Final Year Project

Student Requirements and Responsibilities

Prepared by Kristen Sadler

December 2010
 The purpose of this file

The reason why students must review this file is because it contains
important information about student responsibilities and requirements
during the FYP period.

The file consists of a section of “requirements” which students must

adhere to, and a section of “responsibilities” that will help students to
adjust to and get the most out of the FYP course.
 Requirements

You are required to adhere to the following regulations in dealings with all
institutes and supervisors.

The regulations apply to all students enrolled in the FYP course, regardless
of project type and location.

Any student who fails to adhere to the regulations may jeopardise his/her
FYP opportunity and be penalised accordingly.
 Requirements

As a Final Year Project student, you are required to:

1. prepare for and commit to your FYP.

2. attend ALL required events organised by SBS and your host institute. If
you are unable to attend you must inform the organiser as soon as
possible.
3. behave appropriately at all times (in and out of the workplace), acting to
enhance the reputation of all parties involved.
4. return required paperwork and reports within the timeframes set
5. inform the FYP course coordinator of any problems that cannot be
resolved at a local level
6. before finishing, ensure all requirements of any external Institute and SBS
have been met
7. regard yourself as an “employee” of the host institute and conform to its
rules and disciplinary procedures.
 Requirements: Health and Safety

As a Final Year Project student, you are required to:

8. observe the Health and Safety Regulations of the workplace and to work
in accordance with these regulations at all times.

9. ensure that you receive and understand full instructions for equipment
operation before use. If this is not covered, then ASK.

10. be familiar with emergency procedures in your workplace.

11. follow procedures regarding the reporting of accidents.

12. notify the FYP course coordinator or SBS Safety Officer if you have any
concerns regarding Health and Safety practices as they affect you.
 Requirements: Communication Channel

As a Final Year Project student, you are required to:

13.regularly check your NTU email account and clear the mailbox to receive
email. If you miss important information due to failure to clear or read email,
you will be entirely responsible for the consequences.

14.use your NTU email address for correspondence with the university
offices and staff.
 Requirements: Work Hours

As a Final Year Project student, you are required to:

15. work on your project for the full working week.

This is normally 8:30am to 5:30pm, Monday to Friday
This is normally about 40 hours per week

If you are doing library research, or any off-site work, it is your responsibility to notify
your supervisor of this.

You may be required to: attend meetings after office hours; work after office hours;
and work at the weekend, particularly if there are deadlines.

The hours of work are mostly very long in scientific research. However, being ‘seen’ in
the workplace for long hours is not an indicator of competence. It is more important
to be efficient and finish your work at a reasonable hour and have time for non-work
activities such as exercising, socialising and mentally relaxing away from the
workplace.
 Requirements: Work Hours

As a Final Year Project student, you are required to:

16. inform your supervisor as soon as possible if you have other regular
commitments e.g. classes, part time employment, other commitments. You
must work out a plan with your supervisor to make up the time lost from
your project work.

It is acceptable to ask your supervisor what hours you should work, especially when
you are new to the project. It is better to ask, “what time should I arrive in the
morning?” instead of, “what time am I expected to arrive in the morning?” because
using ‘expected’ can have negative connotations. It sounds like you will only do
something if that is what the supervisor wants and not for your own benefit, interest,
growth and experience.

In time the work you are doing (experiments, meetings, etc) will most likely dictate
your work hours.
 Requirements: Work Hours

As a Final Year Project student, you are required to:

17. always be on time for group and individual meetings, seminars and
organised events

Don’t be fooled by the fact that others turn up for work at different times, arrive late
for meetings or do not appear to be 9 to 5-ers. There may be special
circumstances that apply to them e.g. they may be working late or working at
home, they may have just completed an intense work period.

But, if you arrive late and leave mid-afternoon, you can guarantee it will be noticed.

If you are tired and need to sleep then notify your supervisor and go home and rest.
Sleeping or ‘resting’ your eyes at your desk is not appropriate nor professional
conduct.

It is not appropriate nor professional conduct to access personal websites, social

networking websites, watch videos or play games on institute work stations.
 Requirements: Health and Safety

As a Final Year Project student, you are required to:

18. inform your supervisor as soon as possible if you are ill or otherwise
indisposed and cannot attend the workplace or are running late. It is
preferable that you notify them by phone and not by email.

You should keep your supervisor updated on when you expect to return.

If you are ill then you should always get a Medical Certificate.
 Responsibilities

You are responsible for the items outlined in the following pages.

The responsibilities apply to all students enrolled in the FYP course,

regardless of project type and location.
 Responsibilities: Dress Code

As a Final Year Project student, you are responsible for:

1.Asking your supervisor or other group members about the institutional

dress code and the appropriate forms of dress, and abiding by the dress
code.

Some FYPs may involve official and/or public engagements.

