7 A Note on Footnotes and Endnotes


Because long explanatory notes can be distracting to readers, most academic style guidelines (including MLA and APA) recommend limited use of footnotes/endnotes. An exception is Chicago-style documentation, which relies on notes for all citations as well as explanatory notes. But even in that case, extensive discursive notes are discouraged. Proper use of notes include: 1. Evaluative bibliographic comments, for example: 1 See Blackmur (1995), especially chapters three and four, for an insightful analysis of this trend. 2 On the problems related to repressed memory recovery, see Wollens (1989) pp. 120-35; for a contrasting view, see Pyle (1992). 2. Occasional explanatory notes or other brief additional information that would seem digressive if included in the main text but might be interesting to readers, for example: 3 In a recent interview, she reiterated this point even more strongly: "I am an artist, not a politician!" (Weller, 1998, p. 124). Footnotes in APA format are indicated by consecutive superscript Arabic numbers in the text. The

notes themselves are listed by consecutive superscript Arabic numbers and appear singlespaced in regular paragraph format (a new paragraph for each note) on a separate page under the word Footnotes (centered, in plain text without quotation marks).

8.8 References/Bibliography
The listing of references used in the document should be listed and arranged alphabetically according to the first author. In cases where the author is the same, the most recent publication should be indicated first.
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 35

9.0 Technical Manual


For those using the object-oriented methodology, kindly use the following CLASS DICTIONARY FORMAT for your technical manual and as well as the UML package diagram. Moreover class diagrams; file and module specifications are included in the technical manual. Use case diagrams and its description are highly encouraged. However, if structured programming is applied, HIPO/IPO or DFD are necessary in this document. For each class that you have created: CLASS SUPERCLASS PROPERTIES 1. <Property name> -- <purpose and constraint> 2. 3. METHODS 1. <Method name> -- <description, parameters, result type, and constraint> 2. If you are creative enough, you may want to come up with your own table format. Just make sure that you have the minimum requirements outlined above for each class. The design and implementation issues of your class methods are discussed in the Design and Implementation chapter (which can include the pseudo code). There is no pseudo code needed in your Technical Manual, nor are you required to do IPO. For each class in MFC or Windows environment that you have used, kindly explain them in your Theoretical Framework chapter.
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 36

10.0 Users Manual


All software systems are required by the department to have ONLINE HELP and a USERS MANUAL. Most of the contents of the Users Manual are based from Chapter 4 of the main thesis document (specifically on the system functions and features). The difference lies in the manner of presentation. Chapter 4 of the main thesis document is oriented towards highly technical systems designer, thus it gives an overview of the major modules of the system and their interactions. On the other hand, the Users Manual is oriented towards end users, who might be nave users. Therefore, it gives a detailed step-by-step instruction on how to use each function and feature of the

system. The suggested outline of the Users Manual is as follows: Title Page (similar to the thesis title page but add the line USERS MANUAL below the thesis title) Table of Contents 1.0. INTRODUCTION This section gives an overview of the system. It includes the following subsections: 1.1. SYSTEM REQUIRMENTS This section lists the minimum hardware and software requirements needed to properly execute the system. 1.2. INSTALLATION This subsection contains instructions on how to install the system, and the list necessary files and their respective directories. 1.3. CONVENTION This subsection presents the convention used in the manual, e.g., text in boldface for emphasis on important concepts, text in italics are inputs from the users, etc. 2.0. GETTING STARTED This section tarts with instructions on how to run the system, and the initial screen that will be displayed. It then explains the major components of the system, e.g., tool bars, menu options, status bar, etc. 3.0. <MODULE / FEATURE 1> Succeeding sections, from 3.0 to N-1, focus on the major modules or features of the system. Each section contains detailed instructions on how to use the particular modules, the available features and limitations of the module. : : N.0. Messages This section lists all system messages error message, status message, information, and instruction message that the user may encounter while using the system. For each message, include a brief description and the possible courses of action that the user may take in response to the message. Below is a sample format: <Message Text> Description:
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 37

Action: The messages must be arranged in ascending order, and may be grouped into subsections (e.g., N.1 Error Messages, N.2 Status Messages, etc.).
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 38

