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Preparing Dissertations and Theses

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postgraduate writing skills from start to finish

Many students reach postgraduate studies and have a difficult time producing their dissertations and theses – for two reasons. First, they’ve probably never written such a long piece of work before and second, because they’ve probably never seen one and therefore don’t know what it’s supposed to look like. Bill Allison and Phil Race start off this brief guide to postgraduate writing skills with the first issue which most students are likely to confront – how to choose a research topic.

Preparing Dissertations and Theses This needs to be done with some care, because you can be saddled with your choice for anything up to three years or more. It’s not unknown for some people to become bored by their own subject. Fortunately, the preliminary work of looking at the literature and searching the databases of research, is a lot easier these days since most of this information will be available on line.

Next they explain what’s required in a research project – the ability to identify a problem, analyse it, read the literature, develop a research method, select the data, do the work, draw conclusions, and write up the results following the academic conventions of your subject.

The rest of the book is devoted largely to producing the written product which will be the material outcome of the research. This involves understanding the structure of dissertations and theses – knowing the correct order of their parts. This covers items which students often find difficult, such as how to reduce a thesis which might be anything up to 80-100,000 words long into a succinct 400 word abstract.

The other things which may people find difficult are quotations, referencing systems, and bibliographies. These are all worth understanding as soon as possible, because research which is perfectly successful can easily be referred back for ‘further revisions’ if the referencing is irregular or the bibliography doesn’t follow the specified standard.

Next they cover the process of doing the research itself – the actual work of the project and how to keep track of what you are doing. They stress the importance of writing up your work, organising your files, keeping records, and backing up what you produce – which should be easy now that the price of disk space and storage has fallen.

The last part of the book deals with the really small details of the physical object you will create – the page layout and margins, abbreviations, tables, the size of fonts, line spacing, and everything down to the way the finished pages will be bound.

So that covers just about everything. It’s up to you now to do the necessary work – and then you can collect your degree.

© Roy Johnson 2004

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Brian Allison and Phil Race, The Student’s Guide to Preparing Dissertations and Theses, London: Routledge, 2nd edn, 2004, pp.100, ISBN: 0415334861

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Presentation of essays

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1. Presentation
The presentation of your finished work is an important part of its success. You should deliver your work as clearly and as neatly as possible. Try to observe the following general guidelines to create an attractive page layout. You may not necessarily gain marks for good presentation, but you are likely to loose them for work which is untidy.

2. Paper
Use A4 size paper. This is now accepted as the international standard for most printed and written materials in the fields of education and commerce.

3. Writing
Word-processed or typewritten work is becoming the norm. Remember that standards of presentation are being driven up all the time. Some tutors might deduct marks for bad handwriting or untidy work.

4. Margins
Leave margins of at least one-and-a-half inches at each edge of your text and at least one inch at the top and bottom of each page. This might seem over-generous at first, but it will almost certainly enhance the appearance of what you produce.

5. White space
The purpose of all this white space is to leave plenty of room in which your tutor can write detailed comments or corrections. These comments will offer you direct guidance on what you have written. This is very valuable feedback which should help you improve
the quality of your work.

6. Line Spacing
If the document is a normal essay, use one-and-a-half or double line spacing. This too will create space for tutor comment. If the document is one which will be read at greater length, such as a report or a dissertation, use normal single line spacing. The comments on such work are sometimes made on separate sheets.

7. Paragraphs
Leave extra space between paragraphs. If you follow this rule you do not need to indent the first line of the paragraph. This enhances page layout, and it will also help you to organise the structure of your argument.

8. Pages
Print on one side of a page only. Leave the other side blank. Remember to number each of the pages. This will lessen the chance of your work becoming disordered. The blank pages are available for additional comments if necessary.

9. Headings
Headings or question rubrics should be separated from the body of the essay text. Emphasis should be given by using bold or (less desirable) italics. There is no need to underline titles or headings, and do not create them in continuous capitals.

No punctuation marks (other than question marks) should be used after headings or sub-headings.

10. Titles
Choose italics to indicate the titles of book-length publications, and remember to be consistent throughout your document.

11. Presentation
When submitting your essay, keep the pages together by using one of the transparent plastic document holders which are now increasingly popular. Securing by one staple in the top left-hand corner is acceptable, but do not fasten pages together with pins. These are a hazard for all concerned.

12. Postage
If you need to post work back to your tutor, use large A4 size envelopes. Avoid folding your written work, and do not use small sized envelopes which are designed for letters.

13. Security
You might wish to take a photocopy of your work as a precaution against loss. This could be useful if you are a distance learning student using the post, or if you have a particularly long or valuable essay on which you have spent a lot of time. If you are using a word-processor, keep a backup copy of your work on disk.

