EUR/UB/JSt2015v2

REFWORKS 2.0

Instructions to get started Prepared by John Steenwinkel

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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

25Scopus .................................................................................................................................................... 24

Web of Science .......................................................................................................................................... 26

Jstor ............................................................................................................................................................ 27

PiCarta ........................................................................................................................................................ 28

Other Databases ........................................................................................................................................ 34

Export .............................................................................................................................................. 34

Import .............................................................................................................................................. 35

PART 5: Checking Imported References ................................................................................. 36

PART 6: Entering References Manually ................................................................................... 39

Entering Author’s Names ........................................................................................................................... 40

Arabic names ................................................................................................................................... 41

Spanish names ................................................................................................................................. 41

Entering Reference Titles ........................................................................................................................... 41

Year of Publication ..................................................................................................................................... 41

PART 7: Creating a Bibliography.............................................................................................. 42

PART 8: Important Information .............................................................................................. 43

Referencing Style at ISS ............................................................................................................................. 43

Accessing your ISS RefWorks account ....................................................................................................... 43

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RefWorks after your study at the ISS ......................................................................................................... 43

Creating the RefWorks alumni account & transferring the contents from the student account ... 44

Temporary Use of Refworks for 30 days ......................................................................................... 45

Annex ....................................................................................................................................... 46

Open Office ................................................................................................................................................ 46

Switches ..................................................................................................................................................... 47

4

Introduction

RefWorks 2.0, the standard bibliographical software at Erasmus University Rotterdam (EUR), allows scholars

(you) to build up a collection of references on a range of academic subjects, organize them in folders, consult

them and use them in your academic writings.

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 can import

titles into RefWorks via a standardized text file. It remains possible to create individual references in your

RefWorks account by copying and pasting or 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 website,

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 inputting

references manually.

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 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.

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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.

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), but you still need to understand the different ‘Ref Types’ (books, chapters,

journal articles, reports, edited book, etc.) and to verify that references have been correctly imported from

bibliographical databases. In the final analysis, the quality of a research paper depends on your control and

understanding of referencing, not on the tools being used. We strongly recommend that you also consult the

latest ISS Referencing Guide (from http://www.iss.nl/library/iliad/about_referencing/ and for ISS students

from the electronic learning environment, 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, we then 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, JSTOR and PiCarta) to RefWorks. It also shows how

you can 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

September 2015

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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 123456ab@student.eur.nl or for PhD

candidates lastname@iss.nl) and type in your login name as demonstrated here above.

Enter the password you want to use and confirm the password.

(N.B.: Write down your user name and password for later reference)

5. Click on ‘Next’.

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You will now see Step 2:

Fill in your name and the following fields when you are an ISS student

Area of Focus: ISS

Type of User: ISS student (or alternatively ISS employee).

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 can 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:

1. References per Page : 50

2. Output Style = Harvard–ISS Standard.

3. Under Startup Options, select your default folder in View Folder (e.g., Research Paper).

4. Language: English (Britain) or (United States).

The Harvard-ISS Standard style of referencing is the house style at ISS. This style is available in RefWorks. While studying at the ISS, you are advised to make this your default style.

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Click on ‘Save Customized Settings’. Notice the animation ‘Completed’ window in the bottom right

corner. You can 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 can close the Output Style Manager window now at 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

Artwork

Bills/Resolutions

Book, Edited

Book, Section

Book, Whole

Case/Court Decisions

Computer Program

Conference Proceedings

Dissertation/Thesis

Dissertation/Thesis, Unpublished

Generic

Grant

Hearing

Journal Article (print)

Journal Article (electronic)

Laws/Statutes

Magazine Article

Map

Monograph

Motion Picture

Music Score

Newspaper Article

Online Discussion Forum/Blogs

Patent

Personal Communication

Report

Sound Recording

Unpublished Material

Video/ DVD

Web Page

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 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 a search engine developed for the EUR and ISS libraries, which integrates the collections of

both libraries, 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/english/ 1

Type search terms into the box, click on the <search> button.

