Harvard Referencing PDF

Harvard Referencing – printable summary page 1 of 59

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(Adobe PDF version)

This is a printable version of the online Harvard References tutorial.

It does not contain the activities (quizzes, assignment) of that web based file.

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For printing: note that it will print 59 pages


Table of Contents (Hold down the Control key & click the links)

What is Harvard referencing?.......................................................................5 Why would you use it? .................................................................................5 Other Referencing Systems .........................................................................5 Handling different types of Source Media.....................................................6

On Plagiarism.................................................................................................6 Paraphrasing and the hazards of Plagiarism................................................6 Why is it so important? .................................................................................6

The Harvard System – a simple example.....................................................7 Step 1. Note down the bibliographic source details............................................ 7 Step 2. Insert a Citation in the text..................................................................... 7 Step 3. Add the entry into the references table .................................................. 7

What are Citations? .......................................................................................8

1. Handling citations without quotations...................................................10 With or without quotations; how do they differ? ..........................................10 Single Author Citations (no quotations) ......................................................10

Writing Flow..................................................................................................... 11 Single author with multiple publications......................................................11 Multiple author citations and using ‘et al’....................................................12 Section Summary .......................................................................................13

2. Handling citations with Quotations........................................................14 What is a quotation?...................................................................................14 Short quotations .........................................................................................14 Longer quotations.......................................................................................15 Shortening quotations for relevance using dots .........................................15 A quotation from more than 1 page of a source .........................................15 Repeated quotations from the same source - using ibid ............................16 Summary: Citations with quotations ...........................................................16

3. Making Reference Tables........................................................................17 Citations and Referencing Review .............................................................17 Where does the information for the References come from? .....................18 About Editions, Reprints and Dates............................................................18 What do Reference tables look like? ..........................................................19 Rules about reference tables .....................................................................19 Good practice: Keep track of your sources ................................................20

Basics of book referencing.........................................................................21 Single author books....................................................................................21

Memory aid...................................................................................................... 21 Capitalisation..............................................................................................22 Punctuation ................................................................................................22

Other paper-based referencing...................................................................23 No date of Publication ................................................................................23 No place of publication ...............................................................................23 No publisher ...............................................................................................23


ISBN Numbers ...........................................................................................23 Multiple authors..........................................................................................24 Secondary Referencing..............................................................................24 Within Referencing - using ‘In’....................................................................24

Journal or Newspaper Article reference tables.........................................25 Order for Journals: .....................................................................................25 Order for Newspapers: ...............................................................................25 Summary: paper-based reference tables ...................................................25 Summary: paper-based reference tables ...................................................26

Electronic (computer) reference tables .....................................................27 What’s in the Look Up section? ....................................................................... 27

Internet sources...........................................................................................28 Individual works/ web pages.......................................................................28 website - No author ....................................................................................29 website - No date .......................................................................................29

Personal e-mail correspondence................................................................29 Summary: Electronic referencing ...............................................................30

Other types of references ...........................................................................30

The Look Up Section ...................................................................................30 Introduction ................................................................................................30

Citations without quotations: .....................................................................30 Single Author Citations (no quotations) ......................................................30 Single author with multiple publications......................................................30 Multiple author citations..............................................................................30 Repeated citations to the same source: using ibid .....................................30

Citations with quotations:...........................................................................30 Short Quotations ........................................................................................30 Shortening quotations for relevance using dots .........................................30

Look Ups: References .................................................................................30

Paper based references ..............................................................................30 Single author books....................................................................................30 Capitalisation..............................................................................................30 Punctuation ................................................................................................30 Multiple authors..........................................................................................30 Editor only (no author)................................................................................30 ISBN Numbers ...........................................................................................30 No date of Publication ................................................................................30 No place of publication ...............................................................................30 Secondary Referencing..............................................................................30 Within Referencing - using ‘In’....................................................................30

Internet sources...........................................................................................30 Individual works/ web pages.......................................................................30 Website - No author ...................................................................................30


Website - No date.......................................................................................30 ‘Within Referencing - using ‘In’ for websites...............................................30 Electronic journal articles ...........................................................................30 Individual Works – FTP ..............................................................................30 Individual Works – Telnet ...........................................................................30

Electronic mail / Discussion Lists / Bulletin Boards.................................30 Personal e-mail correspondence................................................................30 Forwarded e-mails with additions...............................................................30 Citing a journal article from e-mail ..............................................................30 Elect. Conferences (interest groups), Bulletin Boards (partial)...................30 Elect. Conferences (interest groups), Bulletin Boards (entire)....................30 Usenet messages/ discussion groups ........................................................30

CD-ROM Bibliographic Databases .............................................................30 CD-ROM Bibliographic database – (entire) ................................................30 CD-ROM Bibliographic database – (a journal abstract/index ) ...................30 CD-ROM database - A journal / newspaper article from a full text version.30

UK Government / Official Publications ......................................................30 Government Publications ...........................................................................30 Acts of Parliament ......................................................................................30 Official Reports of Parliamentary Debates (Hansard).................................30 Official Reports of Parliamentary Debates in Standing Committees...........30 Command Papers ......................................................................................30 Foreign Language Publications..................................................................30 Law Reports ...............................................................................................30

Miscellaneous Materials..............................................................................30 Academic Theses.......................................................................................30 British Standards Publications....................................................................30 Illustrations .................................................................................................30 Market Survey Reports...............................................................................30 Patents .......................................................................................................30 Podcasts ....................................................................................................30 Published Music .........................................................................................30 Reference to a film, video and television broadcasts .................................30

Film/Video ....................................................................................................... 30 Television ........................................................................................................ 30 Programme Contributions................................................................................ 30

Sound Recordings......................................................................................30

Other Information and Links.......................................................................30 Web Links ..................................................................................................30 Books .........................................................................................................30 References used for this paper: .................................................................30

Glossary of Terms .......................................................................................30


What is Harvard referencing? Harvard referencing is a method used in your written assignments to let readers know the published sources of information you have used. These published sources can be from any paper based or electronic media and there are standard formats for entering these details that vary according to a number of factors. Harvard referencing is a formal way of crediting the published work of others which you have quoted within your own work. Why would you use it? By doing this you make it clear that

• You have evidence for the points you make from publications.

• You have not taken the opinions and claimed them as your own either intentionally or unintentionally. This is called plagiarism - to use, and claim as your own, someone else's writing/speech.

• Finding your source is easier. Because published items are all classified using a small number of bits of information (author, title, ISBN number etc.) using this method means if your work is read by someone in a different location he/she will be able to understand and locate the sources using your references.

Although it does take time to learn the system, once you get into the habit of doing it, handling referencing is fairly simple. It is a task best done during your work as you keep track of sources and, in the final stages of the work, when your writing is complete. So, using this convention means you are using an established, international, academic convention which all can use and this builds the credibility of your writing. It also demonstrates that you have achieved the level of discipline of writing in a clear, concise style which you can back up with evidence.

Other Referencing Systems Another way of referencing you may encounter is the Numeric system which uses numbers placed in the text for example:

“Here is a reference using the Numeric system3”

The numbers refer to sources listed at the end of each chapter.

A note on consistency There are several variations on the Harvard referencing format. Once you have found an acceptable way of handling your references you should be consistent; you should definitely not mix referencing systems in the same document.


Handling different types of Source Media The type of the source publication must also be considered. A range of different publication types – paper-based, official and electronic etc. – require their own special form of referencing. Learning about recording correct citations and handling references for a range of these different publication types and sources is the focus of these tutorials.

On Plagiarism When you are writing academically, it is not accepted practice for you to express your own ideas or conclusions without support from careful research or by reference to the ideas of other published sources. This is traditionally how an academic body of information has been developed. Stating an opinion without support from published sources (or research) can lead to accusations of plagiarism (the stealing of ideas) or of putting forward unproven, unsupported ideas. Being careful to credit a source is a very important practice when writing academic works and one that many students find difficult to recognise and establish, at first.

Paraphrasing and the hazards of Plagiarism There is an important distinction between paraphrasing, i.e. using the sense of the author’s ideas, and quoting, where you use the actual words of the author. Both need to be given credit. While it is easy to see that quotations need clear citation it is a common error to include paraphrased opinion and ideas in assignments without the same. Consider the following:

Other authors agree that eccentricity is common. Even Dyson worked tirelessly without much pay to get started. Keating (2001, p66) states: ‘All my research leads me to believe that a high level of devotion was the shared factor’.

Did you spot what was missing? While Keating is properly cited the student used an idea he had read and, intentionally or not, failed to cite its source: other authors. He/she hadn’t quoted from or cited the authors but had paraphrased their ideas without due credit. It’s easy to do and you must be careful to avoid it.