11.0 Forms
Title Page

<Title of Thesis>

A [Partial]29 Thesis [Proposal] Presented to the Faculty of the College of Computer Studies De La Salle University In Partial Fulfillment of the Requirements for the Degree of Bachelor of Science in Computer Science by <lastname, firstname, middle initial of proponent 1>30 <lastname, firstname, middle initial of proponent 2> <lastname, firstname, middle initial of proponent 3> <lastname, firstname, middle initial of proponent 4> <advisers signature> <advisers name> Faculty Adviser <date of submission>
29 A Thesis Proposal is used for students working on the STRESME requirements; A Partial Thesis is used for THES1 document and A Thesis is used for THES3 document. 30 Proponents names are arranged according to the last name SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 39

Advisers Recommendation Sheet

The [partial] thesis [proposal] entitled <title of thesis> developed by: <lastname, firstname, middle initial of proponent 1> <lastname, firstname, middle initial of proponent 2> <lastname, firstname, middle initial of proponent 3> <lastname, firstname, middle initial of proponent 4> and submitted in partial fulfillment of the requirements of the Bachelor of Science in Computer Science degree, has been examined and recommended for acceptance and approval. ____________________________, Adviser ______________________________, Date
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 40

Panels Approval Sheet

The [partial] thesis [proposal] entitled <title of thesis> after having been reviewed, is hereby approved by the following members of the thesis committee: ___________________________ <name of lead panelist> Lead Panelist __________________________ Date _____________________ ___________________ <name of panelist> <name of panelist> Panelist Panelist ____________________ ____________________

Date Date
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 41

College Acceptance Sheet

The thesis entitled <title of thesis> after having been recommended and reviewed, is hereby approved by the Software Technology Department, College of Computer Studies, De La Salle University: _____________________ __________________ <name of chairperson> <name of dean> Chairperson Dean Software Technology Department College of Computer Studies _____________________ ___________________ Date Date
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 42

THSST-2 Agreement Form


(Front page) (Back page)
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 43

THSST-2 Grade Form


(front page) (back page)
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 44

12.0 Additional Guidelines on Document Writing


The following discussions are based from the American Psychological Association (APA) format*.

12.1 Developing an Outline


An outline is: A logical, general description A schematic summary An organizational pattern A visual and conceptual design of your writing An outline reflects logical thinking and clear classification. Purpose Generally: Aids in the process of writing Specifically: Helps you organize your ideas Presents your material in a logical form Shows the relationships among ideas in your writing Constructs an ordered overview of your writing Defines boundaries and groups Process Before you begin: Determine the purpose of your paper. Determine the audience you are writing for. Develop the thesis of your paper. Then: Brainstorm: List all the ideas that you want to include in your paper. Organize: Group related ideas together.

Order: Arrange material in subsections from general to specific or from abstract to concrete. Label: Create main and subtonic headings, and write coordinate levels in parallel form. Theory An outline has a balanced structure based on the following principles: Parallelism Coordination Subordination Division Parallelism Whenever possible, in writing an outline, coordinate heads should be expressed in parallel form. That is, nouns should be made parallel with nouns, verb forms with verb forms, adjectives with adjectives, and so on (Example: Nouns: computers, programs, users; Verbs: to compute, to program, to use; Adjectives: home computers, new programs, experienced users). Although parallel structure is desired, logical and clear writing should not be sacrificed simply to maintain parallelism. (For example, there are
* From the book entitled The Publication Manual of the American Psychological Association (4th Edition) SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 45

times when nouns and gerunds at the same level of an outline are acceptable.) Reasonableness and flexibility of form is preferred to rigidity. Coordination In outlining, those items which are of equal significance have comparable numeral or letter designations: an A is equal to a B, a 1 to a 2, an a to a b, etc. Coordinates should be seen as "having the same value." Coordination is a principle that enables a writer to maintain a coherent and consistent document. Example: Correct coordination A. Word processing programs B. Database programs C. Spreadsheet programs Faulty coordination A.Word processing programs B. Microsoft Word C. Page Maker Explanation: Word is a type of word processing program and should be treated as a subdivision. Page Maker is a type of desktop publishing program. One way to correct coordination would be: A. Types of programs 1. Word processing 2. Desktop publishing B. Evaluation of programs 1. Word processing a. Word b. Word Perfect 2. Desktop Publishing

a. Page Maker b. Quark Express Subordination In order to indicate levels of significance, an outline uses major and minor headings. Thus in ordering ideas, you should organize it from general to specific or from abstract to concrete- the more general or abstract the term, the higher the level or rank in the outline. This principle allows your material to be ordered in terms of logic and requires a clear articulation of the relationship between component parts used in the outline. Subdivisions of each higher division should always have the same relationship to the whole.
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 46

