Information Resources Harvard system In-text references,reference lists and bibliographies

Revised edition based on the Australian Government style guide: Style manual for authors,editors and printers 2002,6th edn, rev.Snooks and Co,John Wiley & Sons,Milton,Qld.
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Harvard System
Contents
Definitions 4 Annotated bibliography 4 Bibliography 4 Citation 4 Endnote 4 Footnote 4 In-text reference 4 Periodicals 5 Reference list 5 Introduction 5 Steps to referencing 6 Organising a bibliography or reference list 7 Writing a bibliography or reference list 7 Collecting references 7 In-text references 8 Using volume and page numbers 8 Dates 8 One author or one organisation as author 8 More than one work 9 More than three authors 9 Parts of a work written by someone other than the author 9 More than one work by the same author 9 No author or authoring body—neither a person nor an organisation 10 One author citing another author 10 Encyclopedias and dictionaries10 Audiovisual material (films,videos,television and radio programs) and CD-ROMs 10 Web pages 10 Unpublished works 11 Personal communications,including email 11
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Reference lists and bibliographies 11 Books 11 1. Book with one author 12 2. Book with two or three authors 12 3. Book with organisation as author 12 4. Book with government department as author 12 5. Book with more than three authors 12 6. Book with no author 12 7. Book with an editor 13 8. Book in a series 13 9. Book known by a short title e.g.The Henderson report 13 10. More than one place of publication 13 11. Chapter or article from a book 13 12. Entries in an encyclopedia 13 Periodicals 14 1. Articles with an author 14 2. Articles with no author 14 3. Individual volumes/issues14 4. Complete run of a periodical 15 5. Newspaper articles 15 6. Reviews of books,films,television,performances etc. 15 7. Annual reports 16 Conference papers—published proceedings 16 Australian Bureau of Statistics documents 16 Acts of Parliament 16 Standards 17 Audiovisual material 17 1. Videorecording e.g.videotapes 17 2. Sound recording e.g.discs,tapes,reels,cassettes 17 3. Slides 17 4. Kit i.e.combinations of media such as audiocassette plus printed material 18 5. Radio and television broadcasts 18 Pamphlets,leaflets etc. 18 Unpublished sources of information 19 1. Unpublished documents:diaries,personal papers,reports etc. 19 2. Personal letters,interviews,conversations 19
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Electronic resources 20 Page numbers on the web 20 Dates 20 Articles in online databases 20 1. Article with an author 21 2. Article without an author 21 3. Conference paper 21 Articles from online journals21 Reports from online databases 22 Articles from online encyclopedias 22 Extract from an online book 22 Table from an online book 22 Web pages 22 1. Web document with an author 23 2. Web page without an author 23 3. Web page of a company or organisation 23 4. Australian standards online 23 5. Australian Bureau of Statistics documents online 23 Email 24 1. Email with permission to cite the email address 24 2. Email without permission to cite the email address 24 Other electronic resources 24 Personal bibliographic software 25 Cite while you write 25 Webpages 25 Management of qualitative data and electronic text 25 Nvivo home page25 Further reading 26 Standard abbreviations used in referencing 27
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Definitions Annotated bibliography a bibliography in which each citation is accompanied by a note that describes,explains or evaluates the publication referred to.Annotations may cover such characteristics as scope, level,bias,style,relevance and credibility.
Bibliography a list of books,articles and other sources of information having some relationship to each other—usually those which you have consulted and found useful in your research.It may include items which you have not referred to directly in the text of your essay or report.
Citation formal description of a book,article or other information source containing all details essential for correct identification of the item.Sometimes called a ‘reference’ by the Harvard system. Abbreviated citations are used for in-text references.
Endnote like a footnote,but placed at the end of the essay,report or chapter.
Footnote a note placed at the bottom of a page on which a reference or citation occurs in the text. A number is placed in the text to indicate the cited work and again at the bottom of the same page in front of the footnote.
In the Harvard system footnotes may be used for explanatory additions to the main text but are not used to give bibliographic information.
In the Footnote/endnote system,footnotes are used to acknowledge the sources of specific pieces of information,both direct quotations from the source or statements in your own words that paraphrase the author’s ideas.
In-text reference used in the Harvard system to give a brief acknowledgment of the source of a specific piece of information within the main text of an essay or report.It may be placed in brackets immediately following the relevant passage,or fully integrated into the text.In-text references must be accompanied by a reference list giving complete details of the works cited.
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Periodicals publications that are produced at regular intervals,such as magazines,journals and newspapers.
Reference list a list of books,articles and other information sources that you have referred to directly (cited) in the text of your essay or report.This is used with the Harvard system.No additional items are included in a reference list,even those you found broadly relevant to your research. Note:Sometimes you may provide both a reference list and a bibliography (or annotated bibliography) with your essay or report.