Why is it so important? Because it may lead to the marker to suspect plagiarism (see below) and most academic institutions have very firm views (and penalties) on this.

Plagiarism Is defined as a deliberate attempt on the part of the writer or researcher to use the work, ideas or expressions of other as if they were his/her own. Deliberate plagiarism is a form of academic cheating but is far less common than plagiarism committed through misunderstanding or carelessness.


Plagiarism can occur if:

a) You fail to acknowledge fully the sources of knowledge of the ideas that appear in your work;

b) You incorporate the actual words of others writers into your work as if they were your own;

c) You string together ideas of facts taken from others without presenting your own viewpoint.

The Harvard System – a simple example This part is a brief outline of the steps you will need to take to use the Harvard referencing system followed by an everyday example. Further explanations are given in following sections. Step 1. Note down the bibliographic source details Here are the details of the book from where the opinion came:

• Title: Shopping Trends • Author: William Keene • Year of publication: 2002 • Edition: 2nd • Publisher: Bantam Press • Location: New York • Page/s: 175.

Step 2. Insert a Citation in the text Because your reader may want to verify Keene’s opinion (and read further) this form of shorthand “ ‘Keene (2002)…(p.175)’ ” called a citation (a bracketed entry in the text containing the author name and year of the source e.g. (Jones 2001), is used in the text. Using the author’s last name and the year of publication, the citation makes a traceable link to a reference table:

Because the text includes a quotation from Keene the page number where it can be found is added and the quotation is added in single quotation marks (more on quotations later).

Step 3. Add the entry into the references table This is a table placed in the rear of a written work that lists the published sources referred to within the body of the work itself. The tables are organised alphabetically and by media. Occasionally, for larger works, these can be placed at the end of each chapter.

Perhaps the most telling example is e-Bay. Keene (2002) states that e-Bay is an ‘incredibly important new form of person to person business which ignores retail shops altogether’ (p175).


Here is the entry in the reference table for this book:

The order of the various elements in the above example is very important and a subject which we will look at in depth later. Important In the above example, a citation in the text points to the source of the quotation. It is important that you recognise that not only quotations but sources of ideas themselves also require referencing. Even where there is no actual quotation, you must cite the source of the idea. At this stage this may all seem a strange and unfamiliar way of doing things but it will become a lot easier as you use the system. Let’s begin with looking at the rules for handling citations.

What are Citations? Citations are defined as a brief entry in the text of your work that gives the reader just enough information to locate the complete work details listed in your Reference tables. Here is a sample showing two formats for citation of a single source (these will be explained in the next part):

Both formats are slightly different and both are acceptable as you will see in the next section. Each time you cite (refer to) or directly quote publications in your work you must:

• Include a bracketed citation in your text to the source of the item using the author’s last name and the year of publication e.g. (Jones 2000). (As you will see in the References section of this file, the relevant information about book author and date etc. is located in the Title page at the front of the book).

• Link the citation to a corresponding reference in a reference table in the rear of your work which is organised in alphabetical order and lists all those source publications you refer to. Depending on the type of

Keene, W., 2002. Shopping Trends. 2nd ed. New York: Bantam Press.

..and there is some support for this opinion from authors. Sangster (2001) suggests there are connections between nutrition and student achievement. In a later work on simple sugars, a longer term in-depth study into the role of sugar is proposed (Peters 2002).


resource they contain these are called ‘Book References’, ‘Journal References’, ‘Websites’, ‘ Electronic Mail’ , Government Publications and so on.

How you record the citation will depend on the following factors:

• Whether the source document is written by a single author or multiple authors;

• Whether the author has more than one publications in the same year;

• Whether the source you are using is inside a collection of source materials.

(We will look at these variations in the following sections). In the next part we look at handling citations without quotations. Once you observe a few simple rules citations are easy. Handling citations with quotations, the section following this one, differs only slightly.


1. Handling citations without quotations In this part we will look at 3 common variations of citations that don’t include quotations: Citations for single author books, multiple author books and handling publications by the same author in different years. A more complete list of the variety of citations can be found in the Lookup section of this tutorial.

With or without quotations; how do they differ? Citations without quotations differ from Citations with quotations in two ways:

• Quotations require page numbers in your citations. • Longer quotations should be indented

Otherwise, they are largely the same.

Single Author Citations (no quotations) A fragment from the text of a student assignment contains the following:

and here is the corresponding entry in the ‘Book References’ table:

In this example you can see the main features of the Harvard system. Notice that:

• Only the author’s last name and the year the book was published appears in the citation (James 1998);

• The citation appears in brackets; • There is no comma in the citation but there is plenty of punctuation in

the reference table entry (more on this later); • The citation follows the text that is about the idea which came from

James; • All other relevant details for that source are put into the Book

References table so any reader can look up the reference and trace the original source.

• Notice also in the example that while the idea comes from James it is not a quotation. This is an example of paraphrasing (using the sense of the author’s ideas expressed in your own words) and quite acceptable in assignments as long as it is correctly cited and referenced.

New technology almost always comes from the fascinations of a small number of half-crazed enthusiasts (James 1998).

James, F., 1998. The Creative Personality. 2nd ed. London: Oxford Press.


JAMES, F., 1998a. The Creative Personality. 2nd Edition. London: Oxford Press

JAMES, F., 1998b. The Creative Impulse. London: Oxford Press

Writing Flow To improve the flow of your writing (making it easier to read) you can refer directly to the author (use his or her name) in your work providing that you insert a bracketed reference to the year of publication afterwards. In the following example notice how much more natural is the sound of the sentence

when read:: As before, each of the authors’ names will then be found in the Book References table. In the next example the same author is cited but from publications in different years.

Single author with multiple publications Where you need to cite more than one work by the same author, a simple bracketed date of publication is enough:

So the corresponding Book References table might resemble:

Single author; 2 or more publications in same year It’s also quite common, especially with journal articles, to cite more than one publication by the same author in the same year. In this case you can do so by adding letters after the dates and making similar additions to your listings in the alphabetical references section in the rear of the work.

So the corresponding Book References table would resemble:

A number of authors agree. James (1998) and Keaton (2001) support the idea that an obsessional character is apparent in all of the important inventors of last century and Harrison (2000) believes it to be an essential feature for greatness.

James (1998) and James (1999) recognise that the growth in the use of English as the language of the internet has led to problems.

James (1998a) and James (1998b)

JAMES, F., 1998. The Creative Personality. 2nd Edition. London: Oxford Press JAMES, F., 1999. The Creative Impulse. 1st Edition. London: Oxford Press


About recording page numbers and punctuation: Notice that in the previous example there is a comma used to separate the year and the page number. Some institutions use a colon ‘:’ between the author details and the page number thus: (James 1998:121). Check with yours to be sure.

Multiple author citations and using ‘et al’ If the source has three or fewer authors all names should be given before the year:

If there are more than 3 authors use the Latin abbreviation et al (i.e. ‘and others’)

Note that although the book has multiple authors it is referred to as a single thing – as if ‘the book by’ was inserted before the citation. There are a number of other examples of citations without quotations listed in the Look Up section of this tutorial which you can refer to as you need to. Here is a list of the types of citation you can find in the Look Up section of this tutorial

• Single Author Citations (no quotations) • Single author with multiple publications • Single author; 2 or more publications in same year • Multiple author citations • Repeated citations to the same source: using ibid • ‘Within’ Citations • Secondary Citations • No author (anonymous) citations

See the following page for a summary of this section.

Kerry et al (1999)…

Roberts, Withers and Beacon (2002) has much to say on the consequences of eating low calorie breakfasts on student concentration…


Section Summary Citations without quotations

• Single author citations are the most common. In the text they appear as the author’s last name followed by the year of publication e.g. (Hines 2002);

• To improve writing flow citations can be written as part of the text with the year in brackets e.g. “Hines (2002) suggests that …”;

• Each citation must have a matching entry in the corresponding References table so readers can find the source;

• Reference Tables usually appear at the end of the work and list all of the details to easily identify a published work in a set order.


2. Handling citations with Quotations In the last part we looked at handling citations without quotations. In this part we will look at the modifications you need to make to the citation and to the quotation itself to include quotations in your work. What is a quotation? A quotation is where you have taken the actual text from the source and included it in your written text. A quotation can range in size from a single word to a short paragraph. To use a quotation from a publication you should

• Be accurate in recording the words and punctuation used by the original author.

• Use single quotation marks (‘ ‘) around the text if the quotation is less than one sentence; if longer, indent the passage and don’t use quotation marks.

• In the citation, record the author’s last name, year of publication and the page number/s in the publication where it can be found.

• Use, indentation if the text is more than one sentence and leave out the quotation marks.

In this section we will look at some common variations: • Short quotations; • Longer quotations; • Shortening quotations for relevance using dots; • Quotations from more than 1 page of a source; • Repeated citations to the same source – using ibid.