Example: Correct subordination A. Word processing programs 1. Microsoft Word 2. Word Perfect B. Desktop publishing programs 1. PageMaker 2. Quark Express Faulty subordination A. Word processing programs 1. Word 2. Useful 3. Obsolete Explanation: There is an A without a B. Also 1, 2, and 3 are not equal; Word is a type of word processing program, and useful and obsolete are qualities. One way to correct this faulty subordination is: A. Word 1. Positive features 2. Negative features B. Word Perfect 1. Positive features 2. Negative features Division To divide you always need at least two parts; therefore, there can never be an A without a B, a 1 without a 2, an a without a b, etc. Usually there is more than one way to divide parts; however, when dividing use only one basis of division at each rank, and make the basis of division as sharp as possible. Correct division A. Personal computers: hardware 1. Types 2. Cost 3. Maintenance B. Personal computers: software

Faulty division A. Computers 1. Mainframe 2. Micro a. Floppy disk b. Hard disk B. Computer uses 1. Institutional 2. Personal
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 47

Form The most important rule for outlining form is to be consistent! An outline can use topic or sentence structure. A topic outline uses words or phrases for all entries; uses no punctuation after entries. Advantages: presents a brief overview of work; is generally easier and faster to write than a sentence outline. A sentence outline uses complete sentences for all entries; uses correct punctuation. Advantages: presents a more detailed overview of work including possible topic sentences; is easier and faster for writing the final paper. An outline can use Roman numerals/Letters or Decimal form. Roman Numeral I. A. B. 1. 2. a. b. Decimal 1.0 1.1 1.2 1.2.1 1.2.2 1.2.2.1 1.2.2.2

12.2 Quoting, Paraphrasing, and Summarizing


This section is intended to help you become more comfortable with the uses of and distinctions among quotations, paraphrases, and summaries. The first part of the handout compares and contrasts the terms, while the second part offers a short excerpt that you can use to practice these skills. 12.2.1 What are the differences among quoting, paraphrasing, and summarizing? These three ways of incorporating other writers' work into your own writing differ according to the closeness of your writing to the source writing. Obviously, a quotation must be identical to the original, using a narrow segment of the source. Paraphrased material is usually shorter than the original

passage, taking a somewhat broader segment of the source and condensing it slightly. Summaries are significantly shorter than the original and take a broad overview of the source material. Quotations must match the source document word for word and must be attributed to the original author. Paraphrasing involves putting a passage from source material into your own words. A paraphrase must also be attributed to the original source. Summarizing involves putting the main idea(s) into your own words, including only the main point(s). Once again, it is necessary to attribute summarized ideas to the original source.
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 48

9.2.2 Why use quotations, paraphrases, and summaries? Quotations, paraphrases, and summaries serve many purposes. They are used to: provide support for claims or add credibility to your writing refer to work that leads up to the work you are now doing give examples of several points of view on a subject call attention to a position that you wish to agree or disagree with highlight a particularly striking phrase, sentence, or passage by quoting the original distance yourself from the original by quoting it in order to cue readers that the words are not your own expand the breadth or depth of your writing Writers frequently intertwine summaries, paraphrases, and quotations. As part of a summary of an article, a chapter, or a book, a writer might include paraphrases of various key points blended with quotations of striking or suggestive phrases as in the following example: In his famous and influential work On the Interpretation of Dreams, Sigmund Freud argues that dreams are the "royal road to the unconscious" (page), expressing in coded imagery the dreamer's unfulfilled wishes through a process known as the "dream work" (page). According to Freud, actual but unacceptable desires are censored internally and subjected to coding through layers of condensation and displacement before emerging in a kind of rebus puzzle in the dream itself (pages). 9.2.3. How to use quotations, paraphrases, and summaries Practice summarizing the following essay, using paraphrases and quotations as you go. A good way to start is to read the entire text, noting the key points and main ideas. Then, summarize in your own words what the single main idea of the essay is. Next, paraphrase important supporting points that come up in the essay. Also consider any words, phrases, or brief passages that you believe should be quoted directly. There are several ways to integrate quotations into your text. Often, a short quotation works well when integrated into a sentence. Longer quotations can stand-alone. Remember that quoting should be done only sparingly; be sure that you have a good reason to include a direct quotation when you decide to do so.

