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Download in PDF format NATIONAL METEOROLOGICAL AGENCY METEOROLOGICAL RESEARCH AND STUDIES DIRECTORATE METEOROLOGICAL RESEARCH PROPOSAL, MANUAL AND WRITING GUIDELINE FIRST EDITION ADDIS ABABA, ETHIOPIA JUNE, 2019 ii Meteorological Research Proposal, Manual and Writing Guideline Lead Author: Yosef Tesfaye Members: Yosef Tesfaye Aklile Asefa Bahiru Maregn Tofikk Redi Abate Getachew Chaka Natae Gezahegn Bekele Eliyas Fiseha Fitsum Bekele Submitted to Research and Studies Directorate First Edition: June, 2019 Copyright © MRSD_NMA of Ethiopia All rights reserved. No part of this manual may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical photocopying, recording, or otherwise, without the prior written permission of the National Meteorological Agency. National Meteorological Agency P. o. box 1090, Tel +251115512299, email: nmsa@ethionet.et Fax: 251-11-5587910 June 2019 Addis Ababa, Ethiopia iii FOREWORD National Meteorological Agency It is my pleasure to write a foreword for this new guideline for meteorological experts at NMA of Ethiopia. There is a real need for this first edition guideline. NMA became a major and comprehensive agency in Ethiopia with many researches and studies, meteorological technicians’ trainings and PGD program. This new guideline reflects the agencies growth and research diversity. The guideline brings uniformity and standardization across the agency for formatting and styling of research proposals, manual and final research writing. Under the direction given by the agency, a team was formed to conduct this writing activity in November 2018. Ato Yosef Tesfaye team leader, Ato Abate Getachew, W/ro Aklile Asefa, Ato Bahiru Maregn, Ato Tofik Redi, Ato Chaka Natae, Ato Gezahegn Bekele, Ato Eliyas Fiseha and Ato Fitsum Bekele members worked on writing the guideline during a month period. The staff experts criticized and suggested new ideas for the draft. I take this opportunity to thank all members for their honest and dedicated work in the preparation of this new guideline. I am confident that this guideline will provide the necessary direction and guidance in writing proposals, manual, technical guide and writing at NMA of Ethiopia. Regards, Fetene Teshome (Director General) iv PREFACE For the agency to be successful in research and training manual for the future, it must have clear guidelines for doing research and writing activities for experts and trainer. This guideline helps to write research proposals, manual and writing. Rather than considering a number of different formats for the varied intellectual disciplines, now we have a single format to carry out meteorological disciplines. In this guideline all the necessary formats, styles and how cover and last page looks like are included. The team made an effort to recognize the variety of meteorological disciplines. With the benefit of the internet, we now have a global library at our finger tips as the resources along with our fine academy libraries. Further, experts are strongly encouraged to use this opportunities and enhance current research status. It is our sincere hope that meteorological experts will carry this guideline and hold in your arms. This guideline will help researcher in preparation of admirable and intellectual research proposals, manual and writing at NMA of Ethiopia. Members of Guideline on Meteorological Research Proposal, Manual and Writing Guideline v PURPOSE OF WRITING GUIDELINE The purpose of this research proposal, manual and writing guideline is three fold. Firstly, it has been written to help emerging researchers establish a research profile at the NMA. Secondly, it provides a repository for information, especially for new meteorologist, on the various forms and procedures required when undertaking a research, project, technical manual and guideline. Thirdly, it aims to be a general reference document for all administration and compliance aspects of research undertaken at the Agency (NMA). This research proposal, manual and writing guideline will be an active document and will be updated as new procedures are put in place. As such, we hope it will be a very useful tool for common understanding and guide. vi ABBREVIATIONS AND ACRONYMS
FOREWORD ................................................................................................................................iii PREFACE.....................................................................................................................................iv PURPOSE OF WRITING GUIDELINE ....................................................................................... v ABBREVIATIONS AND ACRONYMS.....................................................................................vi TABLE OF CONTENTS..............................................................................................................vi CHAPTER 1. STYLE AND FORMATTING............................................................................... 1 1.1. Introduction................................................................................................... 1 1.2. Margins ......................................................................................................... 1 1.3. Font ............................................................................................................... 1 1.4. Headings and Subheadings ........................................................................... 1 1.5. Paragraph Format and Line Spacing............................................................. 3 1.6. Page Numbering and Set up.......................................................................... 3 1.7. Tables and Figures ........................................................................................ 