Town & Regional Planning
The EUC Complete Guide to Bibliographies

• 1.0: Definition and Purpose.
• 2.0: The Harvard System.
  • 2.1: Citation in the Text.
  • 2.2: Direct Quotation Within Text.
  • 2.3 The Bibliography.
    • A. Reference to a Book:
    • B. Reference to a Contribution to a Book:
    • C. Reference to a journal contribution.
    • D. Reference to a Newspaper Article.
    • E. Reference to a Conference Paper.
    • F. Reference to a publication by a corporate body (eg. government department).
• 3.0: Citing Electronic Sources.
  • 3.1 Individual Works.
  • 3.2 Electronic Journals.
  • 3.3 Mailbase/Listserv email lists.
  • 3.4 Personal electronic communications (E-mail).
  • 3.5 Non-Internet Electronic Sources.
• 4.0 Citing Verbal Sources.
  • 4.1 Formal lectures and speeches.
  • 4.2 Formal interviews and telephone calls.
  • 4.3 Casual conversation and incidental comments.
  • 4.4 Broadcast media - television and radio programmes.
• 5.0 Illustrations.
  • 5.1 Photographs and Pictorial Drawings.
  • 5.2 Maps.
  • 5.3 Graphs, Charts and Diagrams.
• 6.0: Endword.

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1.0: Definition and Purpose.

A bibliographical reference is: a set of data or elements which describe a document, or part of a document, in a sufficiently precise and detailed form as to allow a potential reader to identify and locate the original work.

Your written work must cite (quote) the bibliographical references of all documents which you directly quote or otherwise refer to within that work. Consistency and accuracy in citing references are essential, so that references can be traced at a later date by anyone reading your work. References are cited in two places - firstly, at the point at which a document is referred to in the text of the work, and secondly in a list at the end of the work.

To ensure consistency, Town and Regional Planning has determined that the Harvard System should be used by all students for all bibliographic referencing within written submissions. No other system of referencing printed sources is acceptable.

Printed documents are no longer the only sources of information used by research students. Electronic publications - websites, electronic journals, personal e-mail communications or CD-ROMs - must also be given bibliographic references. As yet, there is no internationally agreed standard system of referencing electronic sources, although an agreement is currently under negotiation. Until such an agreement is established, EUC students should follow the system given below, which matches the Harvard System for printed documents as closely as possible.

2.0: The Harvard System.

This referencing system must be used for all work submitted, no matter what the length of the submission.

2.1: Citation in the Text.

All statements, opinions, conclusions, statistical facts etc which are taken from another author's work must be acknowledged, whether they are quoted directly, paraphrased or summarised. Cited publications are referred to in the text by giving the author's surname and the year of publication in one of the following forms:

A. If the author's name occurs naturally within the sentence, the year is given in parentheses, immediately after the author's name:

eg.
In a recent study, Harvey (1993) argued that...

B. If the name does not occur naturally in the sentence, both name and year are given in parentheses:

eg.
A recent study (Harvey 1993) shows that...

C. Where the author cited published more than one book in the same year, the works are distinguished by adding lower case letters (a, b, c etc) after the year and within the parentheses:

eg.
Johnson (1989a) raises several issues...

D. If there are two authors, both surnames must be given:

eg.
Alfrey and Putnam (1993) set out guidelines...

E. If there are more than two authors, all names should be given the first time the work is referred to in any work or part work (eg. a chapter). If a further reference is made within the same chapter or single work, the first surname is followed by et al (in italics):

eg.
Burtenshaw, Bateman and Ashworth (1989) provide an overview...(first reference)

This is not consistent with the findings of Burtenshaw et al (1989)...(second reference)

2.2: Direct Quotation Within Text.

A direct quotation must be clearly visible as being a quotation, and must therefore be enclosed in quotation marks. In addition to the author's name(s) and year of publication, the number of the page(s) of the original work on which the quotation is to be found must be given.

A. Where a partial sentence quotation is used, it can be incorporated into the current sentence without breaking the text, provided that the resulting amalgamated sentence makes sense and is grammatically correct. In this case, author's name, year of publication and page number are given within parentheses after the closing quotation marks but before a full stop or comma. Three dots (...) precede the first word and/or follow the last word of the quotation, to indicate that part of the original statement has been omitted:

eg.
In view of these findings, it is possible to concur with the statement that "...the existence of protective legislation does not of itself guarantee the survival of significant historic buildings" (Jones 1992, p3).