There is likely to be an unwritten dress code at your FYP workplace.

Normal undergraduate attire (jeans, shorts, flip-flops, t-shirts, singlets) may not be
acceptable in the workplace

Dress code may be determined by safety requirements.

Your form of dress will influence people’s perception and impression of you. As
soon-to-be-graduates you must consider the image you wish to project.
 Responsibilities: Forms of Address

As a Final Year Project student, you are responsible for:

2. Addressing co-workers in an appropriate manner. Since you are a junior

member of the team probably in terms of age and of experience, you
should be formal in your address to more senior members and use titles
such as Professor, Doctor, Mr, Ms, etc. Some may ask you to call them by
their given name, but this should come from them. Do not be over-
familiar at the outset. It is better to be too formal than too informal and
cause unwitting offence.
Responsibilities: Cutting edge work versus chores

As a Final Year Project student, you are responsible for:

3. Managing your expectations of the type of work you will be doing. There is
a balance between what you would choose and what is necessary. Do not
expect to do exciting and stimulating work all the time.

You are working as part of a team so your tasks may be determined by the needs of
the team not just your project. The team may consist of two people, i.e. you and your
supervisor, or twenty people. You will not always do work that suits and interests you.

There is a lot of technical and time-consuming work that has to be done on any
research project!
Responsibilities: Cutting edge work versus chores

As a Final Year Project student, you are responsible for:

4. performing all tasks to the best of your ability. Even if some work appears
mundane all work is extremely important and therefore must be done
efficiently and accurately.

5. keeping your workspace clean, cleaning equipment you have used,

replenshing stocks you have used, ordering and preparing reagents.

Do not expect anyone to perform these tasks for you, even if they do so for others.
Responsibilities: The student-supervisor relationship

As a Final Year Project student, you are responsible for:

6. contributing to the student-supervisor relationship by respecting the

supervisor’s knowledge and experience.

The student-supervisor relationship, and all your workplace relationships, will depend
on mutual respect.

You may have more than one supervisor:

Group leader plus day-to-day supervisor
Co-supervisors from different groups

You must carefully observe the relationship between the supervisors while you
develop your own relationships with both supervisors
Responsibilities: The student-supervisor relationship

As a Final Year Project student, you are responsible for:

7. being aware that the supervisors’ main roles are to guide, inspire and train
you. The role of the supervisor is not to simply tell you what to do and your
role is not to blindly follow their instructions.

8. thinking carefully about all suggestions from your supervisor and making
sure you understand the purpose and direction before you begin the work.
After all, during the examination you are the one that must explain and
defend the work you have performed.

If you are asked a question about your work you should never reply with “Because my
supervisor told me to do it.” You should have an understanding of why you are doing
something, using a particular method, reagent, etc.
 Responsibilities: When your supervisor says...

As a Final Year Project student, you are responsible for:

9. being aware that suggestions from supervisors can often be implicit. Some
examples are:

“You might like to attend these seminars/ meetings…”

“Have you considered …”
“You might find it useful to read…”
“If you have time you might think about…”
“Perhaps you could just…”

Supervisors often use this type of language to suggest project direction. The subtext
here is that it is highly recommended that you go to these seminars, etc. Suggestions
are often implicit rather than explicit. Part of the supervisor’s role is to make
suggestions for your work, not to tell you outright what to do.
 Responsibilities: If you are not sure, then ask

As a Final Year Project student, you are responsible for:

10. asking for clarification or further information if you do not understand

something. If you feel things are not being clearly explained or that the
person is assuming you have prior knowledge you do not possess, it is your
responsibility to ask questions rather than pretend you know what they want
and inwardly panic.

Do not worry that you will be perceived as stupid or inadequate if you query what is
being said. You may gain respect by having the confidence to speak up and clarify the
situation.

Clarification early on saves a lot of mistakes and unhappiness.

An easy way to clarify something is to repeat the task back to the instructor, e.g. “I
should do A then B then C?” or “Just to recap, I should add x to y and then mix for 20
mins?”
 Responsibilities: Your input into the project

As a Final Year Project student, you are responsible for:

11. showing initiative. You are not expected to run the project 100% on
your own from day one, but over time you will be responsible for
contributing ideas and thoughts to the project direction and analysis of
results.

12. accepting criticism of your work or behaviour in an appropriate and

professional manner. Take time to reflect on the criticism you have
received and how it can be used in the future as a mechanism for
improvement.

Do not be afraid to make suggestions. Learning how to process your scientific

thoughts and organise them into suggestions for future work is a critical part of
your scientific training. Now is the time to practice and develop these skills.
 Responsibilities: Office Politics

As a Final Year Project student, you are responsible for:

13. avoiding entering into office politics, including any disputes, factions or
gossip. You may find there are office politics being played and you will learn
to decode them as you progress; stay neutral and professional.