14. Photocopying tip
If you have a typed essay which contains a lot of mistakes, here is a tip for improving the appearance of your work. First, blank out mistakes with correction fluid, make your alterations – then take a photocopy of the final draft. Submit the photocopy and keep the original.

© Roy Johnson 2003

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Publish your academic writing

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getting your academic work into print – and on line

If you want to get ahead in the world of colleges and universities, there are no two ways about it – you will have to face the challenges of academic publishing. It might be articles, reports, or the results of a research project. It could be chapters from a thesis, or the whole work itself – re-drafted into book form.

Quite apart from your subject, there are two important things to keep in mind. The first is that your work will be scrutinised not only by the publisher, but by specialist reader(s) who are experts in your subject. They will be looking at the quality of your work in terms of commonly accepted academic standards; and they will checking to see that you have demonstrated that you are up to date with the latest research in your field of study.

If they give your work the thumbs up, the publisher will them be making sure that you have presented your work in compliance with their own house style guides. Publishers are increasingly demanding these days : they use economic arguments to transfer a lot of the work of compositors and editors back onto authors.

Writing for Academic Journals
Rowena Murray is an experienced writer on the subject of academic writing. She is author of How to Write a Thesis and How to Survive Your Viva. What she says in this guide should be encouraging for people in ‘new’ universities, people in disciplines which have only recently been considered academic, and those in professions such as the NHS which are under pressure to become more academic.

She deals with the important issue of getting to know your target publications. There’s really no way round this: you need to know what they’re looking for, and how they want it presented. For those who might not have written a scholarly paper before, she shows you how to analyse one and uncover its basic structure and arguments – with a view of course to constructing your own.

The next part of the book deals with how to find a topic and develop an argument. You can do this by mining your reading notes, expanding a brief presentation, or maybe adapting a chapter from your dissertation or thesis.

There’s also lots of sound advice on planning, outlining, and the art of writing abstracts. She also shows you how to draft your text and create the appropriate style. This is followed by the process of revision and editing,

Although it is aimed at those writing for publication, this book will in fact be useful for anyone who wishes to sharpen their academic writing skills and understand something about the process of preparing a text for its public launching.

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Getting Published
Jerry Wellington starts by looking at the variety of positive reasons why people write and publish – as well as the numerous fears which might prevent others from doing so. He argues largely in favour of publishing in established, printed journals on the grounds that they offer the author more credence and protection. Next comes advice in taking account of the publication in which your writing will appear. You need to take into account its readership, and most crucially the type of article or review and how it will best fit the editor’s requirements.

He then goes through the process of submitting an article for publication – both from the writer’s and publisher’s point of view. Much of this is taken up with the pros and cons of the peer review process. Then comes the case of publishing in book form. After warning quite rightly that you shouldn’t write a word until you have a contract, he then shows you how to prepare a publication proposal in great detail. Finally he looks at future possible trends in publishing – which focus largely on electronic journals and what’s called ‘self-archiving’ – which is covered next.

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Scholarly Journals at the Crossroads
This is a review of the arguments for and against electronic publishing of academic writing – largely the work of Stephen Harnad. His argument is that scholars working in what he calls the ‘esoteric’ fields of narrow specialisms (particularly the sciences) do not need to publish on paper; they merely wish to be read by their peers.

And since they don’t expect to be paid for what they make public, why shouldn’t they put their work straight onto the Net in preprint form. Once their work is on the Web, they can invite comment, make whatever revisions they feel warranted, then archive the finished article in digital form. By following this procedure, peer review is maintained, but the system works more rapidly and less expensively. Most importantly, they can avoid the dinosaur procedures and high costs of traditional print journals. As he puts it himself (in characteristically succinct form):

“What scholars…need is electronic journals that provide (1) rapid, expert peer-review, (2) rapid copy-editing, proofing and publication of accepted articles, (3) rapid, interactive, peer commentary, and (4) a permanent, universally accessible, searchable and retrievable electronic archive.”

The more books one reads on electronic publication, Hypertext, and digital technology, the more one realises how convenient, comfortable, portable, and aesthetically pleasing the printed book remains – produced by what Nicholas Negroponte describes as “squeezing ink onto dead trees”. But this does not invalidate Harnad’s proposal: if a text is urgent, hot, and written for a minority – we’ll read it on-screen, add comments, and send it back within the hour, rather than wait for the Dinosaur Publishing methods (and timescale) of ‘getting it onto paper’.

This is a book for specialists, but it encompasses issues which are part of the profound effect of the forces of digitisation and the Internet. The vested interests of commercial publishers and academic institutions may take some time to shift, but their fault lines are remorselessly exposed here. Harnad’s vision and his debate with contemporaries gives us a view of a world which is breaking apart, in the very process of being overtaken by the forces of New Technology.

