An Introductory Guide To Citing References Library Information Services

An introductory
guide to citing
references
Please note
Check your guidance provided by your
lecturers or in your student handbook in
case an alternative system is required
Library & Information
Services

Contents
Page
Why do we need to cite references 3
Help and further information 3 - 4
How to cite references 4
How to refer from your own work to the source you are using 5 - 7
How to list your references 7
Books (including chapters from books) 7 - 9
Journal articles 9
Electronic journal articles 10
Full-text databases - newspaper articles 11
Conferences and conference papers 11 - 12
Standards 12
Patents 12
Theses 13
Unpublished material 13
Internet sites 13 - 14
Personal email 15
Discussion lists 15

3
Citing References
Why do we need to cite references?
• To acknowledge other writers’ words and ideas
• To demonstrate the range of sources used and provide some authority to
your conclusions
• To enable readers of your work to locate and verify your sources
• To avoid plagiarism
Plagiarism, as deined by the Aston University Regulations for the Discipline of
Students (REG/02/386 p.20), is “a form of cheating in which a student uses, without
acknowledgement, the intellectual work of other people and presents it as his or her
own.”
Your School or Department will probably issue some detailed guidance on what is
expected of you when you present your assignments. You will need to refer to these or to
your student handbook.
It is good practice to keep detailed and accurate notes of every source of information you
consult in the course of writing your assignments, this includes references to all books,
journal articles (electronic and print), reports, internet sites, databases and even email
correspondence.
Doing so will save you a lot of time and effort in the long term and help you to keep track
of what is your own work and where you have taken ideas from the work of
others.
Help and further information
Further information about citing references is available from ASTUTE: ind quality
information for your studies hosted on WebCT.
You can get advice on how to incorporate references into your work and how to avoid
plagiarism from the staff in the Learning and Skills Centre. The Centre also provides
drop in workshops relating to other aspects of academic writing and study skills.
You can contact the Learning and Skills Centre by email lsc@aston.ac.uk or telephone
(0121) 204 3040 or visit the staff in person on the 1st loor of the Library.
There are also a number of useful websites aimed at developing your understanding of
referencing and plagiarism.
• LearnHigher
The LearnHigher site at http://www.learnhigher.org.uk/site/index.php offers

4
a detailed guide and series of exercises. It also offers a useful FAQs section
with answers to many questions relating to referencing and the option to send
speciic queries directly to the LearnHigher team.
• Newcastle University
This site offers a short interactive quiz aimed at developing your understanding
of plagiarism. http://cadmedfac01.ncl.ac.uk/plag/
The Library has many books on referencing, study skills and academic writing. You can
ind many of these shelved at class number 029.6 on the 3rd loor.
Cite them right is a comprehensive guide to referencing and you can ind copies for
loan at 808.027 PEA
Pears, R and Shields, G (2005). Cite them right: the essential guide to referencing and
plagiarism. Newcastle upon Tyne: Pear tree books
There are also reference copies of Cite them right at Enquiries on the ground loor of
the Library or at Reception in the Learning and Skills Centre.
How to cite references
There are several systems for citing references. The most commonly used systems at Aston
University are the Harvard System, which is followed in this booklet, and the Numeric
or Vancouver System.
If you are a Psychology student, you will need to use the APA (American Psychological
Association) system. Details of the APA system are provided by your department.
Footnotes/Endnotes system is commonly used in law for providing statute and case
references.
If you need to reference legal information, please consult the OSCOLA site at
http://denning.law.ox.ac.uk/published/oscola.shtml
Please check the guidance provided by your lecturers or in your handbook in case an
alternative system is required. The University has separate guidelines for the layout of
references in theses.
Referencing is not dificult if you follow the guidelines. The most important thing is to be
consistent and follow just one system.

