Technical Paper format[‡]
Glen H. Besterfield, Ph.D.
Associate Professor
Department of Mechanical Engineering
University of South Florida
Tampa, Florida, 33620
(813) 974-5629
Introduction
This manual contains general information to assist the reader in the preparation of a technical paper, which may be published in numerous different formats:
· Design report;
· Lab Report;
· Conference papers or pamphlets;
· Symposia or proceedings papers - bound volumes; and
· Journal papers.
Description of an Technical Paper
A technical paper should be clear, concise, complete, with assumptions plainly identified and data presented (including their uncertainty - statistics) with precise logic, with relevance to practices described, and with actual accomplishments of the work clearly stated and honestly appraised.
Text
The manuscript must be neat and clearly legible. Italics, subscripts, superscripts, Greek letters, especially those easily confused with English letters (e.g., alpha, omega, rho, nu, etc.), must be clearly indicated.
The paper should be word processor generated, double-spaced and on one side of standard white letter-size sheets (8 1/2 in. x 11 in.) with 1 in. margins on each side. on A 1 1/2 in. left margin is acceptable depending on the binding used. A word processor and laser printer should be used. A dot matrix printer is not acceptable. Unless otherwise stated the entire manuscript should be typed with 12 pt. Ariel or Times Roman font. All paragraphs should be indented one tab (1/2 in.) with the first letter on the next space.
Identification and Page Numbers
Every page of the manuscript must be numbered, and have the title and author name(s) on it. These can be placed in a footer at the bottom of each page, as depicted in this manuscript.
Page numbers are to be typed at the bottom of the page aligned with the right margin (except on page 1, which needs no page number). The title (can be abbreviated) and author name(s) are to be typed at the bottom of the page aligned with the left margin (except on page 1).
Contents of the Paper
The order of the contents of a paper is as follows:
· Title;
· Author Name(s), Title(s) and Affiliation(s);
· Abstract;
· Outlines (as appropriate);
Table of Contents
Lists of Figures, Tables, & Drawings
· Nomenclature;
· Body of paper, including figures and tables;
Introduction
Design
Analysis
Conclusions
Recommendations
· Acknowledgments;
· References; and
· Appendices (as appropriate).
Background (Historical, Literature, Theoretical, etc.)
Recognition of Need
Design Specifications and Requirements
Technical and Economic Feasibility (Market Analysis, etc.)
Design Constraints and Parameters
Creative Design Synthesis and Conceptual Designs
Preliminary Design and Analysis
Detailed Design
Detailed Analysis (AlgorÔ, etc.)
Detailed Drawings (AutocadÔ, etc.)
Assembly Instructions
Operating Instructions
Cost Analysis
Part List
Vendor Sheets
Correspondence (sent and received including phone log)
Minutes of Meetings
Often, a separate “Executive Summary” (approximately 2-3 pages) in memo form should accompany the report.
Title
The title of the paper should be concise and definitive (with key words appropriate for retrieval purposes). It should not exceed 10 words. If necessary, a subtitle may be added. The title (14 pt. Ariel bold with all capital letters) should be centered near the top of the first page of the paper. Do not type above this area on the first page.
Authors
All of those who have participated significantly in the technical aspects of a paper should be recognized as co-authors or cited in the acknowledgments. Alphabetical order should be used unless there is a primary author. In the case of a paper with more than one author, correspondence concerning the paper will be sent to the first author unless advised otherwise.
Author name(s), title(s) and affiliations [organization (company or university), department, city, and state (country, if appropriate)] should be bold centered near the top of the first page of the paper one space below the title.
Abstract
A short abstract (150 words maximum) should open the paper. The purposes of an abstract are:
(1) to give a clear indication of the objective, scope, and results of the paper so that readers may determine whether the full text will be of particular interest to them; and
(2) to provide key words and phrases for indexing, abstracting, and retrieval purposes.
The abstract should not attempt to condense the whole subject matter into a few words for quick reading. In most instances the abstract can be typed single-spaced at the bottom of the first page.