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Academic publishing Towards Electronic Journals
Carol Tenopir takes a similar view and considers it more-or-less inevitable that print production costs will push academic writing towards digitised publication. The Web was actually created so that academic researchers could share their findings across the Internet – doing so quickly and free from any commercial restrictions.

If you write a paper on rocket science, you can put the results directly onto a web site and announce the fact to special interest groups. That way, you can invite feedback, critical comment, and peer review – and receive it fairly quickly, instead of having to wait up to two years as you would if the paper was put into the slow-moving production methods of commercial publishers.

Scholarly journals take a long time to produce; they are very expensive; and very few people read them. Why bother then, when the same results can be made available fast, free of charge, and to a much wider audience? How much does it cost? What are the trends in scholarly article authorship and readership? What are the overall implications of electronic journals to publishers, libraries, scientists, and their funders? These are some of the fundamental issues underpinning this book.

The argument on costs is overwhelming. Electronic publishing saves on printing costs, re-printing costs, storage costs, archiving, and inter-library loan costs. And all the other arguments return again and again to the obvious advantages of electronic publication.

They point out that readers both inside and outside universities will continue to demand materials in printed form. Which is true. It’s amazing how many people continue to print out documents – for the sake of convenience, and habit. But to quote Nicholas Negroponte again, the future is digital.

This is a study which is aimed at researchers, librarians, publishers, and anyone interested in electronic publication, and they go out of their way to provide hard evidence for decision-makers.

If you are interested in one of the lesser-known but burgeoning forms of electronic publishing – then you should find this a rich source of hard facts for the debate.

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© Roy Johnson 2009

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Punctuation in essays

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sample from HTML program and PDF book

1. Punctuation is used in writing to indicate the natural pauses, stress, and intonation of the spoken word. It is also used to clarify the meaning of a sentence.

2. The most common marks of punctuation are the comma, the semicolon, the colon, and the full stop. These represent pauses of increasing length.

3. If you are in any doubt about punctuation, then use as little of it as possible. Write in short, direct sentences. It is perfectly possible to write clearly and efficiently using only the comma and the full stop.

4. Avoid using abbreviations (i.e., etc., &, e.g.) as well as too frequent use of the dash ( – ) and the exclamation mark (!). These all create the impression of a style which is too casual and chatty.

5. Abbreviations such as e.g. and i.e. are acceptable (and may be desirable) in your notes. However, if you wish to use any of these expressions in the body of your text, they should be written out fully in words – as for example and that is.

6. Short, clear, and simple sentences are usually more effective than those which are long and complex. If you are in any doubt at all, split up any longer sentences into two or three which are shorter. You are more likely to make your meaning clear with shorter rather than longer sentences.

7. What follows is an example of an entire paragraph which has been punctuated using only the comma and the full stop. [The subject is the structure of a paragraph.]

The central thought or main controlling idea of a paragraph is usually conveyed in what is called a topic sentence. This crucial sentence which states, summarises or clearly expresses the main theme, is the keystone of a well-built paragraph. The topic sentence may come anywhere in the paragraph, though most logically and in most cases it is the first sentence. This immediately tells readers what is coming, and leaves them in no doubt about the overall controlling idea. In a very long paragraph, the initial topic sentence may even be restated or given a more significant emphasis in its conclusion.

8. The paragraph which follows demonstrates the correct use of the comma, semicolon, colon, and full stop. These are the most common marks of punctuation.

Punctuation should always be used lightly, even sparingly, and as accurately as possible. You will discover through practice that there are three basic rules: the comma, semicolon, and colon mark increasingly long pauses; full stops are used to separate distinct sentences; and a new paragraph should always be employed to begin a new topic or point of argument.

9. The use of brackets (technical name ‘parentheses’) should be kept to a minimum. They are used to indicate a supplementary remark, an authorial aside, or a qualification of some sort. However, if they are used too frequently they interrupt the flow of the argument and create a choppy, unsettling effect.

10. Square brackets [like these] are used to indicate authorial additions. They indicate your changes to somebody else’s text, or your comments on it. For instance, if you are quoting a text which requires brief explanation, you would insert your own remarks between square brackets.

Thompson’s article then goes on to claim that ‘these dramatic upheavals [in government policy] were heralded by cabinet reshuffles earlier in the year’ (3) and it ends with an analysis of the election results.

11. If a quotation contains a mistake in the original you might wish to indicate that the error is not your own. This too is indicated by the use of square brackets.

The senior government minister who was recently acquitted of kerb-crawling claimed that at long last his ‘trails [sic] and tribulations’ were at an end.