B. Where a longer quotation is used, it must be separated from your own text as a distinct paragraph(s), which is further distinguished by being double-indented (ie at left and right):

eg.
...this view has best been summarised as follows:

2.3 The Bibliography.

The bibliography is a list of all works cited within the text, which is given at the end of the current work. These are arranged alphabetically in the first instance, according to the surname of the author or of the first of a group of authors. If more than one work by the same author(s) have been cited, they should be arranged chronologically with the earliest work first, and then by letter (1996a, 1996b) if more than one publication appeared in a particular year. The paragraph style is hanging indent.

If possible, take the elements of a bibliographic reference from the title page of apublication, since this is usually more detailed than the front cover.

The following details are listed in the order in which they should be given, with the appropriate punctuation and type-face:

A. Reference to a Book:

Author's surname, initials or first name as used on work (year of publication): Title of book, edition if not the first. Place of publication: Publisher.

eg.
Easdale Island Folk Museum (1992a): Easdale Island Folk Museum, 2nd ed. Oban: Harlequin Press.

Fenton A & Walker B (1981): The Rural Architecture of Scotland. Edinburgh: John Donald Pub. Ltd.

B. Reference to a Contribution to a Book:

Contributing author's surname, initials or first name as used on work (year of publication): "Title of Contribution" in Author or editor of book's surname, initials or first name (ed or eds):Title of book, edition if not the first or volume number if part of a series. Place of publication: Publisher, year of publication, page or chapter no(s) of contribution.

eg.

Sheehy, J (1995): "Irish Church Building: popery, Puginism and the
      protestant ascendancy" in Brooks, C and Saint, A (eds): The
      Victorian Church - Architecture & Society. Manchester:
      Manchester University Press (1995), Chapter 6.

C. Reference to a journal contribution.

Author's surname, initials or forename (year of publication): "Title of article", Title of Journal, Volume number (Part number), page numbers of article.

eg.
Tucker, D G (1977): 'The Slate Islands of Scotland', Business History, Vol XIX (No1) pp74-81.

D. Reference to a Newspaper Article.

This also applies for weekly or un-numbered magazines.

Author's surname, initials or forename (year of publication): "Title of article", Title of Publication, Date of issue, page numbers of article.

eg.
Osborne, J (1991a): 'Slate of the Art', Building Roofing Supplement, February 1991, pp 25-27.

E. Reference to a Conference Paper.

Contributing author's surname, initials or forename (year of publication): "Title of contribution"in Surname, initials of editor of conference proceedings (ed) or name of organising institution: Title of Conference Proceedings, name, date and place of conference. Place of publication: Publisher, page numbers of contribution.

eg.

Falconer, Keith A (1989): "Redeveloping England's Historic Waterfronts -
      The Role of Recording" in Deutsche Nationalkomitee fur Denkmalschutz:
      Industrial Culture and Industrial Work in Coastal Areas - How to Handle
      the Heritage of Port and Shipping History, International Hamburg
      Symposium on Port Preservation, September 6-9, 1989. Hamburg:
      Christians Verlag, pp 11"-1"4.

F. Reference to a publication by a corporate body (eg.
government department).

Name of issuing body (year of publication): Title of publication. Place of publication: Publisher. Report number if applicable.

eg.

BSI (1996): Draft European Standard pr EN 12326-2 Slate and Stone Products
      for Discontinuous Roofing and Cladding Part 2: Methods of Test.
      London: British Standards Institute.

Perth and Kinross District Council (1995) Guidance on the Siting and Design
      of Houses in Rural Area.  Perth: Planning Department, Perth and
      Kinross District Council.

G. Reference to an unpublished work.

This might be a submitted dissertation, or an item such as correspondence found in archive sources.

For a dissertation:

Author's surname, initials or first name as used on work (year of submission): Title of dissertation, (unpub). Dissertation, Title of qualification for which work submitted: Department and Institution to which submitted.

eg.

O'Connor, PE (1994): The Inventory of Gardens and Designed Landscapes:
      A Review of its Aims and Objectives (unpub). Dissertation, MSC
      European Urban Conservation: School of Town and Regional Planning,
      Duncan of Jordanstone College, University of Dundee.

