Technical report formatting guidelines

SoReMo Summer 2021

Overview: submission process and file formats

At the end of their projects, SoReMo Fellows submit a technical report. This report is written as an academic paper, a preprint of sorts, and is published formally in our in-house SoReMo publication.

Each report undergoes a blind review process, where anonymous referees (for example, peer students, students from other disciplines, and faculty) give feedback to the author who then revises their report. SoReMo editors oversee this process.

Once the revisions are approved as final edits, each report undergoes a production and publication process. This means it needs to be formatted and prepared for publication. Since all of the reports are formatted using Markdown, this document guides the authors through some ways in which they can help expedite the process by typing up their reports in this format already.

Two options to keep in mind:

  • There is nothing you have to download to write a Markdown document.
  • If your report includes code, such as R or Python, then you likely have no trouble downloading RStudio and creating your document that way.

Next, we will walk you through how to type up and format your report.

How to create Markdown files

Option 1: using an online editor

Simple markdown documents can be edited in an online editor! This will work for many of you, so you don’t have to download anything. For example, go to dilinger.io.
Once you open the site, you will have a blank .md document ready. Just start typing!

Dilinger.io allows you to import your plain text document from places like Dropbox, Drive, etc; preview them as PDF or HTML; download / export as Markdown source (this is needed for editing work!) or as HTML or as PDF. You can also export to Dropbox, Google drive, etc.

TIP: Possibly an easiest approach is to edit the report as a plain text file on your computer, follow Markdown formatting ideas as described in this document below, and then import to Dillinger to generate a PDF of your report for submission.

Option 2: on your computer using RStudio

This particular document was created using RMarkdown. You can read more about it here and check out a cheat sheet here, which will guide you through installing RStudio, and from there the moment you create a new .Rmd document, it will be a working template to start from. If you are used to using LaTeX, no worries: it can be embedded into Markdown, with overall simpler formatting.

Once you edit your document in Rstudio you can click the button “knit” which will generate an html file and you can submit that. You can also generate a PDF instead – simply replace html_document in the document preamble by pdf_document, and knit again!

The submission process

What happens after you are done with writing the report is fairly standard in academic publishing. Namely:

  • You will submit the report for review;
  • it will receive at least 2 and likely 3 blind reviews,
  • you will then get feedback along with additional editorial comments;
  • you will revise it, and communicate with the editors until the revisions are finalized and approved.

The report will then be sent to production where it will be formatted like one of these.

You will be sent final page proofs to check for any errors, typos, etc. before the reports are published on the website.

Report contents

Check out the tech report section in this document: resources for presentations and reports

Technical: bibliography, figures, tables, and code

What to do with the bibliography and citations

We are flexible, but would be happy to have you help us format properly if that is possible.

Ultimately, we need your references in a bibtex file! If you’ve never heard of it, you can start with plain text and then obtain one online like this: copy and paste using the instructions on this site anystyle.io. For more information, please read this.

Note: in Markdown, your bibliography items will not appear in the formatted document unless you do the following things:

  • save your bilbiography in a file called, for example, mybiblio.bib, formatted according to bibtex;
  • add a line bibliography: mybiblio.bib at the preamble of this document; and
  • actually cite the references in text;
  • end your document with an empty ‘References’ section, as shown in this document. Markdown will then automatically format everything and place the bibliography at the right place, in the right order.

Luckily, citations in Markdown are super easy. For example, for a citation whose key is testCitation, which can be seen by looking at the bib file2 which will say something like @article{testCitation,, you can cite it like this:

@testCitation says .... some quote. 
Also, for more information, see [@testCitation]. 
You can also say things like:  Dylan says [-@testCitation]...

The code above produces the following:

Peifer, Stillman, and Halpern-Leistner (2020) says …. some quote. Also, for more information, see (Peifer, Stillman, and Halpern-Leistner 2020). You can also say things like: Dylan says (2020)

TIP: if you are having trouble or using an online editor, just include plain text bibliography manually within a References section. A production editor will do the final formatting.

Including figures

Figure 1: All figures must be numbered and have a caption stating what the figure is.

In order to include a figure, you should specify the path. You will need to submit all your figures figures with your report before publication! Save them in a folder, zip, and upload; or upload one by one, as supplementary files, on the site when you create your submission.

Note that the figure caption will not appear unless there is a blank line after the figure.

Requirement: you will need to submit all figures as separate .png, .jpg, or .pdf files. Please make sure to give filenames that are easy to call for an editor, for example, “Figure 1” file should be named something like “yourname.figure1.png” or “yourname.fig1.png” or simply “yourname.1.png” - no spaces please.

Including tables

here’s a markdown table with a caption!
column 1 column 2 column 3
one 4 $1
two hello ‘code’
Total cost: $4

Including code

Here is a code chunk. It does not specify what language the code is written in,
so it's not executed.
# here is an R code chunk
print("hello world")  
## [1] "hello world"

License

The template was created for publication in SoReMo reports.

Authors of the reports retain copyright of their work.

This document is created for SoReMo and is released under the same license as the parent folder on Github.

References

Peifer, Dylan, Michael Stillman, and Daniel Halpern-Leistner. 2020. “Learning Selection Strategies in Buchberger’s Algorithm.” In Proceedings of the 37th International Conference on Machine Learning (ICML).

  1. About the author.↩︎

  2. A bib file is just a plain text formatted to be parsed automatically. Open it!↩︎