How to Reference?

Dr. Sara Lavinia Brair

Associate Professor, Community Medicine
Al Neelain University
 Lecture outlines
• Identify different referencing methods

• Describe reasons for referencing

• Define plagiarism

• Describe in detail the in-text citation in Harvard style referencing

• Describe how to write references in the bibliography in the Harvard

system

• Describe in detail the Vancouver style

• Describe the reference list in the Vancouver style

• Describe in detail the in-text citation in Harvard style referencing

• Describe how to write references in the bibliography in the Harvard

system

• Identify software management programs

 Referencing
• Most of the academic writing will rely on the ideas of
others

• Researchers will draw arguments, evidence, concepts,

and theories from other sources

• Credit should be given for any information used by

providing proper references
 Why reference?
Accurate referencing is commensurate with good academic
practice and enhances the presentation of your work:

• It shows that your writing is based on knowledge and

informed by appropriate academic reading

• You will ensure that anyone reading your work can trace the
sources you have used in the development of your work, and
give you credit for your research efforts and quality

• If you do not acknowledge another writer's work or ideas, you

could be accused of plagiarism
 What is plagiarism?
• Plagiarism is the copying or paraphrasing of other
people’s work or ideas without full acknowledgement

• Plagiarism is a breach of academic integrity, it is a

principle of intellectual honesty that all members of the
academic community should acknowledge their debt to
the originators of the ideas, words, and data which form
the basis for their own work

• Deliberate plagiarism is unethical and can have serious

consequences for future career of scholars

Oxford University
 Referencing
• References must be provided whenever someone else's
opinions, theories, data, or organisation of material is used

• Reference any information from books, articles, videos, web

sites, images, computers, lectures, personal communication
and any other print or electronic sources

• Consistency and accuracy are important to enable readers

to identify and locate the material to which you have
referred
 Referencing
You must reference anything that you borrow from another
author, including but not limited to:

• A direct quotation, summary, paraphrase,

• Another author’s idea, concept, theory, chart, image – this

is called copying

• Information that is not “common knowledge”

Quoting, Summarizing, Paraphrasing
Paraphrase:
A paraphrase is a rewording of an author’s words to
reinforce your own arguments or ideas:

• Demonstrate your understanding of the material by

putting it into your own words

• Select only the sections of the original text that are

relevant to your own arguments

• Use your own style of writing, but do not change the

meaning of the original
Quoting, Summarizing, Paraphrasing

Summary:
A summary is a brief account, in your own words, of what an
author says:

• Follow the same order of ideas as the original

• Condense the meaning of a larger text into a more concise

format

• Use only what is most important or relevant from the text

Quoting, Summarizing, Paraphrasing
Direct quotation :
Direct quotes from a source are used to support an
argument only when another author expresses an idea in a
way that you feel should not be changed. Do not overuse
them.

• Reproduce the original text exactly, put them in quotation

marks (“Hello”). Any changes made to the quote must be
placed in [square brackets]

• Use direct quotes to reinforce your original ideas, not to

introduce or make new arguments
 Copying
Copy:

• Use someone else's figures, tables or structure or theory

• Those will have to be used without any change

 Rules to Referencing
References must provide readers with the information they
need to find your sources

• Referencing styles vary according to discipline used

(Harvard or Vancouver)

• Referencing must be done according to the requirements

of the institution
 Referencing
There are two parts to referencing using the referencing
system:

• Citing in the text of your work: acknowledging, within

the text, the sources that have been used

• Full bibliographic citations: These are the details of the

sources used, listed at the end of the work. This is
known as the reference list
 Information to be collected when
referencing
For books, record:
• The author’s or editor’s name (or names)
• The year the book was published
• The title of the book
• If it is an edition other than the first
• The city the book was published in
• The name of the publisher
 Information to be collected when
referencing
For journal articles record:
• The author’s name or names
• The year in which the journal was published
• The title of the article
• The title of the journal
• The page number/s of the article in the journal
• As much other information as you can find about the
journal, for example the volume and issue numbers
 Information to be collected when
referencing
For electronic resources, try to collect the information on the left
if it is available, but also record:
• The date you accessed the source