12. Exclamation marks (!) should be used as little as possible in academic essays. They tend to create a slightly juvenile, overexcited tone. In any form of writing, the more frequently they are used the weaker becomes their effect.

13. The question mark (?) too should be used as little as possible. In fact questions should not normally be raised in essays – unless you are going to answer them. Keep in mind that most essays are posed in the form of questions which you should answer.

14. Try to minimise the use of the dash ( – ). These may be used singly to indicate an afterthought, or in pairs to insert an explanatory comment or a short list:

Everything – furniture, paintings, and books – survived the fire that broke out last week.

They should not be used as a substitute for parentheses, or mixed with them.

15. The hyphen ( – ) is a short dash used to connect prefixes to words (multi-storey car park) or when forming compounds such as ‘son-in-law’ or a ‘couldn’t-care-less’ attitude.

16. In general, the oblique stroke (/) should not be used as a substitute for words such as ‘and’, ‘plus’, and ‘or’. Try to avoid the either/or construction and such lazy (and ugly) compounds as ‘an entire social/sexual/ideological system’.

17. Note that the combination of colon-plus-dash [: – ] (which is called ‘the pointer’) is never necessary. Some people use this to indicate that a list will follow, but the colon alone should be sufficient.

18. Too frequent or uncontrolled use of these marks of punctuation tends to create a loose, sloppy style. You should normally keep them strongly in check, otherwise you might produce writing as bad as this:

What then went wrong? – how was the political impetus of the late 60’s/70’s lost that manifested itself so strikingly in the field of film study?

19. Quotations are normally shown in single quote marks – ‘like this’. When quoting speech use double quote marks:

The tutor remarked that “These conventions are designed to give your essays a pleasing and well-designed appearance”.

20. You do not need to put full stops after titles such as Mr, Dr, and Co (unless they occur at the end of a sentence). They are also not required in well-known business and company titles such as BBC and IBM. This is a practice which has now gone out of fashion.

21. Make a clear distinction between marks of punctuation such as the comma and the full stop, otherwise this may appear to produce weak grammar.

22. Many aspects of punctuation are ultimately a matter of personal preference, current fashion, and (in the case of newspapers and commercial publishers) what is known as ‘house style’. There are also minor differences in practice between the UK and the USA. The suggestions made above are based generally on common academic conventions in the UK.

© Roy Johnson 2003

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Questions in essays

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1. Any essay questions you have been asked to answer should be written out – both accurately and in full:

  • on the rough notes for your essay plan
  • on the first and final drafts of the essay itself

2. Doing this will help you to understand its key terms and its instruction terms and to keep the essay topic(s) in mind whilst you are planning and writing the essay.

3. It should also help you to relate each part of your argument to the question whilst you are in the process of writing the essay.

4. Some people find it useful to write out the question on a card. This is then kept propped up before them as a constant reference point and a reminder whilst they are planning and writing the essay.

5. When writing an essay, you should repeatedly refer back to the question and ask yourself – “Is my argument relevant to what has been asked for? Am I answering the question and following its specific instructions?”

6. Essays which do not start with the question written out in full are almost always those which wander off the subject in question. The reason for this seems to be that without the specific topics (and limits) set by questions before them, many students feel free to change the subject or treat it in a different way to that required. Do yourself a favour – always write out the question.

Asking questions

7. When writing an essay, try to avoid presenting your argument in the form of questions or ‘queries to yourself’. This too often has the effect of subtly changing the subject of the essay.

8. Avoid expressions such as – ‘but is this really true?’, ‘can we tolerate this any longer?’, or ‘but what would have happened if Thatcher had not ordered the invasion at that time?’

9. Remember that you have been asked to answer the question or discuss the issue which the essay rubric poses. It is your task to provide a response or an answer. You should be generating an argument which puts forward ideas and observations of your own on the topic(s) in question.

10. If you wish to make the point that something is a problem or that differences of opinion on the subject exist – then just say so. You should also say what those differences are, and go on to relate them to the question.

11. Be prepared to explain the problem or explore these differences of opinion, giving examples and explaining their relevance to the original question.

12. Do not include any observations on how difficult the essay question is to answer. Even if this is true, your task is to provide an answer. Remember that you should not normally include within an essay any comments on how you came to compose it. [The only exception to this is a report in which you have been asked to include such comments.]

13. In almost all cases, the golden rule is as follows:

Do not be tempted to raise questions in essays – unless you are going to answer them.