A more complete list of the variety of citations can be found in the Lookup section of this tutorial.

Short quotations An actual quote from James may appear as:

or

’Innovation brought forth rewards in time although it has come at significant personal cost without initial reward’. (James 1998, p121).

James (1998, p121), argues that ‘Innovation brought forth rewards in time although it has come at significant personal cost without initial reward’.


Longer quotations A larger quote really needs indenting as well:

Even without quotation marks it is clear from the wording and the page reference that this IS a quotation.

Shortening quotations for relevance using dots It’s no use including the whole paragraph if all you actually want is the first and last sentences. Good writing means you can edit quotations to leave out less relevant parts as long as you indicate the place you have cut out material:

Note the use of the 3 dots to indicate that part of the quotation is left out in the body of the text and 4 dots are used if text is omitted at the end. Joining the parts of the quotation in this way builds the strength of the quotation. Note: Using dots to indicate there has been an omission is called Ellipsis.

A quotation from more than 1 page of a source As we have seen it is necessary to include page numbers when using quotations. If the citation should include more than 1 page then use pp. to show it as below. Notice also the use of a comma to separate the author and date from the page number:

As stated by Walters (2004, p201):

Cooking haute cuisine French food needs a good understanding of the basic reliance on good stocks, and the freshness of the produce and meats it requires. Many restaurants claim to serve French cuisine but for reasons often related to the shortage of quality ingredients and high level skills they don’t deliver the goods.

As mentioned by Michaels, (1999, p.24):

The newest houses in the area have a higher build quality then ever …The great majority of householders aspire to make their own improvements in time and this has led to an increase in DIY sales in local stores….

In his work on football Henrikson (2002, pp.15-16) states the reasons that….


Repeated quotations from the same source - using ibid Where you have added a citation and are using further quotes from the same source it is possible to add the Latin abbreviation ibid followed by the page number, all in brackets. This tells the reader that this quotation comes from the same source as the one immediately preceding it and no other. (Some institutions allow ibid to be omitted and only the page number added in brackets. Check for yours).

Summary: Citations with quotations Before we look at setting up reference tables let’s look at a summary of what we have covered so far:

• The Harvard system requires that where the ideas or words of an original source are used you must correctly cite it in your work. Intentional or unintentional plagiarism must be avoided;

• Citations to other sources in your work must make clear the author’s

last name and date of publication either:

• Quotations from published sources require careful handling in using the exact wording of the original and page numbers need to be included in the citation brackets e.g. (Sheridan 1990, p.45);

• Short quotations require single quotation marks (‘ ’) and longer

quotations should be indented and so don’t require quotation marks; • Quotations can be trimmed to exclude less relevant material. 3 dots

are used to indicate material has been left out between quoted passages; 4 dots for trimming at the end;

• Quotations from the same source as the previous can be cited using

ibid and the page number in that source e.g. (ibid p.33);

• If a citation idea or quotation is found over a number of pages then pp. and the page numbers should be included e.g. (Henry pp.31-32)

1. Recent research about lions (James 1990, p2) and tigers (ibid p.4)…etc. 2. Hargreaves (1996) discusses the causes of the Australian gold rush. ‘Dissent was a primary factor’ (ibid p.23) but unemployment and under-employment which was widespread ‘made a significant and pernicious contribution’ (ibid p.66).


3. Making Reference Tables We have looked at including citations with and without quotations in your text. This section shows how to make correct entries into the Reference tables which you must include at the rear of your assignments. References are quite varied and, as before, we will look at only the most common paper based references in this training section. A more complete list of the variety of citations including electronic references can be found in the Lookup section of this tutorial. At the end of this section there is a brief quiz to test your understanding of the topic followed by a summary.

Citations and Referencing Review In an earlier section, we saw the principle that referencing other people’s published work requires a citation placed within the text and a reference placed in a separate table at the rear. The purpose of this was to allow a reader to see where you obtained this information in case he/she wanted to read further and, to demonstrate that you had based your writing on the findings and thoughts of published writers. Here is an example of a citation and its related reference:

…and here is the corresponding entry in the Book References table:

(How and why references are organised in this way will be explained in the following pages).


JAMES, F., 1998. The Personality. 2nd ed. London: Oxford Press.


Where does the information for the References come from? All of the details of the published item can be found in the title page/s at the front of every published book or, for journals and magazines in the first few pages. Here is a sample of a book’s title page.

About Editions, Reprints and Dates When looking for a date to cite you may find more than one: there may be dates for copyright, printing or different edition dates. It’s especially important if you are quoting from a book to indicate the edition so readers can easily locate the passage or ideas you are citing. In the example it is ‘Second edition’. Where possible always give the edition date of the edition you are referencing because a new edition has the possibility of revision (a change to a published work which may alter the content or the page numbering). For reprints assume that a reprint is not a new edition and no changes to the text have occurred. In the case above you would use 1980 because that is the year of the last published edition date. So edition year would be 1980. If you think that page numbers have been changed, and you have used quotations from it, then give the printing date of the version you are using. If you cannot trace a date of publication you will need to include [no date] within your reference.

To locate the relevant data from a book it’s more reliable to use its TITLE page rather than the cover as the source (See the note about editions, reprints and dates below)


What do Reference tables look like? As mentioned previously these tables are alphabetical lists, organised by type, of the sources you have either taken ideas from or actually quoted in your work. Below is a picture of a typical book reference table:

Rules about reference tables • Reference tables are placed at the rear of your written assignments

with bibliographies and frequently in an appendix (a separate section in the rear of an assignment which holds separate documents or tables related to the work. Appendices are numbered Appendix 1, Appendix 2 and so on).

• References are not the same as Bibliographies. References list

details about the sources of ideas and quotations you have actually used in your work; Bibliographies list details of all of the sources (books, journals, online sources etc.) that you have used in the research phase of your work. Typically Bibliographies are longer.

• A separate table is required for each type of media you have used –

books in a Book References table, magazines and journals in a Journal References table, websites in a Web References table and so on. (Some institutions allow all referenced materials to be included in the same table. Check with your own).

• Generally, references are first ordered alphabetically (by author’s last

name) then, if the author has more than one entry, by date. (see the example below).

BOOK REFERENCES BROOKE, H., (no date) Tribal Life in the Longhouses of Borneo. 3rd ed.

Singapore: Raja Press.

BENNETT, R., 1991. Management. 2nd ed. London: Pitman.

CARRIER, M., (1997). Starting Visual Basic. ISBN:1234567890, Cambridge: Cambridge University Press.

DOW, D., 1964. A History of the World. 3rd ed. London: Greenfield.

DOW, D., 1967. Roman Legions. London: Greenfield.

INGERSOL, S., ed., 2005. Foundation Degree Forward National Conference: Working in Practice, 12th & 13th July, 2005. Lichfield: FDF Press.

JAMES, F., 1998a. The Creative Personality. 2nd Edition. London: Oxford Press

JAMES, F., 1998b. The Creative Impulse. 1st Edition. London: Oxford Press


• The order and punctuation of the parts of the reference (author name,

date, publisher and so on) is important. These may vary slightly depending on the type of publication listed in that table (see individual details later).

• Style: you should highlight TITLES of books using any of the following

methods: bold, italics, underline. (If your work is to be viewed online underlines can be confused with hyperlinks). You may enclose DATES in brackets if you wish – BENNETT, R., (2001)..etc.

Important: some institutions require particular style treatments e.g. titles to be italicised. It is best to check your own.

Good practice: Keep track of your sources Keep track of the sources you have consulted as you go along. Maintain a paper or securely backed up online record of the source details and the page numbers or locations of the ones that you have taken material from – you may need to find them again. It’s a frustrating task to retrieve details of a book if it is back in circulation or a website that you can no longer locate! Creating reference tables (and citations) gets much easier once you get into the pattern. In the next part you will see how to organise the source details for the most common type of reference source: Basics of Book Referencing.


Basics of book referencing You should be aware that because there are many variations in the source and the nature of published works, including works with multiple or no apparent author, journals, conference papers and publisher only works, there are many ways in which they should be referenced. There are also a number of sources where special handling is needed including Parliamentary papers, Law Reports and secondary references. Although this topic may appear complicated, each type fits a pattern and you can find examples detailed in the either the following pages or in the Look Up section of this tutorial. In this page we look at referencing principles using the most common type: the single author book reference.

Single author books To locate the relevant data from a book it’s more reliable to use its TITLE page rather than the cover as the source. The order of appearance of the significant parts of the reference and its punctuation are important. Here is the order of the parts of a Book reference. Detail Content

Author, last name then initial/s. e.g. JAMES, P.,

Year of publication. only the year unless specifically relevant e.g. 1999.

