Basanta Kumar Rai(Assoc. Prof., Food TechnologyCentral Campus of Technology, Dharan, NEPAL

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All the ideas and arguments that we use in writing reports, thesis, essay, etc., need to be supported by reference(s) to other published work.

Referencing is a standardized way of acknowledging the sources of information and ideas that you have used in your document.

Referencing is therefore an integral part of any publication, research work, or report.

The primary reasons for referencing are to:

Avoid plagiarism

Verify quotations

Enable readers to follow up what you have written and locate the cited author’s work.

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REFERENCE LIST AND BIBLIOGRAPHY

Bibliography (or ‘Further Reading’) does not require ‘in-text citation’.

In thesis/dissertation, we use reference, and NOT bibliography.

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CITATION AND REFERENCE

A reference without the corresponding in-text citation does not make much sense

Such a reference simply becomes a bibliography

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REFERENCE TYPE AND REFERENCE STYLE

In general, the format for each ‘reference type’ is unique in some way.

A few ‘reference types’ have a common generic format, though.

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There are around 5,000 documented ‘reference styles’ in use today. These styles have their own area of use.

Some of the very popular ‘reference styles’ are:

It can be adjusted to the demands of your college or university.It doesn’t have a set of specific rules and is known as the most popular and universal reference styleIts main goal is to show the readers the scope of research conducted by the writer

Social and behavioral sciences are the fields of study that use this specific writing style

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It is used in medical and biological field

It is the beloved style of the publishing industry, and is also called an ‘editorial writing style’

The most common sphere of its usage is historical and social studies

It is a numbered referencing style commonly used in medicine and science

References are numbered consecutively in order of appearance in the text

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This writing style is widely accepted in most magazines and journals

It is the style of political sciences and history courses, and is used in formatting bibliographies, term papers and dissertation writing

Liberal arts, literature, and humanity studies are the fields where MLA is highly preferable

This writing style was designed not for the goal of publishing, but for the formatting of papers written for class

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‘Reference styles’ are very important in publication

All well-known publications have their own ‘reference styles’

Failure to meet these requirements results in rejection of the article

The lesser-known publications tend to use customized forms of these styles

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The sources of information vary a great deal, both with respect to number and types. This leads to great variation in the ‘reference type’ to be used in a given style

An almost complete set of ‘reference types’ in use these days include:Aggregate database1

Ancient text2

Audiovisual material3

Artwork4

Bill5

Blog6

Book7

Book section8

Case9

Catalog10

Chart or Table11

Classical work12

Computer program13

Conference paper14

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Conference proceedings15

Dataset16

Dictionary17

Edited book18

Electronic book19

Electronic book section20

Electronic article21

Film or broadcast25

Generic26

Government document27

Grant28

Hearing29

Journal article30

Legal rule or regulation31

Encyclopedia22

Equation23

Figure24

Magazine article32

Manuscript33

Map34

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Manual referencing is very tedious, in particular, if many reference types are used

To overcome this problem, many referencing softwares have now been developed

Examples

Free referencing softwares

Aigaion

Bebop

Bibdesk

Connotea

RefDB

JabRef

They all work in Windows, Mac, Linux, Unix and BSD operating systems

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Paid referencing softwares

Biblioscape

Citavi

EndNote

Reference Manager

Sente

Their functionality is limited to selected operating system(s)

EndNote is probably the most popular referencing software

Works in Windows and Mac OSCosts ~ US$ 300Developed by Thomson Reuters

Latest version: 2012, EndNote X6

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EndNote X6 contains templates for about 4500 reference styles

Custom styles can be madeHas facility for import and export of references

Tutorials are available

Excellent help filesTrial version available (45 days)

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Some antiviruses, Kaspersky in particular, send false security alarm during installation

Better to disable all antiviruses before installationCan be installed by clicking the setup file (requires administrative privilege)

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If you are using the ‘Trial version’, choose ‘evaluate’Choose to use EndNote as the default citation manager in MS Word

Launch the software by clicking the icon You can also launch the program from MS WordWorks best in MS Word 2007 and MS Word 2010To prevent security warning appearing again and again, submit EndNote to the ‘trusted list’ or ‘exclusion list’

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Launch the program

You will see a Flash-screen as shown

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You will see a Window something like below:

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If nothing is seen, do the following:

Locate the Sample_Llibrary_X6 in “My documents” and click it

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Integrated library & online search mode

Local library mode

Online search mode (Temporary library)

You will see a window shown here

Default examples

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From the pull down list, choose one of the reference types (e.g., APA 6th)

Observe how the reference style changes

Annotated APA 6th

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Next, click ‘Create Group’ to create a new group to store your personal data

Rename the New Group (e.g., Roshan’s thesis)

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With “Roshan’s thesis” selected, click on the menu ‘New Reference’

OR,

Simply use Ctrl + N

Now, begin adding references

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You will see a new Window for filling up the information

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Decide on reference type from the pull-down menu.In this case, it is the ‘Journal Article’

Fill up all the information available

You may not require all the information to be filled, depending on format of your institute.

