What information should go into the references list in my thesis?

A reference list serves two main purposes. First, to provide more detailed information on in-text citations. Second, to enable readers to track down your source material. Students often ask us, at Thesis Upgrade, to advise on the key elements they should include in their reference lists.

When writing up your list of references, the first step is to understand the system you are using. Most institutions draw on one of the principal referencing systems, such as Oxford, Harvard, MLA, American Sociological Association (ASA) and American Psychological Association (APA). Their conventions are widely known, widely disseminated and widely applied, and, thus, easily interpreted by users. Each of these systems has its advantages and disadvantages, which is why a particular institution may select one over another. In addition, institutions can adapt, change or add to their chosen system. It is, therefore, not unusual to find that you have to adhere to the ‘X’ University Harvard Referencing System. Furthermore, some professions, such as law, prefer to rely on systems that suit the types of documents they tend to utilise.

Referencing systems typically contain the same fundamental elements. We will examine the elements normally included when using the Harvard system, as it is the most widespread classification used in Business and Humanities.

What are the fundamental elements of the Harvard system?

The fundamental elements are the key pieces of information that help readers track down a source you have mentioned in your thesis or dissertation. They usually consist of the author/editor, year of publication, title, publication place and publisher. For web-based sources, additional information is required, such as, URLs, access/download dates and digital object identifiers.

The most valuable piece of information to have, whether you walk into a physical library or bookstore, or go online to search, is the author’s family name, followed by their initials or first names. Knowing when the item was ‘published’ (made public) is the next most important. There is no point in looking at the contemporary issues of journals in the library, if the item being sought was published in 1953! The title is next in line of importance, followed by the place of publication and the name of the publisher. Equipped with this limited amount of information, it is usually quite easy to track down a cited source.

Where do I find the fundamental elements of the Harvard system?

The elements for inclusion for any source tend to be found in the source item itself. For example, when Harvard referencing books (printed and online), refer to the front cover or title page to see what information is listed there. For printed journal articles, the title is included in both the table of contents for the issue and at the beginning of the article itself. With online journals, the information is usually given at the top of the first page of the article (which can be before or after the title).

For other digital material, such as a company website, the key elements are not always obvious. Check out the top and bottom of the home page (also called landing page). You should also look out for legal information (often at the bottom of a page) or logos (often at the top of a page) that contain the name of the author/publisher and consult the web address in the address bar. Alternatively, while on the home page, right-click on the mouse and select ‘properties’. This will often display the date the page was last updated or modified.

What is the most crucial element to include in a reference?

In all cases, the most important element to mention is the name of the author(s) or editor(s). If these names are numerous (four or more authors/editors), you can reference the first family name followed by et al. (meaning ‘and others’). Alternatively, if your institution requires referencing of all named authors, list all the authors. For example, Adams, A.B., Harris, G., Miller, F., Banker, P.B., and Gordon, M.L. (2023). Regardless of which format you are required to comply with, always put the family name first, followed by the initial(s) of given/first names.

Some publications are produced by companies or organisations, so if you unable to locate an author’s name, you can refer to the corporate body as the author (for example, National Referencing Board). If the publication is written by one, or more, editors, signify this by using the short form of (ed.) or (eds) after their name or names. For instance, Smith, G. and Jones, A. (eds).

It is poor academic practice to employ the word ‘anonymous’ or the abbreviation ‘anon.’ If the author/editor is unspecified, or no author/editor can be identified, the protocol is to lead with the title of the work.

What other key elements should be included?

The second most important element is the year/date of publication. This is usually given between round brackets after the name of the author/editor. For example, Smith, G. and Jones, A. (2023). Only if no date of publication can be established, can you use the phrase ‘no date’. For instance, Smith, G. and Jones, A. (no date). Please do not be tempted to rely on ‘no date’ if you are simply too lazy to find out! Most readers of a thesis or dissertation are subject matter experts, so will know the seminal material for the topic. In other words, they will know if you are bluffing!

After the author(s), and the year/date, the next key element of referencing is the title. It is important to provide the whole title as given, together with any subtitle. For example, Studying and working in psychology: A student and practitioner guide.