Title. title and the sub title – separated by a colon (:).

Edition. e.g. 3rd ed.(put in only if NOT the 1st ) Location of publication: e.g. London: (note the colon)

Publisher Name. e.g. Oxford Press.

Memory aid Here is a simple memory aid for remembering the correct order for referencing books: AYTELP Author All

Year of publication Young

Title Tigers

Edition Eat Location of publication Live

Publisher Name Prey


Here is a worked example: Your research cites a published book entitled The Personality. It was written by Fred Jamieson in 1998 and published as a second edition by Oxford Press which is listed on the title page as located in London.

…and an excerpt from the references table containing the following:

Please note the above punctuation and formatting and that the list is first alphabetically organised by author’s last name and then, if the author has more than one entry, by date. Also note that 1st editions are not indicated)

Capitalisation The use of CAPITALISATION of the author’s name varies. In this tutorial all are capitalised. (Check with your institution for any rules on this).

Punctuation If you imagine each of the parts of the reference as separate sentences then each will expect a full stop. The only exceptions are

The method used above applies for most book references but there are a number of exceptions detailed on the following pages.

Book References BENNETT, R., 1991. Management. 2nd ed. London: Pitman. DOW, D., 1964. A History of the World. 3rd ed. London: Greenfield. DOW, D., 1967. Roman Legions. London: Greenfield. JAMIESON, F., 1998. The Personality. 2nd ed. London: Oxford Press.

the book’s author Last name, Initial.,

and the publisher details: Location: Publisher name.


Other paper-based referencing Having looked at applying the referencing principles to single author books we now look at a few of the many variations to this standard format. A full list of reference types is provided in the Look Up section of this tutorial including:

• Neither place nor publisher • Editor only (no author) • Corporate (group) authors • Conferences • Individual Papers from a conference • Theses and Dissertations • Anonymous works • Collaborative/Reference works

No date of Publication If no date is apparent insert (no date) where it should be.

No place of publication Use: (s.l.) – this is for sine loco i.e. place unknown.

No publisher Use: (s.n.) – this is for sine nominee i.e. name unknown

ISBN Numbers (International Standard Book Number)

This is an internationally agreed, 10 digit number method of numbering more recently published books. Please note the colon [:] following ISBN and no spaces. ISBN numbers are not essential.

BROOKE, H., (no date) Tribal Life in the Longhouses of Borneo. 3rd ed. Singapore: Raja Press.

BENNETT, R., 1991. Management. (s.l.): Pitman Press.

BENNETT, R., 1991. Management. 2nd ed. London: (s.n.)



Multiple authors a) 3 or less – use commas and take name order from the title page

b) 4 or more: - use et al (and others)

Secondary Referencing Is where one author refers to the work of another author in a publication. In secondary referencing two sources are given in the citation but only the source that you have read, i.e. the primary source, is referenced. This is done as for any other reference of its type whether paper-based or electronic.

For reasons of reliability, secondary referencing is to be avoided if at all possible.

Within Referencing - using ‘In’ Where the work of one author is included in an edited collection of another the word In is included within the reference. This is somewhat different from secondary referencing in which another author’s work is referred to in something you have read. Here is an example of within referencing:

SMITH, E., JAMES, T., and CURTIS, G., 2002. Classroom Management. 2nd ed. Cambridge: Philadelphia Press.

RICHARDS, F.D., et al., 2001. Punishment in Schools: a European Perspective. London: Greenwood Press.

SMITH, C.,1980. Problems of information studies in history. In: S. STONE, ed. Humanities information research. Sheffield: CRUS, 1980, pp 27-30.

ROBERTS, K.T., 1999. Star Wars and CGI Now. In: HENRY, ed., Computer Movies – current perspectives. Los Angeles: Microsoft Press, 2000, pp.33-40.


Journal or Newspaper Article reference tables Because journals and newspapers are published regularly but share the same overall title it is important to be able to determine which issue contains the material that you have used. In the case of journals the Volume and Issue (or date if none available) is used; for newspapers, the full date of the edition is included. Article titles and sub titles (if available) are also required.

Order for Journals: Detail Content



Article Title. title and the sub title – separated by a colon (:).

Journal Title, e.g. New Statesman (bold or italic – check for yours) Volume (Issue)/Date, e.g. 15(33) or if none put date: 30thJanuary,

Page/s. e.g. pp.16-19.

Order for Newspapers: Detail Content



Article Title. title and the sub title – separated by a colon (:).

Newspaper Title, e.g. The Telegraph (bold or italic – check for yours)

Date, e.g. 24th January, - unless a different year is assumed to be the same.

Page/s. e.g. p.3.

HAINES, P., 1999. Left Brain Drawing: Is it different? Art Direction, 52(30), pp.12-14. GRAHAM, B., 2001. Trends in Cement. The Times Literary Supplement, 21st Jan, pp.13-15.

HAINES, P., 2004. Left Brain Drawing: Is it different? The Observer, 1st August, pp.7-8.


Summary: paper-based reference tables Reference tables list the sources you have used, organised by type of media and placed at the rear of your written assignments, frequently in an appendix.

• Reference tables list the sources you have used in your assignments. They are organised by type of media (Books references, Journal References ..etc.) and placed at the rear of your written assignments.

• Reference tables are first ordered alphabetically by author’s last name

and then, if the author/s has more than one entry, by date. • The order of the parts of the reference is important and will vary slightly

depending on the type of publication listed in that table (see individual details). The most common format for book references can be recalled using the acronym All Young Tigers Eat Live Prey (Author, Year, Title, Edition, Location Publisher). Punctuation is important.

• Style: you must highlight TITLES of books using any of the following

methods: bold, italics, underline. (If your work is to be viewed online underlines can be confused with hyperlinks). You should check for the rules that apply in your institution.

• Author names are capitalised; Dates may be enclosed in brackets – e.g.

BENNETT, R., (2001)..etc. • For reasons of reliability, secondary referencing, where the author refers

to the work of another author, is to be avoided if at all possible. Secondary referencing is not the same as Within referencing where a work appears inside a collection of similar works.


Electronic (computer) reference tables There is currently little agreement on how the ever increasing amount and variety of electronic material becoming available should be referenced. In general, the same rules apply as for paper sources: the key aims should be to provide enough information to trace your sources and to maintain consistency. What’s in this section? In this section we look at some common variations on electronic referencing for:

• Individual web pages • Website no author • Website no date • Personal e mail correspondence

What’s in the Look Up section? Listed below are other electronic referencing types you can find in the Look Up section of this tutorial.

Internet • Secondary References

where one author refers to the work of another author in a publication

• Within references where the work of one author is included in an edited collection of another the word In is included within the reference.

Electronic Journals / newspapers

• Electronic Journal Articles • Electronic Newspaper Articles • Individual works – FTP • Individual works – Telnet

CD-ROM Bibliographic Databases

• CD-ROM Bibliographic database – entire • CD-ROM Bibliographic database – (a journal abstract/index ) • CD-ROM database - A journal / newspaper article from a full text

version Referencing e-mails can be found in a separate section.


Internet sources

Individual works/ web pages The World Wide Web is based on hyperlinked documents transported using http – a set of agreed standards for the transfer of documents from one computer to another. To link pages it uses the Uniform Resource Locators (URLs) – the web pages addresses – which are used in citing references on the web. References should contain the author or editor if you can locate one. If not, the title, located at the top of the browser is enough. Detail Content

Author or Editor, (if available). Use capitals. If no author is apparent Title should precede Year.

Year of publication. in brackets (if available otherwise put ‘(no date)’ ).

Title. Bold, or italics.

[online]. Must have this.

Location: Publisher. (if available)

URL: (full website address including http://). Some use ‘Available from:’

[Date visited: date].

Date visited: as content on web pages is subject to change you are telling your readers that the information/page was available at the date you last accessed the site. Some use ‘[Accessed:]’ instead of [Date visited:]

Here is another example of a website with an author. This one is part of a study series:

(Example - with author) HIGGINS, T., (2000). C2K Key Skills. [online]. URL: http://doa.org.uk/dearing.html [Date visited: 20 June 2003].

GOULDEN, C., 2001. At the margins: drug use by vulnerable young people in the 1998/99 youth style survey [online]. Home Office Research Study 228. London: Home Office. URL: http://www.drugs.gov.uk/ReportsandPublications/YoungPeople/1033739599 [Date visited: 2 September 2005].


Here is a reference to a site where the ‘author’ is clearly an organisation (see also the Government Papers section later):

website - No author

website - No date

Personal e-mail correspondence What’s in this section? Here is an example of the most common example in this category. Below you can find other related types of referencing listed in the Look Up section of this tutorial. Detail Content

Author, (if available). Use capitals. last name then initial/s;.