5
How to refer from your own work to
the source you are using
Anything you have taken from another person’s work, whether directly quoted,
summarised or paraphrased must be cited, that includes all information from printed
and electronic sources e.g. Internet sites. For factual information like statistics, it is
exceptionally important as it gives the context in which the data was collected.
In-text citation:
There are a number of ways to refer to a source in your assignment, whichever referencing
system you use.
The following examples of how you might use references in your assignments come from:
Levin, P.(2004). Write Great Essays! Maidenhead: Open University Press (p89)
“Using other people’s writing as sources and acknowledging their contribution by ‘citing’
the source – i.e. supplying a reference to it – is central to academic writing. Citing your
sources is not only a way of providing you with an important protection against being
accused of plagiarism: it is also good academic practice. It shows a proper concern on
your part with the quality of the evidence you have used and with substantiating your
conclusion. In any worthwhile essay that you write, your reasoning will involve making
use of what others before you have written.”
Harvard system
Using the Harvard system, you would use the following ways to incorporate references
from other sources into your own work.
1. Summary
Citing sources prevents accusations of plagiarism, shows good practice and demonstrates
critical reading skills (Levin, 2004).
2. Paraphrasing
According to Levin (2004) there are several key reasons for citing your sources. Firstly, it
prevents accusations of plagiarism. Secondly, it is good practice. And, inally, it allows you
to demonstrate your ability to select and use appropriate material to support your thinking
and improve the quality of your assignment. On the other hand Smith (2006) argues that…

6
3. Using quotations
Good academic writing requires the use of relevant and valid sources to support your
writing. Citing these sources helps the author avoid plagiarism and demonstrates their
understanding and interpretation of appropriate material. As Levin has argued, ‘ In any
worthwhile essay that you write, your reasoning will involve making use of what others
before you have written’, (Levin, 2004. p89). In other words, citing sources allows…
The references are then presented in alphabetical order by the author’s surname. Sources
by the same author are listed in order of publication date.
Levin, P.(2004). Write Great Essays! Maidenhead: Open University Press (p89)
Smith, G. (2006)…
Numeric system
Using the Numeric system, you would use the following ways to incorporate references
from other sources into your own work.
1. Summary
Citing sources prevents accusations of plagiarism, shows good practice and demonstrates
critical reading skills(1).
2. Paraphrasing
According to Levin(1) there are several key reasons for citing your sources. Firstly, it
prevents accusations of plagiarism. Secondly, it is good practice. And, inally, it allows you
to demonstrate your ability to select and use appropriate material to support your thinking
and improve the quality of your assignment. On the other hand, Smith(2) argues that….
3. Using quotations
Good academic writing requires the use of relevant and valid sources to support your
writing. Citing these sources helps the author avoid plagiarism and demonstrates their
understanding and interpretation of appropriate material. As Levin has argued, “In any
worthwhile essay that you write, your reasoning will involve making use of what others
before you have written”(1). In other words, citing sources allows…
The references are then presented in numeric order, according to where they are referred
to in your text.
1. Levin, P. (2004). Write Great Essays! Maidenhead: Open University Press.
2. Smith, G. (2006).…

7
Advantages of citation
Using different in-text citation forms does add a certain degree of variety to your
assignment. It can also help you to emphasise the point you wish to make.
The irst example summarises the key points identiied by Levin and places the focus on
the reasons for citing. In the second example the student places the focus on Levin and
paraphrases the original. The third example also places the emphasis on the reasons for
citing sources and uses a quotation from Levin to support the points made.
Whether you summarise, paraphrase or quote, it is important to comment on, evaluate
and develop your argument. Simply using and citing the source material is not enough.
You also need to show why you are referring to the source. Examples two and three
illustrate ways in which these two paragraphs might be developed.
Diagrams, illustrations, statistics etc., when taken from a published work, should be
referenced as though they were a quotation, including page number, where appropriate.
e.g.
Dempsey and Heery (1997) show that metadata use is gradually increasing
(see Figure 1.1).
Figure 1.1 (based on a table in Dempsey & Heery (1997), p.10).
How to list your references
This is also referred to as a bibliography and should be included at the end of your piece
of work.
In both the Harvard or Numeric systems, the layout of the reference is the same in the
bibliography.
Books (or reports)
The standard information in a book reference is -
Author or editor; Date; Book title and subtitle; Edition; Place of publication; Publisher
Make sure all tables, diagrams
and graphs have adequate
captions to say where the
information came from.

