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A GUIDE TO REFERENCING

(Draft No 2: Compiled by Frank Tanner 04 November 2004)


MANCOSA recommends that all MBA students should use the Harvard System of
Referencing.

This guide is compiled as a summary, which should be used in conjunction with the
Research Methods Study Guide.

Students are compelled to ensure that the technical details are followed in every
aspect, including spacing and punctuation.

References appear in the text (in-text references) and at the end of the work
(bibliography), but not at the end of chapters. Each reference in the text must
correspond with the entries in the bibliography.

The following abbreviations are used in this guide:

* yp: year of publication
* pn: page number/s
* NB: Nota bene (Latin) means Note well or, simply, Please note.



1. IN-TEXT REFERENCING

Generally, the following information appears in the in-text reference:

Surname of the author followed by a comma and one space
Year of publication followed by a colon
Page number(s)

When an article does not give an authors name, the name of the relevant
organisation is used, for example, Management College of Southern Africa or The
Sunday Times or Tourism Grading Council or Department of Environment and
Tourism. (This same name is used in the bibliography as well.)

When an article from the Internet is used, the author or organisation must be listed
as well as the year of publication and the page number(s). The entire reference is
listed only in the bibliography.


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Please note well:

The page number(s) appear(s) in every in-text reference, except when the researcher
or writer is referring to the publication in its entirety.


1.1. Author is part of the sentence

When the name of the author is part of the sentence, then the yp and pn are placed
in brackets immediately following the name, for example:

(a) As Smith (1999:25) points out
As the Tourism Grading Council (2000:2) points out

NB: There is the usual one space between the end of the name and the
opening bracket. There are no spaces between the opening bracket and first
digit of the yp, and no spaces between the yp and colon, and no spaces
between the colon and pn.

(b) Mitchell and Smith (2000:72-73) argue that

NB: The and is always spelt out when it is part of the sentence. When
there are two authors, the names of both authors occur every time that they
are used in a reference.

(c) Smith, Jones and Sherwin (1997:45) maintain that

NB: For multiple author citations, that is, three or more authors, the names
of all the authors must be mentioned with the first reference, and then the
reference is shortened to the name of the first author with et al. to signify
the others. So, in this case, all later uses in the text would be as in example
d) below:

(d) Referring to the same problem, Smith et al. (1997:45) argue that

NB: Et al is always written with a full-stop.

In some rare cases the abbreviation et al. (Latin: and others) causes confusion
because there is another source with the same reference, for example, Smith et al.
may refer to two separate books. When this happens, then more authors must be
noted to clearly differentiate between the two sources. For example:

(e) In their discussion, Smith, Jones et al. (2002:57) concur with

NB: There is never a comma before et al.

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Sometimes, one authors research (primary reference) is mentioned by another
author (secondary reference). Both of them must be given, for example:

(f) In 1982, Smith (cited in Hanson, 1998:55) found that




When an author has many publications in the same year, the in-text references must
add a, b, or c after the date to distinguish them, for example:

(g) It may be argued that Drucker (2002a:34) observed this phenomenon

(h) Drucker (2002b:678-680) concludes that


1.2 Author is not part of the sentence

When the author is not part of the formal sentence, then the authors name is
placed within the brackets, with the yp and pn, for example:

(i) A recent study (Robertson, 1998:210) noted that

NB: There is a space between the comma and the yp.

(j) Conversely, an older case study (Mitchell & Smith, 2000:72-73) found that

NB: The and is abbreviated to & whenever the two names are in
brackets.

(k) In a previous publication (Smith et al., 1990:567), the authors listed the

NB: After al there must be a full-stop and a comma. As noted above, in
example c), the names of all authors must be listed when referencing the
source for the first time, but afterwards only one name and et al. are
written.

(l) The ramifications of teaching large classes have been well researched in
South Africa (Naidoo, 1998:237).

NB: The full-stop is written after the brackets when the sentence ends with
the reference.)


Multiple authors and multiple works are arranged in yp order and then
alphabetically, by first authors surnames, for example:

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(m) Several studies (Johnson, 1988, 1997a, 1997b, 2001) came to a similar

NB: The date order is from earliest to most recent. There is merely a comma
between the different years of publication.

(n) Reviews by several organisations (Ronald & Smith, 1992; Gortner, Larson &
Allen, 1996; Levin & van der Poole, 1996; Payne et al., 1999) indicate that

NB: There is a semi-colon between each authors work. The reason for
writing all the names in the Gorton, Larson & Allen case is that it is cited for
the first time, however, all the names in the Payne et al. case were
mentioned previously.


1.3 Quotations

Short quotations of one or two lines should be incorporated into the formal
structure
of the sentence, for example:

(o) Weir (2002:10) states that defining roles is not simple.

(p) A similar view is expressed by Holmes and Arthur (1999:210) who argue,
role definitions must be precise.

Longer quotations should be indented in a separate paragraph in block format, with
one (not 1) line spacing, as follows:

(q) Thomas and Ingham (1995:33) concluded:

Development is infectious, and staff who previously recoiled from
undertaking a degree or conversion course have been encouraged by
the success of others.