Date of message. in brackets (if available otherwise put ‘(no date)’ ).

Subject of message. Bold, or italics.


Available e-mail: recipient’s e-mail address

DEPARTMENT OF HEALTH. 2002. National service framework for diabetes: delivery strategy [online]. London: Department of Health. URL: http://www.dh.gov.uk/assetRoot/04/03/28/23/04032823.pdf [Date visited: 5 May 2004].

AQA Statistics. (2005). [online]. URL: http://www.aqa.org.uk/over/stat.html#grade. [Date visited: 12 September 2005].

Student Grants and Loans: a brief guide for higher education students. (no date). [online]. London: Dfes. URL:http://www.open.gov.uk/dfee/loans/loans.htm [Date visited: 30 September 2003].


What’s in the Look Up section? Other related e-mail references that can be found in the Look Up section:

Electronic mail / Discussion Lists / Bulletin Boards

• Forwarded e-mails with additions • Citing a journal article from e-mail • Electronic Conferences (interest groups) or Bulletin Boards (part) • Electronic Conferences (interest groups) or Bulletin Board (entire) • Usenet messages/ discussion groups

Summary: Electronic referencing Electronic referencing includes a vast and evolving range of resources. The same principles of consistency and complete detail apply.

• Electronic referencing includes a vast and evolving range of resources. The same principles of consistency and complete detail apply;

• Web references should contain the author or editor if you can locate one. If not, the title, located at the top of the browser is enough. The y should also include the full web address including the http:// or other protocols - an agreed set of rules that defines an exact format for communication between computers, especially across the web;

• The term [online] must be included in all electronic references;

• The source of the reference (web, e-mail, group etc.) and any volume/issue/page data must be included;

• For web sites the URL (the full web address) is included at the end for web sites; for e-mail the e-mail address is included at the end;

• Where no author is apparent the reference should begin with the item’s title;

• Where no date is apparent include the term (no date) after the page title.

Other types of references The Look Up section of this tutorial contains two other groups of reference types which you may find useful for your assignments: 1. UK Official Publications

• Government Publications • Acts of Parliament • Official Reports of Parliamentary Debates (Hansard)

ROBERTS, T., (12 August 2005). News from Tasmania [e-mail to: P Smith] [Online]. Available e-mail: [email protected].


• Official Reports of Parliamentary Debates in Standing Committees • Command Papers • Foreign Language Publications • Law Reports

2. Miscellaneous References • Academic Theses • British Standards Publications • Illustrations • Market Survey Reports • Patents • Podcasts • Published Music • Reference to a film, video and television broadcast • Sound Recordings

The Look Up Section

Introduction The following section contains a list of short explanations and examples of citation and reference types. It is not in the form of a tutorial but can be used to dip into when you need to look up how to add a citation or reference when you are putting your assignment together. It is comprised of the following parts:

1. Citations

• With quotations • Without quotations

2. Referencing • Paper based references • Internet sources • Electronic mail / Discussion Lists / Bulletin Boards • CD-ROM Bibliographic Databases • UK Government / Official Publications • Miscellaneous Materials


Citations without quotations: Contents of this section:

• Single Author citations; • Single author citations with multiple publications • Single author citations; 2 or more publications in same year • Multiple author citations and using et al • Repeated citations to the same source – using ibid • ‘Within’ citations • Secondary citations • Anonymous citations (no author apparent)

Single Author Citations (no quotations) This is the most frequently used form of citation: An excerpt from the text of a student assignment contains the following:


Single author with multiple publications Where you need to cite more than one work by the same author, a simple bracketed date of publication is enough:

James (1998) and James (1999) recognise that the growth in the use of English as the language of the internet has led to problems.

Multiple author citations If the source has three or fewer authors all names should be given before the year:

Roberts, Withers and Beacon (2002) has much to say on the consequences of eating low calorie breakfasts on student concentration…

If there are more than 3 authors use the Latin abbreviation et al (i.e. ‘and others’)

Kerry et al (1999)… Note that although the book has multiple authors it is referred to as a single thing – as if ‘the book by’ was inserted before the citation.


Single author; 2 or more publications in same year It’s also quite common, especially with journal articles, to cite more than one publication by the same author in the same year. In this case you can do so by adding letters after the dates and making similar additions to your listings in the alphabetical references section in the rear of the work.

James (1998a) and James (1998b)

Repeated citations to the same source: using ibid Where you have introduced a citation to a source and are using further quotes from the same source it is possible to add the Latin abbreviation ibid and the page number in brackets. This tells the reader the quotation comes from the same source as the one immediately preceding that one:

Hargreaves (1996) discusses the causes of the Australian gold rush. ‘Dissent was a primary factor’ (ibid p.23) but unemployment and under-employment which was widespread ‘made a significant and pernicious contribution’ (ibid p.66).

‘Within’ Citations This occurs where the work of one author is included in an edited collection of another. The word In is included in the reference. This is slightly different from secondary citations (to follow). Here is an example of a within citation:

Smith (In Stone 1980) has the view that the ancients knew the world was not only not flat but spherical.

Note: to clarify the above Stone 1980 is the collection which includes the work of Smith. Secondary Citations This occurs where one author refers to the work of another author in a publication. This generally happens when the original source of the work is not available. For reasons of accuracy and reliability this type of referencing should be avoided if at all possible. In the text of your work you should cite the primary source (the one that you have read) and the source to which it refers. Only the primary source should be fully referenced in the Reference tables. Here are three examples of handling citations for secondary referencing:

Rowley (1991) cites the work of Melack and Thompson who developed the McGill Archaeology questionnaire.


OR Melack and Thompson (cited by Rowley 1991) developed the McGill Archaeology questionnaire.

For both of the above, Rowley (1991) appears in the reference table; not Melack and Thompson. An example with a quotation:

Chambers (1992, p25) gives Whiteley’s (1990, p44) definition of defining emotion as a ‘response to situations of one specific type’.

In the above, Chambers appears in the reference table. No author (anonymous) citations Use the Latin abbreviation anon. (i.e. ‘anonymous’).

Anon (1999)…

Citations with quotations: Contents of this section:

• Short quotations • Longer Quotations • Shortening quotations for relevance using dots • A quotation from more than 1 page of a source • Repeated quotations from the same source - using ibid

Short Quotations An actual quote from the author James may appear as:

’Innovation brought rewards in time although it has come at significant personal cost without initial reward’ (James 1998, p121). OR James (1998, p121), argues that ‘Innovation brought rewards in time although it has come at significant personal cost without initial reward’.

About recording page numbers and punctuation: Notice that in the example above there is a comma used to separate the year and the page number. Some institutions use a colon ‘:’ between the author details and the page number thus: (James 1998:121). Check with yours to be sure.


Longer quotations A larger quote really needs indenting as well:

Even without quotation marks it is clear from the wording, the page reference and the indentation that this IS a quotation.

Shortening quotations for relevance using dots It’s no use including the whole paragraph if all you actually want is the first and last sentences. Good writing means you can edit quotations to leave out less relevant parts as long as you indicate the place you have cut out material as in the following excerpt:

Note the use of the 3 dots to indicate that part of the quotation is left out in the body of the text and 4 dots are used if text is omitted at the end. Joining the parts of the quotation in this way builds the strength of the quotation. Using dots to indicate there has been an omission is called Ellipsis. A quotation from more than 1 page of a source As we have seen it is necessary to include page numbers when using quotations. If the citation should include more than 1 page then use pp. to show it as below. Notice also the use of a comma to separate the author and date from the page number.

In his work on American football (Henrikson 2002, pp.15-16) states the reasons that …etc.

Repeated quotations from the same source - using ibid Where you have added a citation and are using further quotes from the same source it is possible to add the Latin abbreviation ibid followed by the page number, all in brackets. This tells the reader that this quotation comes from the same source as the one immediately preceding it and no other. (Some


institutions allow ibid to be omitted and only the page number added in brackets. Check for yours).

1. Recent research about lions (James 1990, p2) and tigers (ibid p.4)…etc.

2. Hargreaves (1996) discusses the causes of the Australian gold rush. ‘Dissent was a primary factor’ (ibid p.23) but unemployment and under-employment which was widespread ‘made a significant and pernicious contribution’ (ibid p.66).