If you are involuntarily involved in office politics: don’t believe, nor act on, everything
you hear; listen to both sides of a story before drawing conclusions.

There is usually a lot of history in the workplace that you are not aware of.

A positive and enthusiastic disposition is very important. Remember that how you
conduct yourself will affect others and their perception of you. Those who work with
you will want to enjoy having you in the workplace.
 Responsibilities: How to resolve problems
As a Final Year Project student, you are responsible for:

14. being aware of common sources of problems. Some examples are:

Perceived ‘attitude’: ‘Attitude’ is used to define certain behaviours. Keep your

‘attitude’ in check, it is a fine line between having confidence and having an air of
superiority.

Personality clashes: Aim for a pleasant working relationship with all group
members. You do not have to be best friends with everyone. Requires adaptation,
respect and tolerance.

Differences in work habits: Helps to develop your skills in teamwork. Requires

adaptation, respect and tolerance.

Different expectations: Usually between student and supervisor. Can often be

resolved by increased communication.

Misunderstandings: Usually the result of poor communication. Can often be

resolved by increased communication
 Responsibilities: How to resolve problems

As a Final Year Project student, you are responsible for:

15. defining the source of any problems that affect you. These may include:
experiencing feelings of loneliness, confusion or awkwardness ; or feeling
that the work is too mundane

16. being pro-active in addressing any problems that affect you.

Be aware that:
•Initial mundane work may be an important basis for later, so do not be discouraged.
•You may need to prove your competence before being given more responsibility.
•Some supervisors may not give you more responsibility or variety because they may
think you are happy with things as they are.
•How you tackle issues will have a great effect on the outcome.
 Responsibilities: How to resolve problems

As a Final Year Project student, you are responsible for:

17. being aware of how to raise issues with your supervisor. Here is a guide:

•If you want to discuss concerns or suggest changes, be tactful, professional and
diplomatic, don’t be emotional.

•Arrange an appointment and prepare for the discussion.

•Remember: your expectations or interpretation of the tasks may be different from

your supervisor's.

•Do not be afraid of making suggestions for improving or developing the scope of
the FYP - most people welcome the display of interest and initiative.

•Do not just complain without offering possible solutions.

•If you have been at fault then do not be afraid to admit that and start afresh with a
new perspective.
 Responsibilities: How to resolve problems

As a Final Year Project student, you are responsible for:

18. notifying the FYP course coordinator of problems that cannot be

resolved at the local level. If you are unsure of how to tackle the situation
you may contact the course coordinator for advice.

19. taking positive and prompt action to resolve any problems.

No one will know you have problems if you do not raise the matter.

Most situations are easily resolved.

Sometimes you will need to be the ‘bigger’ person to resolve disputes. Use it as a
learning experience and move on with your work.
 Responsibilities: Learning and Networking

As a Final Year Project student, you are responsible for:

20. taking advantage of every learning opportunity presented during the FYP.
Examples of ways to extend your learning are:

Listen to what goes on around you, ask questions and initiate conversations with
people you would not normally speak with.

Make the most of the knowledge of others who are more experienced than you; most
people are willing to explain things to help you see the wider context of what you are
doing. This applies to both work-related issues and life-related issues.

It can be very easy to initiate a conversation by asking someone about themselves,

e.g. where they studied, where they have worked before and their process of
decision-making as an undergraduate student. Most people are comfortable talking
about themselves. You just need to ask the right questions!
 Responsibilities: Learning and Networking

As a Final Year Project student, you are responsible for:

20. taking advantage of every learning opportunity presented during the

FYP. Examples of ways to extend your learning are:

Take some time to visit your classmates in their workplace. Ask them and their
workmates about the work being performed. This will help you to gain a broader
view of the life sciences industry and possible areas of employment.

Set up a networking website or regular meetings with your classmates to discuss the
broader context of the FYP and employment and further study prospects. This
should ideally permit you to interact with classmates outside of your regular group
of friends. If you limit your network to just your friends then you will miss out on a
huge range of opportunities.

Remember: The FYP is more than just practical work, it is your major link between
your bachelor’s degree and employment or further study
 Things to keep in mind during FYP

Your overall supervisor and day-to-day supervisor will be the first people
you will approach for a letter of recommendation for future employment
or further study.

After the FYP you will have: many new technical skills; greater knowledge;
greater maturity; a growing network of contacts; and further developed
your abilities to adapt to new situations. All of these factors will be highly
beneficial for your career. Such ‘soft skills’ can be listed in your resume and
highlighted during future interviews.

As NTU students you still have access to the workshops and seminars run
by the NTU Career Office. These include workshops on resume writing,
interview skills, networking, grooming, etiquette and more.

Above all, enjoy your experience and your work.