© Roy Johnson 2003

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Quotations in essays

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1. There are in general two instances when you may wish to use quotations from other writers’ work:

  • Evidence – when quoting from other sources to support your own argument(s)
  • Reference – when a text is itself the subject of your essay and you need to refer to it in your discussion

2. The conventions of accurate quotation and referencing are relatively simple, and they are based on the need for accuracy, consistency, and clarity. There are a number of slightly different systems of notation. The two most widely used are:

  • the traditional combination of numbered quotation, plus an endnote giving the source
  • the Harvard system (described separately)

3. The whole purpose of both systems is that tutors marking your work should be able, if they wish, to check the accuracy of the quotations you use.

Evidence

4. In a discussion of the development of Marx’s philosophy for example, you might argue that his work was a natural development of his predecessors, supporting your assertion by quoting David McLellan. He points out that

Marx began by paying tribute to the achievements of Feuerbach, particularly in having shown that Hegel’s philosophy was no more than a rationalised theology. (1)

5. A bracketed number is added immediately after the quotation, and the source of your quotation is given as an endnote on a separate sheet at the end of your essay. (You might wish to place the information as a footnote at the bottom of the page, though this system can become rather complicated.)

NOTES
1. David McLellan, The Thought of Karl Marx, London: Macmillan, 1971, p.26.

6. Note that this information is given in the following order, and you should remember to indicate the titles of books by using italics.

Author-Title-Publisher-Date-Page

7. The material you quote is placed between two single quotation marks if it is run in as part of your text:

this is what David McLellan calls a ‘rationalised theology’ (1) in his discussion of the relationship between Marx and Hegel

8. If the length of the quote amounts to more than three lines of your own text however, it should be indented separately, and no quote marks are necessary:

Marx began by paying tribute to the achievements of Feuerbach, particularly in having shown that Hegel’s philosophy was no more than a rationalised theology, and having discovered the true materialist approach by starting from the social relationship of man to man. (1)

9. Your own argument should normally be offered first, and you then reinforce it with quotation from an authoritative source. You are using this secondary evidence from acknowledged specialists to support your own views. Do not offer the quotation first, otherwise what should be your own argument will tend to be come more a ‘commentary’ upon it.

10. The quotations you offer should be as brief as possible to make their point. Don’t be tempted to offer long quotations from other people’s work in the hope that this will act as a substitute for your own argument. Nor should you stitch together a patchwork of quotations from a variety of sources with a few words of your own. This creates the impression that you are relying too heavily on other people’s work.

11. Sometimes in more advanced essays it might be necessary to quote longer passages. You would do this if you were going to analyse the author’s arguments in detail and at quite some length. This should only be done occasionally.

12. Each main point of your argument should be made and discussed in its own separate paragraph. This should not normally need more than one quotation to support it. Too many quotations can create the impression that you are relying too heavily on secondary sources.

Reference

13. When the subject of your essay is the discussion of a text (say, criticism of a novel or an article) you should follow the same system of notation. Directly after the first quotation you should give a full bibliographic description of the text you are discussing.

14. This information could be given within brackets in the body of your essay, but you will be developing good academic habits if you place the information as a note at the end of the essay.

15. If your essay is predominantly concerned with just one text, all subsequent quotations from it may simply be followed by page references. Simply add an explanation to the first endnote, saying – all subsequent page references are to this edition.

16. If you will be quoting from a variety of other sources in the same essay, you should number the quotations and give the sources accurately as a series of endnotes.

17. It is also possible to mix these two forms of referencing, so long as the distinctions are made clear. If your piece of work was a long essay on Bleak House for instance, it would be acceptable to identify all your quotations from the novel with page references. Quotations from other critics or sources would numbered and their sources identified as separate endnotes.

18. There must be grammatical continuity and sense maintained between any quotation and your own argument. To arrange this, it might be necessary to add or delete words from the material quoted, or to change the tense of the original. Whenever you do this, any changes should be very small. They must also be properly acknowledged.

[It was] as if she were truly loved by him, but notwithstanding this impression she regarded the man as no more than a casual acquaintance who occasionally made her laugh (p.7)

19. Square brackets are used to indicate any words which you have added in order to make the quotation fit grammatically or otherwise within your own argument.

20. If you wish to draw attention to a particular word or some part of the quotation, you should provide the emphasis by using italics (or underlining). You should then immediately admit the fact ‘as if she were loved by him’ [p.7 – my emphasis] and then carry on with what you wish to say in the remainder of your argument.

How to shorten a quote

21. In order to shorten a quotation or to remove some part of it which is not relevant to your argument, you may wish to omit a number of words. To denote this omission (which is called an ‘ellipsis’) you should use the convention of the three dots ‘…’ in the space which is left:

He had even a kind of assurance on his face … the assurance of a common man filled with pride. (p.7)

22. This device should not be used to change the sense of the original in any way, or to misrepresent its spirit: such practices are regarded as academically fraudulent.