• The electronic address or email

• The type of electronic resource (email, discussion forum, WWW

page, etc..) eg: https://aricjournal.biomedcentral.com/articles/

• In addition to these details, when you are taking notes, if you

copy direct quotations or if you put the author’s ideas in your
own words, write down the page numbers you got the
information from
 Styles used for referencing
• Vancouver style (numeric system)

• Harvard style (author – date system)

• Others:
• MLA: Modern Language Association (numeric system)
• APA: American Psychological Association (author –
date system)
 Harvard style
• Harvard is known as the Author & Date system

• Citations in the text consists of author(s) and year of publication

(Ahmed, 1997)

• Harvard style allows you to choose if you do wish to use capitals,

then the FAMILY/SURNAME of authors are only capitalised in this
reference list and not in the body of your work. If you prefer not
to use capitals in this list, that is fine, but you must be consistent
in the style you decide to use

• Reference list or bibliography needs to be presented in

alphabetical author/originator order

• Only the title of the source of information is italicised or

underlined, do not use both italics and underlining
 In-Text Citation in Harvard style
One author:
• Citation consists of author and year of publication
• If you are not referring to a specific idea or assertion, but are
referring to a work by an author in its entirety or to a more general
argument no need for page numbers

Example:
• There is some evidence (Jones, 1992) that these figures are
incorrect

• If the author’s name is part of the statement, put only the year in
brackets

Example:
• Jones (2012) has provided evidence that these figures are incorrect
In-Text Citation in Harvard style
If there are two authors, cite both:

• If direct quotation from an author or paraphrase a specific

idea or piece of information from a source, page number of
the quote or passage should be cited in-text

Example:
• It is claimed that government in the information age will
“work better and cost less” (Bellamy and Taylor 1998, p.41).
In-Text Citation in Harvard style
Information found in more than one source:
• If you find information in more than one source, you may
want to include all the references to strengthen your
argument.
• Cite all sources in the same brackets, placing them in order of
publication date (earliest first), separate the references using a
semi-colon (;)

Example:
• Several writers (Jones 2011; Biggs 2012; Smith 2013) argue…
In-Text Citation in Harvard style
More than three authors:
• If there are more than three authors, cite only the first
followed by ‘et al.’ (which means ‘and others’):

Example:
• …adoptive parents were coping better with the physical
demands of parenthood and found family life more enjoyable
(Levy et al. 1991).
In-Text Citation in Harvard style
Author with more than one publication in same year:

• If an author has published more documents in the same year,

distinguish between them by adding lower-case letters

Example:
• In recent studies by Smith (2013a, 2013b, 2013c)…
In-Text Citation in Harvard style
Secondary referencing:
• When an author quotes or cites another author and you wish
to cite the original author you should first try to trace the
original item
• If this is not possible, you must acknowledge both sources in
the text, but only include the item you actually read in your
reference list
Example:
• If Jones discusses the work of Smith you could use: Smith
(2013) as cited by Jones (2012)
or
• Smith’s 2013 study (cited in Jones, 2012, p.156) shows that…

• Then cite Jones in full in your reference list

 Reference List in Harvard style
Book – Single Author:
Format:
• FAMILY/SURNAME, Initials. (Publication year in brackets) Book
title - italicised or underlined. Series title and volume if
applicable. Edition – if not the first. Place of publication:
publisher.

Example:
First edition:
• NEVILLE, C. (2010) The Complete Guide to Referencing and
Avoiding Plagiarism. Maidenhead: Open University Press.

Second edition (include the edition):

• NEVILLE, C. (2010) The Complete Guide to Referencing and
Avoiding Plagiarism. 2nd Ed. Maidenhead: Open University Press.
 Reference List in Harvard style
Book — 2-3 Authors:
Format:
• FAMILY/SURNAME, Initials., FAMILY/SURNAME, Initials. and
FAMILY/SURNAME, Initials. (Publication year in brackets) Book
title - italicised or underlined. Series title and volume if
applicable. Edition – if not the first. Place of publication:
Publisher.