12.3. Paraphrase: Write it in Your Own Words


Learn to borrow from a source without plagiarizing. A paraphrase is... your own rendition of essential information and ideas expressed by someone else, presented in a new form. one legitimate way (when accompanied by accurate documentation) to borrow from a source. a more detailed restatement than a summary, which focuses concisely on a single main idea. Paraphrasing is a valuable skill because... it is better than quoting information from an undistinguished passage. it helps you control the temptation to quote too much. the mental process required for successful paraphrasing helps you to grasp the full meaning of the original. 6 Steps to Effective Paraphrasing 1. Reread the original passage until you understand its full meaning. 2. Set the original aside, write your paraphrase on a note card. 3. Jot down a few words below your paraphrase to remind you later how you envision using this material. At the top of the note card, write a key word or phrase to indicate the subject of your paraphrase. 4. Check your rendition with the original to make sure that your version accurately expresses all the essential information in a new form.
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 49

5. Use quotation marks to identify any unique term or phraseology you have borrowed exactly from the source. 6. Record the source (including the page) on your note card so that you can credit it easily if you decide to incorporate the material into your paper. Some examples to compare: The original passage: Students frequently overuse direct quotation in taking notes, and as a result they overuse quotations in the final [research] paper. Probably only about 10% of your final manuscript should appear as directly quoted matter. Therefore, you should strive to limit the amount of exact transcribing of source materials while taking notes. Lester, James D. Writing Research Papers. 2nd ed. (1976): 46-47. A legitimate paraphrase: In research papers students often quote excessively, failing to keep quoted material down to a desirable level. Since the problem usually originates during note taking, it is essential to minimize the material recorded verbatim. An acceptable summary: Students should take just a few notes in direct quotation from sources to help minimize the amount of quoted material in a research paper. A plagiarized version:

Students often use too many direct quotations when they take notes, resulting in too many of them in the final research paper. In fact, probably only about 10% of the final copy should consist of directly quoted material. So it is important to limit the amount of source material copied while taking notes.

12.4 Avoiding Plagiarism


Academic writing in any institutions is filled with rules that writers often dont know how to follow. A working knowledge of these rules, however, is critically important; inadvertent mistakes can lead to charges of plagiarism, or the unacknowledged use of somebody elses words or ideas. A charge of plagiarism can have severe consequences, including expulsion from the university. This handout, which does not reflect any official university policy, is designed to help writers develop strategies for knowing how to avoid accidental plagiarism.
SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 50

The Contradictions of American Academic Writing Show you have done your research ---But--Write something new and original Appeal to experts and authorities ---But--Improve upon, or disagree with experts and authorities Improve your English By mimicking what you hear and read ---But--Use your own words, your own voice Give credit where credit Is due ---But--Make your own significant contribution Since teachers and administrators may not distinguish between deliberate and accidental plagiarism, the heart of avoiding plagiarism is to make sure you give credit where it is due. This may be credit for

something somebody said, wrote, emailed, drew, or implied.


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Choosing When to Give Credit Need to Document No Need to Document When you are using or referring to somebody elses words or ideas from a magazine, book, newspaper, song, TV program, movie, Web page, computer program, letter, advertisement, or any other medium When you use information gained through interviewing another person When you copy the exact words or a "unique phrase" from somewhere When you reprint any diagrams, illustrations, charts, and pictures When you use ideas that others have given you in conversations or over email When you are writing your own experiences, your own observations, your own insights, your own thoughts, your own conclusions about a subject When you are using "common knowledge" folklore, common sense observations, shared information within your field of study or cultural group When you are compiling generally accepted facts When you are writing up your own experimental results Making Sure You Are Safe Action during the writing process Appearance on the finished product When researching, note-taking, and interviewing Mark everything that is someone elses words with a big Q (for quote) or with big quotation marks Indicate in your notes which ideas are taken from sources (S) and which are your own insights (ME) Record all of the relevant documentation information in your notes Proofread and check with your notes (or photocopies of sources) to make sure that anything taken from your notes is acknowledged in some