23. The three dots denoting an ellipsis do not need to be placed at the beginning or the end of your quotation, even if you are quoting a few words from within a sentence.

24. The general convention for indicating quotation is to use single quote marks (‘unmitigated’) and to reserve double quotes marks for indicating speech (“Good gracious!” cried the duchess.)

25. When quoting conversation, follow these rules, but if it makes things easier put the words spoken within double quote marks even if they were in single quote marks in the original:

Kayerts is being even more hypocritical and self-deceiving when he ‘observe[s] with a sigh: “It had to be done”‘ (p.39)

26. If you are quoting more than once from a number of works in an essay, you can avoid confusion and save yourself the trouble of giving a full reference each time. Use either the abbreviations op. cit.. and ibid. or the short title convention.

27. Different subjects have their own conventions in this respect – but the short title system is becoming more widely used and is easier to follow. However, an enormous number of academic books have been produced using the older system, so it is worth understanding how it operates, even if you decide not to use it.

28. Using the system of Latin abbreviations, the first quotation from a text is referenced fully with an endnote. In the case of any references which follow, just give the author’s name followed by op. cit.. (which means ‘in the work already quoted’) and then the page number – as follows:

11. J.D. Bryant, The Origins of Mythology, London: Carfax Press, 1971, p.234.
12. History Today, Vol. XXXIV, No 18, p.123.
13. Bryant, op. cit., p. 387.

29. If the very next quotation is again from the same work, the abbreviation ibid.. (which means ‘in the same place’) is followed by a page reference. You do not need to give the author’s name. The sequence just given would therefore be extended:

11. J.D. Bryant, The Origins of Mythology, London: Carfax Press, 1971, p.234.
12. History Today, Vol. XXXIV, No 18, p.123.
13. Bryant, op. cit., p. 387.
14. ibid., p. 388.

30. The short title system is particularly useful for longer essays which might deal with a number of texts or different books by the same author. Second and third year undergraduate studies often require a lengthy piece of work such as this. The principle is the same one of giving full bibliographical details in the first reference. Subsequent quotations are given a reference which is composed of the author’s surname, a shortened form of the book title, and the page number. The examples shown above would therefore appear as follows:

11. J.D. Bryant, The Origins of Mythology, London: Carfax Press, 1971, p.234.
12. History Today, Vol. XXXIV, No 18, p.123.
13. Bryant, Mythology, p. 387.

31. The conventions of quoting from poetry and plays are exactly the same, but for the convenience of the reader, line numbers are given.

32. There are a number of widespread misunderstandings about the use of quotation and systems of referencing. It is worth taking the trouble to follow the conventions outlined above (or use the Harvard system). Once you have brought simplicity and clarity to the presentation of your quotations it will help to improve the appearance and credibility of your work.

What to avoid

  • You should not put page references in margins: they are placed immediately after the quotation, within your text.
  • You should not locate references as part of your own argument with expression such as ‘and we see this on page 27 where he collapses slowly … then later in the paragraph where he recovers’.
  • Ellipses are shown by three dots only [ … ] not a random number scattered across the page.
  • References and note numbers should form part of the text of your argument. They should not be added to the essay at a later stage and written into the margins or squeezed above the text as superscripts.

33. You should avoid using too many quotations and references to secondary material. In some subjects this can sometimes be required (as in a ‘review of the literature’) but in most it is not. Packing your essay with references to other people’s ideas creates the impression that you are unable to create an argument of your own. Remember that your own evidence or points should come first. Quotation should normally be offered after you have established your own argument.

34. Some people use quotations as a means of starting an introduction or rounding off the conclusion to an essay. This can give your work a touch of sparkle if the quote is well chosen. However, you should minimize the use of this strategy in the body of the essay itself. Paragraphs which begin with a quotation can weaken your argument – for two reasons.

  • First, you are not leading with your own ideas in the form of a topic sentence directly related to the question.
  • Second, the substance of your argument in what follows might give the impression of being a commentary on the secondary source quoted, rather than an answer to the original question.

© Roy Johnson 2003

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Re-writing essays

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1. Re-writing is an important part of producing successful essays and term papers. Your first draft is a temporary document which can be altered. Treat it as a rough version of your essay upon which the final version will be constructed. Don’t think it’s the best you can produce, just because it might have cost a lot of effort.

2. Most successful authors make several drafts of their work. They edit and re-write what they produce, correct mistakes, and make additions and deletions. Good writing is often the result of extensive re-writing before the final draft. Don’t imagine that you should be able to write perfectly well at your first attempt.

3. Get used to the idea of re-working your ideas and your expression. Don’t feel guilty about correcting and revising several times over.