Nomenclature
Nomenclature should follow customary usage [see American National Standards Institute (ANSI) recommendations]. The nomenclature list should be in alphabetical order (capital letters first, followed by lowercase letters), followed by any Greek symbols, with subscripts and superscripts last, identified with headings. Symbols that cannot be typed may be carefully handwritten in black ink. In the nomenclature list, if applicable, units should be given.
Body of the Paper - Text
Outline
The advantages of preparing an adequate outline before writing the text cannot be overemphasized. In the process of making the outline, ideas are classified and thoughts are ordered into a logical sequence such that by the time the information is ready to be transformed into complete sentences, a good overall mental picture has been formed. In outline form, the sequence of the various items and the progression of thought can easily be adjusted and readjusted until the desired order is obtained; therefore, much writing and rewriting is saved. A proper outline is the framework upon which a good paper is readily written.
Organization
The text should be organized into logical parts or sections. The purpose of the paper, or the author’s aim, should be stated at the beginning so that the reader will have a clear concept of the paper’s objective. This should be followed by a description of the problem, the means of solution, and any other information necessary to properly qualify the results presented and the conclusions. Finally, the results should be presented in an orderly form, followed by the author’s conclusions.
Style
The chief purpose of the paper is to convey information to others, many of whom will be far less familiar with the general subject than the author. Care should be taken, therefore, to use simple terms and expressions and to make statements as concise as possible. If highly technical terms or phraseology are necessary, they should be adequately explained and defined. The use of the first person and reference to individuals should be made in such a manner as to avoid personal bias. Company names should be mentioned only in the acknowledgments.
All papers should be concise regardless of length. Long quotations should be avoided by referring to sources. Illustrations and tables, where they help to clarify the meaning or are necessary to demonstrate results properly, are desirable, but they should be kept to a practicable minimum. Detailed drawings, lengthy test data and calculations, and photographs that may be interesting, but which are not integral to the understanding of the subject, should not be included within the main body. These items can be easily organized into appendices. Equations should be kept to a reasonable minimum, and built-up fractions within sentences should be avoided whenever possible. Papers that fail to conform to these requirements may be returned for revision and/or condensation, or automatically lose a significant amount of points.
Accuracy
It is of the greatest importance that all technical, scientific, and mathematical information contained in the paper be checked with the utmost care. A slight error may result in a serious error on the part of anyone who may later use that information.
Preferred Spelling
Webster’s Third New International Dictionary should be consulted for spelling and usage of words. Spelling of unusual technical terms and names should be carefully verified by the author.
Use of Sl Units
It is ASME policy that Sl units of measurement be included in all papers, publications, and ASME Codes and Standards.
When U.S. customary units are given preference, the Sl equivalent shall be provided in parentheses or in a supplementary table. When preference is given to Sl units, the U.S. customary units may be given in parentheses or omitted.
For complete details regarding Sl usage, consult ASME Sl-1, ASME Orientation and Guide for the Use of Sl (Metric) Units, available from the ASME Order Department.
Use of Acronyms
The use of acronyms is strongly encouraged, especially in technical writing. For example, the American Society of Mechanical Engineers (ASME), the University of South Florida (USF), and finite element analysis (FEA) might be useful acronyms to use in a design report. Acronyms can only be used after they have been defined (even for the most common acronyms such as CIA, US, ACLU, etc.) because acronyms can be interpreted by the reader. For example, most people interpret USA as the United States of America; however, a person from Alabama might interpret USA as the University of South Alabama. Furthermore, acronyms must be redefined in each section of a document in which they are used because some readers may skip a particular section, such as the introduction, in order to get straight to the information they desire.
Sources, Citations, Trademarks, and Copyrights
In all instances credit (i.e., citation or reference) should be given to the appropriate entity (i.e., source). This includes quotations, figures, pictures, equations, and minor modifications to the aforementioned items. Whenever discussing a product, company, etc., the appropriate trademark or copyright must be included (e.g., AlgorÔ, AutocadÔ, 60 MinutesÓ, etc.). Failure to give proper credit where credit is due can result in severe penalties. Remember, you can never have to many footnotes and references.