Introduction This guide is designed to help you document the sources of information you use for your assignments.The style used in this guide is the Harvard system,which is also sometimes called the author-date system or the name-year system.It is based on the Australian Government style guide,Style manual for authors,editors and printers 2002,revised by Snooks and Co,6th edn,John Wiley & Sons,Milton,Qld which can give you further information and more examples.There are many different citation styles.You can view a guide to some online resources on the Library’s infogate Styles for reference lists and bibliographies at:www.swinburne.edu.au/lib/infogate/citing.htm
Your department may give you instructions about how to cite resources,but if not,you can follow the guidelines given here.
There are several important reasons for citing sources of information you have used:
1. You must acknowledge any ideas or information you have obtained from other writers. If you do not let your reader know that ideas or information presented in your work are actually the work of other people,this is plagiarism for which you can be penalised. 2. Ideas and information that originally appeared in other works will help you to substantiate the statements you make in your assignment. 3. Your readers may wish to find out more about the subject of your work by reading some of the books,articles and other information sources you have used.
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Steps to referencing Step 1: When you are collecting information,you should record all bibliographic details. In the case of a book,bibliographic details refer to information like author or editor,date of publication,title,edition (if not the first),volume number (if from a multi-volume work), publisher and place of publication.In the case of a journal article,it refers to author of the article,year of publication,title of the article,journal title,volume number,issue number and page number on which the article appears.
Step 2: Cite the reference at the appropriate place within the text of the assignment.
Step 3: Provide either a bibliography or a reference list at the end of the assignment.
Steps 2 and 3 involve listing citations using an accepted format.This guide tells you which information you need to include in citations (references) for most sources of information (books,articles,audiovisual material,web pages etc.) and how to set out that information by following the examples given.One widely used format,the Harvard system,is described in this guide.Ask your instructor if your school or department prefers this system.
Remember,if you are having any problems with writing reference,ask for help from: n the librarian at the Consultation Desk n your teacher or supervisor in the relevant subjects n language support teachers at the Access Department.
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Organising a bibliography or reference list Writing a bibliography or reference list Always be consistent.The following points may seem pedantic details but they can be important in interpreting a reference.
a) Always assemble the information (e.g.author,title,publisher etc.) in the same order. b) Be consistent in your use of punctuation. c) Be consistent in your use of capital letters. d) Observe the conventions on italics,underlining etc.which help to distinguish books from articles: n italics for the title of a book (or videotape,periodical or recording) n enclose the title of an article in single quotation marks
Note: Underlining may be used instead of italics,however,using italics is now usually preferred because of the predominance of wordprocessors and personal computers which produce clear unambiguous italics.Underlined references can be confused with hypertext links on the Internet.Underlining is mostly used with handwritten or typewritten material.
e) Arrange your list of references in a clearly distinguishable order.A single sequence arranged alphabetically by the first letter of each item (author’s name or title) is the most common.Alternatives include: n alphabetical within groups according to subject (e.g.a bibliography on mass media divided into general,television and radio) n alphabetical within groups according to form (e.g.books,periodicals,audiovisual)
Collecting references As you find your information sources it is a good idea to record the references in full.It takes less time to write out the reference in full the first time,even if you decide not to use it,than to find the necessary information at the last minute when your assignment is due.
If you have used several libraries it is a good idea to note where you found your source,as well as its call number in that library.This information is not included in the bibliography or reference list with your assignment,but will help you to find the material again if necessary.
Staff and post-graduate students should read about Personal bibliographic software on p.25,and Management of qualitative data and electronic text on p.25.
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In-text references In the Harvard system,you place brief references in the text of your essay or report to acknowledge the source of the information you have quoted or discussed.These brief references are called in-text references,or sometimes they are called in-text citations, textual references or textual citations.In-text references must be accompanied by a reference list that gives full details of the works cited.The reference list comes at the end of your essay or report and is headed ‘References’. Generally,an in-text reference comprises the author’s surname and the year of publication. Additional details such as page numbers,volume numbers and authors’ initials should be used when necessary to avoid confusion.Direct quotations should always be acknowledged with a page number. e.g. David Miller asks,‘what does each of us,individually,owe to other human beings, regardless of their cultural make-up,or their citizenship,or their place of residence?’ (Miller 2000,p.174)
Using volume and page numbers If it is necessary to specify a volume or page in an in-text reference—for example if the work is very long,these may be useful for a reader—add these details after the publication year: (Barr 1977,p.77) Barr (1995,p.29) described… (Russell 1969,vol.3,p.138)
See note on Page numbers on the web on p.20.
Dates Sometimes a publication year cannot be found.As the Harvard system is based on the combination of author and date,one of the following substitutes should be used: n.d.= no known date c.1995 = circa 1995 (i.e.an approximate date) ? 1995 = a dubious date forthcoming = a work to be published shortly
One author or one organisation as author The name and year may be placed in brackets at the end of the relevant clause or sentence. e.g. These changes were noticed more than a decade ago (Barr 1995).