4. A word-processor is ideally suited to working with multiple drafts. This can be done in two ways. You can choose to keep polishing and refining the same basic document, saving it to incorporate each set of changes. Alternatively, you can create and save separate drafts. These may then be compared and mixed until you have produced something to your satisfaction.

5. If necessary, you may also wish to read the work out loud to check for weak grammar. However, keep in mind that a conversational tone and style is best avoided in formal essays.

6. When producing successive drafts of your work, keep in mind the following suggestions.

Checklist for re-writing

  • Simplify any awkward grammar
  • Split up sentences which go on too long
  • Re-order paragraphs to improve your argument
  • Eliminate repetitions
  • Correct errors of spelling or punctuation
  • Create smooth transitions between paragraphs
  • Add any important ideas you have missed out
  • Delete anything which is not strictly relevant

© Roy Johnson 2003

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References in essays

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1. Most tutors will normally be satisfied with references which are given in the standard form suggested here:

Author, Title, Publisher, Date, Page

J. Brown, Applied Physics, Routledge, 1986, p.89.

2. Remember that these bibliographic details are given so that the source of the information could be traced. If your information is from an electronic source you should consult these pages for details of presentation.

3. If your subject-discipline requires you to use the Harvard system of referencing, this information is given with the date of publication following the author’s name:

Author, Date, Title, Publisher, Page

Brown, J. (1986) Applied Physics, Routledge, p.89.

4. There are a number of subtle refinements to this basic system which may be of interest to those students moving on to more advanced study. The suggestions that follow refer to the UK conventions. They are based on Judith Butcher’s classic study of bibliographic presentation, Copy Editing: the Cambridge Handbook for Editors, Authors and Publishers, 3rd edition, Cambridge University Press, 1992.

American users may wish to consult Kate L. Turabian’s A Manual for Writers of Term Papers, These, and Dissertations, Sixth edition, University of Chicago Press.

5. Always quote the sub-title to a work if it is necessary to explain the main title:

Alan Harvey, Writing in Numbers: Dickens and Serial Fiction, Cambridge University Press, 1987, p.25.

6. The title of another work included in any title should be shown in single quotation marks:

R.W.M. Stapford, The Textual History of ‘King Henry IV’, London: Scholar Press, 1980, p.40.

7. The name of an editor is placed after the author and title:

Fanny Burney, Camilla: or A Picture of Youth, ed. Edgar J. Broom and Liam S. Trentham, London: Oxford University Press, 1972, p. 112.

8. If there is no author, the editor or compiler will precede the title:

J. Melford Britain (ed.), Religious Drama 2: Twenty-one Medieval Mystery and Morality Plays, New York: Meridan, 1958, p.12.

9. Edition and volume numbers are given following the title:

John A. Smith, The Growth of the Cotton Trade in Lancashire, 3rd edn, 4 vols., London: Textile Press, 1987-8, vol. 3, p.2.

10. The name of translators should be placed after the title:

Lara-Vinca Masini, Art Nouveau, tr. Lucy Fairbrook, London: Thames and Hudson, 1984, p.45.

11. The name of someone revising a work should be placed after the edition number:

H.W. Fowler, A Dictionary of Modern English Usage, 2nd edn, revised by Sir Ernest Gowers, Oxford: Clarendon Press, 1965.

12. In references to articles or chapters within books, the author and article title are given first:

R.S. Craft, ‘Monastic sites’ in D. Masters (ed), The Archeology of Anglo-Saxon England, London: Routledge, 1962, pp.101-52.

13. References to articles within journals are shown in the same way:

Moreton Winslow, ”Craft against Vice’: morality play elements in Measure for Measure’, Shakespeare Studies, 14 (1981), pp.229-48.

14. References to editions of ‘standard’ texts are given in the normal manner, but if the emphasis of the book is on the editor’s work it is better to give that name first:

J.W.Smithson (ed), John Locke, An Essay concerning Human
Understanding, London: Macmillan, 1983, p.45.

15. The presentation of items in bibliographic references may vary according to the conventions of the subject discipline. You should be prepared to follow the order which is common in the subject you are studying. Details of references to electronic sources are given here in a separate section.

16. In scholarly texts and in library records, the author’s surname will often be given first, and there is an increasing tendency to follow this with the date of publication, as in the Harvard and the short title referencing system.

© Roy Johnson 2003

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Relevance in essays

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1. Relevance is an all-important feature of good essays and term papers. It is very important that all parts of an essay are directly related to answering the question. Any parts which wander away from the topic(s) concerned will weaken its effectiveness.

2. Making judgements about the relevance of what you produce is not always easy. Concentration and clear thinking are required. However, there are a number of strategies you can adopt to help you stay on target.

