WHAT IS REFERENCING?

Well, put simply referencing is acknowledging the source of information or ideas you have
employed in your writing.
What requires referencing?
Somebody else's words or ideas from a magazine, book, newspaper, song, TV program,
movie, Web page, computer program, letter, advertisement, or any other medium.
Information gained through interviewing another person.
Exact words or a "unique phrase" from somewhere.
Diagrams, illustrations, charts, and pictures.
Ideas that others have given you in conversations or over email.
What is plagiarism?
The use of other people's ideas and writing without acknowledgement.
Plagiarism involves taking another person's ideas, words or inventions and presenting them
as your own.
Rewording another person's work, without acknowledging its source, is also plagiarism.
Plagiarism
Is the taking of another person's ideas, writings or inventions and using them as your own; put
bluntly it is referred to as 'academic theft'. This is a serious offence and should not be taken
lightly. The university will penalise you and take disciplinary action. Re-wording / paraphrasing
another person's work without citing the source is also considered plagiarism.

WHY DO YOU NEED TO REFERENCE?

To distinguish your own ideas from those of someone else.
To cite different points of view.
To validate what you are writing, by referring to documented evidence. Published work for
instance can be used to support your argument and add credibility to your writing.
To inform readers of the scope and depth of your reading.
To integrate information by assessing, comparing, contrasting or evaluating it, to show
understanding.
To emphasise a position that you agree or disagree with.
To refer to other research that leads up to your study.
To highlight a pertinent point by quoting the original.
To enable readers to consult the original source independently. For instance the
interpretation you give may be different from the one intended.
You must acknowledge the source of any information to avoid plagiarism.

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WHEN DO YOU NEED TO REFERENCE?

Need to reference:
When you are using or referring to somebody else's words or ideas from a magazine, book,
newspaper, song, TV program, movie, Web page, computer program, letter, advertisement,
or any other medium.
When you use information gained through interviewing another person.
When you copy the exact words or a "unique phrase" from somewhere.
When you reprint any diagrams, illustrations, charts, and pictures.
When you use ideas that others have given you in conversations or over email.
No need to reference:
When you are writing your own experiences; your own observations, such as your own
experimental results; your own insights; your own thoughts; your own conclusions about a
subject.
When you are using "common knowledge" - folklore, common sense observations, shared
information within your field of study or cultural group.
What is considered "common knowledge" depends on the audience you are writing for.
Example: If referring to a well-known Mori legend in an assignment for a Mori Studies course,
a reference may not be necessary. But if referring to the same legend in an assignment for a
Psychology course or in a paper for an international journal, a reference would be needed.
Material is probably common knowledge if:
You have found the same information undocumented in at least five other sources.
You expect your readers to already know about this information.
The information could be easily found in a general reference source.
The information is considered as a generally accepted fact.

WHERE DO YOU NEED TO REFERENCE?

There are two complementary aspects to referencing:
Referencing within the text:
All material sourced from another author, whether it is directly quoted or paraphrased, must be
referenced in the text. The format of the in-text reference depends on the referencing style
used. For instance, in APA the author-date format is used, and for direct quotes in APA the
page number must also be included; in MLA an author-page number, or footnote format is used.
The reference list, a list of works cited or a bibliography:
A complete reference must also appear in a reference list at the end of your work. A reference
list, or list of works cited, is a list of all the sources that you refer to in the body of your text. This
differs from a bibliography, which traces your reading by including all material that you have
consulted in your research and that informs your thinking.

Periodicals include sources that are published on a regular basis such as magazines,
newspapers, or journals.
Nonperiodicals include sources that are published separately such as books, conference
papers, reports.

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HOW DO YOU REFERENCE?

1. Make sure that you gather all of the information required to construct the reference at the time
you gather the information or ideas.
This is particularly important when referencing an electronic source such as a website
where the address or content may change at any time.
Similarly if you have borrowed books from a library or other resource it is prudent to
record the reference details while you have the book out on loan as it may be
unavailable at a later date. If the book is a key resource for a course assignment it is
increasingly likely that it will be on loan as the submission deadline approaches.
2. Make sure that you keep the reference details with the information from that source throughout
your research.
If the information becomes separated from the reference details it may take a very long time
to sort out the confusion.
It can be a good idea to give each source a code, which can be written on information from
that source. If the code is retained throughout the writing process it then becomes a simple
process of replacing the codes with the correct referencing details in the final writing stages.
Remember that quotations in particular also require a page number so that they can be
validated or sourced by another person.
3. Make sure that you know which referencing style your department or lecturer requires you to
use.
The style required may vary between institutions, publications, departments and even
between different lecturers within a department.
Often marks are allocated purely for the accuracy of the referencing on an assignment.
Journal articles and conference papers will only be accepted for publication if the correct
referencing style has been used.
4. Make sure that you know how to correctly apply the referencing style required.
The punctuation and font used (italic, normal, bold) is highly important, as is the order of the
details within the reference.
The information required in different parts of the document, and the placement of this
information, varies between styles.
5. Allow plenty of time to integrate the references into your work.
It takes a surprising amount of time to integrate the references so that the text flows
smoothly, and to check and double check the accuracy of the information and the format of
the references.
Alternatively you can use a software package to integrate the referencing into your work.
There are other useful tools that can help you construct the references in your document.