In that case, leave the field blank

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For multiple authors, the authors must be written in separate line (by hitting the ‘Enter’ key)

ExampleExample

Title must be typed as prescribed in your format (Title Case or Sentence case)

Journal name may be directly typed in the prescribed format

Contiguous pages are separated by a dash/hyphen. Non-contiguous pages are separated by a comma

Leave the unwanted field blank

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Having filled up the fields, click saveYou may now close the window (reference window)If you want it to remain active, you may minimize the window. Instead, you may also choose ‘Window 1’ (or something like that) as shown below

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See the instant result (shown below)

Reference paneReference pane

Your groupYour group

Preview panePreview pane

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If you want to, change the style from APA 6th to other styles (e.g., Vancouver style) and compare.

APA 6th Style APA 6th Style

Vancouver StyleVancouver Style

Compare the formats

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If you do not find the style you want, click ‘Select Another Style’ from the pull-down menu

Select the style you want and click ‘Choose’ tab to get the result you want

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Sometimes you will need to edit references. Do as follows:

Select the reference -> Right-click -> Click ‘Edit References’

You will get the original reference window where you can do editing. Do not forget to save

Alternatively, you can quickly double-click the selected reference in the main window. You will get the same thing

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Sometimes you will need to copy references. Do as follows:

Select the reference(s) -> Right-click -> Click ‘Copy Formatted’

Paste the copied references in any office program (e.g., MS Word)

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For anonymous author, leave the author field blankFor corporate authors, use a comma at the end to tell the program to use full text in the author field. Otherwise, by default, it will take the first word as the surname and abbreviate the following words for initial

Example Example

Comma not usedNot correct Comma usedCorrect

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Launch MS Word application. A screenshot of a blank page (MS Word 2010) is shown below.

This feature enables you to cite references while you write in the MS WordTo use this feature, you will need to prepare the references (as discussed earlier) beforehand

The process is as follows:

You see here the EndNote add-in

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Begin writing something.Decide where you want to place the in-text citation. Also, decide the variant of citation (direct or indirect)In the example below, we will use the same reference (which we created in the exercise earlier for ‘Food value of edible molluscs ….’)

According to ----------------, edible molluscs are important source dietary protein.

Ethnic groups of the Terai region of Eastern Nepal relish edible molluscs -----------------

In-text citation to be added

Direct

Indirect

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Follow the process shown below:

(1) Place the cursor here (2) Click this EndNote add-in

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Follow the process shown below:Click ‘EndNote’ add-in -> ‘Insert Citation’ pull-down menu -> Click ‘Find Citation’

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Follow the process shown below:Click ‘Find Citation’ -> Select the second reference (‘Limbu..’ as the author) -> Click ‘Insert & Display as: Author (Year)’

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Here is the result:

Automatically inserted in-text citation in APA 6th style

Automatically generated reference (at the end of the document) in APA 6th style

In the above example, the widely used term et al. applies only for more than three authors. However, this can be customized based on your requirement.

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For second line, an indirect citation is used. For this, click ‘Insert’ (not Insert & Display as: Author (Year)’

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See the result:

Note the usage of et al. Also note that it is not written in italics as is commonly practiced

Also note that there is no repetition of the reference in the reference list

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If the reference does not appear as you wanted, you may choose other styles from the template.

Very often, we tend to use customized format. For this, you will need to edit the style

Please be very very careful during editing: It may produce unwanted results. The best way is to note down everything you do while making changes so that you can revert to what you were doing earlier

Here is a partial list of what you can editNext slide: Example of how you edit Author list

Steps: Open EndoNote -> Edit tab -> Output Style -> Edit “APA 6th“ -> Author list -> make necessary changes to the default in the rightmost pane -> save

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Result:

You can make changes here

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Based on the supplied template, you can also make your own style (e.g. ‘Roshan’s Thesis’)

Note that the customized style will work only in your local computer.

Discussion on creation of customized style is out of scope of this workshop

For distribution of the new style (and make it your default), you will need to do some manipulations. Manipulation differs slightly depending on whether you are using Windows XP or Windows 7In Windows 7, you will find your customized style in Application data folder of system drive. To see it, you must unhide the folders.Copy your style folder and paste it in Application data folder of another computer. Restart, open EndNote, and revoke the new style as discussed in the beginning.In very obstinate case, copy your style file (.ens) and paste it in the style folder of your installation directory . Restart

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Example of customization (screenshot for Template editing)

NOTE: Please do not unnecessarily tamper with this portion. This may ruin everything!!

TemplateTemplate

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EndNote is a tremendously easy-to-use softwareAbout 4500 inbuilt reference stylesIntegrates to word application (Cite While You Write)

Customization facility

Reference export/import feature

Very expensiveThe term Anon. cannot be used in in-text citation without a work-around

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