Example:
• BRADBURY, I., BOYLE, J. and MORSE, A. (2002) Scientific
Principles for Physical Geographers. Harlow: Prentice Hall.
 Reference List in Harvard style
Book—Multiple Authors (4 and more):
Format:
• FAMILY/SURNAME, Initials. et al. or and others. (Publication year
in brackets) Book title - italicised or underlined. Series title and
volume if applicable. Edition - if not the first. Place of
publication: Publisher.

Example:
• CAMPBELL, N. A. et al. (2008) Biology. 8th Ed. London: Pearson.
Reference List in Harvard style
Book — Editor:
Format:
• FAMILY/SURNAME, Initials. (ed.) or (eds.) – in brackets for
editor(s). (Publication year in brackets) Book title - italicised or
underlined. Series title and volume if applicable. Edition – if
not the first. Place of publication:Publisher.

Example:
• FONTANA-GIUSTI, G. (ed.) (2008) Designing Cities for People:
Social, Environmental and Psychological Sustainability.
London: Earthscan.
 Reference List in Harvard style
Chapter in an edited book:
Format:
• FAMILY/SURNAME, Initials of the author writing the chapter.
(Publication year in brackets) Title of chapter. In:FAMILY/SURNAME,
Initials. of author or editor of book (ed.) or (eds.). Book title-
italicised or underlined. Series title and volume if applicable. Edition
– if not the first. Place of publication: Publisher.

Example:
• MARSHALL, W. A. (1975) The Child as a Mirror of his Brain’s
Development. In: SANTS, J. & BUTCHER, H. J. (eds.). Development
Psychology. Aylesbury, Bucks: Hazell Watson & Viney Ltd.
 Reference List in Harvard style
E-book:
Format:
• FAMILY/SURNAME, Initials. (Publication year in brackets) Book
title - italicised or underlined. [Online] Series title and volume
if applicable. Edition - if not the first. Place of publication:
Publisher. Available from – URL. [Accessed: date].

Example:
• SADLER, P. (2003) Strategic Management. [Online] Sterling. VA
Kogan Page. Available from:
http://www.netlibrary.com/reader/. [Accessed: 6th May
2012].
 Reference List in Harvard style
Article from a Print Journal :
Format:
• Author(s) of article’s FAMILY/SURNAME, Initials.
(Publication year in brackets) Title of article. Title of
journal - italicised or underlined. Volume number (Part
number/month in brackets). p. followed by the page
numbers of the article.
Example:
• TREFTS, K. & BLACKSEE, S. (2000) Did you hear the one
about Boolean Operators? Incorporating comedy into the
library induction. Reference Services Review. 28 (4).
p.369-378.
 Reference List in Harvard style
Article from an Online Journal:
Format:
• Author(s) of article’s FAMILY/SURNAME, Initials. (Publication year
in brackets) Title of article. Title of journal - italicised or
underlined. [Online in square brackets] Name of Database the
article is from if appropriate. Volume number (Part
number/month in brackets). p. followed by the page numbers of
the article. Available from: URL. [Accessed: followed by the date
viewed in square brackets].

Example:
• WILSON, J. (1995) Enter the Cyberpunk librarian: future
directions in cyberspace. Library Review. [Online] Emerald
Database 44 (8). p.63-72. Available from:
http://www.emeraldinsight.com. [Accessed:30th January 2012].
 Reference List in Harvard style
Website:
Format:
• Author of website FAMILY/SURNAME, Initials or WEBSITE name if
no author is available (Originator). (Year - in brackets) Title of
website in italics or underlined. Any numbers if necessary or
available if website is part of a series. [Online in square brackets]
Available from: URL. [Accessed: followed by date in square
brackets].
• *Originator: body responsible for published material e.g: WHO,
UNFPA etc…

Example:
• BBC NEWS. (2008) Factory gloom worst since 1980. [Online]
Available from: http://news.bbc.co.uk/1/hi/business/7681569.st.
[Accessed: 19th June 2012].
Reference List in Harvard style
Other Media – DVD, Videos, cd-roms
Format:
• Title - in italics or underlined. (Year of distribution in
brackets) Material type. Directed by – name of
director(s). [Format of source in square brackets] Place of
distribution: Distribution company.