4 1.8. Additional Style and Formatting Concerns................................................... 5 CHAPTER2. RESEARCH PROPOSAL WRITING..................................................................... 6 2.1. Introduction................................................................................................... 6 2.2. Elements of the Research Proposal............................................................... 6 2.2.1. Cover Page ........................................................................................... 6 2.2.2. Acknowledgements .............................................................................. 9 2.2.3. Abbreviations and Acronyms............................................................... 9 2.2.4. Table of Contents ................................................................................. 9 2.2.5. List of Tables and List of Figures ..................................................... 10 vii 2.2.6. Abstract or Summary.......................................................................... 11 2.2.7. Introduction ........................................................................................ 11 2.2.8. Literature Review ............................................................................... 12 2.2.9. Materials and Methods ....................................................................... 13 2.2.10. Work Plan for Major Activities........................................................ 14 2.2.11. Requests Budget Breakdown............................................................ 15 2.2.12. References ........................................................................................ 16 2.2.13. Appendix (s)..................................................................................... 18 2.2.14. Letter of Agreement Sheet ............................................................... 18 CHAPTER 3 OPERATIONALS MANUAL, GUIDELINE AND SOP WRITING................... 18 3.1. Definition: .................................................................................................... 18 3.2. Seven Steps to Follow SOP.......................................................................... 20 CHAPTER4. RESEARCH WRITING ........................................................................................ 22 4.1. Cover Page and Title Page ........................................................................... 22 4.2. Research Letter of Agreement...................................................................... 22 4.3. Acknowledgements ...................................................................................... 23 4.4. Acronyms and Abbreviations....................................................................... 23 4.5. Table of Contents ......................................................................................... 23 4.6. List of Tables and Figures ............................................................................ 23 4.7. List of Appendix........................................................................................... 23 4.8. Abstract ........................................................................................................ 23 4.9. Description of the Research ......................................................................... 24 4.9.1. Introduction.......................................................................................... 24 4.9.2. Literature Review................................................................................. 24 4.9.3. Materials and Methods......................................................................... 24 4.9.4. Results and Discussion......................................................................... 25 4.9.5. Conclusion and Recommendation ....................................................... 26 4.9.6. References............................................................................................ 26 4.9.7. Appendix.............................................................................................. 27 4.10. Submission Instructions.............................................................................. 27 CHAPTER5. GUIDELINES FOR EDITORS OF SCIENTIFIC DOCUMENT......................... 27 5.1. Responsibility of Editors of Meteorological Research and Manual ............. 28 5.2. Edit the Research and Manual Manuscript ................................................... 29 CHAPTER6 APPENDIX............................................................................................................. 35 CHAPTER 1. STYLE AND FORMATTING 1.1. Introduction The following guideline serves as an institutional guide for the proper development of research papers, manuals and other similar projects for meteorological experts or instructors of National Meteorological Agency of Ethiopia. NMA technical writing requires consistency in style and format in Meteorological Research Proposal, Manual and Writing Guideline. Definite rules are followed consistently throughout these documents. 1.2. Margins A margin of 1.0 inch on the left-hand is for binding. A margin of 0.98 inch each on the right, top and bottom of the page is required. The same margins should be applied to all pages including those of the figures and tables. 