You may sometimes see the edition of the source material given in a reference. In such cases, only incorporate the edition number if the item you are citing is not the first edition, or if it is a revised edition. The word edition tends to be shortened to edn. This is to avoid confusion with the abbreviation ed. or eds., which is for editor or editors. For example, 3rd edn., or Rev. edn., or 4th rev. edn. If you are referring to the first edition of a publication, there is no need to state the version, as it is assumed and understood.

The next most important elements are the place of publication and publisher, but these are only required for printed (hard copy) material. It is usual to separate the place of publication and the publisher by a colon, for example, London: Hawk Publishing. If the source is digital (soft copy), it is treated differently (see sections on URLs and DOIs).

Sometimes you may find there are international editions of a publication. If there is more than one place of publication, only mention the one most local to you. For places of publication in the United States, add the abbreviated US state name (unless otherwise obvious). For example, Cambridge, Mass.: Harvard University Press. If you are referencing online sources, the ‘place’ is not always known, but other information, such as URLs or DOIs, act as the proxy for an online address.

For books, the next key element is the series/volume. Indicate a series and individual volume number, if relevant, after the publisher’s name. For example, Oxford: Oxford University Press, Global Series, 60.

For journals, the equivalent of the series/volume information is the issue. When this is known/provided, you should represent the information in the following order: volume number (issue/part number) and/or date or season. For example, 87(3); or 19 July; or summer.

Should I include page numbers?

It is easy to confuse page number requirements for in-text citations, versus the requirements for citations contained in the references list. Page numbers are used in the reference list when referring to chapters in books and serial articles (such as journals, magazines and newspapers). The abbreviation p. is utilised for a single page and pp. for more than one page. For example, London: Rich Press, pp. 92–99. Page numbers are written in full, not an abridged version, in a reference list. So, for instance, pp. 90–9 is not an acceptable abbreviation, but pp. 92-99 is.

Should I include an IBSN?

International Standard Book Numbers (ISBNs) represent unique identifiers for books. They thus help eliminate confusion about editions and reprints. ISBNs are, however, not commonly used in reference lists.

Should I include URLs?

With digital sources, such as web pages, it is usual to incorporate web addresses, also known as Uniform Resource Locators (URLs). The long version of an URL can be shortened so long as the route remains clear. You should cite the date you retrieved the item. For example, for a web page, ‘accessed: 3 April 2023’, or for a podcast, ‘downloaded: 3 2023’. If material is also available in hard copy, and you have accessed it online, you should also indicate the URL, in addition to the access/download date.

Are DOIs the same as URLs?

The simple answer is ‘no’. Digital Object Identifiers (DOIs) are used to tag individual digital (online) sources, ranging from journal articles to conference papers and presentations. You, or your reader, can locate a source by entering its DOI in an internet search engine. The DOI denotes a unique number pinpointing the publisher, work and issue information. A DOI is usually situated at the bottom of a webpage. If a DOI is provided, it should replace the URL in the reference list. When referencing a DOI, cite it in lower case. For example, Horch, E.P. and Zhou, J. (2012) ‘Charge-coupled device speckle observations of binary stars’, Astronomical Journal, 136, pp. 312–322. doi: 10.1088/0004-6256/136/1/312. As the DOI is the permanent identifier for the source, it is not necessary to refer to an accessed date.

In conclusion, the basic information included in all in-text citations is the author’s name. Armed with this, a reader should be able to go to your reference list and find the full details of the material being cited. Apart from the most prolific writers, a name alone will tend to narrow down any search to a manageable number of items. Even if there are no other elements available, referencing the author/editor points the reader in the right direction and avoids accusations of plagiarism. The more information you can provide, the easier this task becomes. Referencing convention suggests that the year in which the item is ‘published’ follows the author’s or editor’s name, thereafter by the title, the place of publication and the publisher’s name (or equivalent). Increasingly, materials are also being made available digitally and online, so further information, such as URLs and DOIs, can help readers find the sources you have cited in your reference list.

Sue and Mark, the Directors of Thesis Upgrade, can help you decide on what information should go into the reference list for your thesis or dissertation. So, contact us now!