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WHICH REFERENCING STYLE IS THE RIGHT ONE?

There are literally hundreds of different referencing styles from which to choose when you are
citing the sources of your research material. Different academic disciplines have differing
priorities of what is important to the subsequent reader of an academic paper, and different
publishing houses have differing rules about the citation of sources.
REFERENCING STYLES
FACULTY
RECOMMENDED REFERENCING STYLES
Arts

Harvard, Chicago*, MLA*, APA*, University of Auckland Style

Business
Economics

and APA*
See also The Business of Writing: Written Communication Skills for
Business Students

Creative Arts
Industries

and APA*, Chicago*, Harvard, MLA*

Education

APA*

Engineering

Harvard, Chicago*, UoA Engineering Numbered Style

Law

See New Zealand Law Style Guide

Medical and
Sciences

Health Vancouver, APA*

Science

See referencing styles recommended by Science Departments

See also Scientific style and format : the CBE manual for authors,
editors, and publishers

Theology

Chicago*

A few of the common referencing styles, and their origins, are explained below:

APA stands for "American Psychological Association" and comes from the association of the same
name. Although originally drawn up for use in psychological journals, the APA style is now widely
used in the social sciences, in education, in business, and numerous other disciplines.
MLA comes from the "Modern Language Association of America" and is used mainly in English and
the Humanities.
Chicago is sometimes referred to as Turabian or Chicago/Turabian. It comes from the "Chicago
Manual of Style" and the simplified version of it, "A Manual for Writers of Term Papers, Theses, and
Dissertations", that Kate Turabian wrote [Source: The Writing Center at the University of North
Carolina at Chapel Hill]. Chicago is used mainly in the social sciences, including history, political
studies, and theology.
Vancouver originally came from The International Committee of Medical Journal Editors which
produced the "Uniform Requirements for Manuscripts Submitted to Biomedical Journals" following a
meeting that was held in Vancouver in 1978 [Source: Jnkping University Library]. The Vancouver
style is used mainly in the medical sciences.
Harvard came originally from "The Bluebook: A Uniform System of Citation" published by the Harvard
Law Review Association. The Harvard style and its many variations are used in law, natural sciences,
social and behavioural sciences, and medicine.

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The following are brief outlines of the American Psychological Association

(APA) system, the Modern Languages (MLA)system and the Chicago notes system, and
some of the reasons for the differences:
APA
APA is an author/date referencing system common in the social sciences; it uses parenthetical
in-text citations to refer readers to the list of references at the end of the paper. Numbered notes
or footnotes are reserved for extra explanatory information that would disrupt the continuity of
the text. The date of the research is important in scientific disciplines, since it conveys how
recent or indeed historical the material is, thus the author/'s last name and the year of
publication appear within the text. Page numbers are used in the text only in the case of direct
quotations, not for paraphrased material.
Example
Pinker (1999) notes that memory loss, including memory for words, is an obvious and early
symptom of Alzheimer's disease.
The alphabetical Reference List at the end of the paper provides the necessary information for
readers to locate and retrieve any source cited in the body of the text. It lists alphabetically in
this order: the last name of the author followed by the initials and the year of publication in
brackets. In the case of a book with one author, the title of the book comes next, in italics, with
just the initial letter of the first words of the title and subtitle capitalised. This is followed by the
place of publication, and the name of the publisher. The information in the List of References
must be detailed enough to enable the reader to easily locate the edition or volume or issue
number, in the case of journals, or web page etc.
Example
Pinker, S. (1999). Words and rules: The ingredients of language. London: Phoenix.

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MLA
The MLA system, common in the arts and humanities, is similar to APA in that it uses
parenthetical in-text citations keyed to a List of Works cited at the end of the paper. The author's
last name appears in the text close to the borrowed material along with a page number rather
than the year. Literature and language rely more on exactly where in the text the quoted
material can be found, either directly quoted or paraphrased, rather than the year - after all
Hamlet would be 404 if he were alive today! Numbered notes or footnotes are only for extra
information that would disrupt the continuity of the text. MLA is generally simpler and more
economical than other styles; interruptions are kept to a minimum, usually citing just the last
name of the author and the relevant page number within the text.
Some scholars in the fields of art, dance, history, music, religion, theatre and theology use
Documentation Notes (endnotes or footnotes) to document sources. In this case, a list of works
cited or a bibliography may be unnecessary.
Example
Pinker notes that memory loss, including memory for words, is an obvious and early symptom of
Alzheimer's disease (281).
The List of Works Cited at the end of the paper provides the necessary information for readers
to locate and retrieve any source cited in the body of the text. It lists alphabetically in this order:
the last name of the author followed by the first names. In the case of a book with one author,
the title of the book comes next, italicised, with the initial letter of each significant word in the
title capitalised. This is followed by the place of publication, and the name of the publisher, the
year of publication, and finally the medium.
Example
Pinker, Steven. Words and Rules: the Ingredients of Language. London: Phoenix, 1999. Print.

