Site Tools


submission_guide

Differences

This shows you the differences between two versions of the page.

Link to this comparison view

Both sides previous revisionPrevious revision
Next revision
Previous revision
submission_guide [2011/10/05 12:10] scmfclsubmission_guide [2023/03/16 12:11] (current) – [Extremely Large Files/Archives] scmfcl
Line 1: Line 1:
-This explains how to submit the deliverables for your final year +====== Submission Guide ======
-project. All deliverables must be submitted via PATS, except for +
-physical artefacts (for details see below). For details on what needs +
-to be included, please see the following topics: +
-   * [[Initial Plan]]: Usually a single PDF file containing the tile, project description, aims and objectives and a work plan. +
-   * [[Interim Report]]: At least one PDF document for the written interim report, but other files may be required, as agreed upon in the initial plan. +
-   * [[Final Report]]:: At least one PDF document for the written final report, but usually more files providing additional deliverables are required, as agreed upon in the initial plan.+
  
-====== Online Submission ======+This explains how to submit the deliverables for your final year project. For what to submit, check the relevant deliverable section for your project module.
  
-PATS enables you to submit nearly all parts of your project online. +All deliverables must be submitted via PATS, except for physical artefactsSome larger datasets, videos or similar that are only for general support or context may be provided elsewhere. All submissions must contain at least one PDF file in the document files section, or PATS will not allow you to complete the submission.
-Each submission consists of a collection of files under the following +
-sections:+
  
-  * **Document files**: These must be PDF files and each submission must have at least one of these files - this section is for the written report. +Submission generally consists of **two** main steps(i) **upload and check all files** for the submission; (ii) **complete submission** by clicking the "Complete Submission" buttonDo not forget step (ii). You can submit as many times as you wish before the deadline (as long as PATS lets you submit)but only the last submission archive is markedand at most, the last two submissions are kept (if you do not delete them)Any files left in the submission area are not markedand it is best not to leave any to avoid confusionYou can keep the submission files in the submission area and keep updating them and only perform the second step once you are sure all files are complete.
-  * **Appendix files**: These are additional PDF files, not part of the document files, that form an extended appendix of your report. Including files here is optional and you can instead add a normal appendix to the document files. What is most suitable mainly depends on the nature of the files and your specific project. +
-  * **Archive files**: These are file archives to provide the sources or any other content collections such as a set of images, test cases, survey data for your project, that are relevant to your reportThe archives can contain any file type and can have any arbitrary hierarchy. You can upload ziptar.gz, tar.bz2 or tar.xz archives only. But for compatibility any non-zip file will be converted to a zip file. Providing files here is optionalbut at least final report submissions are likely to require at least one archive. +
-  * **Other files**: Here you can upload any other files to support your reportThis is provided to enable you to submit any special files for your project in special formatsetc. as an alternative to submitting these in an archiveTypically these would be single files in a special format.+
  
-Note that, of coursenot all file types need to be included with each +After completing step (ii)we suggest downloading and checking the contents of your submission archive. In particularthe files in the PDF section are merged into a single PDF file, protected/encrypted to avoid modification and completed with any missing fonts as far as possibleDuring upload, PATS provides tools to check the contents of the files and also merge the files. You may want to check the resulting submitted PDF files for any issues which can, for instance, be caused by missing fonts in the original files (this means that even the original files may also not show up correctly on your markers PDF viewers). We are trying to create an archival PDF format (PDF/A) from what you submit to minimise any issues with viewing later on as much as possible.
-submissionWhat is suitable often depends on your project and your +
-report and please discuss with yout supervisor what you should be +
-submitting if you are unsure.+
  
-To add files to these sectionspress the related [Upload] link which +In a submission on PATSwe usually expect report with sufficient evidence to back up your claims such that they can be verified and reproduced in principle. Often the report with sources is adequate for thisSometimes you may have some extra data filesvideos or images for demonstrations. You only have to submit files you created yourself. No need to submit any files automatically created, such as compiled object files or binaries. There is also no need to submit files from a framework or development suite or otherwise obtained assets you are using (these can easily be referenced - they do not have to be freely available). Some extra data files may be useful to document computational and analysis results, etcWe do not have to be able to execute your code from what is submitted, as it only serves as evidence of what you have done.
-opens separate upload dialog. You can select more than one file at +
-once to upload into a section in that dialog before you press the +
-"Upload" buttonOnce you have uploaded a file you can view its type, +
-file size, MD5 and SHA1 checksum via the provided link. You can use +
-the M5 or SHA1 checksum to verify the integrity of the file (also see +
-[[checksums]]). You can further rename, delete and move the file up or +
-down in the list for each sectionYou cannot exchange files between +
-sections.+
  