Alternatively,the author’s surname may be integrated into the text,followed immediately by the year,in brackets. e.g. Barr (1995) was one of the first to draw attention to these changes.
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If the author is an organisation,use the name of the organisation. e.g. The management of medications for the elderly in aged care facilities received greater attention in 2000 (Australian Pharmaceutical Advisory Council 2000).
More than one work More than one work may be cited in a single reference: (Parsaye & Chignell 1988; Simons 1985)
Note the authors are presented in alphabetical order—P before S. or Parsaye and Chignell (1988),and Simons (1985) describe how…
Note that when two authors of a work are incorporated in the text the word ‘and’ is used rather than an ampersand (&).
More than three authors When a work has more than three authors,the in-text reference shows the name of the first listed author and then the abbreviation ‘et al.’,which means ‘and others’: (Gajski et al.1993)
However,the names of all the authors should be given in the reference list.
Parts of a work written by someone other than the author When someone other than the author writes part of a work,such as a preface or introduction, give both names. Block (in Gallway 2000) claimed… (Block,in Gallway 2000)
In the reference list show details of the work in which the contribution,or part of the work, appeared.In this case it would be: Gallway,WT 2000,The inner game of work,Random House,New York.
More than one work by the same author When you refer to more than one work by the same author,list the publication years in chronological order.Use lower-case letters to distinguish between works published in the same year (also include these in the list of references). e.g. (Barr 1977,1995) (Robertson 1988a,1988b) Robertson (1984,1988b) showed that…
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No author or authoring body—neither a person nor an organisation Sometimes a work has no identifiable author.In this case,substitute the title of the book, article or web page for the author’s name—don’t use ‘Anonymous’ or ‘Anon’. e.g. …in seventeenth century England (On travelling to London 1683) (Age 11 Oct.1989,p.10) Reform to drug laws was discussed but rejected by the Harm Minimisation Committee (Drugs and the law,2002) In Drugs and the law (2002) it was claimed that reform to drug laws…
One author citing another author When one author cites another author’s work,use all the authors’ names. e.g. Chambliss and Ryther (cited in Liazos 1985) reported… (Chambliss & Ryther,cited in Liazos 1985) ‘English as Charlton Laird has noted,is the only language that has,or needs,books of synonyms like Roget’s Thesaurus.“Most speakers of other languages are not aware that such books exist.”’ (Laird cited in Bryson 1990)
In the reference list give details of the citing author: Liazos A 1985 Sociology:a liberating perspective,Allyn and Bacon,London.
Encyclopedias and dictionaries If there is an author for an article from an encyclopedia,use the author-date method already described.For a dictionary entry or an encyclopedia article with no author,provide in-text information like this: The Macquarie dictionary (2001) defines it as… (The Australian Oxford English dictionary 1999)
Audiovisual material (films,videos,television and radio programs) and CD-ROMs Provide the title of the item in italics and the date e.g. (Japanese language and people 1991) In the film Charlotte Grey (2002) the French Resistance fighters were portrayed…
Web pages If there is an author for a web page,use the author-date method already described. e.g. (Done 2002)
If there is no author,use the title of the web page. e.g. (The senior dogs project 2002)
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Unpublished works If there is an author for an unpublished work,use the author-date method already described. e.g. (Florey 1925) If there is no author,use the title of the unpublished work. e.g. (Using online databases 2002)
Personal communications,including email Personal communications include conversations,interviews,telephone calls,emails and letters.As personal communications may not appear in a reference list unless your essay or report is based mainly on personal communications,your in-text reference should make it clear what kind of communication you have used e.g. In a letter dated 29 May 1986,AD Francis,wrote… The bus came to rest at the bottom of the hill on top of Mr HG Birtles (AD Francis 1986,pers comm.,29 May). In an email dated 15 January 2003,Annette Steere wrote… The pie eating competition was a great success (A Steere 2003,email,15 January)
Reference lists and bibliographies In the Harvard system the author and the publication year form the link between in-text references and the reference list.In the list of references the same citation details as in a bibliography are included.The citation details are arranged to clarify the link with in-text references.
Books For books,the following information is given,in this order: a) Author(s)—either a person or an institution—or editor(s) b) Year of publication See note on Dates on p.8 c) Title—plus the subtitle if there is one d) Title of series and volume number—if applicable e) Edition—if it is not the first f) Publisher g) Place of publication—city
You can find this information on the imprint page of the book itself (i.e.the page immediately following the title page) or from the entry in the library catalogue.The following examples illustrate how to set out references for a variety of books in a reference list or bibliography.
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Usually the author’s name comes first.Put the family name (surname) first,then initials of the given or personal names.No full stops and no spaces are used with people’s initials.
Book titles are italicised.Use minimal capitalisation for book titles.
