(‘LEGACY’ REFWORKS VERSION)
Instructions to get started for EUR students and researchers
John Steenwinkel
UNIVERSITY LIBRARY EUR EUR/UB/JSt2017v1
Contents
Introduction ...... 4 PART 1: Creating the Account ...... 6 PART 2: Setting the Account Preferences ...... 8 Folders ...... 8 Create a folder ...... 8 Last Imported folder ...... 8 Not in Folder ...... 9 References tab ...... 9 Preferences ...... 9 Customize your RefWorks settings ...... 9 Set the Output Style for the Bibliography ...... 11 PART 3: Reference Types...... 13 PART 4: Importing References ...... 14 sEURch–EUR Library...... 14 Google Books ...... 17 Google Scholar ...... 22 Scopus ...... 24 Web of Science ...... 26 Jstor ...... 27 Other Databases ...... 28 Export ...... 28 Import ...... 28
PART 5: Checking Imported References ...... 30 PART 6: Entering References Manually ...... 33 Entering Author’s Names ...... 34 Arabic names ...... 35 Spanish names ...... 35 Entering Reference Titles ...... 35 Year of Publication ...... 35 PART 7: Creating a Bibliography ...... 36 PART 8: Important Information ...... 37 Referencing Style at ISS ...... 37 Accessing your ISS RefWorks account ...... 37
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RefWorks after your study at the ISS ...... 37 Creating the RefWorks alumni account & transferring the contents from the student account ... 38 Temporary Use of Refworks for 30 days ...... 39 Annex ...... 41 Open Office or Office 365 in the cloud ...... 41 Switches ...... 42
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Introduction
RefWorks (2.0 or Legacy), the standard bibliographical software at Erasmus University Rotterdam (EUR), enables you to build up your collection of references on a range of academic subjects, organize them in folders, consult them and use them in your academic writings for citations.
A number of database publishers have co-operated with the makers of RefWorks to let you export references from their databases straight into your RefWorks account. For other databases, you import titles into RefWorks via a standardized text file, a RIS text file. It also is possible to create individual references in your RefWorks account, by copying and pasting or by entering the required publication information manually.
RefWorks enables researchers to use their references in a manuscript with the help of a complementary programme, Write-N-Cite. This MS Word “add in”, which can be downloaded from the RefWorks Tools menu, creates the ‘in-text citations’ and generates a list of the references cited in the manuscript, correctly formatted in the chosen output style. At ISS we use the Harvard–ISS Standard output style which is of course available in RefWorks at EUR.
When RefWorks is correctly used, the result is consistent referencing and correctly formatted in-text citations and list of references. Most of us are not able to reach the same level of consistency when entering references manually in a manuscript.
A typical example of the use of in-text citations, formatted according to the Harvard-ISS Standard style could be:
[...] In a number of countries information literacy is hampered by the limited availability of computers. Also in the training curriculum for librarians in some countries, information literacy is often not yet well developed (Baro 2011). In other countries good progress is made and information literacy is integrated in the overall curriculum. For South Africa, better material conditions can be found than in a number of other African countries (Hart 2006, Oberprieler et al. 2005). [...]
The in-text citations, marked here in grey, are within parentheses and have the authors’ surname followed by the year of publication, according to the Harvard-ISS Standard style .
The automatically generated bibliography at the end of the manuscript for the example above would look like this:
List of References
Baro, E.E. (2011) 'A Survey of Information Literacy Education in Library Schools in Africa', Library review: a magazine on libraries and literature 60(3 (22 03)): 202-218. (continued on the next page) Hart, G. (2006) 'The Information Literacy Education Readiness of Public Libraries in Mpumalanga Province (South Africa)', Libri: international library review and IFLA communication 56(1): 48-62.
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Oberprieler, G., K. Masters and T. Gibbs (2005) 'Information Technology and Information Literacy for First Year Health Sciences Students in South Africa: Matching Early and Professional Needs', Medical teacher: the journal for educators in the health sciences 27(7): 595-598.
RefWorks takes care of the formatting (e.g., publication year within parentheses, book and journal titles in italics, etc.) and sorting the list alphabetically by author’s surname.
RefWorks is therefore a great aid to produce correct and complete referencing (which avoids possible accusations of plagiarism). You still need to understand and recognize the different ‘Ref Types’ (books, chapters, journal articles, reports, edited book, etc.) and verify that references have been correctly imported from bibliographical databases. In the final analysis, the quality of a research paper, article or dissertation depends on your control and understanding of referencing, not solely on the tool being used. We strongly recommend that you also consult the latest ISS Referencing Guide (from http://www.iss.nl/library/library_services/about_referencing/ . For students we recommend to check the electronic learning environment used in your faculty (For the ISS institute: Moodle, Course 3105).
Part 1 will first guide you through creating a RefWorks account, assuming you are an ISS student or researcher. In Part 2, I show you how to adjust the default settings of your account, to conform to your needs. Part 3 deals with reference types.
Part 4 explains how to import references from a few important bibliographical sources (sEURch, Google Scholar, SCOPUS, Web of Science and JSTOR) to RefWorks. It also shows how you import references from other sources via an import filter.
