Town & Regional Planning/The EUC Complete Guide to

Bibliographies

Everything you need to know about referencing but have already

forgotten!
• 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.
N.B.Where references appear in a different typeface this is due to
peculiarities of the media and are the only way hanging indents can be
displayed onscreen.
 Town & Regional Planning/The EUC Complete Guide to
Bibliographies

i.e. for these references - use a hanging indent and your usual font and
justification.
[top]
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.
[top]
2.0: The Harvard System.
This referencing system must be used for all work submitted, no matter
what the length of the submission.
[top]
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:
 Town & Regional Planning/The EUC Complete Guide to
Bibliographies

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)
[top]
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
 Town & Regional Planning/The EUC Complete Guide to
Bibliographies

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:

"Possession, and therefore the existence of a possessor, is

implicit in the use of the term 'heritage' to describe the
accumulated residues of the past. Whether or not the
possessor is aware of his/her possession, and whether or
not s/he expresses a claim to it, the heritage still exists.
But if there is no identifiable possessor, there cannot be a
'heritage'. "
(Atkinson 1994, pp 44-45)
[top]
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 a publication, 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:
[top]
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.
[top]
 Town & Regional Planning/The EUC Complete Guide to
Bibliographies

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.
N.B [top]
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.
[top]
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.
[top]
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.
 Town & Regional Planning/The EUC Complete Guide to
Bibliographies

N.B [top]
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.
N.B
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.
N.B
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.
N.B [top]
3.0: Citing Electronic Sources.
Until an international standard of referencing electronic sources is agreed,
you should usethe following formats:
[top]
3.1 Individual Works.
 Town & Regional Planning/The EUC Complete Guide to
Bibliographies

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].
N.B [top]
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].
N.B [top]
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].
N.B [top]
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).
N.B [top]
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].
 Town & Regional Planning/The EUC Complete Guide to
Bibliographies

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.
N.B
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.
[top]
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.
[top]
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.
N.B [top]
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.
 Town & Regional Planning/The EUC Complete Guide to
Bibliographies

Church, V (1994), Chairman, Industrial Buildings Preservation Trust:

Telephone Conversation with AC Cumming, June 19.
N.B [top]
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.
[top]
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.
N.B [top]
5.0 Illustrations.
 Town & Regional Planning/The EUC Complete Guide to
Bibliographies

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.
eg.
Figure 12 Parking Problems in the Historic Town Centre - Bath 34
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).
[top]
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)
[top]
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).
 Town & Regional Planning/The EUC Complete Guide to
Bibliographies

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.
[top]
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).
[top]
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.
This Guide is intended for use by staff and students at Town & Regional
Planning at the University of Dundee.
Any other organisations or individuals following this advice do so at their
own risk.

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