8
It is usually laid out in this way -
Sometimes a book is issued as part of a series. In that case, it is usual to include the series
title, and the number of the book in that series.
Chapter in an edited book
Some books are a collection of chapters by various contributors. You cite them the same
way as above, but the chapter is cited irst, followed by the details of the book in which it
appears -
WRIGHT, J K. (1996). A plea for the history of geography.
IN: AGNEW, J, et al. (eds.) Human geography: an essential anthology.
Oxford: Blackwell, 243-269.
Because Agnew and others are the editors of the whole book, you use the abbreviation
(eds.) after the name(s).
If the book (or chapter) has two authors, you list both their names as they appear in the
book.
BELL, D and CRIDDLE, B (1994). The French Communist Party in the fifth Republic.
Oxford: Clarendon Press.
If there are more than two authors, you use the abbreviation ‘et al.’
BECKER, P.C., et al. (1999). Erbium-doped fiber amplifiers: fundamentals and
technology. London: Academic Press.
Sometimes a book is written by a collection of people or an organisation, rather than
named individuals. In such cases, you can treat the organisation as the author -
BRITISH PSYCHOLOGICAL SOCIETY (1990). Teaching psychology: a handbook of
resources. Leicester: BPS.
AUTHOR DATE TITLE SUBTITLE EDITION
OF PUBLICATION
BROWN, T (1998). Genetics: a molecular approach. 3rd ed.
London: Chapman and Hall.
PLACE OF PUBLICATION PUBLISHER

9
When you cite something written by a government department, you should always put
the name of the country before the name of the department, to avoid confusion with
departments in other countries -
GREAT BRITAIN. Home Ofice. (1990). Efficiency scrutiny of Government funding of
the voluntary sector: profiting from partnership. London: HMSO.
Journal articles
The standard information in a journal reference is -
Author; Year of publication; Title of article; Title of journal; Volume number; Issue number
(usually in brackets); Page numbers
Journal references are usually laid out like this -
You can also ask at Enquiries for help.
AUTHORS YEAR TITLE
PRESSEY, A.W. and EPP, D. (1992). Spatial attention in
penzo-like patterns
Perception and psychophysics, 52 (2), p.211-221.
JOURNAL TITLE VOLUME ISSUE PAGE
NUMBER NUMBER NUMBERS

10
Electronic journal articles
References to electronic journals are usually laid out like this -
Author, Year, Title, Title of journal [online], Volume, Issue, Page numbers (if known), URL,
Accessed date.
If an e-journal appears identically in both printed form and on the Web, your reference can
refer to the printed version. For example, if you download a journal article as a PDF from
a database such as ScienceDirect, your reference can follow the pattern for a print journal
article.
AUTHOR YEAR TITLE JOURNAL TITLE VOL (ISSUE)
THORPE, C.G. (1999). Comprehensive neurology. Brain [online], 122(7),
PAGE NUMBERS URL
p. 1391-2. Availablefrom:http://brain.oupjournals.org/current.shtml#articles
ACCESSED DATE
[Accessed 2 Aug 1999].

11
Full-text databases - newspaper articles
References to full-text newspaper articles are usually laid out like this -
Author, Date, Title of article, Newspaper, [online], Database name, Accessed date.
Conferences and conference papers
The standard information in a conference reference is -
Conference title and number; Place held; Date of conference; Date of publication; Place of
publication; Publisher.
Conference references are usually laid out like this -
AUTHOR DATE TITLE
RADFORD, T. (2 Dec 1994). Obesity gene isolated in mice gives clue to why humans get fat.
The Guardian [online]. Available from: Lexis Nexis [Accessed 30 July 1999].
NEWSPAPERS DATABASE TITLE ACCESSED DATE
CONFERENCE NUMBER OF LOCATION DATE OF DATE OF
TITLE CONFERENCE CONFERENCE PUBLICATION
Conference on Adhesion 27th. London, 21-22 March 1989. (1990).
and Adhesives.
London: Elsevier Science.
PLACE OF PUBLICATION PUBLISHER