Part 5 ‘Checking Imported References’ offers guidelines for correcting errors in imported references. An essential feature of modern methodology: save time on acquisition and control quality by carefully checking.
Part 6 explains how to enter references manually. It also includes some problems that you may encounter with author names and/or publication titles to manage the quality of your references.
Part 7 explains how to create a bibliography ‘on the fly’, and Part 8 provides other important practical information about preferred output style, backup & restore, and accounts.
I hope this updated guide will serve you well.
We are open to your suggestions at our Library’s Virtual Desk http://service.ubib.eur.nl/questionpoint/askaquestion_iss.html (Attention: Information Literacy Team)
John Steenwinkel
June 2017
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PART 1: Creating the Account
1. Go to http://www.refworks.com/refworks 2. On the left side of the screen you see:
3. Click on Sign up for an individual account
You will now see:
4. Fill in your name, your email address @ eur (e.g. for MA students [email protected] or for PhD candidates [email protected] ) and type in your login name as demonstrated here above. Enter the password you want to use and confirm the password. (Tip: Write down your user name and password for later reference)
5. Click on ‘Next’ or the Step 2 button.
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You will now see:
Fill in your name and the following fields when you are an ISS student Area of Focus: ISS Type of User: ISS student (ISS PhDs are ISS employee, others as applicable).
6. Click on ‘Create Account’. An email is sent to your EUR/ISS email account to confirm your account details.
7. Login to your account with the login details you have just created. You now set your preferences.
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PART 2: Setting the Account Preferences
Folders
Create a folder
Create a folder to which references can be added.
1. Click on the ‘New Folder’ button. A ‘Create New Folder’ window opens. Give the folder a name (e.g., ‘research paper’).
2. Click on ‘Create’.
3. When you click on the ‘Organize and Share Folders’ Tab, you will now see the newly created folder on the list of folders:
You can create as many folders as you wish according to your needs following the instructions above. Last Imported folder
The result above shows another folder with the name: ‘Last Imported’. This is a system-generated folder where imported references are parked until you give them a final place in one or more folders you have created yourself.
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Not in Folder
Clicking on this will show you the references you have manually entered, or imported but not assigned to any folder (intentionally or by accident). ‘Not in folder’ is also a system generated folder.
References tab
Clicking on the ‘References’ tab will show you the references you have in your current folder, or in this case All References, when no folder has been selected. Since we have not yet entered any references yet, we read ‘No References found’
Preferences
Customize your RefWorks settings
To set your preferences, find and click on ‘Customize’ in the quick access list on your right top of the screen:
This results in the next window opening:
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The following should be filled in: The Harvard -ISS Standard style of referencing is 1. References per Page : 50 the house style at ISS. This style is available in 2. Output Style = Harvard–ISS Standard . RefWorks. While studying at the ISS, you are advised to make this your default style. 3. Under Startup Options, select your default folder in View Folder (e.g., Research Paper) 1. 4. Language: English (Britain) or (United States).
1 If you have not yet created a default folder, go back to page 8 and first create the default folder.
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Click on ‘Save Customized Settings’. Notice the animation ‘Completed’ window in the bottom right corner. You now close the ‘Customize’ window (Click ‘X’ at the right top).
Set the Output Style for the Bibliography
In the menu, go to ‘Bibliography’, ‘Output Style Manager’ to (once again) select the Harvard–ISS Standard as your preferred output style.
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The following window will open:
Click on ‘X Remove All’ under the Favorites list and confirm with ‘OK’.
In the ‘Search box’, type ‘Harvard’, click ‘Search’ and select ‘Harvard–ISS Standard’ from the list.
Click on the green arrow pointing to the right to add it to the Favorites.
The Harvard–ISS Standard is now on your ‘Favorites’ list.
Your references will from now on be displayed in the Harvard–ISS style and the records will indicate which fields need to be filled in according to reference type when you enter references manually.
You now close the Output Style Manager window (note the top right corner ‘X’).
Note: To view references in the Harvard–ISS Standard style, select this style in the ‘Change View’ pull-down menu of the references tab.
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PART 3: Reference Types
Different types of publications have different formatting in the bibliography. It is therefore important to establish the type of reference (‘Ref Type’) of a publication and check that it is selected in the ‘Ref Type’ field. RefWorks recognizes the following different Ref Types:
° Abstract ° Laws/Statutes ° Artwork ° Magazine Article ° Bills/Resolutions ° Map ° Book, Edited ° Monograph ° Book, Section ° Motion Picture ° Book, Whole ° Music Score ° Case/Court Decisions ° Newspaper Article ° Computer Program ° Online Discussion Forum/Blogs ° Conference Proceedings ° Patent ° Dissertation/Thesis ° Personal Communication ° Dissertation/Thesis, Unpublished ° Report ° Generic ° Sound Recording ° Grant ° Unpublished Material ° Hearing ° Video/ DVD ° Journal Article (print) ° Web Page ° Journal Article (electronic)
This range of types covers most publications. Occasionally, an approximation will have to be made, when distinctions are absent (as between a conference paper vs. conference proceedings).