You should use only the author’s initials in your reference list,regardless of how his or her name is presented in the book.Sometimes you can use an author’s full name if it will help your readers to recognise the author e.g.Phillip Adams could appear in a reference list as Adams,Phillip.
Use an ampersand (&) between two authors’ names rather than the word ‘and’.
If you know some information for a reference,but it is not on the item itself,you can include it in a square bracket e.g.[Sydney].You may find this sort of information in a library catalogue.
1. Book with one author e.g. Miller,D 2000,Citizenship and national identity,Polity,Cambridge.
2. Book with two or three authors e.g. Brown,PH & Broeske,PH 1996,Howard Hughes:the untold story,Dutton,New York.
3. Book with organisation as author e.g. Australian Society of CPAs 1993,Accounting software in Australia 1993:the CPAs guide to accounting software,Prentice Hall of Australia,Sydney.
4. Book with government department as author e.g. Department of Foreign Affairs and Trade 2002,Australia-China:a photographic record: to commemorate the 30th anniversary of the establishment of diplomatic relations between Australia and the People’s Republic of China:1972–2002,Department of Foreign Affairs and Trade,Canberra.
5. Book with more than three authors Names should be cited in the order they appear on the title page. Gajski,DD,Vahid,F,Narayan,S & Gong,J 1994,Specification and design of embedded systems,PTR Prentice Hall,Englewood Cliffs,New Jersey.
6. Book with no author Use the title of the work. Training Australians:a better way of working:27 case studies from leading Australian organisations of their best training strategies 1990,Business Council of Australia, Melbourne.
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7. Book with an editor e.g. Brown,C (ed.) 1996,Indonesia:dealing with a neighbour,Allen & Unwin in association with Australian Institute of International Affairs,St Leonards,NSW.
8. Book in a series List the name of the series after the title of the work. Stoddard,KM 1983,Saints and shrews:women and aging in American popular film, Contributions in women’s studies,no.39,Greenwood Press,Westport,Connecticut.
9. Book known by a short title e.g.The Henderson report The reference list must contain a cross-reference to the formal author of the work,and the full document information must be given under the formal entry. e.g. Henderson report—see Commission of Inquiry into Poverty 1975 Commission of Inquiry into Poverty 1975,Poverty in Australia,first main report, (Prof.RF Henderson,chairman),Australian Government Publishing Service,Canberra.
10. More than one place of publication If more than one place of publication is listed,use only the first-listed place.
11. Chapter or article from a book Give the details of the chapter or article first,then the details of the publication in which it appeared.Enclose the title of the chapter or article in single quotation marks. e.g. Hesketh,B & Rounds,J 1995,‘International cross-cultural approaches to career development’,in WB Walsh & SH Osipow (eds),Handbook of vocational psychology: theory,research,and practice,2nd edn,Lawrence Erlbaum Associates Inc.,Mahwah, New Jersey.
12. Entries in an encyclopedia e.g. Tran,M 2001,‘Swedish massage’,The Gale encyclopedia of alternative medicine, vol.4,Gale Group,Farmington Hills,Michigan,pp.1668–1670. ‘Puma’ 1998,The new encyclopaedia Britannica,15th edn,vol.9,Encyclopaedia Britannica,Chicago,p.796. For an example of an article in an online encyclopedia see p.22.
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Periodicals Maximal capitalisation is used for the titles of periodicals.For all other titles,capitalisation is minimal.
Periodical titles are italicised.
In general you will find that all the issues of a magazine or journal published in one year are collectively called a volume and may be given a volume number.An issue number or the name of a month or season may identify each issue within that volume.Inspect the periodical carefully as it may have an entirely individual numbering system.
1. Articles with an author For articles in journals and magazines,include the following information: a) Author(s)—if given b) Year of publication c) Title of article—enclose title in single quotation marks d) Title of periodical e) Place of publication (city)—only if there are 2 or more periodicals with the same title f) Volume and/or issue number g) Day,month and season—if applicable h) Page number(s) e.g. Salusinszky,I 1995,‘Thomas Keneally:my part in his downfall’,Quadrant,vol.39, no.10,October,pp.23–26.
2. Articles with no author ‘Calcium levels control human vision’ 1988,New Scientist,no.1636,29 October,p.34.
3. Individual volumes/issues For a single issue or a limited run,the following details are sufficient: a) Title—plus subtitle if there is one b) Year of publication c) Volume and/or issue number(s) d) Month and day of month or season—if applicable e.g. Overland,1983,no.93,December. Futures:the Journal of Forecasting and Planning,1986–1989,vols.18–21.
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4. Complete run of a periodical If you need to write a reference for a complete run of a currently published periodical, include the following information: a) Title—plus subtitle if there is one b) Date(s) of publication c) Name of publisher d) Place of publication (city,state) e) Volume and/or issue number(s) f) Frequency of publication e.g. The Australian Accountant,1936–,Australian Society of Certified Practicing Accountants,Melbourne,vol.1–,Monthly.