1.3. Font Times New Roman font is required throughout the documents. There should be no difference in the type of font used throughout the Meteorological Research Proposal, Manual and Research Writing Guideline. The cover page of the research proposals, manual, guide and final research writing is presented in 16 point font size and upper case. The documents will also have an additional title page where 14 point font size shall be used. The text in the cover page and title page in the Meteorological Research Proposal, Manual and Writing Guideline will be in bold face font. The first level headings in document will be in 14 point font size; the second level headings in document will be in 14 point font size in sentence case and the rest heading under second level heading is in sentence case 12 point font size. Away from this variation in font size, all of the description in the all documents is in 12 point font size. 1.4. Headings and Subheadings Each headings of the initial sections; such as approval sheet, acknowledgement abbreviations and acronyms, table of contents, list of tables, list of figures, list of appendix and the chapters of the 2 description should be written in bold upper case letters and be centered. The chapter headings of the description must be numbered with Arabic numerals starting from 1 for the Introduction and ending with Appendix. The Arabic numerals shall be followed by a period, a space and the heading of the chapter. Note that the titles of the initial sections are not numbered before Introduction. The subheadings are numbered consecutively with Arabic numerals in an outline numbering system. Example: In general 1.1., 1.2., etc. for subheadings of Chapter 1; 2.1., 2.2., etc. for Chapter 2; similarly, the outline numbering system will be used for lower level headings 2.1.1., 2.1.2., etc. for subheadings. Second level headings are written in bold title case letters. The first letter of each major word of the headings is written in upper case letters. All remaining lower level headings are written in sentence case, unless required by grammatical or nomenclature rules. Example: Background, Statement of the Problem, etc. Furthermore, Second level headings and lower level headings should be level left and length of the subheading not more than forth level and more than sub title 2.1.1.1. An extra line should separate the headings from the description. 3 1.5. Paragraph Format and Line Spacing Additional 1.5 line spacing is kept between paragraphs above and below all headings, subheadings and captions. All paragraphs should be in block paragraph format. The line spacing for all of the text is 1.5 although single (1.0) line spacing is to be applied to captions of tables and figures. Example for paragraph 1.5line spacing: Example: Single line spacing for captions of the table and hanging by 0.5. 1.6. Page Numbering and Set up The initial section, each chapter of the description, the references and the appendix must start on a new page. Except to the latter may be for the Table of Contents, Acronyms and Abbreviations and the List of Tables and List of Figures each component of the initial section should be short and not exceed one page. Except for the cover page, every page of the research proposals, manual, guide and final research writing is assigned a page number. The use of two different types of page numbering is recommended. Small Roman numerals such as ii, iii, etc. are used for the initial section from title page to the page preceding the Introduction. However, a page number should not appear on the cover page and the following page will be numbered with ii. Arabic numerals such as 1, 2, 3, etc. are used from the first page of the Introduction to the last page of 4 the Appendix. All page numbers are at the top right of the page without any characters (periods or dashes). 1.7. Tables and Figures Meteorological experts should not use tables and figures for the same data discussed in the description. Tables and figures should be single line spaced and borders are required all the column and row of the table. Tables and figures should be understandably placed in the description of the Meteorological Research Proposal, Manual and Writing Guideline writing and should be as close as possible to the results description where those tables and figures are first cited. The headings within the Tables and Figures can be bolded; but font size of the text in table is optional. Tables and figures are consistent in format throughout the document and the numerical values cited in the description should match those in the tables. All tables and figures should have a clear and short caption. Table notes may be used to describe the contents of the caption or column headings cross-referenced using super-scripted numbers. Empty space between the tables and figures and the description should auto and 1.5line spaces. Tables and figures should be clearly presented and self-explanatory; so the reader should be able to understand them without reading the narrative of the results. Example: for Table and Figure
5 1.8. Additional Style and Formatting Concerns Where required, scientific names in any part of the research proposals, manual, guide and final research writing should be written in italic font with the genus name starting with a capital letter (e.g. Kiremt, Bega, Belg…). The species nickname will appear in a small letter. Similarly, no English language terminology such as words, nouns, or pronouns shall be italicized (e.g. Teff…) Moreover, all measurements should be given in metric or Standard International (SI) units and only the Ethiopian Birr (ETB) shall be used for budget currency discussions. Complicated, long or uncooperative sentences and the use of personal pronouns such as I, you and we should be avoided. The structure of a sentence is important in research proposals, manual, guide and final research writing. For example, do not begin a sentence by Study, And etc. In addition, never start a sentence with numerals and with an abbreviation such as scientific name. 6 CHAPTER2. RESEARCH PROPOSAL WRITING 2.1. Introduction The length of a proposal often varies somewhat depending on the area of the proposed work and the topic itself. In general, a proposal is normally between 20 and 30 pages, single column, spacing using and font size including figures, tables and references must be as described above. Moreover, the plan and preparation of a research proposal is required of all meteorological experts in all core processes at NMA of Ethiopia. The vital success of a works depends upon the preparation of research proposal. The following sections pronounce the format that climate experts at NMA should follow when writing their research proposals. 