Different types of publications also have different bibliographical requirements (i.e. different information fields included). Some examples of the required information fields of common reference types are: In the case of a book , ‘bibliographical details’ refers to: author/editor, year of publication, title, edition, volume number, place of publication and publisher, as found on the front and back of the title page. In the case of a chapter, the bibliographical details of the chapter itself (author, chapter title, page range) and the details of the complete book or report need to be recorded. RefWorks refers to Book, Section for chapters. In the case of a journal article , the details required include: author of the article, year of publication, title of the article, title of the journal, volume and issue number of the journal, and page numbers. Bibliographical information systems (Google, Library Catalogues, WorldCat, etc.) are gradually provide information at article level now, but not always at book chapter level. In that case you import the bibliographical book details and complement the required chapter information manually from the actual book chapter or its list of contents. For all electronic information , in addition to the above you should note the date that you accessed the information, and database name or web address (URL).
Please refer to the ISS Referencing Guide for more details.
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PART 4: Importing References sEURch–EUR Library
sEURch is the search engine developed for the EUR library, which integrates the collections of connected university libraries, national libraries, publishers worldwide and other external sources, including multiple (bibliographic and full-text) databases, e-journals, e-books, etc. It allows searching many sources simultaneously with just one query.
You will find sEURch at the ISS library page: http://www.iss.nl/Library or at the University library page: http://www.eur.nl/ub/en/
Type search terms into the box, click on the
You may also decide to do an Advanced Search if you need more controlled results than what the simple search offers. Choose books, articles, or e-journals if you know that you are looking for this specific types of reference, or make use of the option “Resources by discipline”.
Exercise
Use this example in advanced search: ° Keyword(s): ‘Sudan’ or ‘Egypt’ ° (AND) Title: irrigated agriculture (Ignore for this example the choice of databases – on the right)
Filters
° Limit your choice to: Format: Articles Location: Erasmus University Rotterdam
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Clicking on the search button for irrigated agriculture in Sudan results in several article publications being found, one of which is displayed here above.
Select the relevant items from the search results by positioning your cursor on the title, and each time clicking on the “ Cite button to the right of the title will bring up the Cite a Record window:
On the left side of the screen is the ‘Cite with Refworks’ link. The link will directly export the bibliographical information to Refworks for the chosen title. You may need to indicate the legacy version of Refworks once, and you may need to login to RefWorks.
Once in RefWorks, you will see the Import References window:
Click on the ‘View Last Imported Folder’ to see the intermediary result.
Note: References are always imported to the ‘Last Imported ’ folder, from where they can be moved into the one or more folders of your choice (e.g., research paper).
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The folder window displays the reference which has just been imported. To move a reference to the research paper folder, first select the title (tick ‘all in list’ or tick individual items).
Under the tab ‘Organize & Share Folders’ click on the ‘Add to’ icon and select the folder where you want to add the references.
The available folders will be displayed (including ‘Research paper’).
Click on the folder of your choice to move the chosen reference to that folder.
Clicking next on the desired folder on the ‘Organize & Share Folders’ tab, lets you view the references in that folder. Note that the number of records in the folder is indicated within parentheses.
Note sEURch should support the export of multiple references to RefWorks via ‘my list’. At the time of writing this feature did not work due to a software bug in sEURch. When multiple titles are however exported via the Endnote option, a RIS file is created that RefWorks is capable of importing via References, Import, RIS file.
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Google Books
Google Books provides a way to broadly search books across many disciplines, interests and publishers. Google Books covers not only scholarly, but also popular content.
The creators of Google Books hoped to index as many books as possible and make book contents searchable (as in the Google search engine). This requires access to digital or e-books and the digitalization of printed books. Everyday more books are coming online. When the copyright of a book expires, the book becomes available for full-text access and download. Books that still have commercial rights only reveal a part of the full contents. Links to Amazon, the publisher and other book outlets enable you to buy such books; links to libraries (‘find a library’) allow you to locate the nearest library where they can be borrowed.
http://books.google.com/
The Google Books opening screen offers a simple search (see above).
Once you have done a search and results are displayed , you will find the Search Help and the Advanced Search on the right top of the page (see here on the right) under the ‘wheel’ icon. Search settings can also be set here.
To import book references into RefWorks, you need to be aware that only one item at a time can be imported .
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You export a bibliographical description by saving it as a ‘RIS’ file, then import the ‘RIS’ file into RefWorks. The details of this procedure will be given below with the help of an example.
We start with a search term, in this case: ‘evolution sustainable development‘.
Among the results are:
Next, click the title of your choice, e.g.:
Clicking on ‘About this book’ gives you: see next page
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Scrolling down the page you will find, among others: Bibliographic information
Click on the
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When you click on the RefMan button, the export window opens and here you tick “save file” to save a “RIS” file.
Click OK to save your reference.
A ‘book title.ris’ file is now in your download folder.
Go to RefWorks (www.refworks.com/refworks) and (when asked) login to your account.
From RefWorks’ main menu choose
The Import References window opens.
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Change the settings: 1. Import Filter Data Source: change to RIS Format. 2. Database: change to RIS Format 3. Click on Browse to select your RIS file. 4. If you prefer the reference to be added to a particular folder, select the folder in the ‘Import Into Folder’ field.