-After you have uploaded at least one document file you can complete +===== File Submission =====
-the submission. This will generate a zip file containing all the files +
-you've uploaded in all sections, sorted by these sections and in order +
-they are displayed in the submission area. **Your files count as +
-submitted only after you have completed the submission**. While files +
-in the content area are visible to your supervisor and moderator, they +
-cannot actually approve or mark them.+
  
-You can resubmit at any time before the deadline (all deadlines are by +For each deliverable, PATS has two sections to submit files: 
-midnight on the day shown)A resubmission will completely replace the +  * **Document files**: These must be PDF files, and each submission must have at least one of these files - this section is for the written report, including any appendices. See the **[[PDF Guide]]** for information on creating PDF files
-previously submitted files and not extend the previous submissionso +  * **Support files**: These are any additional files you wish to submit for your project. They are not part of the main report but form supplementary material or extended appendices. Often these are archives (we try to convert some of them to zip files for compatibility) containing codedata or computational/experimental results. Generally, uploading files here is optional, but check what you should provide with the main report carefully. For final reports, in most cases, we expect to see at least the code. Usually, we do not require any binary files generated from sources, etc. 
-always upload all files into the submission area and then submit them +What is suitable to submit often depends on your project and your report. Please discuss with your supervisor what you should include if you are unsure. Your supervisor and moderator can see any of the files you have in the submission area and your current and previous submission archive.
-all at once by completing the submission. +
  
-The system will keep the current and the previous submission archive. +To add files to these sections, press one of the related upload buttons, which opens a separate file selection dialogue. You have a choice to use the resumable upload function, which allows you to continue interrupted uploads, but may not work with all browsers and is particularly suitable for larger files. Instead, you can use the standard direct upload, which should work with all browsers, but cannot be resumedOnce you have uploaded a file, you can view its type, file size, and checksums (to check if your upload was successful). You can further renamedelete and move the file up or down in the list in each section. You cannot move files between sections.
-You can delete these archives at any time before the deadline and also +
-download the archives to verify their contentsIf you wish to check +
-the archive before completing the submissionselect the "Preview +
-Submission" button.+
  
-**Make sure you check the contents of any files you upload in the file +For the files in the document section, you can check if there could be potential issues with the PDF files. You can also combine all files in this section into a single file (PATS will do this automatically upon submission completion).
-submission are and especially the contents of the final submission archive.  +
-Files uploaded via the network may sometimes be corrupted and downloading +
-them again to verify their content avoids any problems. To verify they +
-files you may also use the MD5 or SHA1 [[checksums]].**+
  
-Your supervisor and moderator will be able to see any of the files you +After you have uploaded at least one file to the document files section, you can complete the submission. This will generate a zip file containing all the files you have uploaded in all sections, sorted by these sections, and in order they are displayed in the submission area. The document files will be combined into a single PDF file. **Your files count as submitted only after you have completed the submission**. While files in the content area are visible to your supervisor and moderator, they do not count as submitted nor serve as extensions to the submission; they will be ignored.
-have in the submission area and your current and previous submission +
-archive (unless you delete them).+
  
-See the [[PDF Guide]] for information on how to crate a PDF file.+You can resubmit at any time before the deadline (all deadlines are by 23:00 on the day shown). A resubmission will completely replace the previously submitted files and not extend the previous submission, so always upload all files into the submission area and then submit them all at once by completing the submission. You can delete the archive at any time before the deadline and also download the archive to verify its contents.
  
-====== Physical Artefacts ======+**Make sure you check the contents of any files you upload in the file submission area and especially the contents of the final submission archive. Files uploaded via the network may sometimes be corrupted, and downloading them again to verify their content avoids any problems. To verify the files, you may also use the checksums.** See **[[Checksums]]** for further information. (Some PDF files and archives are modified for compatibility and so the checksums are not the same as your local files).
  
-Some projects may also produce physical artefacts without any digital +===== Physical Artefacts =====
-versions of them. Hardware or similar physical objects do not need to +
-be submitted, but should be available for demonstration at the oral +
-examination and your report should contain sufficient information to +
-rebuild these. Any manually created documentation necessary for your +
-project should, however, be included in the archive in a digitised +
-format.+
  
-Anything that fits on an A4 page or smaller can be scanned and +Some projects may also produce physical artefacts without any digital versions of them. Hardware or similar physical objects need not be submitted but should be suitably demonstrated via videos, images or similar material showing their functionYour report should contain sufficient information to rebuild these. Any physical documentation necessary for your project should, however, be included in the archive in a digitised format.
-directly included in the report as a figure. For documents larger than +
-A4 we recommend taking photos of these and submit the image files via +
-PATSIf a single photo is insufficient due to resolution limitations +
-you can take multiple overlapping photos of the document and combine +
-these into a single imageThis applies in particular to large soft +
-system models drawn manually.+
  