For a letter or archive document:

Author's surname, initials or first name, (Day, Month, Year): Subject and form. Name of archive, location of archive: Catalogue or file number (if stated).

eg.

McKay, John (15 March 1974): Letter to Perth Planning Committee.
      Planning Department, Perth and Kinross District Council, Perth:
      File ref. PKP740375.

3.0: Citing Electronic Sources.

Until an international standard of referencing electronic sources is agreed, you should usethe following formats:

3.1 Individual Works.

Author/editor, (Year): Title [online], (edition). Place of Publication: Publisher (if ascertainable). Available from: URL [Accessed Date].

eg.

UNESCO (1972): Convention for the Protection of the World Cultural
      and Natural Heritage [online]. Paris: UNESCO. Available from:
      http://www.unesco.org/whc/world_he.html [Accessed 25 April 1996].

3.2 Electronic Journals.

Author, (Year): "Title", Journal Title [online], volume (issue), location within host. Available from: URL [accessed date].

eg.

TICCIH (1996): "Recording Strategy in England" TICCIH Bulletin [online],
      1996 (No 1), p1. Available from:
      gopher://cormier.icomos.org:70/00/.icomos/other-orgs/ticcih/Bulletins/ticc396
      [Accessed 14 May 1996].

3.3 Mailbase/Listserv email lists.

Author (Day Month Year): "Subject of Message", Discussion List [online]. Available from: list e-mail address [Accessed Date].

eg.

Brack, EV (2 May 1995):"Re: Computing short courses", Lis-link [online].
      Available from: mailbase@mailbase.ac.uk [Accessed 17 April 1996].

Jensen, LR (12 December 1995): "Recommendation of student radio/tv
      in English", IASTAR [online]. Available from:
      LISTSERV@FTP.NRG.DTU.DK [Accessed 29 April 1996].

3.4 Personal electronic communications (E-mail).

Sender (Sender's E-mail address) (Day Month Year): Subject of Message. E-mail to Recipient's name (Recipient's E-mail address).

eg.

Thomas, C (sctct@staffs.ac.uk) (3 September 1996): Re: Industry,
      Identity, Landscape. E-mail to AC Cumming
      (phd9401@townplan.dundee.ac.uk).

3.5 Non-Internet Electronic Sources.

This includes CD-ROMs, disks and commercial online services such as Dialog. Medium types are [online][CD-ROM][magnetic tape][disk].

Author/editor (Year): Title [type of medium], Edition. Place of publication, Publisher (if ascertainable). Available from: Supplier/Database identifier or number [Accessed Date].

eg.

Gale Research (1996): Encyclopedia of associations [online]. Detroit,
      MI, USA: Gale Research. Available from: Dialog/File 114 [Accessed
      26 April 1996].

Hawking, SW (1994): A Brief History of Time: an interactive adventure
      [CD-ROM]. Crunch Media.

Note that it is not necessary to give Supplier/Database identifier or number when this information is obvious from the publisher statement, eg.
with a CD-ROM product. It is also unnecessary to give and Accessed Date for CD-ROM and disk products, but this information must be given for any information source which may be updated or edited at a later date.

4.0 Citing Verbal Sources.

You may wish to refer to information gained from lecture courses, interviews or even casual conversations with informed persons. Give the surname of the person concerned, followed by date, in the text as for a printed source. Give a full reference at the end - it is simpler to compile a separate list of such sources to follow the bibliography.

4.1 Formal lectures and speeches.

Lecturer's name (Year): Course Title, Location/Institute, Day, Month (if available).

eg.

Grieve, N (1994): MSc European Urban Conservation 2: Building
      Conservation, University of Dundee, 26 February.

or for one-off addresses, eg.
on the field trip,

Speaker's name (Year): Title of Speech/Occasion, Location, Day, Month.

eg.

Berenson, B (1997): Conservation Practice in Brugge: Address to MSc
      Students, Brugge, 2 April.

4.2 Formal interviews and telephone calls.

Interviewee's Name (Year), Interviewee's Job Title: Interview with Interviewer's name, Location of interview, Day, Month.

eg.

Weve, W (1997), Conservation Officer: Interview with AC Cumming,
        Planning Department, City of Delft, Netherlands, July 17.