5. Click
RefWorks responds with a confirmation window:
Click on
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Google Scholar
Google Scholar provides a way to broadly search scholarly literature across many disciplines and different sources, including articles, books, citations, abstracts and theses.
You find the service at the Google website under the ‘more’ option of the menu or directly at: http://scholar.google.com/
To import references into RefWorks, you first need to change the preference settings .
On the top right-hand corner of the page, you will find the wheel icon. Click to open the Scholar Preferences page.
In the Scholar Preferences page, you set your bibliographical manager to RefWorks. This is the default setting:
Click on the chevron to open the list of referencing software and select RefWorks.
When you have done this, the settings should look like this:
Save your new settings by clicking on ‘Save’
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Now do a search.
Each search result now includes a link for exporting the reference from Google Scholar to RefWorks. This is clearly demonstrated in the figure here above.
Try out each link and export a reference to your account.
Notes: ° Google Scholar preferences will remain saved if you are logged into your Google account and you have allowed cookies to be saved in your settings.
° If you are not logged in as a Google user, the preferences remain valid for the duration of your session and may have to be reset each time you start Google Scholar.
° Google Scholar exports only one reference at a time. The export technique is a direct export that brings the reference to your ‘Last Imported Folder’. From here you move the reference to your ‘Research Paper’ folder’ and/or other folders.
° It is advisable to keep your browser window full sized or wide.
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Scopus
SCOPUS (Latin for “target” and also a contraction of “science” and “opus” – Latin for “work”) is a very large research collection of peer-reviewed literature with their citations and abstracts. Earlier records date from the 19 th century. The makers, Elsevier, also point out that two thirds of the collection is actually post 1995. Scopus has an elaborate search tool.
The database covers social sciences, arts and humanities, medicine, technology and science. Scopus includes bibliometric tools to track, analyze and visualize research.
Each article is available as full text. For a full list of bibliographical databases available at EUR, please see Section 4, Other Databases below (page 29).
To find SCOPUS, go to http://www.scopus.com/ New users register first (top right of opening page) with a username and password, preferably on campus or while connected to the university by VPN.2 Fill in the details of your RefWorks account under ‘My Scopus’, ‘Export and reference management settings’. The settings will enable the direct export of Scopus search results into RefWorks with a choice of the bibliographical description, citations and/or abstract.
Scopus allows you to ex- port (a choice of) multiple references to RefWorks, rather than an export per individual reference .
From the Search menu, perform a search (Here “land grabbing” in the ‘article title’, for publications of 2015: 22 publications). Only select ‘Social Sciences & Humanities for Subject Area.
Select all or choose the required publications. Then click on ‘RefWorks Export’.
2When using EUR sEURch you may start at the green ‘I am searching for…’ button. Then choose ‘database’, list of databases, S, Scopus.)
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Selecting the arrow down button will allow you to modify the contents of what is exported (bibliographical description, abstract and or references) and results in the following window:
In RefWorks you can still indicate to which folder the references should go, or to accept them in the ‘last imported’ folder and move references to the envisaged RefWorks folders from there.
The export button will export the search result to RefWorks
Since you have entered your RefWorks username and password, SCOPUS knows which titles are already in your RefWorks account. These titles have a RefWorks icon, as displayed in the example here below. Scopus thus helps you avoiding importing duplicate titles into your RefWorks account.
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Web of Science
The Web of Science is a multidisciplinary citation database, covering over 10,000 journals worldwide with topics in the sciences, social sciences, arts, and humanities. Open Access journals and over 110,000 conference proceedings are also included. Web of Science provides bibliographical information and often includes links to full-text versions. For a full list of available databases see p. 29.
To find Web of Science, go to https://isiknowledge.com/ New users register first (top right of opening page) with their email address and password, first time on campus or while connected to the university by VPN. Once you have created a personal account, you can also access the databases without a VPN-connection.
First make a selection and refine your choices. In this example gender and development in titles of recent publications that are relevant to socio-economic studies and to India.
Export to RefWorks
Select in the export details box ‘Save to Endnote online’ the choice ‘Save to RefWorks’. This settings will enable the direct export of a Web of Science search results into RefWorks with a choice of the bibliographical description, source with/without abstract.
Click on
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Jstor
JSTOR (short for Journal Stor age) is a digital archive which holds the complete digitized back issues of important scholarly journals, starting with the very first issues. Each article is available as full text. Because of JSTOR's archival mission, there is a gap – the so-called ‘moving wall’ – between the most recently published journal issue and the back issues available in JSTOR. Publishers determine the moving wall length in their license agreements with JSTOR. Moving walls may range from zero to ten years. In calculating the moving wall, the current, incomplete year is not counted. The ISS Library offers access to the Arts & Sciences Collections I, II, IV, VI and VII as well as the JSTOR Business Collection.
To find JSTOR go to the (ISS or EUR) library page; I am searching for.., database, list databases. Select J and find ‘JSTOR’ in the list .
Perform a search and select a few items by checking the boxes to the left of the records.
Click on ‘Citations’.
Select the right format to: Export to RefWorks. When logged-in to RefWorks, you should now see the results in the folder ‘last imported’.