-In addition to the digitised version, the documents larger than A4 +Anything that fits on an A4 page or smaller can be scanned and directly included in the report as a figure. For documents larger than A4, we recommend taking photos and submitting the image files via PATS. If a single photo is insufficient due to resolution limitationsyou can take multiple overlapping photos of the document and combine these into a single image.
-should also be handed in by the submission deadline to the COMSC +
-office in an envelope. On the envelope clearly write your namethe +
-title of your project and the names of your supervisor and moderator. +
-The document will not be archived, but used by your supervisor and +
-moderator to decide your mark and will be available at the oral +
-examination. It will be returned to you after the oral examination.+
  
-Assistance is available to create digital versions of such large +If you have any problems with thisdiscuss them with your supervisors and potentially with our IT Service Desk.
-documents from Frank Langbein. If you cannot take any suitable images +
-of the documentcontact him for assistance (to take one or multiple +
-photos and merge them, etc.). If you can take the images, but cannot +
-merge them, please send the images to him by e-mail indicating how +
-they are spatially related. He will merge these images for you.+
  
-====== Submission Problems and Peace of Mind ======+===== Extremely Large Files/Archives =====
  
-After you submitted your files on PATS as an archive (not just +We have no strict file size limitations for the submissions. But some projects may produce or use massive data sets (say >50GB) that are unsuitable for submission on PATS for various reasons. We recommend discussing with your supervisor what to do with these and if they are needed. Often it may be more suitable to submit them to a public file sharing/archiving site than keeping them on PATS and reference them from your report instead. In some casesthey may also not be required.
-uploaded them into the submission area) your project counts as +
-submitted and you do not have to do anything else. We do not expect +
-any problems with the network connection, the server or the integrity +
-of your submitted file. However, to avoid any problems with the +
-integrity of your submission and to deal with any problems arising +
-from the serverthe Internet connection or anything else that +
-prevents you from submitting the project in time (i.e. on the day of +
-the submission deadline), please follow these instructions:+
  
-  * Put all the files you wish to submit into some archive file (similar to the submission archive generated by PATS). +You may make larger files/archives available outside of PATS if they are mainly supporting or optional dataThese should be clearly referenced in the reportMake sure your supervisor and moderator can view these files and provide share links as references in the report so that other examiners (e.gthird markers, external examiners) are able to access them. Ideallyof course, they would be provided via publicly accessible storage without any restrictions.
-  * Compute an MD5 checksum of this archive file and store it in a separate file. +
-  * Carefully preserve the archive you have submitted or intend to submit in its original form and the MD5 checksum file. For this you may for instance burn it on a CD or DVD. +
-  * E-mail the MD5 checksum to LangbeinFC@cf.ac.uk in an e-mail with the title "Final Year Project MD5 Checksum" from your university e-mail accountThe e-mail must be sent before the submission deadline and all e-mails will be acknowledgedIf you do not have e-mail access, print out the MD5 checksum and hand it in at  the COMSC office with your name and project title.+
  
-While the procedure is optional it avoids any problems arising from +====== Submission Problems and Peace of Mind ======
-the online submission. If you provide an MD5 checksum, then the +
-following applies:+
  
-  * If you have submitted your project onlinewe will contact you by e-mail in case the MD5 checksum you've submitted does not match the checksum of the submission archive. In this case the submitted archive may be replaced by the archive with that checksumThis is to ensure the  integrity of the archive. +After you complete the submission of your files on PATSyour deliverable counts as submitted, and you do not have to do anything else. You can verify your submission yourself by checking the provided submission archive. We do not expect any problems with the network connection, the server or the integrity of your submitted fileHowever, to avoid any problems with the integrity of your submission and to deal with any problems arising from the server, Internet connections or anything else that prevents you from submitting the project in time, please follow these instructions: 
-  * If for whatever reason you did not manage to submit the project online by the deadlinethe MD5 checksum (submitted before the  deadlinecan be used to verify that the archive has been generated  before the submission deadlineIn this case you can hand-in the  archive (e.g. on CD or DVD) or upload the archive later. Obviously the late submitted archive must produce the same MD5 checksum. You  will automatically be contacted if you have send an MD5 checksum and no archive has been submittedThis is to avoid problems that may  arise from server problemsnetwork connection problems, etc.+  * Put all the files you wish to submit into some archive file (similar to the submission archive generated by PATS). 
 +  * Upload the archive on a private online file sharesuch as your onedrive linked to your university account (this is the best option, if possible), google drive, dropbox, etc. It is important that you cannot change the timestamp of this file yourself on the file-sharing site. 
 +  * Keep this file unmodified with a verifiable timestamp on the site (at least until you get your mark returned)As the timestamp can serve as verification that you created the file before the deadline, you can later share this with your supervisor, moderator and project coordinator if there is a problem with your submission. 
 +  * If, for some reason, you cannot upload your files onto PATS, you can also share this file immediately (before the deadline) with the project coordinator, who will fix and complete your submission on PATSAlso, send an e-mail to the project coordinator with more information about the projectwhat happened, etc., so they can properly set up your project files on PATS. 
 +Generally, sharing files with the project coordinator before the deadline works well to resolve any issues. But note that it may take some time until we can get back to you to sort out the problem.
  
