harvard system

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Information Resources

Harvard systemIn-text references, reference

lists and bibliographies

Revised edition based on the Australian Government style guide:

Style manual for authors, editors and printers2002, 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 9Parts of a work written by someone other than the author 9

More than one work by the same author 9

No author or authoring bodyneither a person nor an organisation 10

One author citing another author 10

Encyclopedias and dictionaries 10

Audiovisual material (films, videos, television and radio programs) and CD-ROMs 10

Web pages 10

Unpublished works 11Personal communications, including email 11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 123. 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 1311. 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/ issues 14

4. Complete run of a periodical 15

5. Newspaper articles 156. Reviews of books, films, television, performances etc. 15

7. Annual reports 16

Conference paperspublished 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 journals 21

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 241. 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 page 25

Further reading 26

Standard abbreviations used in referencing 27


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4

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

otherusually 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.

Citationformal 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 authors 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.

IntroductionThis 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 printers2002, 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 Librarys 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:

I the librarian at the Consultation Desk

I your teacher or supervisor in the relevant subjects

I 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:

I italics for the title of a book (or videotape, periodical or recording)

I 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 (authors name or title) is the

most common. Alternatives include:

I alphabetical within groups according to subject (e.g. a bibliography on mass media

divided into general, television and radio)

I 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 takesless 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 authors 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 referencefor example if the work

is very long, these may be useful for a readeradd 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 authors 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 orderP 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 bodyneither 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 authors namedont use Anonymous or Anon.

e.g. in seventeenth century England (On travelling to London1683)(Age11 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 authors 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 Rogets 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 dictionary1999)

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 people1991)

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 project2002)


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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, wroteThe 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 institutionor editor(s)

b) Year of publication

See note on Dates on p. 8

c) Titleplus the subtitle if there is one

d) Title of series and volume numberif applicable

e) Editionif it is not the first

f) Publisher

g) Place of publicationcity

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 examplesillustrate how to set out references for a variety of books in a reference list or bibliography.


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Usually the authors 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 peoples initials.

Book titles are italicised. Use minimal capitalisation for book titles.

You should use only the authors initials in your reference list, regardless of how his or her

name is presented in the book. Sometimes you can use an authors 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 Peoples Republic of China: 19722002, 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 strategies1990, 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 seriesList 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 womens 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 reportseeCommission of Inquiry into Poverty 1975Commission 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. 16681670.

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


c) Title of articleenclose 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 seasonif applicable

h) Page number(s)

e.g. Salusinszky, I 1995, Thomas Keneally: my part in his downfall, Quadrant, vol. 39,

no. 10, October, pp. 2326.

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) Titleplus subtitle if there is one


c) Volume and/ or issue number(s)

d) Month and day of month or seasonif applicable

e.g. Overland, 1983, no. 93, December.

Futures: the Journal of Forecasting and Planning, 19861989, vols. 1821.


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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) Titleplus 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,

1 August, 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 monthif 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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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)


c) Title

d) Standard Number

e) Publisher

f) Place of publication

e.g. Institute of Electrical and Electronics Engineers 1987, IEEE standard for software userdocumentation, (ANSI/IEEE 10631987), IEEE, New York.

Standards Association of Australia 1992, Marking of overhead cables for low-level

flying, (AS 3891.21992), 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 Knowles1996 [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 people1991 [kit], BBC-TV in association with Intervoice

Incorporated, London.

5. Radio and television broadcastsInclude:

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 waters1995 [television program], Sixty Minutes, GTV9, 22 October.

[Bankers to greed] 1992 [television program], Four Corners, ABC Television.

Making waves1995 [television program], SBS Television, 9 March.

Making an issue out of violence1991 [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) Publishere) 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 theBlack 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 shouldalso 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 ofDr 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 18541947, 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 onthe journals 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 youwrite 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 isnt a clear publication date, but you can see when the page was last updated, for

example, Last updated use this date.

If there isnt a clear publication date, but you can see a copyright date, for example,

use this date.

Articles in online databasesIf 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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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 createdc) 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, Encyclopdia 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, P2003, 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. 19961998, 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 online2002, 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 NL2002, 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 assumethat 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,

AS3891.21992, 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/

[email protected]/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, [email protected]

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 arent 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 availablefree 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 searchingSwinburne 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 aroundthe 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 printers2002, 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?

Askin person at the Service Desk

at any campus library for help.

Swinburne University of Technology

Campus Libraries

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From outside the library you can ask for help:

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