2.2. Elements of the Research Proposal The research proposal submitted by a Meteorological experts for research is expected to have the subsequent sections although there can be some limited difference based on the research discipline and the study in question. Each of these sections should start on a new page and all section titles should be capitalized. Note that any one must be follow the General structure of research proposal from 2.2.1 to 2.2.14. 2.2.1. Cover Page The cover page would be instructive and consist of the title of the research proposal, the name of the experts and the names of agency and submitted to directorate (Research and Studies Directorate). The month and year followed by the address and location are the last items on the cover page. Title case letters are recommended in the style of writing as indicated in the styles and formatting part of this guideline. Words such as “Abbreviations” or "The Study of" or "An Investigation on" are not essential. The title should accurately reflect the main subject of the proposed study. In addition, the styles and formatting of the title page; that is next to the cover page is capitalize each word and contents as shown in the following example. 7 Example: Cover page of the Research Document: Example: Cover page for manual and guideline 8 Example: Title page for Research Document Example: Title page for Manual and Guideline 9 2.2.2. Acknowledgements In this section recognizes the persons or organizations or others the experts is thankful to for guidance or assistance received and those to whom the researcher extends cheers for support in the preparation of the research proposal or manual. Ethical considerations are critical to the completion of research. Examples of ethical issues include known benefits and risks of participant involvement in the research, exact description of the information to be delivered to the subjects of the study, discuss the procedures for informed consent by the study participants where applicable. 2.2.3. Abbreviations and Acronyms In Abbreviations and Acronyms section researchers list in alphabetical order the abbreviations or acronyms followed by their text body should be defined in full. Standard (S.I.) units do not need to be listed. Abbreviations and symbols (i.e. and etc.) should not be italicized. Example for Abbreviations and Acronyms 2.2.4. Table of Contents All of the headings and entries in the table of contents should correspond exactly in wording, font and case with the headings or entries as they appear in the text of the proposal. 10 Example for Table of contents: Do not use title and page at the top of the page in the table of contents. Also, there should be dotted lines connecting headings and respective pages. Level of Subheadings should exceed optional. A table of contents is shown in the example that illustrates the capitalization, indentation, line spacing between the headings and the numbering of sections. 2.2.5. List of Tables and List of Figures The sample list of tables and figures from a proposal presented in section1.7 above of this guideline explains how the list shall be prepared in the research proposal and manual. 11 Example for List of Tables Example for List of Figures 2.2.6. Abstract or Summary An abstract or summary that, in one or two paragraphs, provides a concise summary of the work you are proposing include statement of the problem that you are trying to solve and how you expect to solve it, background of the research proposal topic, objectives of the study and the methods to be used in the research project. This is one of the most challenging parts of the proposal to write since you must provide some detail without the reader having yet been given the background knowledge. It should be concise and less than one page in length. The summary should be presented in one single block paragraph in 1.5 line spacing without subtitles or any divisions and in italic form. In the body of abstract and summary abbreviation and acronym is not encouraged. 2.2.7. Introduction The introduction is the first chapter that is numbered for a research proposal and manual. It provides relevant background information on the research, should be as brief as possible and it should not exceed five pages in length. In the introduction you need to say why you are doing the proposed work and what its significance is. It is in the introduction that you typically also define and explain most of the necessary terms and acronyms. You also need to provide a quick sketch 12 of your proposed solution and briefly explain how it differs from other work. Be sure to build from more general concepts to more specific ones so that the reader will understand everything. You should be able to have someone else read just your introduction and be able to then tell you what you are proposing to do and why it is interesting. That is, the introduction should be understandable by itself without the rest of the proposal. It includes brief background and clear statement of the problem, significance of problem and general research objectives. Objectives that specify the goals of the research, research information to be gathered, research questions to be answered or research hypotheses developed and to be tested. In general introduction must include background, statement of the problem, significance of the study, objectives of the study (general objective and specific objectives), scope and outcomes of the research. In addition to these introduction is explain about the gap and the materials to solve the objective. A concise these that, in one to four sentences, describe specifically what the significance, problem, objectives, scope and an outcome is that you intend to solve. All are statement can be technical in nature. Present a clear statement of your research problem in this section. Formulate your research questions bearing in mind a clear response to the “so-what?” question. This should be followed by a crisp and cogent statement of your research hypothesis posed in the form of a falsifiable proposition. 