Look Ups: References You should be aware that because there are many variations in the source and the nature of published works, including works with multiple or no apparent author, journals, conference papers and publisher only works, there are many ways in which they should be referenced. There are also a number of sources where special handling is needed including Parliamentary papers, Law Reports and secondary references. Although this may appear complicated, each type fits a pattern and you can find examples detailed in the following pages. This section is divided into sections containing formats and examples for each type of reference:

• Paper based references • Internet sources • Electronic mail / Discussion Lists / Bulletin Boards • CD-ROM Bibliographic Databases • UK Government / Official Publications • Miscellaneous Materials

Paper based references This part begins with a small worked example of a citation and reference to a book and contains a useful memory aid for recalling the order of a book reference and some information on punctuation and capitalisation. Here is a list of topics it contains:

• Single author books • Capitalisation of the author name • Punctuation • Multiple Authors • Editor only • ISBN numbers • No Date of publication • No Place of publication • Secondary referencing • ‘Within’ references


Single author books To locate the relevant data from a book it’s more reliable to use its TITLE page rather than the cover as the source. The order of appearance of the significant parts of the reference and its punctuation are important. Here is the order of the parts of a Book reference. Detail Content



Title. title and the sub title – separated by a colon (:).

Edition. e.g. 3rd ed.(put in only if NOT the 1st )

Location of publication: e.g. London: (note the colon)

Publisher Name. e.g. Oxford Press. This is a simple memory aid for remembering the correct order for referencing books: AYTELP Author All

Year of publication Young

Title Tigers

Edition Eat

Location of publication Live

Publisher Name Prey …and a worked example:

Your research cites a published book entitled The Personality. It was written by Fred Jamieson in 1998 and published as a second edition by Oxford Press which is listed on the title page as located in London.

…and an excerpt from the references table containing the following:


Book References BENNETT, R., 1991. Management. 2nd ed. London: Pitman. DOW, D., 1964. A History of the World. 3rd ed. London: Greenfield. DOW, D., 1967. Roman Legions. London: Greenfield. JAMIESON, F., 1998. The Personality. 2nd ed. London: Oxford Press. NIEDERST, J., 1999. Web Design in a Nutshell. Sebastopol: O’Reilly. Please note the above punctuation and formatting and that the list is first alphabetically organised by author’s last name and then, if the author has more than one entry, by date. Also note that 1st editions are not indicated)

Capitalisation The use of CAPITALISATION of the author’s name varies. In this tutorial all are capitalised. (Check with your institution for any rules on this).

Punctuation If you imagine each of the parts of the reference as separate sentences then each will expect a full stop. The only exceptions are:

the book’s author

Last name, Initial.,

and the publisher details: Location: Publisher name.

Multiple authors a) 3 or less – use commas and take name order from the title page

SMITH, E., JAMES, T., and CURTIS, G., 2002. Classroom Management. 2nd ed. Cambridge: Philadelphia Press.

b) 4 or more: - use et al

RICHARDS, F.D., et al., 2001. Punishment in Schools: a European Perspective. London: Greenwood Press.

Editor only (no author) If you cannot locate an author, or the work is a collection of edited materials, include the name of the editor and the term ed as follows:

HARRIS, J., ed., 1975. Stalin’s Children. Boston: West Point Publishers.


ISBN Numbers (International Standard Book Number) This is an internationally agreed, 10 digit number method of numbering more recently published books. Please note the colon [:] following ISBN and no spaces. ISBN numbers are not essential.


No date of Publication If no date is apparent insert (no date) where it should be.

BROOKE, H., (no date) Tribal Life in the Longhouses of Borneo. 3rd ed. Singapore: Raja Press.

No place of publication Use: (s.l.) – this is for sine loco i.e. place unknown.

BENNETT, R., 1991. Management. (s.l.): Pitman Press.

Secondary Referencing Is where one author refers to the work of another author in a publication. In secondary referencing two sources are given in the citation but only the source that you have read, i.e. the primary source, is referenced. This is done as for any other reference of its type whether paper-based or electronic. (see also Secondary Citations in the Look Up section). For reasons of reliability, secondary referencing is to be avoided if at all possible. Anonymous publications Where no author is apparent the citation contains the word ANON and the year of publication, as usual. In the book references table ANON and the date appears in alphabetical order.

ANON.,1988. Democracy and the Umma: Does it fit?. ed. N. Huish. Currents. Manchester: Zara Press.

Within Referencing - using ‘In’ Where the work of one author is included in an edited collection of another the word In is included within the reference. This is somewhat different from secondary referencing in which another author’s work is referred to in something you have read. Here is are examples of within referencing:


SMITH, C.,1980. Problems of information studies in history. In: S. STONE, ed. Humanities information research. Sheffield: CRUS, 1980, pp 27-30. ROBERTS, K.T., 1999. Star Wars and CGI Now. In: HENRY, ed., Computer Movies – current perspectives. Los Angeles: Microsoft Press, 2000, pp.33-40.

Internet sources Here is a list of topics this part contains:

• Individual Woks / Web pages • Website - No author • Website - No Date • Secondary References – webs • ‘Within Referencing - using ‘In’ for websites • Electronic Journal Articles • Electronic Newspaper Articles • Individual works – FTP • Individual works - Telnet

Individual works/ web pages The World Wide Web is based on hyperlinked documents transported using http – a set of agreed standards for the transfer of documents from one computer to another. To link pages it uses the Uniform Resource Locators (URLs) – the web pages addresses – which are used in citing references on the web. References should contain the author or editor if you can locate one. If not, the title, located at the top of the browser is enough. Detail Content

Author or Editor, (if available). Use capitals. If no author is apparent Title should precede Year.


Title. Bold, or italics.


Location: Publisher. (if available)





Example: (With author)

HIGGINS, T., (2000). C2K Key Skills. [online]. URL: http://doa.org.uk/dearing.html [Date visited: 20 June 2003].

Here is another example of a website with an author. This one is part of a study series:

GOULDEN, C., 2001. At the margins: drug use by vulnerable young people in the 1998/99 youth style survey [online]. Home Office Research Study 228. London: Home Office. URL: http://www.drugs.gov.uk/ReportsandPublications/YoungPeople/1033739599 [Date visited: 2 September 2005].

Here is a reference to a site where the ‘author’ is clearly an organisation (see also the Government Papers section later):

DEPARTMENT OF HEALTH. 2002. National service framework for diabetes: delivery strategy [online]. London: Department of Health. URL: http://www.dh.gov.uk/assetRoot/04/03/28/23/04032823.pdf [Date visited: 5 May 2004].

Website - No author

AQA Statistics. (2005). [online]. URL: http://www.aqa.org.uk/over/stat.html#grade. [Date visited: 12 September 2005].

Website - No date

Student Grants and Loans: a brief guide for higher education students. (no date). [online]. London: Dfes. URL:http://www.open.gov.uk/dfee/loans/loans.htm [Date visited: 30 September 2003].

Secondary References - webs This is where one author refers to the work of another author in a publication. In secondary referencing two sources are given in the citation but only the source that you have read, i.e. the primary source, is referenced. This is done as for any other reference of its type whether paper-based or electronic. Secondary referencing is to be avoided if at all possible.


‘Within Referencing - using ‘In’ for websites Where the work of one author is included in an edited collection of another the word In is included within the reference. This is somewhat different from secondary referencing in which another author’s work is referred to in something you have read. The following is a more complex example showing a reference to an online document source within another online source, with two editors, a publisher and multiple pages:

WESTMORLAND, L., 2000. Taking the flak: operational policing, fear and violence. In: G. LEE-TREWEEK and S. LINKOGLE, eds. Danger in the field: risk and ethics in social research [online]. London: Routledge, pp 26-42. URL: http://www.netlibrary.com/ [Date visited: 25 May 2004].

Electronic journal articles Some journal articles are published in print only, some in print and online (of which some are exact copies and some will appear in a different format), and some online only. In all cases, the version you cite should be the version that you have seen. If you cannot locate an author or page in electronic journals omit them. In general, try to provide as accurate a location as possible. For instance, you could give the paragraph number if available. Detail Content

Author or Editor, (if available). Use capitals. Last name then initial/s OR Editor if available

(Year). Only the year unless specifically relevant.

Article Title. Bold, or italics from the top of the browser.

Journal Title [online], Must have this.

Volume, (issue), Include both if possible. Issue may be month.

Pages (pp.~). (if applicable)

URL: (full website address including http://) Some use ‘Available from:’



Here are 3 examples:

ALISSON, AC (2004). Two lessons from the interface of genetics and medicine, Genetics [online], vol 166, April, pp.1591-1599. URL: http://www.genetics.otg/cgi/content/full/166/4/1591 [Date visited: 4 July 2005].


BALDWIN, C.M., KROESEN, K., et al., 2004. Complementary and alternative medicine: a concept map. BMC Complementary and Alternative Medicine [online] 4:2 (13 February 2004). URL: http://www.biomedcentral.com/content/pdf/1472-6882-4-2.pdf [Date visited: 5 May 2004].

(note: ‘4:2’ applies to the volume: number – i.e. volume 4; number 2) and et al.