Headings
Headings and subheadings should appear throughout the paper to divide the subject matter into logical parts and to emphasize the major elements and considerations. These headings assist the reader in following the trend of thought and in forming a mental picture of the points of chief importance. Parts or sections may be numbered, if desired, but paragraphs should not be numbered.
Major Headings
Major headings should be typed in small capital letters (14 pt. bold Ariel font) and aligned flush left with the left-hand margin of the column. Two lines of space should be left above and one line below the major heading.
Subheadings
Subheadings are typed (12 pt bold Ariel font) with the initial letter of each word capitalized and positioned flush left. One line of space should be left above the subheading, with the text beginning on the next line below it.
Sub-Subheadings
Sub-subheadings (12 pt. underlined Ariel font) are indented and followed by a period, a space, and the text. One line of space should be left above the sub-subheading.
Tabulations/Enumerations
Where several considerations, conditions, requirements, or other qualifying items are involved in a presentation, it is often advantageous to put them in tabular or enumerative form, one after the other, rather than to run them into the text. This arrangement, in addition to emphasizing the items, creates a graphic impression that aids the reader in accessing the information and in forming an overall picture. It is customary to identify the individual items as bullets, as (1), (2), (3), etc., or as (a), (b), (c), etc. Although inclusion of such elements makes the text livelier, care should be taken not to use this scheme too frequently, as it can make the reading choppy and invalidate their purpose and usefulness.
Mathematics
Equations should be numbered consecutively beginning with (1) to the end of the paper, including any appendices. The number should be enclosed in parentheses (as shown below) and set flush right on the same line as the equation. It is this number that should be used when referring to equations within the text.
Formulas and equations should be carefully typed or hand lettered in black. The distinction between capital letters and lowercase letters should be clear. Care should be taken to avoid confusion between the lowercase “I” (el) and the numeral one, or between zero and the lowercase “o.” All subscripts, superscripts, Greek letters, and other symbols should be clearly indicated.
(1)
In all mathematical expressions and analyses, any symbols (and the units in which they are measured) not previously defined in nomenclature should be explained. If the paper is highly mathematical in nature, it may be advisable to develop equations and formulas in appendices rather than in the body of the paper.
An extra line of space should be left above and below a displayed equation or formula.
Figures
All figures (graphs, line drawings, photographs, etc.) should be numbered consecutively and have a caption consisting of the figure number and a brief title that is placed below the figure. This number should be used when referring to the figure within text. All references to figures should precede the figure. Figure titles should be 12 pt. bold small capitals Ariel font. For example, Fig. 1 depicts the style used in constructing a figure.
Figure 1 - Profits by quarter and region.
Photographs should be clear and sharp with a glossy finish, with scales included as needed; photo-static prints and halftones from printed reproductions do not reproduce satisfactorily. Photocopies are not acceptable. Charts, line drawings, sketches, and diagrams should be high-contrast black-on-white prints; black ink drawings on heavy white paper or tracing paper are also acceptable; however, graphs on small-grid paper are not.
For good legibility, lettering (call outs) in figures must be at least 1/8 in. (3 mm) and lines must be of sufficient weight. All figures should be designed for reproduction in black and white if possible. No one figure should be larger than the appropriate page size; folded pages are not acceptable except for production detailed drawings. Two lines of space should be left between figures and text.
Detailed guidelines for the preparation and use of technical illustrations are given in the ASME series of drafting standards, Y14 and Y15.
Tables
All tables should be numbered consecutively and have a caption consisting of the table number and a brief title that is placed above the table. This number should be used when referring to the table in text. All references to tables should precede the table. Table titles should be 12 pt. bold small capitals Ariel font. For example, Table 1 depicts the style used in constructing a table.