2.2.8. Literature Review The literature review is chapter two and should be a critical analysis of relevant existing knowledge on the proposed research topic. It includes the strengths, the limitations and gaps of previous studies. The literature review should be relevant with recent citations on the topic. Citations within the past five years are ideal and generally considered current. Citations ten years and older should be used sparingly and only when necessary. Serious attention must be given to avoid any possible consideration of plagiarism. This is done by the meteorological experts carefully referencing each and every document used. A literature review is a presentation which briefly summaries the essential contents of one or several monographs or scientific articles. In a literature review, the writer is expected to point out the author’s key arguments and also present the results of her analysis in a concise form. It is important to note that a series of direct quotations from the literature under inspection does not as such constitute a literature review. When working on a literature review, one should always keep in mind its function. The purpose 13 of a literature review is to analyze the essential characteristics of a particular text. This means that the writer should pay attention to the structure and the central themes of the text as well as to the arguments presented by its author. In this sense, a literature review could be thought of as a ‘full figure photograph’ of the text. If a literature review is part of a larger research report, which analyses several sources, the purpose of the review should be assessed in this context; in such a case, it would be sensible to select relevant parts of the texts for detailed examination. This procedure could be thought of as a ‘passport photograph,’ for only a relevant part of the source is analyzed. Reports of this kind constitute an essential part of scientific inquiry; the skill in preparing such reports will develop through practice. The aim of a literature review is to recount the arguments and thoughts presented in the text as accurately as possible. A literature review must treat the author of the text respectfully and impartially, even if the writer of the review does not agree with the views presented in the text. The writer should not underestimate the value of the text and dismiss the text only because it does not reflect the personal views. The author of the review must clearly point out when the arguments and interpretations presented are her own (for example, by stating, “It is, however, my opinion that…”). 2.2.9. Materials and Methods Chapter three may also be titled “Materials and methods” in meteorological disciplines for which this usage is common and appropriate. It describes precisely what will be done and how it will be done, what data will be recorded, the proposed tools or software or model to be used in data collection and the methods of analyzing the data. In this the researcher should give clear, specific, appropriate and credible procedures that will be followed to attain the proposed objectives of the study. The research methods should be appropriate to the statement of the problem, the objectives and the logistics of implementation should be viewed parallel to the choice of the research methodology. The researchers should consider affordability, time issues, feasibility of the study and availability of equipment and supplies. Further, they should also address the methods of data collection, data quality control and methods of data analysis. Materials and methods section should include: a. Definition of terms and variables (optional) b. Description of the study area with geographic location in standard form. 14 c. Study period when data will be collected d. Data collection. This includes questionnaires use of observation, focus group discussions, in depth interviews, laboratory analyses and similar methods. The description should outline the data to be collected in the study, the methods of measurement and the units of measurement. e. Climate of the study area and Soil classification of the study area (optional) f. Data analysis. The experts should decide how the data generated will be analyzed. Also, explanations of the data analytical methods, techniques, tools and statistical tests that will be used should be provided. Software planned for use in statistical analysis may also be mentioned. Data quality control and homogeneity test; here required description of how the data collection instruments will be checked and the reliability and validity of model used in the research should be provided. 2.2.10. Work Plan for Major Activities This section focuses on the planning of time for the implementation of the research project. The experts allocate time frames for the completion of various activities of the proposed research and manual. The plan of activities can be presented in the form of a table. Only major activities for accomplishing the research and corresponding time frames should be included in the table. Example of plan of activities:
