 ID: 105656
Added: 2006-11-09 16:30
Modified: 2006-11-10 17:04
Refreshed: 2010-08-31 23:22
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Document(s) 5 of 10
Definition
References consist of two parts: the citation in the text and the listing of the item in the bibliography. In IDRC style, the citation in the text is by author and date (except under very unusual circumstances, which should be confirmed with IDRC Books), and all the items are listed together in a reference list or bibliography.
CITATIONNever use footnotes for literature citations in IDRC publications. Certain scholarly journals (particularly in the social sciences) may use this style. IDRC ruleUse the author–date system, also known as the Harvard system, for references. The references are never put into footnotes. Author–date systemCite authors in text using the author–date form. No comma separates author and date. - Examples
- "... (Smith 1975) ..." or "Smith (1975) reports ...."
More than one citation
Where more than one citation is used, arrange them by year first, then alphabetically. When the date of publication is unknown, use n.d. (no date) and add these references at the end of the list. Separate authors by semicolons. - Example
- (Smith 1975; Jones 1976; Brown 1980; Grey 1980; Blue n.d.).
Several citations by one author
Where several citations are by one author, they are listed together under the first date. Separate years by commas and authors by semicolons. - Example
- (Smith 1975, 1978; Brown 1976).
Same author with several citations to same year
Several citations by one author in one year are listed as a, b, c. Use commas to separate letters and years and semicolons to separate authors. There is no space between the year and first letter. Ensure that the sequence is correct (alphabetical) in reference list before adding letter. - Example
- (Smith 1975a, b, c, 1978; Brown 1976, n.d.).
Authors with same family name published in same year
Where two or more authors have the same family name and published in the same year, they must be cited with initials to distinguish between them. If they published in different years, it is not necessary to add the initial. - Example
- (Smith, J. 1975; Smith, K. 1975; Smith 1978).
Corporate or group authors
For corporate or group authors, use an acronym or abbreviation. The acronym need only be defined in the reference list. - Example
- (CIDA 1970; FAO 1980).
Citing specific pages
Where specific pages must be referred to use a comma then p. or pp. then the specific page or pages. - Example
- (Smith 1975, pp. 172–184).
Citing another author's figure or table
Where a figure or table is cited from another author's work, the initial letter should be lower case. This also applies in text. - Example
- (Smith 1978, fig. 10) or Smith's table 12 (1978, p. 233).
References with multiple authorsWhen a reference has two authors, give both authors. - Example
- (Smith and Grey 1980).
For three or more authors, use et al. for all citations including the first. Note that et al. is never italicized. - Example
- Smith et al. (1980).
Exceptions for et al.
Repeat the author name and et al. where the first author is the same but any subsequent authors are different. - Example
- If there are two references such as "Smith, R.A.; Jones, M.; Wood, R. 1977" and "Smith, R.A.; Wood, R.; Jones, M.; Green, S. 1978," the style of a citation in the same place to both these references would be (Smith et al. 1977; Smith et al. 1978), not (Smith et al. 1977, 1978).
Give the second author's name before the et al. if both references in this case had the same date, say 1978. This must be done on every occasion that they are cited in the text. - Example
- (Smith, Jones et al. 1978; Smith, Wood et al. 1978).
List all surnames until they indicate a unique reference, if more than the first authors are the same. - Example
- Two references such as "Smith, B.A.; Brown, R.F.; Jones, M. 1980" and "Smith, B.A.; Brown, R.F.; Green, B.G. 1980" would be cited as (Smith, Brown, and Green 1980; Smith, Brown, and Jones 1980).
PunctuationComma
Use a comma to separate pages from year in a single reference, letters for several references in 1 year, or years from year references of a single author. - Example
- "... (Croome 1987, pp. 123–132; Carman 1988a, b; Beaudry 1991, 1992) ...."
Dash
Use an en dash to show page range in a precise page reference. See example under "Comma." Semicolon
Use a semicolon between citations of different authors in a parenthetical series of citations. See example under "Comma." Miscellaneous pointsInternal cross-references
If you must cite other papers in the volume being prepared, use the form "Smith (this volume)" not year and listing in the reference list. Use a specific page reference only if it is absolutely necessary. Part title
Use quotes without added caps, for a part title (chapter in a book or paper within a journal). - Example
- "Carman (1990), in his paper "How to alienate a nonsmoker" published in Journal of Office Policy, suggests ...."