‘1936–’ and ‘vol.1–’ means that the first issue appeared in 1936 and the periodical is still being published.
5. Newspaper articles Replace the volume/issue number by the day and month: e.g. Hogan,R 1996,‘Investors weigh implications for $A’,Australian Financial Review, 1August,p.6. ‘A welcome lowering of rates’ 1996,The Australian,1 August,p.10.
6. Reviews of books,films,television,performances etc. Include: a) Name of reviewer b) Year c) Title of the review d) Description of what is being reviewed and its author e) Periodical in which the review appeared f) Day and month—if applicable g) Page numbers e.g. Carroll,S 2002,‘The stuff of theatre’,review of Double act:a life of Tom Stoppard by Ira Nadel,The Age,28 September,Saturday Extra,p.8.
‘Saturday Extra’ before the page number indicates a special independently numbered section of the newspaper.
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7. Annual reports These are not periodicals in the usual sense,but are important regular publications of government bodies,companies and other organisations.A reference for an annual report should include: a) Name of organisation b) Date of publication—if applicable c) Short descriptive title d) Year(s) covered e.g. Department of Transport and Regional Services 2001,Annual report 2000–2001,Canberra. Foster’s Brewing Group 1998,Annual Report 1998.
For an example of an online annual report,see p.23 under 3.Web page of a company or organisation.
Conference papers—published proceedings Papers presented at conferences and similar gatherings are often collected and published by the organisation that arranged the conference.A reference to a published conference paper is similar to one for a chapter or article from a book.
Note that the place and year that the papers were published is included,while the place and date that the conference was held are omitted (unless these form part of the title of the proceedings).
DuPont,B 1974,‘Bone marrow transplantation in severe combined immunodeficiency with an unrelated MLC compatible donor’,Proceedings of the third annual meeting of the International Society for Experimental Hematology,International Society for Experimental Hematology,Houston,Texas,pp.44–6.
Pockley,P 1987,‘National programs for promoting public understanding of science and technology:progress,problems and prospects’,ANZAAS Congress Papers,no.56,paper 76.
Australian Bureau of Statistics documents Include the ABS catalogue number after the title. Australian Bureau of Statistics 1991,Work patterns of women,cat.no.6204.2,ABS,Canberra.
For examples of Australian Bureau of Statistics documents online see p.23.
Acts of Parliament Add the name of the jurisdiction in brackets after the title of the act. Electoral Act 2002 (Vic).
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Standards Standards Australia defines a standard as ‘a published document which sets out technical specifications or other criteria necessary to ensure that a material or method will consistently do the job it is intended to do’.
For standards,the following information is given,in this order: a) Author(s) b) Year of publication c) Title d) Standard Number e) Publisher f) Place of publication e.g. Institute of Electrical and Electronics Engineers 1987,IEEE standard for software user documentation,(ANSI/IEEE 1063–1987),IEEE,New York. Standards Association of Australia 1992,Marking of overhead cables for low-level flying,(AS 3891.2–1992),Standards Australia,Homebush,NSW.
For an example of an online Australian standard see p.23.
Audiovisual material You may need to write a reference for a videotape,DVD,TV program etc.It is similar to a book reference.Use the label on the item or the library catalogue to find the information you need. Include the following details: a) Author (if there is one) b) Year of production c) Title d) Format (use a general term such as ‘sound recording’) e) Name of producer/director f) Place of production
1. Videorecording e.g.videotapes e.g. Murnau,FW 1984,Nosferatu the Vampire (Dracula) [videorecording],Video Yesteryear, Sandy Hook,Conn.
2. Sound recording e.g.discs,tapes,reels,cassettes e.g. Jane Knowles 1996 [sound recording],ABC Radio Tapes,Sydney.
3. Slides e.g. Birnstihl,H 1980,Emotions [slide],Northside Productions,North Melbourne.
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4. Kit i.e.combinations of media such as audiocassette plus printed material e.g. Japanese language and people 1991 [kit],BBC-TV in association with Intervoice Incorporated,London.
5. Radio and television broadcasts Include: a) Title.If no title is given in the program,you should supply your own short descriptive title,enclosed in square brackets. b) Year of broadcast c) Format d) Series title e) Broadcasting station g) Day/month of broadcast e.g. Muddy waters 1995 [television program],Sixty Minutes,GTV9,22 October. [Bankers to greed] 1992 [television program],Four Corners,ABC Television. Making waves 1995 [television program],SBS Television,9 March. Making an issue out of violence 1991 [radio program],Women on the line,3CR, 10 August.