15 2.2.11. Requests Budget Breakdown The budget chapter should include both a narrative discussion and rationale for requested funds, followed by a related set of tables. This involves first discussing and then listing, in a series of separate tables, the necessary and required personnel, per diem days required to conduct research, transportation costs, supervision, equipment, stationery, expendable research supplies and materials and any associated services for the project. Budget source must indicate at the bottom of table. The budget source may be from Meteorological Research and Studies Directorate or from others Governmental and Non-Governmental institutions/Organizations. Every budget item must be justified if funds are to be expected to support the research. Item costs should be reasonable and reflect a fair and current market price. The budget should be prepared in accordance with National Meteorological Agency policies. The budget chapter will then have the budget source shall be indicated. Example for Table of Requests Budget Breakdown:
16 2.2.12. References This must be provided in the usual scholarly fashion. It helps to convince your reader that your proposal is worth pursuing if you can identify literature in field and demonstrate that you understand it. It makes a very strong impact if you can identify where there is search gap in the literature that your proposal hopes to fill. In text references should be provided carefully follow the style shown in example of this guideline which provides many examples. References chapter must include all works cited in research proposal. All citations appearing in the text body of the proposal must be included in the references chapter and vice versa. While, the references not needed to cite in text body of the manual or guideline. But all citations appearing included in the references chapter used to write the documents. The list should use the hanging indent method where all lines after the first one are indented 0.5 inch. The list should be in alphabetical order by the last names of the first authors (A, B, C...). Format for reference: Example for Citation on text body: Climate data is.........variability..........extremes (Agnihotri and Panda, 2014). Furthermore, .................vegetation. Thus, one ................available (Bautista and Delgado, 2010). Though, African .................. and management. (Anita et al., 2014). Example for Reference: Journal Articles: Kebede Yemane. 2008. Cigarette smoking and khat chewing among university instructors in Ethiopia. East African Medical Journal 16:9-17. Agnihotri Mars and Panda John. 2014. Comparison of rainfall from automatic and ordinary rain gauges in Karnatka. Sciences Journal, 65:4, 575-584. 17 Anita Anna, Neil Mark and Maxm Kitim. 2010. Evaluation of five satellite products for estimation of rainfall over Uganda. Hydrological Sciences Journal, 53:6, 1137-1150. Bautista Fule and Delgado Cheers. 2009. Calibration of the equations of Hargreaves and Thornthwaite to estimate the PET in semi-arid and sub-humid tropical climates for regional applications. Atmosfera, Mexico, 331-348. Books: Dyckman, Thomson and Pfeiffer Grimes. 2010. Financial Accounting, 3rd Edition. Boston, MA, USA: Cambridge Business Press. Chapter in Edited Book: Abu Elteen, Kinio Hamber and Hamad Milias. 2007. Determination of the virulence factors of Candida albicans and related yeast species. Medical Mycology: Cellular and Molecular Techniques. West Sussex, England: John Wiley & Sons. pp. 69-91 Paper in Conference Proceedings: Tessema Megenasa. 2008. Keynote Address. Proceedings of the 14th Annual Conference of the Plant Protection Society of Ethiopia, 19-22 December 2006. Addis Ababa, Ethiopia: Plant Protection Society of Ethiopia. pp. 11- 19 MSc. Theses and PhD Dissertations Eyob Shenkut. 2010. Mathematics Anxiety of 9th and 10th Grade students: The Case of Three Selected Schools in Dire Dewa. Thesis, Addis Ababa University, Addis Ababa, Ethiopia. Technical Reports: United States Department of Agriculture (USDA). 2011. Technical Report on Food Insecurity in US Households with Children: Prevalence, Severity and Household Characteristics. Washington, DC: USDA. Non- Periodical Web Document: World Health Organization (WHO). 2002. Adolescent-friendly health services: an agenda for change. (http://www.who.int/child-adolescent-health) Accessed on June 1, 2010. 18 2.2.13. Appendix (s) If there is any appendix, it will appear as the last chapter of the research proposal. It includes information such as drafts of questionnaires in English and other languages, participant informed consent forms, observation check lists, pictures and specifications of the equipment to be used in the research, mathematical formulae, a detailed description of the sample selection procedures and tables. 2.2.14. Letter of Agreement Sheet The Letter of agreement sheet is the last page of a research proposal and the agreement page will be used to get formal responsibility and authorization of the proposal. Example for letter of agreement sheet can refers on chapter 6 appendix in this guideline. CHAPTER 3 OPERATIONALS MANUAL, GUIDELINE AND SOP WRITING The operational or technical manual, guideline and SOP are the documentation by which an organization provides guidance for members and experts to perform their functions correctly and reasonably efficiently. It documents the approved standard procedures for performing operations safely to produce goods and provide services. 