combination of the ways listed below: In-text citation Footnotes Bibliography Quotation marks Indirect quotations When paraphrasing and summarizing First, write your paraphrase and summary without looking at the original text, so you rely only on your memory. Next, check your version with the original for content, accuracy, and mistakenly borrowed phrases Begin your summary with a statement giving credit to the source: According to Jonathan Kozol, ... Put any unique words or phrases that you cannot change, or do not want to change, in quotation marks: ... "savage inequalities" exist throughout our educational system (Kozol).
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When quoting directly Keep the persons name near the quote in your notes, and in your paper Select those direct quotes that make the most impact in your paper too many direct quotes may lessen your credibility and interfere with your style Mention the persons name either at the beginning of the quote, in the middle, or at the end Put quotation marks around the text that you are quoting Indicate added phrases in brackets ( [ ] ) and omitted text with ellipses ( . . . ) When quoting indirectly Keep the persons name near the text in your notes, and in your paper Rewrite the key ideas using different words and sentence structures than the original text Mention the persons name

either at the beginning of the information, or in the middle, or at that end Double check to make sure that your words and sentence structures are different than the original text Deciding if something is "Common Knowledge" A material is probably common knowledge if You find the same information undocumented in at least 5 other sources You think it is information that your readers will already know You think a person could easily find the information with general reference sources. 9.5 Writing Research Papers: A Step-by-Step Procedure* The Preliminaries 1. Choose a topic 2. Begin preliminary reading 3. Restrict the subject 4. Develop a preliminary thesis statement Gathering Data 1. Compile the working bibliography 2. Prepare the bibliography on cards in correct form (3" x 5" cards) 3. Begin extensive work in the library reference room; be sure to check: a. general bibliographies b. trade bibliographies c. indexes (books and collections, literature in periodicals, newspaper indexes, pamphlet indexes) d. library electronic catalogue Taking Notes 1. Develop a preliminary outline 2. Evaluate your source material; which is primary material and which is secondary material? 3. Begin note-taking on cards (4" x 6" cards) 4. Avoid plagiarism Writing the Paper
* Most of this format is based on the process described by James D. Lester in Writing Research Papers: A Complete Guide, 2nd ed. (1971; rpt. Glenview, Illinois: Scott, Foresman, 1976). SOFTWARE TECHNOLOGY DEPARTMENT Thesis Guidelines: page 53

1. Develop the final outline; test your outline 2. Prepare to write: a. Put your note cards in the order that your outline is in b. Consider your (real and imagined) readers and how their expectations may affect your tone and style 3. Write the rough draft 4. Check your documentation carefully 5. Revise and rewrite 6. Check the format of the text, citations, notes, and bibliography 7. Proofread
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13.0 STTHES Final Deliverables


If a thesis group received a verdict of PASS WITH MINOR REVISIONS, this does not guarantee the

group that they have passed the thesis. They are required to accomplish all the revisions given by the panelists. Furthermore, the group has to submit all the requirements imposed by the thesis coordinator. If any of the requirements is not received by the thesis coordinator with the condition that the software is running perfectly will automatically receive a FAIL mark for THSST-3. The following are the guidelines and requirements for THSST-3 final deliverables: All thesis groups must submit the following: One (1) hardbound (GREEN color) copy of the thesis documentation. Must be an original copy. The main document must be printed on thesis paper, using 10-size font, single-spaced, Arial. Include in the main thesis document the Panels Approval Sheet and the Advisers Recommendation Sheet (with complete signatures of every member in the thesis panel committee and the thesis adviser) Appendices, Technical Manual, and Users Manual must be printed on letter-sized (8 x 11) bond paper. The source codes need not be printed. Documents (i.e technical and users) must be bound along with the thesis main document as one volume. The front cover of the hardbound document should follow the same format as the thesis title page. The side cover of the hardbound document should contain the thesis title, term and year of completion. Three (3) properly labeled CD-copies of the source codes, thesis documentation (including technical and users manuals), defense presentation and the executable files. Each CD should be placed inside a thin, clear, plastic case. A label should be inserted into the slot of the clear plastic case. The front label must contain the following information: Thesis title, Term and School year of completion, proponents, and adviser/s. The back label should indicate the software requirements and the installation instructions in bullet form. The CD label should be the same as the front label. The fonts used should be at least Arial 7pts. The CD(s) must be subdivided into the following directory structure: ROOT [SOURCE] [APP] [DOC] [PRESENTATIONS] <EXE> <HLP> <DLL> ... <MAIN> <USER> <TECH> where: [SOURCE] contains the source code (*.CPP, *.H, *.JAVA, *.JSP, *.FRM, *.BAS, *.HTM, *.VBS, etc) [PRESENTATION] contains the PowerPoint presentation used for the final defense, continuous Flash presentation of a run/flow of your program, HTML and etc.