12
To cite papers presented at a conference, give the details of the paper before the
conference information, saying on which pages the paper appears -
ANDREWS, P.R. and CROMPTON, J.S. (1990). Analysis of surface coating on
aluminium.
IN: ALLEN, K (ed.), Conference on Adhesion and Adhesives. 27th. London, 21-22
March 1989. London: Elsevier Science, 40-48.
Include the name of the person who edited the proceedings, if relevant.
Standards
References to standards are usually laid out like this -
Patents
References to patents are usually laid out like this –
*Note: If the patent is US or European, it is useful to add in this fact e.g. US
patent application or GB patent application.
You may also include the Inventor(s) where they are given.
CORPORATE AUTHOR DATE TITLE OF STANDARD
BRITISH STANDARDS INSTITUTE (1989). Recommendations for references to
published materials.
(BS 1629). London BSI.
NUMBER OF STANDARD PLACE OF PUBLICATION PUBLISHER
APPLICANT/ORIGINATOR DATE TITLE OF PATENT
HEWLETT PACKARD CO. (2002). On demand book production system.
*GB patent application GB2368688
PATENT NUMBER

13
Theses
References to theses are usually laid out like this -
Unpublished material
Some printed materials are not produced by recognisable publishers, and may
not be widely available.
LAWLOR, C. (1987). Childhood vaccinations. Health promotion lealet,
Chester Group Practice (unpublished.)
Not all of this information may be available, however it is important to cite as
much as possible to enable it to be identiied.
Internet sites
The standard information for an Internet site reference is -
Author or corporate author; Year; Title [online]; Edition; Place of publication;
Publisher; URL; Accessed date.
Where there is a named author it is usually laid out in this way -
AUTHOR DATE TITLE OF THESIS
WILTON, A (1996). Applications of fractals to image data compressions.
PhD Birmingham: Aston University.
DEGREE STATEMENT PLACE DEGREE AWARDING BODY
AUTHOR YEAR TITLE
COXHEAD, P. (2000). A referencing style guide [online].
Available from: http://www.cs.bham.ac.uk/~pxc/refs/
URL
[Accessed 2 Aug 2003]. ACCESSED DATE

14
If there is no named author, or the author is an institution or company, the reference is
usually laid out like this -
Sometimes with electronic sources, some of the standard information for the reference is
not available, so you may have to leave out some of the sections. If you are unsure of the
date of publication, use square brackets eg [1999] instead of (1999).
The accessed date is the date on which you viewed or downloaded the document.
CORPORATE AUTHOR YEAR
Birmingham City Council: (1999).
Leisure & Community Services.
The history of Birmingham’s museum Birmingham:
and art gallery [online].
TITLE PLACE OF PUBLICATION (if available)
Birmingham Museum & Art Gallery. Available from: http://birmingham.gov.uk/bmag
PUBLISHER (if available) URL
[Accessed 20 AUG 2003]. ACCESSED DATE

15
Personal email
References to personal emails are usually laid out like this -
Sender, Sender’s email address, Date, Subject, Recipient, Recipient’s email
address.
Remember you will need to obtain permission, if possible, from the sender of
the email before citing it.
Discussion lists
References to discussion lists are usually laid out like this -
Author, Date, Subject, Discussion list [online], URL of list, Accessed date.
SENDER SENDER’S EMAIL ADDRESS DATE SUBJECT
JACKSON, M. (M.Jackson@aston.ac.uk). (12 April 1999). re >> Beilstein.
E-mail to A.Smith (Alison_Smith@hotmail.com).
RECIPIENT RECIPIENT’S EMAIL ADDRESS
AUTHOR DATE SUBJECT DISCUSSION LIST
BROOKS, M.B. (2 June 1999). Conference 2000. Languages-fdtl [online].
Available from: languages-fdtl-request@mailbase.ac.uk
[Accessed 2 Aug 1999]. URL OF LIST
ACCESSED DATE

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