You may also decide to do an advanced search if you need more

precisely controlled results than what the simple search offers.

Exercise:

Use this example in advanced search:

Terms: ‘Sudan’ or ‘Egypt’

Title: irrigated agriculture

Tick: online full text

Tick: no newspapers, no book reviews

1 During the transition from 2015 to 2016, sEURch may be replaced by another, similar product, but at the time of

writing the time path could not be confirmed.

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The search for irrigated agriculture in Sudan

results in several publications being found, one

of which is displayed to the left here.

You can make a selection of relevant items from the search results by positioning your cursor on the

title, and then clicking on the icon with the + sign to the right of the title.

On the right-hand top of the screen is a ‘Saved Items’ folder which reflects the

number of items which you have selected from the list.

When done selecting references, click on the ‘Saved Items’ icon.

A ‘Saved Items(x) window’ opens displaying the selected titles.

This window enables the

export of your selected

references to your RefWorks

account.

It also allows you to quickly

format your references in any

of the offered broad output

styles (APA, AMA, MLA,

Uniform, Chicago or Harvard).

It does not offer the Harvard–

ISS style.

To export the selected references to our RefWorks account, click on the

‘Export As…’ button and next on ‘Refworks’.

RefWorks may ask you to log in again.

The import is confirmed with this screen:

Note: References are always imported into

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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Click on the ‘View Last Imported Folder’ button to see the intermediary result.

This list displays the references which have just been imported.

To move selected

references to the research

paper folder, first select

the titles (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 ‘Research paper’

to move the chosen

references into that folder.

Click on the ‘Organize & Share Folders’ tab again,

then on the desired folder to view the

references in that folder. Note that the

number of records in the folder is indicated

within parentheses.

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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 may 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.

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To import book references into RefWorks, you need to be aware that only one item at a time can be

imported.

You first save a bibliographical description as ‘RIS’ file, then import the ‘RIS’ file in 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.:

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Clicking on ‘About this book’ gives you:

Scrolling down the page you will find, among others: Bibliographic information

Click on the <RefMan> button in the Export Citation section to export the bibliographic information

that you would like to have in RefWorks.

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When you click on the RefMan button, the export

window opens and here you can 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 <References>.

Next select <Import>.

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 <Import>

RefWorks responds with a confirmation window:

Click on <View Last imported Folder> to verify that the

reference has been imported and make corrections

where necessary.

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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 can find this 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 a wheel icon. Click to open the Scholar

Preferences page.

In the Scholar Preferences page, you can 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.

You can 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.

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Scopus

SCOPUS (a combination 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 19th

century. However, the makers – Elsevier - point out that 84% of the collection dates is actually from

1996. 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 page 34.

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.

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.

Like sEURch, Scopus

allows you to ex-

port (a selection of)

multiple references

to RefWorks rather

than an export per

individual

reference.

From the Search menu,

perform a search

(here “land grabbing” in the

title, for publications in

2015: 7 publications).

Select all or choose the

required publications.

Then click on “RefWorks

Export”.

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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:

The export button will export the search result to

RefWorks.

In RefWorks you can still indicate a folder to

which the references should go, or accept them

in the ‘last imported’ folder and move references

to the envisaged RefWorks folders.

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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. 34.

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 <Send> and there

references will be

automatically exported to your

RefWorks account ‘last

imported folder’ (assuming you

have logged-in).

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Jstor

JSTOR (short for Journal Storage) 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 library homepage; select databases. Type ‘JSTOR’ in the search box.

Perform a search and select a few items by

checking the boxes to the left of the records.

Click on ‘Export’.

Select the right format to

export: RefWorks.

28

PiCarta

PiCarta is an integrated bibliographic database containing references to books, journal articles and

electronic resources. It provides access to the Dutch Union Catalogue (NCC) and the Online Contents

(OLC).

The NCC contains bibliographic entries of all books and journals in the collections of more than 400

libraries in the Netherlands, including all university libraries, other academic and special libraries, and

all public libraries. The Online Contents contains the tables of content and references to articles in

periodicals.

To find PiCarta, go to the library

web page; choose ‘PiCarta’ in the

search tool.

