References and Citations

1
References and Citations

• C507
• Scientific Writing
• Session 9

2
First, An Explanation

• Reference is the bibliographic descriptors of
  documents cited in the text, tables or legends of
  figures of a document.
• Citation is the brief formal indications in
  text, tables or figure legends of the documents
  cited and represented in the references listed at
  the end of the article, chapter or book.

3
Two Major Systems

• Citation-sequence system
• Name-year system
• There are many variations to these two systems
• Which system is selected by an editor or
  publisher should be determined by judgments on
  its advantages and disadvantages for the expected
  readership

4
Citation-Sequence System

• Here, the numeric citations in text, tables and
  figures are the numbers that identify the
  references (to articles, chapters, books) listed
  at the end of the document. References are
  numbered and listed in the sequence they are
  first cited.
• Subsequent citations of the same document use the
  same number as the initial citation.

5
Citation-Sequence System

• Advantages
• Citations interrupt only minimally the reading of
  text (as compared to name system, where a long
  list of names may interrupt the flow of text on a
  regular basis)
• Using numbers instead of names saves space, paper
  and cost

6
Citation-Sequence System

• Disadvantages
• Readers have to turn to the list to find out
  whose work is being cited
• When authors have to add or delete a reference at
  a late stage, they will have to reorder and
  renumber reference lists (though Refman may solve
  that problem)
• Visibility of author names is lower when they
  appear only in references and not citations

7
Name-Year System

• Here, citations in text, tables and figure
  legends of the references listed at the end of
  the document (article, chapter, book) consist of
  surname of the author, by which the reference is
  alphabetized in the list, and the year of
  publication of the document. The name and date
  are enclosed within parentheses.

8
Name-Year System

• Advantages
• Adding or deleting references will lead only to
  adding or deleting citations and will not force a
  renumbering of citations
• In some disciplines, readers may be able to
  identify documents readily from the citations and
  will not have to turn to the references
• Even if not familiar with the citation, the year
  can give a historical perspective
• Authors like seeing their names cited

9
Name-Year System

• Disadvantages
• When large numbers of documents must be cited,
  the long string of citations within parentheses
  may be highly irritating to readers as a gross
  interruption of text
• The rules for sequence of citations, punctuation
  within citations and alphabetization of reference
  lists are more complex than for citing by number

10
My Preference

• JMPT uses a citation-sequence system known as the
  Vancouver System, in which citations occur in
  order of appearance. We will focus on that system
  rather than the name-year system

11
Listed References

• References to articles or books published or
  accepted for publication or to papers presented
  at professional meetings are listed in numerical
  order at the end of the communication
• Each reference is given a separate entry

12
Not Listed

• References to mass circulation magazines or
  newspapers, material not yet accepted for
  publication, and personal communications (both
  oral and written) are not acceptable as listed
  references, except in usual circumstances, and
  should be given parenthetically in the text

13
References Given in Text

• In some circumstances, references may be included
  parenthetically in the text
• Note that in the text
• Authors name may or may not be named
• Title is not given
• Name of journal is abbreviated only when enclosed
  in parentheses
• Inclusive page numbers are given

14
References Given in Text

• Example
• The results were reported recently by West (Br
  Med J 1981282355-357) OR
• The results were reported recently in the
  British Medical Journal (1981282355-357)

15
References Given in Text

• References to publications not acceptable as
  listed references may be included parenthetically
  in the text
• Use a concise form name of periodical, data,
  initial page number

16
References Given in Text

• Examples
• The explanation is given in one recent account
  (Newsweek. March 17, 1980102)
• The Archives of Surgery article on surgeon glut
  was picked up by a local newspaper (Chicago
  Tribune. October 2, 19866)

17
Author Responsibility for Accuracy

• Authors are responsible for the accuracy and
  completeness of the references in their
  communications.
• You can expect to be queried if a reference
  appears to be inaccurate

18
Author Responsibility for Accuracy

• Gosling CM, Cameron M, Gibbons PF. Referencing
  and quotation accuracy in four manual therapy
  journals. Man Ther 2004936-40

19
Minimum Acceptable Data

• To be acceptable, a reference must include
  certain minimal data
• Journal Author(s), article title, journal, year
  volume, page range
• Book Author(s), title, place of publication,
  publisher, year
• Enough information to identify and retrieve the
  material should be provided

20
Number Permitted

• A good indication of the reliability of an
  authors work is the type and number of
  references selected.
• Too many references may indicate a lack of
  critical thinking
• Too few references may suggest the possibility of
  unwarranted speculation

21
Number Permitted

• References have two major purposes
• Documentation
• Acknowledgement
• Acknowledgement references should be limited to
  reports that have contributed substantially to
  the authors own current work.