Example:
• Requiem for a Dream. (2000) Film. Directed by Darren
Aronofsky. [DVD] UK: Momentum Pictures.
Reference List in Harvard style
Emails:
Format:
• SENDER SURNAME, Initials year, email, date of email sender
email.

• Emails should be referenced in the reference list only if permission

has been obtained from the sender.

Example:
• Coleman, M 2007, email, 11 July, [email protected]
 Vancouver style
• Vancouver style uses superscript numbers [ 1] to refer to
sources cited in the reference list at the end of the document

• Vancouver style is most often used in medicine, especially

when writing articles as this style does not increase the word
count (compared to Harvard)

• The tenth edition of the American Medical Association Manual

of Style is the authority on referencing in Vancouver style
 In-Text Citation in Vancouver Style
• Superscript numbers direct the reader to references of the
same number in the reference list

• Citations are numbered in the order they appear in the text:

Mohamed 1 believes that Ahmed 2 has been influenced by
3
Brair

• These numbers are placed outside of any punctuation: The

only authority on the matter is Fron.3

• If the reference is repeated, the same number remains

associated with it.
• For example, if “3” is used to cite the AMA Manual of Style,
that number will be used every time it is cited in the text
Reference List in Vancouver Style
General information
• The entries are listed in the same numerical order as in
the text

• Use the authors’ full last names and initials of their first
names: “Davidson J”

• Space between entries but not within them

• Capitalize only the first word of the article or chapter

title but every word of the book or periodical title
 Reference List in Vancouver Style
General information
• Titles of articles are NOT in quotation marks; titles of
books, journals, and websites are italicized

• Any information that is unavailable can be left out of the

entry, but you must provide as much information as
possible to identify the source
Reference List in Vancouver Style
Book – Single Author:
Format:
• Reference number. Author(s). Book Title. Edition number (2nd
edition or above). City, State (or Country) of publisher:
Publisher’s name; copyright year.

Example:
First edition (do not include the edition):
• 4. Lewis MJ. Medicine and Care of the Dying: A Modern History.
New York: Oxford University Press; 2007.

Ninth edition (include the edition):

• 1. Snell RS. Clinical Anatomy by Regions. 9th ed. Philadelphia:
Lippincott Williams & Wilkins; 2012.
Reference List in Vancouver Style
Book—Multiple Authors
Format:
• Reference number. First Author, Second Author [if there are
more than six authors, use “et al.” after the third author]. Book
Title. Edition number [2nd edition or above]. City, State (or
Country) of publisher: Publisher’s name; copyright year.

Example:
• 2. Shamus E, Stern DF. Effective Documentation for Physical
Therapy Professionals. 2nd ed. New York: McGraw-Hill; 2011.
Reference List in Vancouver Style
Book — Editor:
Format:
• Reference number. Author(s), eds. Book Title. Edition number
[2nd edition or above]. City, State (or Country) of publisher:
Publisher’s name; copyright year.

Example:
• 3. O’Sullivan SB, Schmitz TJ, eds. Physical Rehabilitation. 5th
ed. Philadelphia: Davis Company; 2007.
Reference List in Vancouver Style
Chapter or Article within a Book:
Format:
• Reference number. Author(s) of article. Title of chapter or
article. In: Editor’s name(s), ed(s). Book Title. Edition number
[2nd edition or above]. City, State (or Country) of publisher:
Publisher’s name; copyright year: Chapter or page number.

Example:
• 4. Solensky R. Drug allergy: desensitization and treatment of
reactions to antibiotics and aspirin. In: Lockey P, ed. Allergens
and Allergen Immunotherapy. 3rd ed. New York:Marcel
Dekker; 2004:585-606.
Reference List in Vancouver Style
Electronic books:
Format:
• Author/Editor (if an editor/editors always put (ed./eds.) after
the name). Title. Series title and number (if part of a series).
Edition (if not the first edition). Place of publication (if there is
more than one place listed, use the first named):Publisher;
Year of publication. URL (Date of access).