[DOC] contains the thesis documentation and is subdivided into main document (<main>), users manual (<user>), technical manual (<tech>), and other documents (<others>) which include the technical paper/s (if applicable), poster, and brochure. The technical paper refers to a document in ACM format intended to be submitted to a conference. The poster is a 1-page short description of the thesis (or a component in the thesis) outlining the major features, intended for a poster presentation in a conference. The brochure is 1-page back-to-back document for marketing purposes, so the intended
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reader would be end-users. The actual editable document (<DOCS>) and its PDF format files (<PDF>) should be stored. [EXE] contains the executable file (*.EXE) and its necessary components, including DLL (*.DLL), help files (*.HLP), data files (*.DAT, *.TXT), components, activex, etc needed to execute your software. Include also a sample file. Both CDs must also contain the following files at the root directory: SETUP.EXE. Any one of these files will install the executable file and other necessary components (e.g., data files, system files, help files, DLL files) needed to run your software. FILES.LST. This file contains the list of files found on each of the CDs, as well as a brief description of each file. READ.ME. This file contains instructions on how to install the executable files, the system requirements, your main user name and password, personal vitae of all proponents, and any last minute information. CD containing the HTML file with the following contents: Heading: Software Technology Department Undergraduate Thesis Program Thesis Title Optional picture file(s) Thesis Proponents (with picture and contact info) and Thesis Adviser Thesis Abstract Document Outline (i.e., Table of Contents and links to the documents in the CD) Research Overview System Overview Major Modules and System Features CD should also contain flash presentation demonstrating the thesis project (i.e. features and functionality). This flash presentation should be a self-demo showing the functionality and features of the software. CD should also contain the PowerPoint presentation used during the final defense. The Adviser should affix his signature at the front label and the CD label signifying that the CDs have been checked; the contents are complete; and the programs are working properly including

the installation. Printout of CCS Alumni Information Sheet of each of the proponents Course cards with a grade of PASS will be released only upon receipt of all the above requirements on course card distribution day.
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THSST-0 (STRESME) * THSST-1 * THSST-2 * THSST -3 Process


THSST-0 (STRESME) Requirement: 1. Students enroll a 2-unit course, STRESME Scope: Identification of the research problem Specification of the objectives of the research; and Search and review of related literature Activities: Proposal Defense o Scheduling STRESME Instructor o Selection of Panelists STRESME Instructor o Selection of Adviser STRESME Instructor o Students Prepare presentation materials. Stages: (a) Regular Defense; (b) Re-Propose Provisions: Students can under go at most 3 Defenses Defense weeks/Submission weeks are as follow: 8th week (W) submission of document (for 1st defense) 9th week 1st defense week 10th week (W) submission of document (for 2nd defense) 11th week 2nd defense week 12th week (W) submission of document (for 3rd defense) 13th week last defense week 14th week submission of approved thesis proposal document No further defense beyond the 13th week. If students fail at this point, then they enroll STRESME on the following term. Verdicts: Pass with Revisions Re-Propose Fail Process: 1. Students submit thesis proposal document to the STRESME instructor based on the date stated in the syllabus. a. It is highly recommended that when students do their thesis proposal, their probable thesis adviser is guiding them. 2. Students undergo Proposal Defense 3. If students received a verdict of Conditional Pass with Recommendations/Revisions, then: a. Students perform the revisions required by the panelists; b. As soon as they are done with the revisions, students submit their revised document to the STRESME Instructor. Attached in the document is a copy of revisions requested by the panelists and pages where these revisions can be found in the revised document; c. STRESME Instructor routes the document to the panelists. d. Panelists check and return the document back to the STRESME Instructor. e. STRESME Instructor returns the document back to the proponents f. Students check their documents to see if there are further revisions. If there are, go back to Step