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Other Databases
Export
The following databases available at ISS, use the ‘direct export’ method. Direct export makes exporting references into RefWorks relatively easy. This has been made possible by a co- operation between the publishers and the makers of RefWorks:
o ABI/Inform Global o LexisNexis Academic o ACM Digital Library o Library Information Science & Technologies o Annual Reviews Abstracts (LISTA) o AnthroSource o Liebert Online o Arts and humanities Citation Index o New Palgrave Dictionary of Economics o Bibliography of British and Irish history o OECD Library o Brill Journals online o OVID o Business Source Premier o Oxford Journals o Cambridge Journals online o Palgrave’s Ebooks o CINAHL o Philosopher's Index o Cochrane Library o PiCarta o Communication Source o POIESIS (Philosophy online) o Early English Books Online (EEBO) o Project Muse o EBSCO and EBSCOHost Ebooks o Proquest (+Historical +Dissert.&Theses) o ECLAS o PsycARTICLES o EconLit (via Proquest) o PsycBooks o EconPapers o PsycINFO o Elsevier eBooks Collection o PubMed o Emerald Fulltext o Regional Business News o Encyclopedia of Human Behavior o RePuB o ERIC database o Sage journals, Knowledge, Res. Methods online o Gale Virtual Reference Library o Science Citation Index o GEOBASE o ScienceDirect o Google Scholar o Scopus o sEURch o HeinOnline o Social Sciences Citation Index (SSCI) o Hint o Social Services Abstracts o Historical Abstracts o Sociological Abstracts o IEEE Computer Society Digital Library o Springer (+eBooks) o IngentaConnect o Taylor & Francis Online o International Bibliography of the Social o Thieme e-journals Sciences (IBSS) o Web of Knowledge o International Encyclopedia of the Social & o Web of Science Behavioral Sciences o Wiley Online Library o International Encyclopedia of Public Health o Wiley-Blackwell Encyclopedia of Globalization o International Political Science Abstracts (IPSA) o World Bank e-library o ISS Proceedings o WorldCat o JSTOR
Import
For the remaining, other databases, use from the RefWorks menu, References, ‘import option’ to add references to RefWorks.
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An explanation and a link to an extensive list of import settings for databases that are available at EUR can be found at Exporting References to RefWorks.3 The list provides an overview of the databases for which you have to use the import option in order to add references to RefWorks. The list includes the import filter and database settings that you need to select for importing the database references in RefWorks.
For more information you consult: http://www.eur.nl/ub/en/trainingsupportportal_en/trainingsupportsearch_en/trainingsupportdetail_en/?view=showDetailed&id=178#collapse6
3 http://www.eur.nl/fileadmin/ASSETS/UB/Training___Support/e-learning/refworks/Alfabetische_lijst_UB-databanken_RefWorks.pdf
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PART 5: Checking Imported References
References should be checked when they are imported, and in individual cases, fields may have to be corrected, complemented or added manually.
Some examples:
(Why is there a small letter in the initials: Jager, K.d.?)
(Missing author?)
Here is a checklist of things to look out for:
1. Duplicates Check for duplicate titles in RefWorks , as this causes problems in citing and in the list of references. Titles which have the same author(s), same title, AND same year of publication are duplicates. When you import titles from a database you can already do a check for duplicates.
Or you click on View/Duplicates.
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2. Reference Type Check if the correct Reference type has been allocated by RefWorks, as an incorrect ‘reftype’ will cause the wrong format to be applied. Predictable problems are for instance:
Generic reference
The source of this reference (http://repub.eur.nl) did not pass on the correct reference type for the bibliographic description: a chapter in an edited book : P.A.G. van Bergeijk, A. de Haan & R. van der Hoeven (Eds.), The Financial Crisis and Developing Countries: A Global Multidisciplinary Perspective (pp. 215-230). Cheltenham: Edward Elgar
Correctly identified as ‘ Book, Section ’ this then is: Schiphorst, F.B.F.M. (2010) 'Defending Vulnerable Workers in South Africa After the Crisis what Role for COSATU?', in P.A.G. van Bergeijk, A. de Haan and R. van der Hoeven (eds) The Financial Crisis and Developing Countries: A Global Multidisciplinary Perspective, pp. 215-230. Cheltenham: Edward Elgar.
Chapters (Book, Section) In general library catalogues hold information about books and rarely about individual chapters in an edited book. This means that when you import the bibliographical information on a book (Book, Whole), you then change the reference type in the record to ‘Book, Section’ to add the information about the chapter.
3. Author’s name a. Correct Format Author names should be entered last name first followed by a comma, first name (or initials followed by a period each). Each author must be separated by a semi-colon. For example: Spoor, Max; Gasper, Des; Schiphorst, A.B.C.D.; etc. If the Author has a title, place a comma after the last initial. Next, add the title followed by a period. For example: Green, Adam J.,Dr.; Berg, James, II; etc. RefWorks automatically formats the author names correctly. If there isn't an author listed leave the Author field empty. The output style will determine what should be used in this case and correctly insert the anonimous title in the sorting order. Entering author names correctly is important for generating the list of references correctly. RefWorks must know which name is the last name, first name, and middle initial to format the list of references correctly.
b. Capitalize the first letter of surnames, first names and initials E.g. GASPER, DES; must be Gasper, Des; or Gasper, D. ABDALLA, A.A.; SIMPSON, MORAG C.; must be: Abdalla, A.A.; Simpson, Morag C.;
RefWorks will alert you to missing semi –colons. For more details see the help file of RefWorks under ‘Reference Field Descriptions’.