-For details on how to generate MD5 checksumsetcplease see [[checksums]]+If, for some reason, you are unable to submit your files online anywherethere is a further offline alternative to this process as a last resort: 
 +  * Put all the files you wish to submit into some archive file (similar to the submission archive generated by PATS)Store this somewhere safe so you can produce this file in person or later on via some file-sharing mechanism online from that storage. Ensure the file is not modified (in particular, after you created the checksum). 
 +  * Create a checksum of this file (see **[[Checksums]]**) and send this checksum to your supervisor, moderator or project coordinator. It must arrive before the deadline. It can be sent by e-mail or given in person with your full name and student id. You can also give this to someone at the COMSC office. Tell them to forward this to the project coordinator. Note that it may be hard to reach anyone in person, so this does not work as a last-minute option (e-mailing the checksum before the deadline would, of course, work). 
 +  * The project coordinator will then be in touch to arrange to receive the actual file from you and get the data onto PATS. The file must have precisely the checksum you submitted before the deadline, or it cannot be accepted. 
 +So far, we have never had to use this approach.
  
 ====== Recommended File Types ====== ====== Recommended File Types ======
  
-You are free to use any file types as long as they are suitable for +You can use any file type as long as they are suitable in the support file section. However, in generalwe recommend the following file formats unless there is a good reason for your project to use a different format: 
-the submission section. However, in general we recommend the following +  * Documents: Whenever possibleuse PDF. Note the main report must be in PDF format in the document files section
-file formatsunless there is a good reason for your project to use a +  * Sources: Sources, interpreted files, HTML files, etc.should usually be plain text files encoded in ASCII, UTF-8 or ISO 8859-1 (latin1). Other standard text encodings may be used if necessary
-different format: +  * Jupyter, matlab, etc. notebooks: consider if these are really suitable for the purpose (e.g. PDF files generated from them may be more suitable for showing analysis results) and make sure you submit them completely, including any separate data needed. They may not be viewable by your markers in any case, so are best treated as optional files for completeness/evidence of your work only
- +  * Images: The JPEG or PNG formats are preferred for compatibility. An image quality of 90% is usually sufficient for JPEG. 
-  * Documents: Whenever possible use PDF. You may include the original document files used to generate the PDF in the "Other" section. Notethe main report and the appendices must be in PDF format. +  * Video: Use MP4MKV or WEBM container formats. The H.264/AVC and AV1 codecs are preferred for compatibility and quality. Usually the resolution does not have to be greater than 1080p (1920x1080); 720p (1280x720 pixels) is often sufficient; 1440p (1920×1440) or larger only if high resolution is needed. Large videos may be hosted outside of PATS (e.g. on panopto), but make sure they are accessible with the information provided in the report and are not just available to your supervisor and moderator (see extremely large files above). 
-  * Sources: Sources, interpreted files, HTML files, etc. should usually be plain text files encoded in ASCII, UTF-8 or ISO 8859-1  (latin1). Other standard text encodings may be usedif necessary. +  * Audio: Use OGG or MP3 for lossy compression or FLAC for lossless compression. For MP3a sampling rate of 32kbps is sufficient for voice and analogue tape recordings, 128 to 192kbps should be used for CD quality and 192 to 320kbps should be used for complex audio sources (containing a broad spectrum of frequencies). For OGGa quality 0 is sufficient for voice, quality 6 should give you roughly good CD qualityand higher qualities (up to 10) should be used for complex audio sources only.
-  * Images: The JPEG or PNG formats are preferredfor compatibility. An image quality of 90% is usually sufficient for JPEG. +
-  * Video: Use QuickTimeMPEG or DivX formats. The H.264 and MJPEG codecs are preferredfor compatibility and quality. Usually the resolution does not have to be greater than 720p (1280x720 pixels). +
-  * Audio: Use OGG or MP3 for lossy compression or FLAC for lossless compression. For MP3 a sampling rate of 32kbps is sufficient for voice and analog tape recordings, 128 to 192kbps should be used for CD quality and 192 to 320kbps should be used for complex audio sources (containing a broad spectrum of frequencies). For OGG a quality 0 is sufficient for voice, quality 6 should give you roughly good CD quality and higher qualities (up to 10) should be used for complex audio sources only. +
submission_guide.1317813057.txt.gz · Last modified: 2011/10/05 12:10 by scmfcl