3.a. If there are no further revisions, then go to Step g. g. Submit the approved document to the STRESME Instructor with panelists signatures on/before the date and time specified in the syllabus. h. STRESME Instructor forwards all (submitted) approved proposal to ST Thesis Coordinator. i. The STRESME Instructor recommends an adviser for each thesis group and coordinates with the Thesis Coordinator and the ST Chair. Once approved, the STRESME Instructor posts the list of advisers at the ST bulletin board, and informs the students. j. If Step 4.a is not applicable to the students, then students fail THSST-0 and retake THSST-0 the following term.
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4. If students received a verdict of Representation/Re-Propose, then: a. If (the number of defenses gone through by the students 3) and (the current term week is 12th week) then b. Submit a new proposal or revised proposal based on the recommendations set by the panelists to the STRESME Instructor; c. STRESME Instructor sets a redefense schedule. d. If students received a verdict of Conditional Pass with Recommendations/Revisions, then go to Step 3. a. If students received a verdict of Reject/Re-propose, then go to Step 4.a. Deliverables: o Thesis Proposal THSST-1 STRESME hard pre-requisite of THSST-1 Requirements: 1. Approved STRESME proposal; 2. Enrolled in a 2-unit course, THSST-1 Scope: Search and review of related literature; Investigation of existing solutions to the identified problem(s) in STRESME; Evaluation of existing solutions; and Application of methods and theories in the design of a solution to the problem(s) Activities: 1. Partial thesis defense o Scheduling for regular and redefenses ST Thesis Coordinator o Selection of Panelists based from STRESME panel o Students Prepare presentation materials; and prototype of system flow 2. Stages: (a) Regular Defense; (b) Redefense Provisions: If students fail to submit documents for the Regular Defense, they will automatically be scheduled for Redefense. Scheduling/Submission weeks are as follow: 8th week (W) submission of partial thesis document 9th week regular defense 11th week (W) submission of partial thesis document for redefense 12th week redefense week 13th week submission of final approved partial thesis document 14th week submission of THSST-2 Agreement Form Verdicts: Pass with Revisions Redefense Fail Process: 1. Students have the option to choose the following: (a) regular defense; and (b) redefense. If students choose regular defense, go to Step 2; if students choose redefense, go to Step 3

2. If regular defense, then: a. Students submit partial thesis document to the ST Thesis Coordinator on/before the date and time set by the ST Thesis Coordinator. b. The Adviser should sign the partial thesis documents title page before the submission. c. Students undergo partial thesis defense. d. If students received a verdict of Conditional Pass with Recommendations/Revisions, then: i. Students perform the revisions required by the panelists; ii. Students submit the revised document to their adviser. Attached in the document is a copy of revisions requested by the panelists and pages where these revisions can be found in the revised document; iii. Adviser checks their work and pass the document to other panelists; iv. Other panelists check the document and once done, pass the document back to the adviser.
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v. Students get the document from the adviser. vi. If there are further revisions needed to be done by the students, go back starting from Step 2.d.i vii. If there are no more revisions needed, students prepare the final version of their partial thesis document. viii. The adviser and panelists should sign the panels approval sheet. ix. The adviser should sign the documents title page. x. Students submit the signed document to the ST Thesis Coordinator on/before the date and time set by the latter. e. If students received a verdict of Redefense, then go to Step 3. 3. If Redefense, then: a. Perform Steps 2.a to 2.c. b. If verdict is Conditional Pass with Recommendations/Revisions, then perform starting from Step 2.d c. If verdict is Fail then, go to Step 4. 4. If students received a verdict of Fail, then: a. Students enroll THSST-1 in the following term. Deliverables: Partial Thesis Document THSST-2 Agreement Form THSST-2 THSST-2 hard pre-requisite of THSST-1 Requirements: 1. Approved THSST-1 document; 2. THSST-2 Agreement Form 3. Enrolled in a 2-unit course, THSST-2 Scope: Implementation of major system functions &/or modules in the target programming language and/or environment; Development and implementation of the solution identified in THSST-1; Documentation of development and implementation issues; Regular consultation with the thesis adviser; Public presentation in a duly organized symposium or congress by the College and/or University, or local/national conferences, if applicable and agreed by the thesis adviser and the thesis panel committee. Verdicts: Pass Fail Process: 1. A THSST-2 Agreement Form will be supplied by the Thesis Coordinator to the groups thesis adviser. 2. Before the admission of the group to THSST-2, the thesis adviser along with the thesis panel committee and the thesis group defines the expected deliverables and the corresponding deadlines for