SANDLER, M.P., 2003. The art of publishing methods. Journal of Nuclear Medicine [online], vol 44, pp 661-662. URL: http://jnm.snmjournals.org/content/vol44/issue5/index.shtml [Date visited: 2 September 2005].

(note: ‘44’ applies to the volume) Electronic newspaper articles Very similar to paper based referencing but with the addition of [online], the URL and the date of visiting that site. Detail Content

Author or Editor, (if available). Use capitals. Last name, then initials.


Article Title. Title and any sub title.

[online]. Must have this. Newspaper title and date. In bold or italics




Here are two examples:

HASSELL, N., 2004. Gilts investors take profits. Times [online] 10 August. URL: http://web.lexis-nexis.com/xchange-international [Date visited: 8 August 2004].

BORGER,J., 2005. Major issues: SOS as chaos tightens its grip. Guardian [online] 2 September. URL:


http://www.guardian.co.uk/katrina/story/0,16441,1561314,00.html [Date visited: 2 September].

Individual Works – FTP Detail Content


Date of message. (the one with the source, in brackets).

Title. Bold or italic


Available FTP: address

Directory:

File: [Date accessed: date]. Full date you visited the site

KEENAN, M., (August, 2000). My Hostage Crisis [online]. Available FTP: ptcnext.cso.uiuc.edu Directory: gutenberg/freenet File: my-hostage-crisis [2 March 2003].

Individual Works – Telnet Detail Content


Date Year in brackets (if available) otherwise put (no date).

Title Bold or italic


Available Telnet: address

Directory:

File: [Date accessed: date]. Full date you visited the site

HIGGINS. H., (2004). MovingTurkey into Europe [online]. Available Telnet: gopher.tc.umn.edu. Directory: Libraries/Electronic books. File: Moving Turkey into Europe: [12 August 2005].


Electronic mail / Discussion Lists / Bulletin Boards Here is a list of topics this part contains:

• Personal e-mail correspondence • Forwarded e-mails with additions • Citing a journal article from e-mail • Electronic Conferences (interest groups) or Bulletin Boards (part) • Electronic Conferences (interest groups) or Bulletin Board (entire) • Usenet messages/ discussion groups

Personal e-mail correspondence Detail Content


Date of message. in brackets (1999).

Subject of message. Bold or italics.

[e-mail to: recipient’s name] [e-mail to: B Brown]

[online] Available e-mail: recipient’ e-mail address

e.g. Available e-mail: [email protected]

ROBERTS, T., (12 August 2005). News from Tasmania [e-mail to: P Smith] [online]. Available e-mail: [email protected].

Forwarded e-mails with additions Detail Content

Forwarder, last name then initial/s. e.g. JAMES, P.,

Date of forwarding. in brackets (20 May 1999). Subject of forwarded message.

Subject of original message. Bold or italics.

[Forwarder forwarded e-mail to recipient from originator, date],

See example below

[online] Available e-mail: recipient’ e-mail address

e.g. Available e-mail: [email protected]

DREW, T., (20 August 2004). Update on Customer List. Current Customer List [J.Jones forwarded e-mail to P. Blaine from H. Murray, 12 August 2004], [online]. Available e-mail: [email protected].


Citing a journal article from e-mail Detail Content


Article title. Not bold or italics

Journal title. Bold or italics.

[Type of medium] e.g. [online]

Volume Issue (page number), if given

Date if given (see below)

Available e-mail: e-mail address

Example:

DREW, T., UCAS: Current Initiatives. Education Now: monthly articles in Education [online]. 2(34-36), March 2002. Available e-mail: [email protected].

Elect. Conferences (interest groups), Bulletin Boards (partial) Detail Content

Author of message, last name then initial/s. e.g. JAMES, P.,

Date of message. (full date in round brackets), if given

Subject of message. Electronic conference or Bulletin Board bold or italics

[online].

Available at: e mail e-mail address Example:

DREW, T., (11th July 2004). UK Immigration Questions. EU Social Trends Discussion List [online]. Available at: [email protected].


Elect. Conferences (interest groups), Bulletin Boards (entire) Detail Content

Listname Bold or italics

[online].

Available e-mail: e-mail address Example:

Cypriot News List [online]. Available e-mail: [email protected]

Usenet messages/ discussion groups Detail Content

Author of message, last name then initial/s. e.g. JAMES, P.,

Date of message. (in round brackets, if given).

Subject of message (bold or italics)

[Discussion],

[online].

Available e-mail: e-mail address Example:

ROBERTS, J., (October 2003). Movies: The Lord of the Rings trilogy [Discussion], [online]. Available e-mail: USENET Newsgroup: alt.cult-movies.


CD-ROM Bibliographic Databases Here is a list of topics this part contains:

• CD-ROM Bibliographic database – entire • CD-ROM Bibliographic database – (a journal abstract/index ) • CD-ROM database - A journal / newspaper article from a full text

version

CD-ROM Bibliographic database – (entire) Note: the citation for an ONLINE database is the same as this one.

Detail Content

Database: (underline or italics)

[CDROM].

(Inclusive dates) Year/s (in round brackets). Place: producer name (producer) See example below

Available: from Distributor file (if any).

AGRICOLA [CD-ROM]. (1970-1978). Beltsville: National Agricultural Library (Producer). Available: Silver Platter.

CD-ROM Bibliographic database – (a journal abstract/index ) Detail Content


Title (not bold or italic)

[CDROM].

Journal Information, title etc.(title in bold or italic)

(Date). (Full date of publication).

Abstract / Index entry from: (allow sufficient information for retrieval from the database)

GREEN. R., Fashion Colonialism: French Export Marie Claire makes in-roads [CD-ROM]. Advertising Age, (23 August 2001). Abstract from: ABI/INFORM Item: 89-41770.


CD-ROM database - A journal / newspaper article from a full text version Detail Content


Title of article. not bold or italic

Journal / newspaper title. bold or italic

[CDROM],

Date of publication, Full date of publication.

Volume, date, paging. See example below

LASCELLES. D., Oil’s Troubled Waters. Financial Times [CD-ROM], 11 February 2000, pp.16-17.


UK Government / Official Publications Here is a list of topics this part contains:

• Government Publications • Acts of Parliament • Official Reports of Parliamentary Debates (Hansard) • Official Reports of Parliamentary Debates in Standing Committees • Command Papers • Foreign Language Publications • Law Reports

Government Publications Where a government website has information use the regular referencing practices. Official Government publications however, need specific handling and should be prefixed with GREAT BRITAIN. Content

GREAT BRITAIN

Name of Committee, Dept, Royal Commission

Year of Publication

Title (in bold)

Place of Publication:

Name of Publisher

Paper number – where appropriate (in brackets) Here are 3 examples:

GREAT BRITAIN. Department of Trade and Industry. 2001. Productivity and enterprise: a world class competition regime. London: The Stationery Office. (Cm 5233). GREAT BRITAIN. School Curriculum and Assessment Authority, 1997. The Parents Guide to National Tests. London: The Stationary Office. GREAT BRITAIN. Department for Education and Employment, 1996. Setting targets to raise standards: a survey of good practice. London: Department for Education and Employment.


Acts of Parliament Content

GREAT BRITAIN

Name of issuing body

Year of Publication

Title of Act (in bold)

Chapter number (in italics)

Place of Publication:

Name of Publisher

GREAT BRITAIN. Parliament. 2002. Football Disorder Amendment Act 2002. Chapter 12. London: The Stationery Office.

Official Reports of Parliamentary Debates (Hansard) References to Hansard should include the following –

• Abbreviations of House of Commons (HC) or House of Lords (HL)

• The abbreviation for debate e.g. HC Deb

• Parliamentary session in round brackets e.g. (1992)

• Volume number e.g. 195

• The abbreviation ‘col’ (see below)

• Followed by the column number e.g. col. 112 Example:

HC Deb (1990-91) 195 col. 311 HC Deb (1990-91) 195, written answers col. 41 HC Deb (1990-91) 529 col. 111

Official Reports of Parliamentary Debates in Standing Committees References to Standing Committees should include the following –

• Abbreviation ‘Std Co Deb’

• Parliamentary Session year in round brackets e.g. (1990-91)

• Standing committee (Co) and identifying letter e.g. Co E


• Title of legislation under discussion e.g. Finance Bill

• The abbreviation ‘col’ (see below)

• Followed by the column number e.g. col. 46

Example:

Stg Co Deb (1980-81) Co E Finance Bill col. 46

Command Papers Command papers are presented to parliament ‘by command of her majesty’. There are a number of different types, including:

• ‘White papers’ – statement of government policy • ‘Green papers’ – discussion or consultation documents • Royal Commission reports • Departmental committee reports • Reports of Tribunals or Commissions of Enquiry • Reports of the Law Commission or the Monopolies and Mergers

Commission • Treaties and agreements with other countries or international

organisations • Annual accounts

References to Command Papers should contain the following 3 attributes:

• Title including relevant dates e.g. duration • Command paper number - Command papers are numbered

sequentially regardless of Parliamentary session. The running number and prefix can be found at the bottom left-hand corner. The Cmnd. prefix has changed over the years so it requires care.