If part of the quotation is being omitted, three dots () are used to replace the
Words and four dots (.) suggest that a full-stop is included, for example:

(r) Weir (2001:17) states that networking is no longer solely with the male
domain but is part of general staff interaction.

NB: The full-stop is outside the last quotation marks because the sentence
starts without the quotation marks.

(s) Buthelezi (2001:17) states that long before the changes took place there
was much interaction . Later, matters progressed more efficiently.

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NB: The full-stop is within the quotation marks because the last sentence
(starting with the word Later) is already in the quotation marks.

Dots should not be used at the beginning or end of quotations.

2. REFERENCES IN THE BIBLIOGRAPHY

Some general rules:

The usual order, spacing and punctuation for referencing in the bibliography
is as follows:

Surname followed by a comma and one space
First initial followed by a full-stop
Second initial followed by a full-stop and one space
(Year of publication in brackets) followed by two spaces
Title and sub-title (underlined or in italics) followed by a full-stop and
one space
Edition number (usually spelt out, e.g. Second Edition) followed by a
full-stop and one space
Place of publication followed by a colon (:) and one space
Publisher followed by full-stop.

It is essential that the author is consistent with the referencing technique
throughout the study. For example, if titles are underlined, the author may
not
write some in italics, or if the Edition number is written in words, the author
may not switch to numerals later.
Only those authors who have been cited in the text must be referenced in the
bibliography. In other words, works that have been consulted but not used in
the study should not appear in the bibliography.
It is not necessary to sub-divide the bibliography into books, journals and
Internet sites.
References should be listed in alphabetical order by the authors, or first
authors, or editors surname.
If the author has several works, then the oldest one is listed first.
If the author has several works written in the same year, then an alphabetical
letter is added to the year of publication, for example, (2003a, 2003b). This
must be the same as in the text.
Capital letters for the whole authors names must not be used, as they are
difficult to read.
The first letter of each word of the title is written in capital letters, except for
articles (e.g. the, a, an), conjunction words (e.g. and, but, because) and
prepositions (e.g. with, from, over).
Details for the reference listing must be taken from the title page of a
publication and not from the front cover, which may be different.
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The place of publication must be a city or town and not a country or state.
(In certain cases, American towns and cities are linked to the state in which
they are located because there are several towns/cities with the same name
in this country; then the town/city and abbreviation of the state are given,
e.g. Boston, MA).
The publishers name should not include additions, such as, Ltd,
Publishers, etc.
The second line of the reference in the bibliography should be indented so
that the authors names are easier to read.

Please follow the guidelines in the examples and cases that follow:

Book with One Author

Naidoo, M.J. (2001) Staff Supervision. Third Edition. Durban: Wozani.

NB: Occasionally, a book does not have a number as an edition but instead it
states Updated Edition.
There is a colon after the place of publication and a full-stop after the
publishers name


Book with Two Authors

Mitchell, J. and Smith, D. (2000) Decision Theory: Conduct, Critique and Utilization.
Second Edition. New York: Bantam Books.


Book with Three or More Authors:

Deighton, C.J., Horsley, R. and Cain, C. (1993) Great Advertising Campaigns.
London: Kogan Page.

NB: Notice the full-stop and comma after the last initial of the first author, and
that there is not a comma when the initial is followed by and.
The use of et al. is never used in the bibliography.


Book by a Corporate Author:

South African Bureau of Standards (2001) A Basic Guide to the System. Pretoria:
South African Bureau of Standards.


Edited Book:

Bandura, A. (ed.) (1995) Self-Efficacy: The Exercise of Control. New York: W.H.
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Freeman.

Sexton, D.L. and Smilor, R.W. (eds.) (1986) The Art and Science of
Entrepreneurship. Cambridge, MA: Ballinger.

NB: There is a full-stop after the ed and eds.
As Cambridge is in the American State of Massachusetts, the abbreviation
MA is given after the place of publication. This applies only to American
books.


Authors Work in a Collection or Chapter in a Book

Flammer, A. (1995) Developmental Analysis of Control Beliefs, in A. Bandura (ed.)
Self-Efficacy in Changing Societies. New York: Cambridge University Press, pp.
69-113.

NB: The second authors initial is written before the surname.
The title of the work in which Flammers writing is published is the one which
is underlined.
The last full-stop is moved from the publisher to after the last page.


Date of Publication, Place of Publication, Publisher Unknown:

In some very rare cases, despite exhaustive investigations, the above information is
not known, and this should be noted in the appropriate place of the reference in the
following ways:

Kelly, F. [date unknown] Will Trees Survive? [place of publication unknown]:
[publisher unknown]

NB: However, if a work has not been published, it must be stated as such, e.g.

Jones, B. (1995) Ethics and Empowerment in Research. Unpublished PhD
Thesis, University of Natal, Durban

If there appear to be many different dates of publication, the latest year of
publication should be stated.