22
Numbering

• References should be numbered consecutively,
  using Arabic numerals, in the order in which they
  are cited in text
• Unnumbered references are only rarely used, and
  in such cases, they usually appear alphabetically
  as a list of selected readings

23
Citation

• Each reference should be cited in the text
• Citation may also be made in tables, figures and
  legends
• Use Arabic superscript numerals
• These appear outside periods and commas
• These appear inside colons and semicolons

24
Citation

• When more than 2 references are cited at a given
  place, use hyphens to join the first and last
  numbers of a closed series
• Use commas without space to separate other parts
  of a multiple citation
• As reported previously,1-3,8,19
• The derived data were as follows3,4

25
Citation

• When a multiple citation involves more than 23
  characters, use an asterisk in the text and give
  the citation in a footnote at the bottom of the
  page, ie
• As reported previously,
• Note that the reference numerals in such a
  footnote are set full size, on line rather than
  as superscripts, and that spacing is different
  from the superscript method

26
Citation

• If you wish to cite different page numbers from a
  single reference source at different places in
  the text, the page numbers are included in the
  superscript citation and the source appears only
  once in the list of references

27
Authors

• Use authors surname followed by initials without
  punctuation
• All author names should be provided unless there
  are more than 6 if gt6, then use the first 3 plus
  et al
• Do not use and between names
• Abbreviations for Jr, Sr and Roman numerals
  follow author initials

28
Authors

• When mentioned in text
• Only surnames are used
• For 2 author reference, give both names
• For gt2, give first author surname followed by et
  al, or and associates, etc.
• Note never use the possessive form of et als
  instead, use it as The data of Doe et al were
  reported.

29
Prefixes and Particles

• Prefixes containing prefixes or particles should
  be spelled and alphabetized according to the
  preference of the persons concerned
• 1. van Gylswyk NO, Roche CI
• 2. Van Rosevelt RF, Johnson KK, Van Mourik JA

30
Titles

• Articles and part of books- in English- language
  titles, capitalize only the first letter of the
  first word, proper names and abbreviations that
  are normally capitalized

31
Titles

• Books, journals, governmental bulletins- in
  English-language titles, capitalize the first and
  last words and each word that is not an article,
  preposition or conjunction of less than 4
  letters. In every language, italicize the title

32
Foreign-Language Titles

• Foreign-language titles are usually not
  translated if they have been, bracketed
  indication of the original language should follow
  the title
• Watch carefully for diacritical marks

33
Subtitles

• Style for subtitles follows that for titles in
  regard to spelling, abbreviations, numbers,
  capitalization and use of italics, except that
  for journal articles the subtitle begins with a
  lowercase letter
• A colon separates title and subtitle
• If a subtitle is numbered, use a Roman numeral
  followed by a colon

34
References to Journals

• Let us focus upon how to properly cite journal
  articles in your own article

35
Complete Data

• A complete journal reference includes
• Author name and initials
• Title and subtitle of article
• Abbreviated name of journal
• Year and volume number
• Part or supplement number, if applicable
• Issue month or number when pagination is not
  consecutive in the journal
• Inclusive page numbers

36
Names of Journals

• Abbreviate and italicize names of journals
• Use initial capital letters
• Use Index Medicus abbreviations
• ie, J Manipulative Physiol Ther
• ie, Br Med J
• Information in brackets should be retained
  without brackets
• ie, J Bone Joint Surg Br

37
Page Numbers and Dates

• Do not omit digits from inclusive page numbers
• The year, the semicolon following it, the volume
  number, the colon following it, and the page
  numbers are set with spaces closed up
• ie, Jones J. Necrotizing disease. JAMA
  19802442190-2191

38
Serialized Article

• For a serialized article, the cited parts of
  which appear in the same volume, follow this
  example
• Lerner PI, Weinstein L. Infective endocarditis in
  the antibiotic era. N Engl J Med
  1966274199-206, 388-393

39
Journals Without Volume Numbers

• If a journal has no volume number or paginates
  each issue beginning with page 1 (for example,
  JACA), use the following
• Shands KN. Legionnaires disease. Dis Mon.
  December 1980271-59
• Abraham EP. The beta-lactam antibiotics. Sci Am.
  June 198176-97

40
Issue Number

• Do not include the issue number or month expect
  in the case of a special issue or when pagination
  is not consecutive throughout the volume. In the
  latter case, the month or the date of the issue
  is preferable to the issue number

41
Special Issue

• Reference to all of part of a special issue of a
  journal should be given as follows
• McDonald WI. Attitudes to the treatment of
  multiple sclerosis. Arch Neurol. October 21,
  198340(special issue)667-670

42
Supplements

• The following form can be used
• Blendon RJ. The prospects for state and local
  governments playing a broader role in health
  care. AM J Public Health 198171(suppl)9-15
• A number of other forms may be used depending
  upon the specifics

43
Abstracts

• Reference to an abstract of an article should be
  permitted only when the original article is not
  readily available (ie, presented at a meeting but
  not yet published)
• Paillard A. Natural history of low back pain. J
  Am Chiropr Soc 198124112. Abstract.

44
Special Department of a Journal

• When reference is made to material from a special
  department in a journal, the department should be
  identified only if the cited material has no
  byline or signature or no page number (this is
  preferable to citing Anonymous)
• How to lower blood pressure. Lancet
  19872251-252. Editorial.

45
Other Material Without Authors

• Reference may be made to material that has no
  author or is prepared by a committee or other
  group. The following form may be used
• Centers for Disease Control. Influenza-
  Worldwide. MMWR 19792851-52

46
Discussants

• If reference citation in the text names a
  discussant specifically rather than the author,
  eg. as noted by Sachs, the following form is
  used
• Sachs W. In discussion Baer RL, Andrade J.
  Pemphigus erythmatosus. Arch Dermatol
  199693374-375

47
More.

• We just discussed journals only. You will need to
  also know the rules for
• Books
• Special materials
• Legal references
• Websites and URLs- this is a growing problem