3. The essay question should be written out accurately and in full – both on your notes and your finished essay. This will help you to understand any key terms and instruction terms, and it will help you to keep the essay topic(s) in mind whilst you are writing.

4. It should also help whilst you are planning your answer and writing the first draft of the essay. You should consult the wording, and relate each part of your argument to the topic(s) in question.

5. Remember that each paragraph should contain just one idea or topic which is announced in its first sentence. This idea or topic should be directly related to the question or the subject you have been asked to discuss.

6. The idea, topic, or argument of this first sentence should then be expanded and developed in the sentences of the paragraph which follow. Each part of your explanation should be directly related to the question or the subject.

7. Part of the substance of each paragraph should be that it explains the relevance of your argument to the question. Avoid straying onto other topics, no matter how interesting they might seem. If they are not directly related to the question, have the courage to delete them from your drafts.

8. If you feel it really is necessary to introduce a separate issue into an essay in order to illustrate some part of your argument, make sure that you return to the original subject as soon as possible. Part of your discussion should explain why and how this secondary issue is relevant.

9. Maintaining this degree of control over your argument requires a great deal of careful planning. At each stage of the argument, you should keep asking yourself ‘Is this relevant?’, ‘Am I answering the question?’, ‘Does this relate directly to the subject I have been asked to discuss?’

© Roy Johnson 2003

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Repetition in essays

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1. There are two types of repetition which you should try to avoid in essays:

  • ideas or arguments
  • important words or phrases

2. Repeating ideas or arguments suggests that you have not thought enough about the question and its implications. You are not offering enough substance in your response.

3. The solution to this problem is to generate more ideas at the planning stage. A well-constructed plan will help you to avoid duplicating your arguments – because you should be able to see the topic defined in your notes.

4. The repetition of words and phrases is a trickier issue. Many questions will obviously call for topics to be named in the course of your discussion. However, you should avoid the irritating effect caused by excessive repetition – especially of key terms or specialist vocabulary.

5. Avoid the excessive repetition of any important or key terms from the essay question in the body of your essay. Unless the nature of the topic makes it impossible to do so, try to find other way of expressing the central idea of the question. This will also demonstrate that you have understood it, and it will add variety to your expression.

6. Repeating the exact words of the question in the introduction to an essay is a very common weakness. Avoid this approach: it creates a very lame effect. A much better strategy is to show that you understand the question by ‘translating’ it into your own terms.

7. The same is sometimes true of conclusions. An exact repetition of the question (especially if you have also used it in the introduction) creates a weak and disappointing effect.

8. If you are tempted to repeat words or phrases, there are two general solutions to the problem:

  • re-phrase the concept in your own words
  • use a thesaurus – either a book, or the one in your word-processor

9. If you use a thesaurus, take care to choose a near-synonym from the same subject area and not another field of meaning altogether. For example, in an essay on educational policy where you wish to avoid repeating the term ‘education’, it would be no good choosing the terms ‘nurture’ or ‘care’ just because they are listed. These belong to the sphere of child-rearing. You might however choose ‘pedagogic’ or ‘academic’.

10. The converse of this strategy is to rephrase the concept. Demonstrate your understanding of the question by putting it into your own words. This not only avoids the boring effect of repetition, it also demonstrates to your tutor that you have grasped the subject concerned.

11. In an essay which deals predominantly with one thing or person, there is no need to keep repeating the name. For instance, instead of ‘Othello says … then Othello tries … and Othello’s speeches show …’ you can simply use ‘he’ or ‘his’ after the first mention of the name. So long as you do not introduce another name or topic, it should be clear to the reader that you are still referring to the same thing or person.

12. Alternatively, in such an essay, you might use terms such as ‘the hero … the protagonist … the Moor’. However, this approach should be handled with great care, as it can easily seem mannered and pretentious.

13. Keep in mind the general subject of your essay and the context in which its details are being discussed. You cannot simply pluck words from a dictionary or a thesaurus and use them as if they all had the same value.

14. Writers who lack experience often begin successive sentences with the same words instead of finding some form of substitute or variation. Rigorous editing and re-writing are answers to this problem. The following [weak] example is taken from what is otherwise a competent essay in literary studies.

To J C Ballard, the history that emerges from Empire of the Sun is not there merely to provide background or local colour. Empire of the Sun assumes that the reader has some knowledge of its historical content. The novel assumes that the reader has some knowledge ofAsiatic history …

16. This could have been improved by avoiding the second mention of the novel’s title and deleting the phrase which follows it, since it is repeated in the next sentence:

To J C Ballard, the history that emerges from Empire of the Sun is not there merely to provide background or local colour. The novel assumes that the reader has some knowledge of its context in Asiatic history …

© Roy Johnson 2003

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