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CHICAGO
The Chicago notes-bibliography citation system, used by some humanities and social sciences,
signals to the reader by a superscript number at the end of the sentence that a source has been
used:
Example
According to Pinker, memory loss, including memory for words, is an obvious and early
symptom of Alzheimer's disease.1
The source of the quotation and information about the author, title and publication details and
the relevant page numbers are then cited in a correspondingly numbered footnote at the bottom
of the page, or endnote at the end of the paper. If the text is cited again, the subsequent notes
may be shortened.2
Although the same information appears in both the notes and the bibliography it serves two
different functions: The notes supply a quick check of the source, and the bibliography illustrates
the extent of the research and the relationship to earlier studies. Thus both notes and
bibliography are usually provided. There are, however, slight differences in punctuation since
the notes are designed to be read as text and the bibliography constitutes a list of independent
entries. The author's name appears in the notes as first name last name, Mickey Mouse, while
the bibliography entry inverts them, Mouse, M.
Number all notes consecutively from 1. Substantive notes are inserted as appropriate within the
list of footnotes.3
________________________________________
1
Steven Pinker, Words and Rules: The Ingredients of Language (London: Phoenix, 1999), 281.
2
Pinker, Words and Rules, 297.
3
Supplementary information that would disrupt the flow of the text ...

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CREATE A BIBLIOGRAPHY USING MICROSOFT OFFICE WORD

In Microsoft Office Word, you can automatically generate a bibliography based on the source
information that you provide for the document. Each time that you create a new source, the
source information is saved on your computer, so that you can find and use any source you
have created.
ADD A NEW CITATION AND SOURCE TO A DOCUMENT
When you add a new citation to a document, you also create a new source that will appear in
the bibliography.
1. On the References tab, in the Citations & Bibliography group, click the arrow next
to Style.

2. Click the style that you want to use for the citation and source. For example, social sciences
documents usually use the MLA or APA styles for citations and sources.
3. Click at the end of the sentence or phrase that you want to cite.
4. On the References tab, in the Citations & Bibliography group, click Insert Citation.

5. Do one of the following:

To add the source information, click Add New Source.

To add a placeholder, so that you can create a citation and fill in the source information
later, click Add new placeholder. A question mark appears next to placeholder sources
in Source Manager.

6. Begin to fill in the source information by clicking the arrow next to Type of source. For
example, your source might be a book, a report, or a Web site.
7. Fill in the bibliography information for the source. To add more information about a source,
click the Show All Bibliography Fields check box.
FIND A SOURCE
The list of sources that you consult or cite can become quite long. At times you might search for
a source that you cited in another document by using the Manage Sources command.
1. On the References tab, in the Citations & Bibliography group, click Manage Sources.

If you open a new document that does not yet contain citations, all of the sources that
you used in previous documents appear under Master List.

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If you open a document that includes citations, the sources for those citations appear
under Current List, and all sources that you have cited, either in previous documents or
in the current document, appear under Master List.

2. To find a specific source, do one of the following:

In the sorting box, sort by author, title, citation tag name, or year, and then search the
resulting list for the source that you want to find.

In the Search box, type the title or author for the source that you want to find. The list
dynamically narrows to match your search term.

Note:
You can click the Browse button in Source Manager to select another master list from which
you can import new sources into your document. For example, you might connect to a file on a
share, on a research colleague's computer or server, or on a Web site that is hosted by a
university or research institution.
EDIT A CITATION PLACEHOLDER
Occasionally, you may want to create a placeholder citation, and then wait until later to fill in the
complete bibliography source information. Any changes that you make to a source are
automatically reflected in the bibliography, if you have already created one. A question mark
appears next to placeholder sources in Source Manager.
1. On the References tab, in the Citations & Bibliography group, click Manage Sources.

2. Under Current List, click the placeholder that you want to edit.
NOTE Placeholder sources are alphabetized in Source Manager, along with all other
sources, based on the placeholder tag name. Placeholder tag names are numbers by
default, but you can customize the placeholder tag name with whatever tag you want.
3. Click Edit.
4. Begin to fill in the source information by clicking the arrow next to Type of source.
For example, your source might be a book, a report, or a Web site.
5. Fill in the bibliography information for the source. Use the Edit button to fill in fields instead
of having to type names in the appropriate format.
To add more information about a source, click the Show All Bibliography Fields check
box.
CREATE A BIBLIOGRAPHY
You can create a bibliography at any point after you insert one or more sources in a document.
If you don't have all of the information that you need about a source to create a complete
citation, you can use a placeholder citation, and then complete the source information later.
1. Click where you want to insert a bibliography, usually at the end of the document.

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2. On the References tab, in the Citations & Bibliography group, click Bibliography.

3. Click a predesigned bibliography format to insert the bibliography into the document.

Sources:
Microsoft Office. Create a Bibliography. Retrieved from:
The University of Auckland. What is referencing? Retrieved from: http://www.cite.auckland.ac.nz/index.php?p=how_to_reference
Disclaimer:
This Module claims no credit for any part unless otherwise noted. Content used for the module are copyright to its respected
owners. You may E-mail [email protected] for any issues, comments and suggestions.

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