Example:
• Simons NE, Menzies B, Matthews M. A Short Course in Soil and
Rock Slope Engineering. London: Thomas Telford Publishing;
2001. www.myilibrary.com?ID=93941 (accessed 18 Jun 2008).
Reference List in Vancouver Style
Theses:
• (Final written work by PhD and postgraduate students,
dissertations, project reports, discourses and essays by any
student.)

Format:
• Reference number. Author. Title. Type of thesis. Academic
institution; Year of publication

Example:
• 4. Leckenby RJ. Dynamic characterisation and fluid flow
modelling of fractured reservoirs. PhD thesis. Imperial College
London; 2005.
Reference List in Vancouver Style
Article from a Print Journal — One Author:
Format:
• Reference number. Author. Title of article. Abbreviated Journal
Title. Year; Volume(issue number):Inclusive page numbers.

Example:
Volume but no issue number:
• 5. Lobach DF. Clinical informatics: supporting the use of
evidence in practice and relevance to physical therapy
education. J Phys Ther Educ. 2004;18:24-34.

Volume and issue number:

• 4. Guinan P. Toward a more natural medicine. Journal of
Religion and Health. 2002; 41(2): 121-126.
Reference List in Vancouver Style
Article from a Print Journal — Two or More Authors:
Format:
• Reference number. Author(s) of article. Title of article.
Abbreviated Journal Title. Year; Volume: Inclusive page
numbers.

Example:
• 6. Crompton J, Imms C, McCoy AT, et al. Group-based
task-related training for children with cerebral palsy: a
pilot study. Phys Occup Ther Pediatr. 2007;27:43-65.
Reference List in Vancouver Style
Secondary referencing:
• When referring to a source which you have not read
yourself, but have read about in another source, for
example referring to Jones’ work that you have read
about in Smith

• Wherever possible, you should avoid using secondary

references and locate and reference the original source

• If you do need to use a secondary reference, you can

clearly show what source you are citing and from which
location
Reference List in Vancouver Style
Secondary referencing:
Example:
In-text:
• According to WHO, cited in Edwards and Langpap,
5
a lack
of information influences the health impacts of poor fuel
use choices.
Reference List:
• 5. Edwards JHY, Langpap C. Fuel choice, indoor air
pollution and children’s health. Environment and
Development Economics. 2012;17(4):379-406.

• NB: Only the source you have read is cited and included
in your reference list
Reference List in Vancouver Style
Article from an Online Journal — DOI (digital object identifier)
available
Format:
• Reference number. Author. Title of article. Abbreviated Journal
Title. Year; volume(issue):pages. doi:xx.xxxx.

Example:
• 7. Subauste CS. Autophagy as an antimicrobial strategy. Expert
Rev Anti Infect Ther. 2009;7(6):743-752. doi:10.1586/eri.09.41.
Reference List in Vancouver Style
Article from an Online Journal — no DOI available:
Format:
• Reference number. Author. Title of article. Abbreviated
Journal Title. Year; volume(issue):pages. URL. Published date.
Updated date. Accessed date (will often be the only date
available).

Example:
• 8. Bouwer M, Goosen TC, Rheeders M. Drug-drug interaction
after single oral doses of the furanocoumarin methoxsalen
and cyclosporine. J Clin Pharmacol. 2006;46(7):768-775.
http://go.galegroup.com.prx-
usa.lirn.net/ps/i.do?id=GALE%7CA148007854&v=2.1&u=lirn_c
revc&it=r&p=EAIM&sw=w. Accessed November 13, 2012.
Reference List in Vancouver Style
Web Page:
Format:
• Reference number. Author or Originator*. Title of item cited.
Name of website. URL. Published date. Updated date. Accessed
date.