3.1. Definition: What is Operations/ Technical Manual? The Operational manual is usually either a physical document (book, booklet, etc.) or an online resource. This Operational Manual contains the operational policies, directives, procedures and other instructions to meteorological experts that apply to operations. The Manual is organized according to instrument, country engagement, development policy and advisory services and analytics including compensate advisory services. Thus, compliance with the operations manual will generally be considered as activity approved by the persons legally responsible for the agency. The operational manual must contains the relevant procedures from cover page to 19 appendix page on this Meteorological Research Proposal, Manual and Research Writing Guideline. What is Operational/ Technical Guideline? A guideline is a statement by which to determine a course of action. A guideline aims to streamline particular processes according to a set routine or sound practice. Guidelines may be issued by and used by any organization to make the actions of its employees or divisions more predictable, and presumably of higher quality. A guideline is similar to a rule. A guideline is something that can be used to help you plan your actions or to form an opinion about something. The difficulty in writing an Operational Guideline, like any technical document, is to know where to start. Here’s a suggested approach: Who: define who will read the Operational Guide, for example, is it observer, climate experts or users? What: identify the most important tasks you need to write to help experts. How do you find out? Where: identify where it will be used. Will it be used online, printed out or read on a mobile device and computer. When: is this document used in an emergency? Or is it used in less pressurized settings? How does this affect the content and the way it’s structured? When is it due for completion? How: create a list of who will help you write the document, provide answers, review it, and then sign off. Others: you’ll also need things like style guides and other supporting documents. What is Standard Operational Procedure (SOP)? It is a set of written instructions that document a routine or repetitive activity followed by an organization. The development and use of SOP is an integral part of a successful quality system as it provides individuals with the information to perform a job properly, and facilitates consistency in the quality and integrity of a product or end-result. SOPs describe both technical and fundamental programmatic operational elements of an organization that would be managed 20 under a work plan. Purpose of SOP details the regularly recurring work processes that are to be conducted or followed within an organization. They document the way activities are to be performed to facilitate consistent conformance to technical and quality system requirements and to support data quality. SOPs should be written in brief, step-by-step, easy-to-read format. The information presented should be unambiguous and not overly complicated. The active voice and present verb tense should be used. The document should not be wordy, redundant, or overly lengthy. Keep it simple and short and information should be conveyed clearly and explicitly to remove any doubt as to what is required. Also, use a flow chart to illustrate the process being described. All generalized format of SOP is discussed in this guideline and follow the same format guide from the cover page to the last chapter. In addition, mainly follow the style guide used Meteorological Research Proposal, Manual and Writing Guideline by MRSD. Example: font size, type, margins and etc. 3.2. Seven Steps to Follow SOP The following are seven steps to follow when building a standard operating procedure manual. A standard operating procedures manual is a written document that lists the instructions, step-bystep, on how to complete a job task or how to handle a specific situation when it arises in the workplace. Step 1. Create an outline of all of the standard operating procedures you want to include. Since a manual is a group of specific standard operating procedures, make a list of each task you need to cover in the manual. The outline will acts as your guide to ensure you do not leave any of the tasks out as you start to write the manual. Step 2. Write an introduction that speaks directly to the experts who will use the manual. Include a brief description of what the manual includes, what readers can expect to gain by using the manual and the best way to use the manual. Step 3. List the first task. To complete an entire manual, you need to start with one task at a time: begin with the first standard operating procedure on your outline. Outline the steps involved in completing the task, then go back and write out the details for each step. Make sure each step is clear and concise, but provide enough detail that anyone can follow the instructions. 21 Step 4. Give the standard operating procedure to someone else to read. Have an expert or someone you know read through and follows the instructions. They can provide valuable feedback if there are steps they could not complete or did not understand. Step 5. Refine the standard operating procedure based on the feedback. You may need to rewrite, edit or add to the instructions, usually a combination of all three. Step 6. Write the next standard operating procedure, repeating Steps 3 to 5 for each. Step 7. Compile all of the standard operating procedures into a binder or bound manual or electronic manual. Include a cover sheet with the name of the manual, a table of contents, the introduction and the standard operating procedures in the order of the table of contents. In general, operational manual, guideline and SOP are include the following 11 points in the document accordingly. 