Personal communications
Personal communications should rarely be cited in text. If essential, they are cited as a footnote and should give enough information so that the reader could contact the person cited, that is, initials and address. - Example
- Text: ... (Smith 1957; Brown n.d.; Grut, personal communication, 1984¹).
- Footnote: ¹ M. Grut, World Bank, Washington, DC, USA, personal communication, 1984.
If there are many such references, they can be moved into the text and follow full references. - Example
- (Smith 1957; Brown n.d.; M. Grut, World Bank, Washington, DC, USA, personal communication, 1984).
Specific book titles
Italicize the title and capitalize nouns and adjectives when specific book titles are given in the text. - Example
- Judd (1982), in Copyediting: A Practical Guide, recommends that ....
Very old, republished works
Use square brackets to give the original year of publication (if possible) because this is more meaningful to the reader than the modern republished date. - Example
- Darwin 1978 [1875].
Year estimated
If you do not know the year of publication but can make an educated guess, use square brackets to enclose the date. - Examples
- Smith [1990] states ....
- (Spike 1985; Egan 1986; Williams [1987])
Year not given
Use the abbreviation n.d. to replace the year when the item is cited in the text and no year is given on a reference. n.d. references should follow correctly dated references when cited in the text. - Example
- (Smith 1957, 1980; Jones 1975; Brown n.d.).
Call all n.d. references to the author's attention for checking that no year is available.
BIBLIOGRAPHYStrictly speaking, a bibliography can include items that are not cited in the text whereas a reference list includes only cited items. IDRC's style is to use only a reference list unless there is a particular need for a bibliography. If uncited material must be included, it should be grouped together under the heading "Other Reading" and follow the cited references. Bibliographies in IDRC publications often contain materials that are not strictly "published" but are part of the "gray literature." Like any cited material, these items are of little use to the reader if they cannot be found. Therefore, editors should ensure that references are complete and adhere to IDRC guides. Sequencing of entriesWithin a reference list, sequence entries according to the following rules. - List alphabetically, according to first author's family name, without numbering them. Consult Annex 1 of The MIBIS Manual: Preparing Records in Microcomputer-based Bibliographic Information Systems (2nd ed.; Di Lauro and Brandon 1995) for correct listing of non-English names. Where more than one author has the same family name, list them alphabetically by their initials.
- Arrange in year sequence (oldest to most recent) where an author has more than one. References where the date is unknown, n.d. references, are listed last.
- Within year, where an author has more than one reference in the same year, arrange in alphabetic sequence of first word of title (excluding definite or indefinite articles) or in order of citation within the book — but be consistent, then assign letters a, b, c within year.
- With multiple authors, arrange alphabetically by family names of first author, second author, third, and so on.
- Example
- Stockwell; Croome; Kealey. 1980. would appear before Stockwell; Drysdale; Legros. 1979.
- List corporate authors alphabetically by the initial form first with the spelled-out form in parentheses.
- Example
- CIDA (Canadian International Development Agency). 1980. ...
Where there are several corporate authors, give initial forms first followed by spelled-out forms in parentheses. Separate both acronyms and full forms by semicolons. - Example
- UNDP; WHO (United Nations Development Programme; World Heath Organization). 1992. ...
Sequencing of elementsThe information elements and sequence needed for the six common types of reference are shown in the following examples. The solidus (/) breaks the elements and would be a period in the actual references. - articles in periodicals
author(s) / year of publication / title of article / title of periodical (not abbreviated), volume number, issue number (if available), inclusive page numbers. - books
author(s) or editor(s) / year of publication / title of book (edition number) / publisher, place of publication (city, country) / number of pages. - articles in books
author(s) / year of publication / title of chapter or article / In editor(s), title of book / publisher, place of publication / report number if it exists, inclusive page numbers. - unpublished papers (presented at workshops, seminars, and conferences)
author(s) / year of meeting / title of paper / title of meeting, dates of meeting, location of meeting / sponsoring agency, city, and country / number of pages. - theses or internal reports
author(s) / year / title / university or agency, address / type of thesis or identification number of report, number of pages. - newspaper articles
author(s) / year / title of article (or headline) / name of newspaper (plus city of publication if it is not part of newspaper name), date of issue, inclusive page numbers (with section designation if necessary).