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4. Title a. Capitalization* Capitalize the first letter of each significant word. A title, written in ‘ALL CAPITALS’, is not correct. All capitalized titles will make your list of references look very unsystematic. In general, do not capitalize, unless these happen to be the first word of the title: • Articles: a, an, the • Coordinating Conjunctions: and, but, for, nor, or etc. • Prepositions: at, by, from, on, to, etc. Incorrect: THE PRODUCTION AND MARKETING OF VEGETABLES IN KHARTOUM PROVINCE. Correct: The Production and Marketing of Vegetables in Khartoum Province.
b. Transcription and translation Write the title first in the original language (Transcribe this in Roman script, where necessary). Next provide the English translation within parentheses. E.g.: Ursachen Internationaler Landakquirierung in Entwicklungsländern (Causes of International Land Acquisition in Developing Countries).
When you read a publication in a translation and not in the original language, then refer to the translation text only.
5. Journal names a. Write the full name of the journal Correct is: Development and Change Not correct is: D&C b. Capitalize the first letter of each significant word.* E.g. DEVELOPMENT AND CHANGE should be Development and Change
6. Acronyms/Abbreviations Write full name first, next the acronym within parentheses : IMF write: International Monetary Fund (IMF ) UNESCO write: United Nations Educational, Scientific and Cultural Organization (UNESCO) Refer to the ISS Referencing Guide for more details.
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PART 6: Entering References Manually
It is not always possible to import references directly or indirectly, although that is the preferred way. RefWorks offers an option to enter references manually: select References from the main menu, followed by
This opens a new window ‘Add New Reference’.
The default output style appears in ‘Fields used by’, which determines the information fields to be filled in the ‘Add New Reference’ window. (To set the default output style, see Part 2B)
Note that the folder ‘Research Paper’ has been selected here as the folder where the new reference should be created. Not making a choice for a folder results in a reference ‘Not in Folder’.
Fields can be typed or use can be made of ‘copy and paste’.
The heading ‘Additional Fields’ marks field that store complementary information as in abstracts, notes, user defined fields, etc..
The example below is taken from Development and Change .
Note: View fields used by : Harvard–ISS Standard Folder : Research Paper Ref Type : Journal Article Source type : Printed copy used Authors : Last name, First name Multiple Authors : separated by semi-colon (;) Title: only each first letter of significant words in uppercase.
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Click on the ‘Save Reference’ button.
A small animation on the right bottom of the screen will show if RefWorks is still processing the title and when the process has been completed.
In ‘View’, ‘View Folder’, ‘Research Paper’, the result is:
Entering Author’s Names
Names of authors can create complications when entering a reference manually. There are official rules for entering prefixes, suffixes, composite names, etc. and following those rules would require you to study the AARC2 (Anglo-American Cataloguing Rules, 2 nd ed.).
These rules are elaborate, specific to language, country of origin of the author’s name and not always unambiguous. We therefore offer a few tips. 1. The main purpose of the list of references is to allow the reader to find a publication cited or used in writing the paper, should he want to know more about its contents. It is advisable therefore to follow the name convention used in the publication. 2. Authors sometimes make it known how they want to be cited (e.g. ‘maiden name’ for women, an assumed alias, Arabic names, etc.). This name should, as a rule, be respected. 3. Most publications have a list of references or bibliography from which you discover the correct naming convention for an author. The application of different rules may lead to differing results when authors’ names are sorted in bibliographies. An illustrative example is the name Gerrie ter Haar (ISS professor). A selection of her publications shows the diversity in the treatment of her name:
• Haar ter, G. • ter Haar, G. • Haar, G.t. • Ter Haar, G. • Gerrie ter Haar • Haar, Gerrie ter
Of these variations, the last one is the correct one for a bibliography.
The author field should be filled as follows: Haar , Gerrie , ter ;
Another example is the name of ISS staff member, Joop de Wit , who is referred to as:
• de Wit, J. • De Wit, J. • Joop W. de Wit • Wit, Joop W. de
In this case, the last is the correct form and the author field should read: Wit , Joop W. , de ;
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Arabic names In general, you enter the last element of the name as surname. A surname beginning with de prefix Al, El, Abu, Abou, Abun, Abdul, Abdel, Ben or Ibn should be entered including the prefix.
• Al-Hakkim, Muhammed • Abu Salih, Ahmed
El-Din (or Al-Din) is a suffix and follows either a first name or a surname: e.g.
• Hamoud, Nur al Din • Seif el Din, Mohammed
Spanish names Spanish compound name usually consist of the father’s name, followed by the mother’s name. Enter compound surnames under the first part of the compound:
• Rodriguez Marin, Francisco • Ménendez y Pelayo, Marcelino
For other non-English name forms, see Appendix 3 of the ISS Referencing Guide 2013.