Pamphlets,leaflets etc. Organisations rather than individuals generally produce these kinds of small publication. They often contain useful information but are difficult to cite because few have adequate identification details printed on them.Try to give enough relevant information to enable the reader to identify the item if required.Include as many of the following details as possible. a) Author b) Date of publication (estimate this if not given) c) Title (or your own short descriptive title) d) Publisher e) Place of publication f) Brief description,including format and content g) Location (if held in permanent library collection) or current supplier/distributor. e.g. Emy,HV 1993,From the free market to the social market:a new agenda for the ALP?, Australian Fabian Society Pamphlet,no.53,Pluto Press in association with the Australian Fabian Society,Leichhardt,NSW. Alpine sell-out? 1992,Native Forests Action Council,North Melbourne,Leaflet supporting Alpine National Park proposal.Held in ‘Conservation Issues’ file of the Black Stump Public Library,NSW.
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Unpublished sources of information Information obtained directly from people and organisations,by letter or interview,or from unpublished material such as theses,diaries or other personal or business records should be acknowledged.Sometimes an in-text reference is sufficient; sometimes a reference should also be included in the reference list.Generally,you should include a reference in your bibliography or reference list only if the source of information is a document or other record which is available for other people to consult.
When citing unpublished materials,set out as for articles but do not include quotation marks for the title.
1. Unpublished documents: diaries,personal papers,reports etc. e.g. Florey,HW 1925,Letter to his mother,6 April,Florey papers in the possession of Dr Joan Gardner,Melbourne. Sobieralski,C 1995,Development of a dangerous goods compliance model for the photographic manufacturing industry,MEng thesis,Swinburne University of Technology,Melbourne. Syme Family 1854–1947,Personal and business papers,LaTrobe Collection, State Library of Victoria.
2. Personal letters,interviews,conversations If you have obtained information directly from a person or organisation through a personal letter,formal interview or informal conversation,this should be acknowledged in an in-text reference.This type of source is usually not referred to again in a reference list,except when the essay or report is based mainly on such sources,in which case it is appropriate to list them.
Note that the format is given before the name of the person (or organisation) for these references.It is useful to include some information indicating the significance of the person to the subject of your work in the reference.
Interview with F Walsh,Member of Swinburne Council,29 June 1989. Lecture on electronic funds transfer systems,by John Smith,School of Business, Swinburne University of Technology,8 April,1998. Personal letter from AD Francis,retired bus driver,29 May 1986.
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Electronic resources When citing electronic resources only use information which appears on the page you are citing.For example,when you are citing an article from an electronic journal you can only use the information which appears on that page.You cannot use information which may appear on the journal’s home page,even though that may give more information.
There is one occasion when you may need to use information which is not on the page.You will need to do this if there is no title of the document within the document.Then you can use the title in the title bar.If there is no title in the document and no title in the title bar,you must use the URL as the title of the document.
Some databases,especially online reference works like encyclopedias,show you how to cite the reference at the end of the entry.You may wish to use these online suggestions to help you write your citation but remember that your reference list should maintain a consistent style.
Page numbers on the web You can use a page number for a scanned document on the web (a PDF file), but you should not use page numbers for citations or in-text references for ordinary web pages.Although you may print out several pages for a web document,strictly speaking the document is only one page.
Dates If there is a publication date which is clear,use that date,for example,the date of an issue of a periodical.
If there isn’t a clear publication date,but you can see when the page was last updated,for example,‘Last updated…’ use this date.
If there isn’t a clear publication date,but you can see a copyright date,for example,‘©…’ use this date.
Articles in online databases If you use an article from an online database you must state clearly which database it came from.You have used a version of the article that the publisher has supplied to the database. There may be variations between versions of the same article,for example,articles in different editions of the same newspaper may have different text or even different titles,therefore you must always give full details of the version of the article you have used.
Sometimes it is hard to work out what the name of a database is.You can confuse the name of the database with the name of the online service provider,or the name of the software it uses. If you need help please contact the Library.
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Include this information,if applicable: a) Author(s) b) Year of publication c) Title of article d) Title of periodical e) Volume and/or issue number f) Day,month or season g) Identifying edition or version numbers or other identifying information h) Page numbers if they are included.NB this is not an estimate of how many printed pages would result from printing the article,but the page numbers given in the database. i) Title of the database and name of online service,if applicable j) DOI (Digital Object Identifier).If there is no DOI,but there is some other article, document or file number,use this number.Write the number exactly as it is written in the electronic record e.g.ProQuest Document ID 771792141. k) Date accessed
1. Article with an author e.g. Kennedy,S 1998,‘So many URLs…so little time!’,Information Today,vol.15,no.11, Academic Search Elite,EBSCOhost,AN 1460612,viewed 10 April 2002.
2. Article without an author e.g. ‘Russia says it foiled illegal sale of weapons-grade uranium’ 2001,The New York Times,7 December,Factiva,Document nytf000020011207dxc70001a,viewed 12 April 2002.