Newspaper Article

Scott, S. (1996) Keeping Away from Old Fawlty. Daily News. 28 February, p.2.


Newspaper Article Author Unknown
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Daily News (1996) Keeping Away from Old Fawlty. 28 February, p.2.


Journal/Periodical Article

Earley, P.C. (1993) East Meets West Meets Mideast: Further Explorations of
Collectivistic and Individualistic Work Groups, Academy of Management
Journal. 36(2), 319-348.

NB: The name of the journal or periodical is underlined instead of the name of
the title.
After the name of the journal or periodical, the volume number (here: 36) is
listed, followed by the issue number (here:2). This is followed by a comma
(but no space) before the page numbers are noted (here: 319-348) and finally
a full-stop.

If a periodical is quoted and it does not have a volume or issue number, then the
month (e.g. July/August) or another description can be used, for example:
Summer.


Government Publications

Department of Education (1999) Formal Technikon Instructional Programmes in the
RSA. Report 151 (99/01) Supplementary, Pretoria: Department of Education.

Department of Education and Department of Labour (2002) Report of the Study
Team
on the Implementation of the national Qualifications Framework. Pretoria:
Government Printer.

South Africa (1995) Report of the Commission of Inquiry into Universities. Pretoria:
Government Printer

South Africa (1997) Skills Development Bill. Notice No.1296. Government
Gazette. 18244:2 September.


Thesis or Dissertation

Hurst, L. (1993) The Responses of Children to the Elements of Humour and Justice
in Stories: A Cross-Cultural Perspective. Unpublished MA Dissertation, University
of Natal, Pietermaritzburg


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Reference to an Internet Source

Meldrum, R. and Richardson, L. (2001) In Sickness and in Health: Learning and
Assessment Inside and Outside the New Zealand Qualifications Framework
[online]. Jamaica: International Vocational Education and Training Association
(IVETA). Available from: http://www.ivetajamaica.com.html [Accessed on 3
December 2002].

Tourism Grading Council (2002) Grading Information [online]. Available from:
www.tourismgrading.co.za/grading/gradinginformation.html [Accessed 26 March
2002].

NB: The address, as it is, should be written without adding or deleting any
information.
It is important to note the date when the information was accessed because
the data changes frequently. This date may be not be the same as the date
when the article was written, as may be seen in the first example.
When the place of publication and/or publisher or other pertinent
information is known (as in the first example) it must be added after
*online+.

CD-ROMs and Disks

Microsoft (1994) Encarta 95: The Complete Interactive Multimedia Encyclopaedia.
[CD-ROM]. Redmond, Wash.: Microsoft Corporation


Dictionary/Encyclopaedia

The Pocket Oxford Dictionary. (1969) Fifth Edition. Oxford: Oxford University
Press.

The World Book Encyclopedia (International). (1992) Vol. 2. Chicago: World Book

NB: The English and American ways of spelling encyclopaedia vary.
If a dictionary or encyclopaedia has an author or an editor (ed.) or a compiler
(comp.) and the work as a whole is being referenced, then the usual format
for a book with one or more authors is used.


Contribution at a Conference/Symposium

Varela, R. and Jiminez, J.E. (2001) The Effect of Entrepreneurship Education in the
Universities of Cali, in W.D. Bygrave (ed.) Frontiers of Entrepreneurship Research:
Proceedings of the Twenty-First Annual Entrepreneurship Research Conference
held at Babson College, Babson Park, MA: Centre for Entrepreneurial Studies,
Babson College, p.662
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Unpublished Conference Paper

Tanner, C.F.W. (2002) At Home in the Townships. Unpublished paper read at the
the International Conference on Creativity and Leadership in Entrepreneurship,
University of Greenwich, London, 8-10 July

Lecture Notes/Handout

Rajah, K.K. (2002) Marketing Management Lecture Notes [unpublished handout].
Greenwich University: Centre for Entrepreneurship.

Interview

Hunter, H. (2002) Interviewed by C.B. Pollard. Umhlanga Rocks, 26 March.

Personal Communication

Driver, A. (2003) Personal Communication to S. Dlamini. 15 September.

Video Recording

Opportunities for South Africa [video recording]. (2004) Pretoria: South African
Broadcasting Corporation.

NB: Usually, only the title of the video is known, so the title is underlined.
Notice the full-stop after the closing bracket, before the year of publication.
If the place is not known, the distributor or supplier is stated.

If the producer is known, then it is referenced as follows:

Surname, Initial(s). (Year of publication) Title [video recording]. Place: Name of
Producer/distributor

Television/Radio Programme

Interface (2004) SABC 3, 10 November, 21h30

The Eight OClock Debate (2004) SaFM, 2 July, 08h45.

Primary or Secondary Reference

A primary reference that is mentioned by a secondary reference is never listed in the
bibliography. For example, if the text reads as follows:

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Smiths research in 1992 (cited in Hanson, 1998:55) found that (whereby Smith is
the primary and Hanson is the secondary reference), then the entry in the
bibliography will refer only to the work of Hanson.