• *Originator: body responsible for published material e.g: WHO,

UNFPA etc…

Example:
• 10. American Physical Therapy Association. Professionalism.
American Physical Therapy Association.
http://www.apta.org/Professionalism/. Published June 2007.
Updated March 25 2011. Accessed November 13 2012.
Reference List in Vancouver Style
Other Media – DVD, Videos, cd-roms
Format:
• Reference number. Author. Title [format]. Publisher
place: Publisher; Year.

Example:
• Holzknect J. History of physical therapy in the United
States [DVD]. New York: Insight Media; 2007.
Reference List in Vancouver Style
Presentations/lectures:
Format:
• Reference number. Name of presenter/lecturer. Title of
presentation/lecture. Presented at the
conference/meeting title. Conference/meeting location.
Year of presentation/lecture.

Example:
• Yoda M. Code of Ethics for the Jedi: are they out-dated?
Presented at the Annual Jedi Conference. Coruscant,
2005.
Reference List in Vancouver Style
Presentations/lectures: online version:
Format:
• Reference number. Name of presenter/lecturer. Title of
presentation/lecture. Presented at the
conference/meeting title. Conference/meeting location.
Year of presentation/lecture URL. Date of access.

Example:
• Solo H. Light speed and prevailing problems. Presented at
the School of Aeronautics. London. 2003.
http://starwars.org.uk (accessed 20 May 2005).
Reference List in Vancouver Style
Personal communications:
• Personal communication (with the exception of email)
should not be included in the Reference List

• They are unpublished and cannot be easily traced by the

reader

• Instead, acknowledge personal conversations and letters

within the text in parentheses
Reference List in Vancouver Style
Personal communication:
Format:
• Name of practitioner. Occupation. Personal
communication. Date when the information was
provided.

Example:
• Law J. Engineering consultant. Personal communication.
26 Mar 2004.
Reference List in Vancouver Style
Interviews - personal:
Format:
• Name of person interviewed. Interviewed by: Name of
interviewer. Date of interview.

Example:
• Potter P. Interviewed by: Snape S. 24 Jun 2005.
Reference List in Vancouver Style
Emails:
Format:
• Sender. (Sender's email address). Title of message. Email to:
Recipient's name. (Recipient's email address). Date of email.

• Emails should be referenced in the reference list

Example:
• HornblowerH. ([email protected]) Treaty of
Luneville. Email to: Pellew C. ([email protected]) 16
Sep 2005.
 Permission to cite personal
communication
• Permission: when citing any personal communication, you
must have written permission from the cited person(s) to
use that communication

• Acknowledge the permission in a footnote or in a “Notes”

section at the end of the text
Reference Management Software
• Reference management (or bibliographic) software allows you
to manage all the references you need for your papers,
reports, essays or thesis by enabling you to keep them in your
own personal database or library

It allows you to:

• Search easily for a particular reference to which you need to
refer back
• Print or save a list of references
• Insert citations into your document and automatically produce
a bibliography in whatever style you require
 Reference Management Software
Reference Management Software can be:

• Web-based software: is software you use over the internet with

a web browser, that is, you don't have to install any CDs,
download any software, or worry about upgrades

• Retail software: is a licensed copy of software that a consumer

buys off the shelf from any authorized retail outlet and then
installed on your computer

• Open source software: computer software with its source code

made available with a license in which the copyright holder
provides the rights to study, change and distribute the software
to anyone and for any purpose, that is, can be downloaded from
any source offering the software
Reference Management Software
Web - based Open source Retail
• BibSonomy • BibDesk • Biblioscape
• CiteULike • Docear • Bookends
• Ilibrarian • Ilibrarian • Citavi
• Mendeley • JabRef • EndNote
• Qiqqa • KBibTeX • Mendeley
• RefWorks • Pybliographer • Papers
• Wikindx • Referencer • Qiqqa
• WizFolio • Wikindx • Reference Manager
• Zotero • Zotero • Sente
Reference Management Software
In the resources for this module you will find three
presentations from WHO for training on how to use:

• Mendeley
• Zotero
• EndNote Web

• Please have a look at the presentation and install either

Zotero or Mendeley on your computer and start using it for
referencing your work for the proposal.
THANK YOU