3. Conference paper e.g. Fan,W,Gordon MD & Pathak,P 2000,‘Personalization of search engine services for effective retrieval and knowledge management’,Proceedings of the twenty first international conference on information systems: 2000,pp.20–34,ACM Portal:ACM Digital Library,viewed 24 April 2002.
Articles from online journals Include the same information as for an article in an online database,but leave out the database information –h) and i)– and finally add the URL. e.g. Bajjalieh,SM & Scheller,RH 1995,‘The biochemistry of neurotransmitter secretion’, JBC Online,vol.270,no.5,pp.1971–1974,viewed 13 January 2003, http://www.jbc.org/cgi/content/full/270/5/1971.
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Reports from online databases Include this information,if applicable: a) Author(s),Editor(s) or Compiler(s) or organisation responsible for the report b) Date the report was created c) Title of the report d) Name of the database e) Identifying number f) Date accessed e.g. IBISWorld Australia 2004,Taxi and other road passenger transport in Australia (I6123), 7 September,IBISWorld,viewed 4 January 2005.
Articles from online encyclopedias e.g. ‘Puma’ 2003,Encyclopædia Britannica Online,viewed 14 January 2003.
Extract from an online book e.g. Coult,DJ 1993,‘Optical thin film design’ in Wachtman,JB & RA Haver (eds), Ceramic films and coatings,William Andrew Publishing/Noyes,Knovel,viewed 5 January 2005.
Table from an online book e.g. ‘Thermochemical properties of inorganic chemicals’ [interactive table] in Patnaik,P 2003,Handbook of inorganic chemicals,McGraw Hill,Knovel,viewed 10 January 2005.
Web pages Include this information,if applicable: a) Author(s),Editor(s) or Compiler(s) or organisation responsible for the site b) Year the document was created or the date of the most recent revision,modification or update.You may use the copyright date of a web page.If the copyright date is a range of dates e.g.1996–1998,you should use the latest date. e.g. Basic CGOS style,modified 20 March 2000,viewed 24 April 2002, http://www.columbia.edu/ca/cup/cgos/idx_basic.htm. c) Title of document.The page title may be clearly shown at the top of the page.If it is not,a title may be shown in the title bar at the very top of the screen.If the title shown in the title bar is abbreviated,or not available,use the URL. d) Description of document if needed for clarification e.g.media release e) Name of the sponsor of the web page f) Date accessed g) URL
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1. Web document with an author e.g. Done,T 2002,Science for management of the Great Barrier Reef,Australian Institute of Marine Science,viewed 15 April 2002, http://www.aims.gov.au/pages/research/smgbr/smgbr01.html.
2. Web page without an author e.g. White pages online 2002,Telstra Corporation Limited,viewed 15 April 2002, http://www.whitepages.com.au/wp.
3. Web page of a company or organisation e.g. Carnarvon Petroleum NL 2002,Carnarvon Petroleum NL,viewed 28 May 2002, http://www.carnarvon.com.au/.
When there is no author,but an organisation is the copyright owner,you cannot assume that the organisation is also the author.In some cases,like company web pages or company reports,the company will own the copyright and be the author,although usually the title of the web page is all that is given and the authorship is assumed rather than written in the citation.
e.g. Annual report 2004,Coles Myer Ltd,viewed 5 January 2005, http://corporate.colesmyer.com.au/shared/20041020__Concise_Report.pdf.
4. Australian standards online e.g. Standards Australia 1992,Air navigation:cables and their supporting structures: mapping and marking:Part 2 Marking of overhead cables for low-level flying, AS3891.2–1992,Standards On-Line Premium,viewed 13 January 2005.
5. Australian Bureau of Statistics documents online e.g. Kennedy,A &Robertson,E 2003,2001 Census:housing,Census Paper no 03/02, Australian Bureau of Statistics,viewed 1 December 2004, http://www.abs.gov.au/websitedbs/D3110122.NSF/0/64166a9922e5831cca256d4d 008279ca/$FILE/2001%20Census%20Housing_rev_final.pdf. ‘Inner city development’ 2002,Building Approvals,Australia,December,Australian Bureau of Statistics,viewed 23 November 2004,http://www.abs.gov.au/Ausstats/ abs@.nsf/0/460A9505966480C2CA256CC1008131FE?Open.
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Email You should never cite an email address without the permission of the owner of the address.
1. Email with permission to cite the email address e.g. Wallis,R 2002,email,24 April,rwallis@swin.edu.au
2. Email without permission to cite the email address: e.g. Wallis,R 2002,personal email,24 April.
Other electronic resources Need more help on how to cite an electronic resource? If you are unsure about which details to include in a citation for an electronic resource,there are checklists for many more examples in Walker,JR & Taylor,T 1998,The Columbia guide to online style,Columbia University Press,New York.