• Year of Publication Example:

Royal Commission on Local Government, 1966-69. (Cmnd. 4040, 1969).

Foreign Language Publications You may choose to reference the original title of a foreign language publication in the usual way. However, you may want to translate the title of the book or article or include the original foreign language title for a translation. If so, use square brackets for the added title. Any elements not in the Roman alphabet should be transliterated or romanised if necessary:


GORKI, M., 1955. The artamonous [Delo artamonovykh]. Translated from the Russian by Alex Brown. London: Folio Society. MOMMENS, V., Louis, R., D'Orio, V., 2004. Prise en charge des exacerbations d'asthame [French] [Treatment of exacerbated asthma]. Revue Medicale de Liege, 59(4), pp 209-14.

Law Reports The correct method of referencing law reports is referred to as ‘accepted legal citation’ This is not part of the Harvard referencing system but it is the preferred method used by the legal profession. Cases are usually cited in this way:

• Names of the parties (plaintiff and defendant – underlined, bold or italics, followed by a full stop.

• Year the case was reported in square brackets

• Number of the volume in which it was reported

• Name of the series of law reports (in abbreviated form – see below)

• Page number at which the report starts

Case Law Reports Abbreviations

Appeal Cases A.C.

Queen’s Bench Division Q.B.

Chancery Division Ch.

Family Division Fam.

All England Law Reports All E.R.

Common Market Law reports C.M.L.R.

European Union Law Reporter CCH.

Justice of the Peace Reports JP.

Local Government Reports LGR.

Tax Cases T.C.

Weekly Law Reports W.L.R. Example:

Scott v. Amundsen Travel Company. [1898]. 1 QB 256.


Miscellaneous Materials Here is a list of topics this part contains:

• Academic Theses • British Standards Publications • Illustrations • Market Survey Reports • Patents • Podcasts • Published Music • Reference to a film, video and television broadcast • Sound Recordings

Academic Theses Use a similar method to a book.

LEVINE, D.,1993. A parallel genetic algorithm for the set partitioning problem. Ph.D. thesis, Illinois Institute of Technology.

British Standards Publications

BRITISH STANDARDS INSTITUTION, 1981. BS5930: 1981. Code of practice for site investigations.

Illustrations This should include: Originator, year, title, material type and location.

GOSSE, S.,1912. The garden, Rowlandson House. Etching and aquatint, At: London: British Museum, Department of Prints and Drawings. Register number 1915-27-41.

Market Survey Reports This should include: author (if specified), year of publication, title and publisher.

Fenn, D.(ed.), 2005. Drinks Market.16th ed. Key Note Market Survey. Hampton: Key Note Ltd. Mintel, 2005. Indian Foods – UK [online]. URL: http://reports.mintel.com/sinatra/reports/my-reports/display/id=114633 [Date visited: 2 September 2005]


Patents References have to show: Inventor/s, year (in brackets), assignee, title, patent number.

GRAHAM, C.P., FONTI, L. and MARTINEZ, A.M. 1972. American Sugar Co. Tableting sugar compositions containing it. U.S. Pat. 3,642,535.

Podcasts This should include: the title of the podcast, source type, source name, source location. publication date. retrieval date and URL.

The Wings of a Butterfly – Children, teenagers and anxiety. Podcast radio programme. ABC Radio National, Sydney. 10 September 2005, Retrieved 16 September 2005. URL: http://www.abc.net.au/rn/podcast/default.htm#mind

The citation: (The Wings of a Butterfly – Children, teenagers and anxiety, 2005.)

Published Music This should include: Originator, title, subsidiary originator, publisher and year.

BRITTAIN, B.,1980. Eight folk songs arrangements for high voice and harp. Osain ELLIS, ed. London: Faber Music.

Reference to a film, video and television broadcasts Film/Video The reference for films and videos should include: title, year, material designation, subsidiary originator (director is preferred), production details - place: organisation.

Chicken Run. 2000. Animated film. Directed by Peter Lord and Nick Park. Bristol: Aardman. Blade Runner: from a story by Philip K. Dick. 1982. Film. Directed by Ridley Scott. USA: Warner Brothers.

Television The reference for television programmes and series should include: number and title of episode, as well as the series title, transmitting organisation and channel, and full date and time of transmission.


Yes, Prime Minister: Episode 1, The Ministerial Broadcast. 1986. TV, BBC2, January 1986. 20.30 hrs. News at Ten. 1996. TV, ITV. January 27, 1996. 22.00 hrs.

Programme Contributions The reference for contributors or individual items within a programme should include the contributor as author.

BLAIR, T., 1997. Interview. Six O'Clock News. TV, BBC1. February 29, 1997. 1823 hrs.

Sound Recordings

ELY, J., 1990. Drivin’ to the poorhouse in a limousine. In: Live at Liberty Lunch. Stereo sound disk. New York: MCA, MCG 6113, side B, track 2.


Other Information and Links There are many sources for information on Harvard Referencing, especially on the Internet. Keep in mind that while you may find variations of this method once you have found an acceptable way of handling your references you should aim to for consistency. Here are some internet links and book titles where you may find further information about Harvard Referencing.

Web Links Here are some recommended sites all visited on 19/10/2005.

http://www.bournemouth.ac.uk/library/using/harvard_system.html

http://wwwcls.hud.ac.uk/cls-bin/cls.pl?c=24/56/151

http://www.shef.ac.uk/library/useful/refs.html

http://www.staffs.ac.uk/uniservices/infoservices/library/learn/skills.php

http://www.i-cite.bham.ac.uk/ncite03.htm

Books Northedge, A., (2005) The Good Study Guide. ISBN 0-7492-5974-4. Milton Keynes: Open University Worldwide. Fisher, D. & Hanstock, T., (1998) Citing References. ISBN 1-85377-992-x. Nottingham: Nottingham Trent University. Kennedy. J. & Lawler. G.(ed). (2005) Study Skills: Maximise Your Time to Pass Exams. ISBN: 1842850644. London: Studymates Limited.

References used for this paper: Fisher, D and Hanstock, T. July 1997. Citing References: a guide for users. 4th edition. The Nottingham Trent University, Library and Information Services. How to cite references [online] URL: http://www.staffs.ac.uk/uniservices/infoservices/library/learn/skills.php [Date visited: 19 Oct 2005].


Glossary of Terms Word Definition appendix A separate section in the rear of an assignment which

holds separate documents or tables related to the work. Appendices are numbered Appendix 1, Appendix 2 and so on.

bibliography A list of published sources (books, websites etc.) which you have consulted in the research for your work. Reference tables contain information about sources that you have actually used in your work. They are not the same thing. References and bibliographies are arranged in the same way, by media type and alphabetically.

citation A credit or reference to another document or source which details both influence and authority e.g. (a book by Charles Dickens written in 1892 would appear as (Dickens 1892) in the text.

footnote If you have something which needs saying, but which cannot be easily said in the main body of your work, use a footnote but keep them to an absolute minimum

ibid Where you have earlier cited a source and are making references to different pages of the same source. e.g. James (1990) talks about lions (ibid p.2) and tigers (ibid p.4). There can be no other source cited between the original citation and its ibid page number. (Some institutions allow ibid to be ommitted. Check for yours).

indenting This is the practice of moving in the left hand margin of a block of text to show that it is different from the text around it. This is an indented paragraph.

paraphrasing Re-wording the work or ideas of another. This is associated with plagiarism if not referenced.

plagiarism To use, and pass off as one's own, someone else's writing/speech without referencing

publications In this tutorial the term refers to any published work in the form of paper (books, newspapers, journals etc.) or


electronic media. Electronic media includes websites and computerised sources such as CD’s or DVDs

quotation A quotation is a published or spoken item by one source or author that is inserted into another work. Accurate recording and punctuation is important.

references A direction to a book, passage, website, CDROM etc., where certain information may be found; an indication of the author, date, title, origin page etc., to be looked at or consulted. (see also reference table).

reference table A table placed in the rear of a written work that lists the published sources referred to within the body of the work itself. The tables are organised alphabetically and by media i.e. Book reference tables are separate from Journal and Website reference tables etc. (Some institutions allow all references, regardless of media, to be included in the same table. Check for yours).

revision A change to a published work which may alter the content or the page numbering.

edition When a work is published it may be necessary to make revisions or in order to re-print it for further distribution or sale. Using ed.- only editions after 1st editions are specifically listed e.g. 2nd ed.

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