Entering Reference Titles
Titles are to be entered in RefWorks in the ‘title case’ which, simply put, means that the first word and all the ‘main’ words in a title should have initial capitals, and all the 'joining' words should be left in lower case, e.g.: A Handbook of Critical Approaches to Literature
The rules for capitalization in title case are:
• Always capitalize the first word. • Capitalize all nouns, pronouns, adjectives, verbs, adverbs, and subordinate conjunctions (‘as’, ‘because’, ‘although’). • Use the lowercase for all articles, coordinate conjunctions (‘and’, ‘or’, ‘nor’), and prepositions (‘of’, ‘to’) regardless of length, when they are other than the first word.
Year of Publication
When a publication is undated, leave the field ‘Publication Year’ empty.
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PART 7: Creating a Bibliography
The preferred way to create a bibliography is to install Write-N-Cite on your computer. This software is an add-on to MS Word which allows you to do your in-text citations and generate a bibliography at the end of the manuscript, making use of the references you stored in RefWorks.
Write-N-Cite can be found in the RefWorks menu under Tools. It installs quite easily. For Apple users, a separate version is available.
It may also be necessary to create a bibliography of a RefWorks folder or a selection of references. This can be done in the menu from the menu: Bibliography, Create Bibliography
Clicking the ‘Create Bibliography’ button, will lead to the same result.
A new ’Create Bibliography from a list of references’ window opens.
Verify that the Harvard– ISS Standard output style is selected and choose the file type you would like to have the bibliography (html, rtf for Word, etc.).
Select which references should be in the bibliography (all references, a selected list or a RefWorks folder). You choose to create a bibliography for your research paper folder. Clicking on the ‘Create Bibliography’ button in this window will result in the generation of the bibliography. A small animated window for processing appears at the right bottom of the screen.
When completed, you click to get the file download, or on a link to send the output to your ISS email address.
The bibliography will arrive as file attachment in your mailbox.
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PART 8: Important Information
Referencing Style at ISS
ISS has developed the Harvard–ISS Standard as its referencing style. It sets the formatting for the various reference types (books, chapters, articles, theses, etc.) used in academic writing according to ISS conventions. This style is recommended for use during your studies for assignments and the research paper.
For further details please consult the ISS Library webpage, click on ‘Referencing’ under ‘Training’. (http://www.iss.nl/library/library_services/about_referencing/)
Accessing your ISS RefWorks account
After you have created your RefWorks account, you access it on any internet-connected computer without using the VPN. Log in with your RefWorks’ user name and password.
RefWorks after your study at the ISS
When students graduate and leave ISS, they can continue to use their RefWorks ISS Student account. The RefWorks account will not be deleted (for as long as the university keeps a license with RefWorks COS). However, after 2 months (!) student ERNA IDs and ‘@student.eur.nl’ email addresses are no longer valid.
As long as a user is in possession of the RefWorks username, password and the EUR group code this does not present a problem. However, he or she will not be able to change the email address after expiry of the ERNA ID. If the password is lost, the consequence is that you can no longer send yourself the password information.
Note your personal details here for future reference:
RefWorks Username RefWorks Password or Hint
______
The alternative to keeping a RefWorks student account is the creation of a RefWorks Alumni account. This is an account with some restrictions in the size: attachments are deleted upon conversion. The number of references is not restricted. Only one single account per email address is permitted. Alumni are allowed to link the alumni account with any email address (hotmail, live, gmail, etc.), whereas student accounts can only be linked to a @student.eur.nl email account. The RefWorks
Alumni accounts are kept alive for as long as the university keeps a license with ProQuest LLC.
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To transfer the references from one account to another, you have to make a backup of your student account and restore the backup to the newly created alumni account. A detailed step-by-step description follows below.
Creating the RefWorks alumni account & transferring the contents from the student account
Group codes are being phased out. Should it still be necessary, contact your Librarian.
1. To export the content of your existing RefWorks account, you first have to create a back-up of this existing account and then later upload it in your new account.
To create a back-up of your existing account: 1. Login to your existing account 2. Click ‘Tools’ in the grey bar on top of the screen 3. Choose ‘Backup & Restore’ 4. Mark all relevant options 5. Click ‘Perform Backup’ 6. Save the .rwb file on your computer 7. Log out of this account
To create an alumni-account, follow these steps before you leave ISS: 1. Go to www.refworks.com/refworks2 2. Click the link 'Sign up for a new account' 3. Enter the requested information. Ask your librarian for the refworks group code for alumni 4. Make sure that you indicate an alumni account. Note the response:
5. Choose your new email address. When your Alumni account has been created, you get an e-mail from RefWorks with your login information (Note or store your Alumni account details for future reference.).
Please note: it's possible that the Ref-IDs, the number of the references in your account, change. This causes problems when you want to adjust a Word-document with references made with Write-N-Cite - because the references have different IDs.