Examples of these follow. Note positions of authors, use of punctuation, and use of capitals. Note also that "and" is not used between authors. (Numbers refer to the six types of reference listed above.) - Young, A.S.; Burridge, M.J.; Payne, R.C. 1977. Transmission of a Theileria species to cattle by the ixodid tick Amblyomma cohaerens, Ponitz 1909. Tropical Animal Health Products, 9(1), 37–45.
Note: No space is used between volume and issue number; issue may be designated by a season or month (use abbreviated months, see "Dates" in Chapter 3). Initials of given names are set tight. - Yeh, S.H.K., ed. 1975. Public housing in Singapore: a multidisciplinary study (2nd ed.). Singapore University Press, Singapore. 1439 pp.
Note: Designation of edition follows title. The abbreviation "ed." is always singular. Letter after colon is lower case. Pagination is set tight with no space for thousands. - Graber, M. 1981. Helminths in wild ruminants in central Africa: impact on domestic ruminants (chapter 3). In Karstad, L.; Nestel, B.; Graham, M., ed., Wildlife disease research and economic development. International Development Research Centre, Ottawa, ON, Canada. pp. 48–52.
Note: If title of article is a numbered chapter, give chapter number in parentheses. In list of editors, last editor is followed by a comma before "ed."; the abbreviation "ed." is always singular; pp. is always lower case. - Sumintardja, D. 1975. Low-cost housing in Indonesia. Paper presented at the Seminar on Low-Cost Housing and Fire Research, March 1975, Singapore. Association for Science Cooperation in Asia, Dae Jeng, Korea. 16 pp.
Note: Name of seminar/conference is capitalized. - Hamidi, A.S. 1975. Motivational factors toward literacy in Riyadh, Saudi Arabia. Arizona State University, Tempe, AZ, USA. PhD dissertation, 132 pp.
- NESDB (National Economic and Social Development Board). 1977. Fourth national economic and social development plan, 1977–81. NESDB, Bangkok, Thailand. 365 pp. [In Thai]
Note: Original language in brackets with no punctuation. Corporate author abbreviation is used in publisher's address. - McLaren, C. 1991. Refugee backlog plan in a mess. Toronto Globe and Mail, 23 Feb. 1991, pp. A1, A4.
Miscellaneous pointsAbbreviations in reference lists
Do not abbreviate journal titles in reference lists in IDRC publications. Full forms of abbreviated titles are given in - American Standard for Periodical Title Abbreviations (Z39.5); and
- BIOSIS List of Serials.
Anonymous or Anon.
Try to avoid "unauthored" references. Even if there is no personal author, there is frequently a corporate author or the publisher can be used as an "author." - Examples
- With Our Own Hands has no personal author but can be cited (and listed) as IDRC (1986).
- "Terror on the loose," an unsigned editorial in The Ottawa Citizen can be cited and listed as Ottawa Citizen (1995).
Where it is not possible to assign an author, be it personal, corporate, or publisher, use anonymous in full. Articles within books
The word "In" is in italics. Copublished books
For copublished books, it is not necessary to give both (all) publishers. Family-order designation
Where the author uses Jr, Sr, II, III, and so forth, this appears after the initials and preceded by a comma. - Example
- Young, A.S., Jr; Burridge, M.J., III; Payne, R.C. 1977.
Format
IDRC style for references is to set the first line full width and indent subsequent lines. Sample references in this section are set up in this way. However, in the electronic manuscript, references are set up as standard paragraphs. Given names
Given names are reduced to initials unless there are two authors with the same family name and initials in which case the full names must be used to distinguish them. - Example
- Ray F. Morris and R. Frank Morris.
Initials are set tight (no space). - Example
- F.B. Davy and J.-M. Fleury.
Indirect citation
Where the original work has not been seen, but the sense is being cited from another author, this should be noted in the text. - Example
- Text: Charbonneau (1985, cited by Carman 1990) states categorically ....
- List: Carman, W. 1990. ... full reference....
- Charbonneau, R. 1985. ... full reference....