Church, V (1994), Chairman, Industrial Buildings Preservation Trust:
      Telephone Conversation with AC Cumming, June 19.

4.3 Casual conversation and incidental comments.

This can be an individual question which you asked a speaker privately after they had delivered their formal address, or a remark made in an informal context. In this case, the referencein the body of your dissertation has the abbreviation pers. comm. after name and date (ie 'personal comment'):

eg.
...it is not expected that there will be any significant policy change in the near future (Breeze 1996, pers. comm.)

Give the speaker's name and position/organisation in a list of verbal sources at the end of your work:

eg.
Breeze, D: Senior Inspector of Historic Monuments, Historic Scotland.

The abbreviation pers. comm. is particularly useful if you are quoting the personal opinion of an agency representative, rather than the official position of the organisation they represent.

4.4 Broadcast media - television and radio programmes.

Television and radio programmes are effectively a 'publication'.

To refer to a complete programme:

Production Company name, (Year programme made - it may be a repeat): Title of Programme, Medium/Channel, Day, Month, Year of broadcast.

eg.
BBCNorth (1996): York - A Return Journey, BBC2, 8 January 1997.

To refer to an item in a magazine programme:

Contributor's name (Year): "Name of Item" in Production Company name, Name of Programme, Medium/Channel, Day, Month, Year of broadcast.

eg.

Stamp, G (1995): "The Legacy of Alexander Thompson" in BBC Scotland, One
      Foot in the Past, BBC2, 27 September 1995.

Bottomley, V (1994): "Interview with the Minister for National Heritage"
      in BBC, The Six-o-clock News, BBC Radio 4, 24 August 1994.

5.0 Illustrations.

The sources of all illustrations, or the information used to compile graphs and tables, must also be referenced.

There should be a list of illustrations at the front of your dissertation, following the List of Contents. This should list figure number (in order), figure title, and page on which the illustration appears.

The figure number and title must also appear next to the illustration where it actually appears.

The source of the illustration can be placed either in a list at the beginning of the work, usually after any written acknowledgements, or following the figure title where the figure actually occurs:

eg.
All photographs contained within this work were taken by the author, with the exception of Figure 17 (copyright York Archaeological Trust Ltd, used with permission), and Figures 24 and 25 (copyright John Brown).

Figure 17: Market Day in Bergen op Zoom, Zeeland (Photo by J Brown).

5.1 Photographs and Pictorial Drawings.

When captioning photographs or drawings, give the name of the person or organisation holding the copyright to the illustration in brackets at the end of your caption. This may be the photographer or artist, but may be an archive, museum or art gallery:

eg.
Figure 3: The west front of Rouen Cathedral by Monet (National Museum of Wales, Cardiff).

Figure 7: Bomb Damage in Mostar (JG Edwards/Times Newspapers Plc)

5.2 Maps.

If you reproduce a map compiled by someone else, the cartographer or organisation holding copyright must be cited. This applies even if you have traced a base map and added your own information - you have used someone else's original survey data and this must be acknowledged:

eg.
Figure 1: Map of Yorkshire Showing Case Study Locations (Based on Ordnance Survey Data).

Figure 2: Location of Conservation Areas in Halifax (Based on Ordnance Survey Sheet SH 47, additional data Calderdale District Council).

An old map may be treated as a book reference, if taken from a publication, or as an archive illustration from an unpublished or original copy:

eg.
Figure 4: Hampshire in the Eighteenth Century (Brown 1993).

Figure 5: John Speed's Map of Cheshire (British Museum).

In these cases a full reference must be given in your end bibliography.

5.3 Graphs, Charts and Diagrams.

You must cite the source of any data sets, even if you have drawn up a graph or diagram yourself. Similarly, if you give your own interpretation of a diagram or model, you must recognise the original author:

eg.
Figure 7: Frequency of Foundation of Industrial Museums in Britain (Data Source: National Museums Association 1996).

Figure 8: The Conservation Process: A Model (After Dobby, 1978).

6.0: Endword.

The preceding instructions may seem rather daunting. However, in practice you will find that all referencing follows a certain common pattern. If you familiarise yourself with the basics, and get into the habit of always referencing fully right from the start, it will become a natural process.

Be kind to yourself - start compiling bibliographies and references at the start of your work, and avoid a long and tedious chore at the end of your writing-up process.