THSST-2. In addition, the form indicates under what conditions the group will pass THSST-2 and proceeds to THSST-3 or receives a failing mark. 3. The contents of the Agreement form are deemed to be valid if all signatures of the concerned people (i.e. thesis adviser, proponents and thesis panel committee) are present. 4. At the minimum, the thesis adviser validates the deliverables submitted by the group. Deliverables: Deliverables stated in the THSST-2 Agreement form THSST-2 Grade Form THSST-3 Requirements: 1. Approved THSST-1 document and received a passing mark in THSST-2; 2. Enrolled in a 2-unit course, THSST-3 Scope: Development of minor system functions (i.e. online help, system enhancements) System testing and analysis of test results;
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Documentation of testing activities and test results; Finalization of the thesis deliverables (i.e. main document, technical manual, users manual, software); and Preparation for the thesis defense Activities: Thesis Defense o Scheduling of early, regular and redefenses ST Thesis Coordinator o Selection of Panelists based from THSST-1 panel o Students Prepare presentation materials; final thesis document; software; technical manual and users manual. Stages: (a) Regular Defense; (b) Redefense; and (c) Redemo Verdicts: Pass with Revisions Redefense Redemo Fail Provisions: Scheduling/Submission weeks as follow: 4th week (W) submission of thesis document for early defense 5th week early regular defense week 7th week (W) submission of thesis document for early redefense 8th week early redefense week 9th week (W) submission of thesis document for regular defense 10th week regular defense week 12th week (W) submission of thesis document for redefense 13th week redefense week 14th week submission of final deliverables Process: 1. Students have the option to choose the following: (a) early defense; (b) regular defense; and (c) redefense. If students choose early defense, then go to Step 2 ; if students choose regular defense, then go to Step 3 and if students choose redefense, go to Step 4. 2. If early defense, follow the process/procedures in Step 3 and Step 4. 3. If students choose regular defense, then: b. Students submit the complete thesis document with advisers signature on the title page to the ST Thesis Coordinator on the date and time set by the latter. c. Students undergo thesis defense. d. During the defense, students should present their technical manual, users manual and their system/SW.

e. If students received a verdict of Conditional Pass with Recommendations/Revisions, then: i. Students make necessary revisions based on the recommendation of the panelists; ii. Students submit their revised documents &/or SW to their adviser on the date set by the panelists during the defense; iii. Adviser checks their work; and once done, forward the materials to the other panelists; iv. Other panelists check students work and once done forward it back to the Adviser; v. Adviser returns the materials to his students vi. If there are further revisions, then perform Steps 3.d.i to 3.d.v. vii. If there are no more revisions, students prepare the final deliverables set by the ST Thesis Coordinator. Look at the DELIVERABLES SECTION of this document for THSST-3 f. If students received a verdict of Redefense, then go to Step 4. g. If students received a verdict of Redemo, then go to Step 6. 4. If students choose redefense, then: a. Perform Steps 3.a, to 3.c. b. If students received a verdict of Conditional Pass with Recommendations/Revisions, then perform Step 3.d c. If students received a verdict of Fail, then perform Step 5. 5. If students received a verdict of Fail, then students enroll THSST-3 in the following term. 6. If students received a verdict of Redemo, then:
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a. Students prepare any requirements set by the panelists. b. Students undergo the redemo activity on the date specified by the panelists c. If students received a verdict of Conditional Pass with Recommendations/Revisions, then, perform Step 3.e d. If students received a verdict of Fail, then perform Step 5. Deliverables: Requirements set by the Thesis Coordinator and the requirements are as follow (kindly refer to section 13.0 for the details): One (1) hardbound (GREEN color) copy of the thesis documentation. This document must be an original copy printed using the DLSU paper, 10-size font, single-spaced, Arial. More so the document should include the Panels Approval Sheet and Advisers Recommendation Sheet. Both should be signed. Included also the Appendices, Technical Manual, and Users Manual and all of these can be printed on a letter-sized (8x 11) bond paper The main document, Technical and Users Manual must be bound as a single volume. 3 CDs properly labeled and the contents include (a) the main document; (b) technical manual; (c) users manual; (d) source codes; (e) installation procedure and utilities; (f) libraries; 3rd-party software and the like. A flash-presentation or demonstration of the final thesis product. Brochure and poster Printout of CCS Alumni Information Sheet
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Thesis Defenses Scheduling


AS OF SEPTEMBER, 2007 STTHES0/STRESM 1st Defense 9th week 2nd Defense 11th week 3rd Defense 13th week Submission of approved thesis proposal 14th week STTHES1/THSST-1 Regular Defense 9th week Redefense Week 12th week Submission of approved partial thesis document 13th week Submission of THSST-2 Agreement Form 14th week STTHES2/THSST-2

THSST-2 Grade Form 14th week STTHES3/THSST-3 Early Defense Week 5th week Early Redefense Week 8th week Regular Defense Week 10th week Redefense Week 13th week Submission of Final Deliverables 14th week

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