1. Cover Page: It is the first page of the documents and includes name of agency, directorate, the title and date. Cover page is the only page of a document for which a page number is not assigned. 2. Title Page: It is the second page of a document and it includes title, name of directorate submitted to, address of the agency and date. 3. Foreword: A foreword is most often written by someone other than the author. A foreword is a (usually short) piece of writing sometimes placed at the beginning of a book or other piece of literature. 4. Preface: A foreword is often several pages of kind words that answer the question, “Why the reader should read this book?” It usually comes before the preface. A preface, on the other hand, is a brief introduction that answers the question, “How this book did come about?” It is placed before the main body of the book. 5. Purpose: A broad overview of why the operations manual exists and what it aims to accomplish. Describe relevant background information. 6. Scope: Scope who is supposed to follow the operations manual and what it covers. Identify the intended audience and activities where the operations manual may be relevant. 22 7. Prerequisites: Outline information required before proceeding with the listed procedure; for example, worksheets, documents, reports, etc. 8. Roles and Responsibilities: Identify the personnel that have a primary role in the operations manual and describe how their responsibilities relate to this operations manual. If necessary, include contact information. 9. Procedure: Provide the steps required to perform this procedure (who, what, when, where, why, how). Include a process flowchart. 10. Definitions: Identify and define frequently used terms or acronyms. Provide additional and/or relevant information needed to understand this operations manual. 11. References: List resources that may be useful when performing the procedure; for example, Admin policies, Municipal Code, government standards and other operations manuals and guideline. CHAPTER4. RESEARCH WRITING 4.1. Cover Page and Title Page The cover and title page is the first page and second page of a research or scientific manual. They include the title of the research or manual it is the same as the cover and title page of proposal. Cover page is the only page of a document for which a page number is not assigned. Please refer to the example of cover and title page for the proposal and delete the word “proposal” from and use for final research. In addition, the title page is the second page of a research and It includes the title of the directorate is presented. The names of the members of the advisor of the research are provided in the title page. 4.2. Research Letter of Agreement Letter of agreement sheet, prepared based on the template provided in the chapter 6 appendix of this guideline is placed in last page. However, the final letter of agreement sheet page will be incorporated into the expert research after accordingly signed by the advisor and Research and Study Directorate, which is after the open evaluation. 23 4.3. Acknowledgements The Acknowledgements page recognizes the persons and organizations the expert is obligated to for direction and support received, and those to whom he or she is thankful for special aid. 4.4. Acronyms and Abbreviations Acronyms and abbreviations are listed in alphabetical order of the terms when written in full form. Other than S.I. units, each abbreviation and acronym should be defined in full when it is first used and followed by its abbreviation or acronym in parenthesis. Standard units such as g, kg, m, and km should not be listed. Internationally known abbreviation such as; i.e. and etc. are not italicized. A sample is provided in the 2.2.3 above. 4.5. Table of Contents The headings and entries in the table of contents should correspond exactly in wording, fonts, and cases with the headings or entries as they appear in the text of the research. Also, there should be dotted lines connecting headings and respective page numbers as shown in 2.2.4 above. If the table of contents is more than one page, the title followed in parenthesis with the word “Continued” must appear. 4.6. List of Tables and Figures A list of tables and figures are explained in 1.7 and 2.2.5 section of proposal above. 4.7. List of Appendix An alternative way of listing appendices, meteorological experts may refer to the description under the “appendix” section at 2.2.13 of this guideline. 4.8. Abstract The word abstract is written in capital letters and is centered and it should be one single block paragraph; use information in section 2.2.6 above. The abstract should not be divided into sections or paragraphs. The abstract should summarize the background of the study, methods used, data analysis methods, results obtained, conclusions drawn and recommendations. 24 4.9.Description of the Research The research and manual are divided into chapters. These chapters include the introduction, literature review, materials and methods, results and discussion; finally, it includes conclusions and recommendations, references and appendix. The results and discussion be placed in one attached chapters. 4.9.1. Introduction This chapter includes the background information on the subject, a statement of the problem, significance of the study, the need for the study and objectives of the study. 4.9.2. Literature Review The literature review chapter should be a critical analysis of the existing knowledge on the research and manual topic. The literature review should be relevant with recent citations on the topic. Reference section of this guideline provides the information required to present the citations correctly in the research and manual and follow the information in section 2.2.8 above. 4.9.3. Back to List |
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