Internal cross-references
For internal cross-references to another paper in the manuscript being prepared, use the form "Smith (this volume)" in the text and do not list the article or chapter in the reference list. Listing of online and electronic materials
When listing online materials, the principle for accurate citation remains: the reader must be able to find exactly the same document as the author is citing. Because online materials may be revised and updated by the author, the date of reading (or citation) must be included with the source as must any update information that is provided by the author. Also, a complete URL (Universal Resource Locator) must be provided as must the full name and location (city, country) of the publisher. It is very important to ensure that the URL is unique to the material that is being cited (listing a "home page," such as http://www.idrc.ca, is usually insufficient). Again, citation in the text is as usual. - Example
- Eberlee, J. 2000. Investigating mercury contamination in Lake Victoria. International Development Research Centre, Ottawa, ON, Canada. Reports, 20 Oct. 2000, http://www.idrc.ca/reports/read_article_english.cfm?article_num=795, cited 25 Oct. 2000.
Example - IDRC (International Development Research Centre). 2000. CBNRM program initiative launches online version of the CBNRM Social Sciences Resource Kit. International Development Research Centre, Ottawa, ON, Canada. NRM ResearchLinks, No. 2, Oct. 2000, http://www.idrc.ca/cbnrm/news/newsletter_oct00.html, cited 25 Oct. 2000.
Listings for materials obtained through computer services are treated like other materials except that the usual information is followed by the name of the service, the name of the vendor providing the service, and the accession number within the service. Citation in the text is as usual. - Example
Kupisch, S.J. 1983. Stepping in. Paper presented at the Symposium on Disrupted and Reorganized Families, Southeastern Psychological Association, Atlanta, GA, 23–26 March 1983. DIALOG, ERIC, ED233276. Multiple references
Several entries for one author (or the same group of authors) do not have the author(s) name(s) repeated in the second or subsequent entries, instead the author(s) are replaced by a short line about ½ inch long (enter as five underlined spaces) with no period. - Example
- NESDB (National Economic and Social Development Board). 1977. Fourth national economic and social development plan, 1977–81. NESDB, Bangkok, Thailand. 365 pp. [In Thai]
- ______ 1978. Fifth national economic and social development plan, 1981–85. NESDB, Bangkok, Thailand. 400 pp. [In Thai]
Publisher's address
For publishers in Canada or the USA, use the two-letter province or state codes (see Chapter 7). - Example
- International Development Research Centre, Ottawa, ON, Canada.
- Josiah Macy Jr Foundation, New York, NY, USA.
Where the address of a publisher gives more than one city, it is only necessary to list the first. - Example
- On their title pages, IDRC publications show Ottawa, Cairo, Dakar, Johannesburg, Montevideo, Nairobi, New Delhi, Singapore. Only Ottawa would be listed.
Translated title
Where the title for a reference is a translation, the original language should be noted as the last element in the reference in brackets with no period inside or outside the final bracket. If the original language is used, do not give the language note. - Example
- NESDB (National Economic and Social Development Board). 1977. Fourth national economic and social development plan, 1977–81. NESDB, Bangkok, Thailand. 365 pp. [In Thai]
Volume editor
The abbreviation "ed." is always singular. Year estimated
If the year of publication is not given but you can guess it, give the estimated year in the reference list in brackets. - Example
- Reference list: Brown, J. [1981]. ...
Year not given
If you do not know the year of publication, use n.d. in the reference list as well as in the text. n.d. references follow the author's dated references in the listing. Bring these references to the author's attention for confirmation that there is no date of publication. - Example
- Reference list: Jones, G. 1995. ...
- Jones, G. n.d. ...
Annotated bibliographiesIn preparing an annotated bibliography for publication on its own, follow the guidelines set out in Guidelines for the Compilation of a Bibliography produced by the National Library of Canada (published September 1987) [IDRC Library call number REF 010 G8]. The following topics are discussed: - Topic;
- Purpose and Audience;
- Scope;
- Outline;
- Sources;
- Bibliographic Form;
- Organization;
- Additional Features (indexes, annotations, library locations of works cited, and numbering of entries);
- Preliminaries (or Front Matter);
- Accuracy;
- Timeliness;
- Layout;
- Qualifications (of the compiler); and
- Promotion of the Publication.
Document(s) 5 of 10
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