A collection of resources on how to cite references is available online at: www.swinburne.edu.au/lib/infogate/citing.htm
The librarians at our campus libraries will also be pleased to help you with examples not covered here.If you aren’t able to visit the Library you can email your question to our online information service,Ask us! www.swinburne.edu.au/lib/inquiry/welcome.htm
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Personal bibliographic software Personal Bibliographic Software is a blend of database and word processing programs with special features for managing bibliographic data.There are many programs of this type available.Swinburne has a site licence for ProCite and EndNote both of which are available free of charge to staff and post-graduate students through Information Technology Services www.its.swinburne.edu.au
EndNote and ProCite can be used to format a bibliography,keep track of notes about a particular reference,retrieve references according to sophisticated search strategies,and manage large databases containing references to many different types of material.References can be typed in or in some cases can be downloaded from bibliographic databases and library catalogues.
Cite while you write EndNote and ProCite are designed to work in conjunction with a word processor.In-text references in papers or theses can be created from records from EndNote and ProCite,and a bibliography or reference list can then be generated based on the cited records.
Webpages Swinburne Library maintains a portal site for information about bibliographic software. It includes training session schedules and manuals,downloadable files for searching Swinburne databases and examples of citation styles,links to discussion lists,and to sites for downloading trial versions of the software. www.swinburne.edu.au/lib/bibsoft/welcome.htm
Management of qualitative data and electronic text If you have large amounts of text stored in electronic form,which you wish to analyse or search through,a full-text software program such as Nvivo may be appropriate.
Nvivo home page http://www.qsr.com.au/productoverview/product_overview.htm Although Swinburne does not have a site licence for Nvivo,it can be obtained through Swinburne ITS Procurement. www.its.swinburne.edu.au/services/procedures.htm
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Further reading There are many style manuals and guides to writing papers and reports of various kinds which include guidelines for correctly acknowledging your information sources.A few of the most useful ones are listed below; others may be found at Swinburne Library on the shelves around the Dewey classification numbers 808 (writing style and technique),and 371.302 (study guides).
Algozzine,B & Spooner,F 2002,How to prepare a research article in APA style,Council for Exceptional Children,Arlington,Virginia.
Clanchy,J & Ballard,B 1997,Essay writing for students:a practical guide,3rd edn,Addison Wesley Longman,Melbourne.
Coyle,W & Law,J c.2005,Research papers,13th edn,Longman,New York.
Day,R 1998,How to write and publish a scientific paper,5th edn,Cambridge University Press, Cambridge.
Holtom,D & Fisher,E 1999,Enjoy writing your science thesis or dissertation:a step by step guide to planning and writing dissertations and theses for undergraduate and graduate science students,Imperial College Press,River Edge,New Jersey.
Li,X & Crane,NB 1996,Electronic style:a handbook for citing electronic information,2nd edn, Information Today,Medford,New Jersey.
Lovell,DW & Moore,RD 1993,Essay writing and style guide for politics and the social sciences, Rev.edn,Australasian Political Studies Association,[Canberra].
Peters,P 2003,The Australian English style guide,Cambridge University Press,Melbourne.
Ritter,RM (ed.) 2002,The Oxford guide to style,Oxford University Press,Oxford.
Style manual for authors,editors and printers 2002,6th edn,John Wiley & Sons,Milton,Qld.
Summers,J & Smith,B (eds.) 2004,Communication skills handbook:how to succeed in written and oral communication,Rev.and updated edn,John Wiley & Sons Australia,Milton,Qld.
Thomas,R 2003,Referencing:a guide (including electronic sources),La Trobe University, Faculty of Law and Management,Language and Academic Skills Unit,Bundoora,Vic.
Walker,JR & Taylor,T 1998,The Columbia guide to online style,Columbia University Press, New York.
Yang,J T 1995,An outline of scientific writing for researchers with English as a foreign language,World Scientific,Singapore.
A collection of resources on how to cite references is available online at: www.swinburne.edu.au/lib/infogate/citing.htm
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Standard abbreviations used in referencing List of abbreviations commonly used in references and bibliographies:
& = ampersand,which means ‘and’ app.= appendix c.(before a date) = about,if date is not given,e.g.c.1950 ch.= chapter col.,cols = column,columns dir.= director,directed by ed.,eds = editor,editors edn = edition (note:some systems use ed.for edition) et al.= and others NB = take careful note n.d.= no date no.,nos = number,numbers n.p.= no place,or no publisher,or no page p.,pp.= page,pages pers.comm.= personal communication prod.= produced by,producer rev.= revised rpt.= reprint,reprinted by trans.= translated,translator(s) vol.,vols = volume,volumes writ.= written
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Need help?
Ask in person at the Service Desk at any campus library for help.
Swinburne University of Technology Campus Libraries Croydon 12–50 Norton Road Croydon 3136
Hawthorn John Street Hawthorn 3122
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From outside the library you can ask for help:
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SP0065-13-05/05

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