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To upload this .rwb backup file in your new account: 1. Login to your alumni RefWorks-account 2. Click ‘Tools’ in the grey bar on top of the screen 3. Choose ‘Backup & Restore’ 4. Choose ‘Restore’ 5. Mark all options 6. Click browse and select the .rwb file saved before 7. Click ‘Perform Restore’
Temporary Use of RefWorks for 30 days
RefWorks offers 30 days trial accounts that are not connected with an organization. These accounts are intended for new users to explore the features of RefWorks. They may come handy when internet connected, but out of reach of your usual mailbox and login account information. To create this account click on ‘Sign Up for a new Account’ in the login window’; then select ‘I want to create a 30 day trail’
Existing RefWorks users may also request their account details to be sent to the linked email address. When both Login name and password have been forgotten, the ‘Don’t know your login name?’ link will bring you to a question for your email address.
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Annex
Write-N-Cite formats citations and generates bibliographies only in Microsoft Word produced papers. It is not a priori suitable for other word processors. A general purpose solution has therefore been created by Proquest to facilitate other word processors as for instance Open Office.org Writer.
Open Office or Office 365 in the cloud
RefWorks can be used ‘across platforms’. Write-N-Cite is unfortunately not compatible with Office 365, nor with Open Office. In order to use RefWorks to handle your citations and bibliographies in Open Office , follow these instructions:
1. Start Open Office . Open the document in which you would like to cite references.
2. Open your RefWorks account.
3. To select a reference you want to cite, click on the One-line/CiteView icon above the title.
4. This opens the citation viewer: For multiple references at the same place, click the desired references successively. Then click on the ‘Select’ button. Copy the selection (Control–C).
5. Paste the text from the Citation Viewer into your document where you would like that citation to appear (Control –V).
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6. For subsequent citations, ‘Clear ’ the Citation Viewer and repeat steps 3-5.
7. Save and Close your Office document.
8. In RefWorks, click the Bibliography button at the bottom of the Citation Viewer.
This opens the ‘Create Bibliography’ dialogue window.
Choose the Harvard – ISS Standard output style, select ‘ select a file’ (from your computer), and browse to the document you saved in step 7.
Next, click Open. RefWorks will create a new file. The new file with bibliography will have the filename Final-filename (where filename is the name of the original file).
You save or open the document in your (Open or MS) Office 365.
Refworks does not overwrite your original file. You can continue working in the new document and if you make any edits or additional citations, you repeat the procedure above.
For Office 365 (in the cloud) you best work in a similar way, opening the document and using the one line/cite view from step 2 above.
Switches
The above instructions explain how to make simple in-text citations and generate the bibliography. Most manuscripts also require edited in-text citations where the author’s name or the year of publication is suppressed. In other cases text is added before or after the bibliographical information. RefWorks uses ‘switches’ to express these variations, codes that tell RefWorks to make specific changes to your in-text citation.
Switches are manually added to the temporary citation placeholder RefWorks uses to read and format your in-text citation or footnote, e.g. {{2 Casey Walsh 2009 /y ;}}
The switches available for the Harvard – ISS Standard style are 4:
4 The following section is largely based on the online help text ‘Modifying an In-Text Citation or Footnote’ which can be found at https://www.refworks.com/refworks2/help/Modifying_an_In-Text_Citation_or_Footnote.htm and has been modified for the Harvard – ISS standard style characteristics.
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/ y Suppress the year field. This switch is used to hide the year field of a specific reference. Your citation should look like this, {{1 Smith 2003/ y}} where the Refid number is 1. After formatting it would be, (Smith).
/a Suppress the author field. This switch is used to hide the Primary Author field for a specific reference. Your citation should look like this, {{1 Smith 2003/ a}}. After formatting it would be: (2003).
/h Hide text . This switch is used to hide an entire citation . This switch takes precedence over all other switches. It will not only hide the reference it is attached to, but all other references in the specific citation location as well. The hidden references will, however, still be included in the bibliography. A hidden citation would look like this, {{1 Smith 2003/ h}}. When formatted it would not appear at all.
/ f Following text. This switch is used to place text at the end of a specific reference citation in an output style that does not normally contain page numbers in the in-text citation or footnote. Use this switch to add page numbers after the author and year information. Your citation would look like this, {{1 Smith 2003/ f : 43}}. After formatting it would be, (Smith 2003: 43).
/p Preceding text. This switch is used to place text in front of a specific reference citation. All text up to the next switch or the end of the reference citation is used as the preceding text, including spaces and tab characters. Your citation would look like this, {{1 Smith 2003/ p ”Unpublished work by “}}. After formatting the citation would be (Unpublished work by Smith 2003).
Notes
1: Make sure your switch is placed before the semi-colon in your citation placeholder. Also include any spacing and punctuation you want between the citation and the additional information you are adding. For example: if you want an in-text citation to be (Smith 2003: 43 - 44) your temporary placeholder with the switch would look like this {{1 Smith 2003/f “: 43 – 44”}}.
2: In the bibliography the original page range in your reference will print -- not the specific page number you use in the in-text citation.
3: Authors sometimes write various contributions in different word processors and later merge the components in Ms Word. When copying and pasting, hidden codes may be introduced in the receiving word processor, which are not perfectly understood. This may hamper RefWorks. When pasting, three options are available (i.e. keep source formatting, merge formatting, and keep text only). The paste option ‘keep source formatting’ is best not used.
Switches in Footnotes
None of the switches could be used in footnotes for Harvard – ISS Standard style in earlier versions. Test your specific version at an early stage for functionality.
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