You can now search in the PiCarta

database.

Note:

When working in PiCarta, click on the English flag icon to switch to the English language interface.

For the purpose

of explanation,

we use here the

example of

‘information

literacy’ in Africa.

To download by

batch, click

on the ‘download’

option at the

bottom of the

screen.

29

You can download titles

per batch.

For ‘Format’ select MOPC.1

You can choose

To receive the data by email,

or you can save it to a disk,

or you can choose the screen

option, which will open a new

browser window with data.

1. Saving the selected references to a text file

(MOPC, a tagged format here on the right) is

practical when importing many references at a

time into RefWorks.

When you need only one or two references, you can

choose the format ‘full title’ and click on ‘screen’ to

display the data (here on the left) which can then

easily be copied and pasted into the fields of a

RefWorks record.

Another way to select and compile titles

from Picarta is the following:

30

1. Click on a title to open a record.

2. Click, at the bottom of the page under the title, the link: ‘add to archive’.

3. Clicking on ‘session archive’ (a

temporary archive) adds this

title to the archive.

4. Repeat this for other titles.

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5. To view the selected records, repeat adding titles to the

session archive from the results screen.

6. Click on ‘session archive’.

7. Click on ‘My Shelf’ at the top of the

screen.

6. Click ‘Download’ at the bottom

of the screen.

7. You can indicate which titles you want

to download.

For ‘Format’, select MOPC.

You can choose

To receive the data by email,

or you can save it to a disk,

or you can choose the screen option,

which will open a new browser window

with data.

32

Once you have your data, in whichever

form, single or several titles, open your

RefWorks account.

When in RefWorks, click References and

select <Import>.

The Import References window allows you to import

references in three different ways. The first two correspond

with the Picarta options:

either from the text file (1) created with the ‘save’

option,

or from text, in the new browser window using the

‘screen’ option or in an email, that you can copy and

paste (2).

Choose the Import Filter is PICARTA,

the database parameter will automatically

change to PICARTA.

Click on <Browse> to find the saved

text file.

You may want to indicate the folder

where the references should be exported

to, but it is not strictly necessary.

Finally, click on <Import>

If you have chosen option 2 to paste the text from the screen or an email, click on “From Text”.

33

A window then appears into which you

can paste the text.

Note that the import filter and database

fields also have to be PICARTA.

The result is:

RefWorks will display a control window.

Clicking on ‘View Last Imported Folder’, allows

you to review your imported references.

34

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 ACM Digital Library

o Annual Reviews

o AnthroSource

o Arts and humanities Citation Index

o Bibliography of Asian Studies online

o Bibliography of British and Irish history

o Blackwell Encyclopedia of Management

o Books in Print online

o Brill Journals online

o Business Source Premier

o Cambridge Journals online

o Communication Abstracts

o CINAHL

o Cochrane Library

o Communication Abstracts via EBSCO

o Digital Dissertations Online

o Early English Books Online (EEBO)

o EBSCO

o ECLAS

o EconLit (Ebsco)

o Economist online

o EconPapers

o Emerald Fulltext

o Encyclopedia of Human Behavior

o Ergonomics Abstracts online

o ERIC database via CSA

o Gale Virtual Reference Library on

Management

o GEOBASE

o Google Scholar

o HeinOnline

o Hint

o Historical Abstracts on the web

o Idea Group on Informatics

o IEEE Computer Society

o InformaWorld

o IngentaConnect

o International Bibliography of the Social

Sciences (IBSS)

o International Encyclopedia of the Social &

Behavioral Sciences

o International Encyclopedia of Public Health

o International Political Science Abstracts (IPSA)

o IOS Press

o ISS Proceedings

o ISI Web of Knowledge

o ISI Web of Science

o JSTOR

o Library Information Science & Technologies

Abstracts (LISTA)

o OECD iLibrary

o Online Contents

o OVID

o Oxford Journals

o Palgrave’s Ebooks

o Philosopher's Index

o PiCarta

o POIESIS (Philosophy online)

o Project Muse

o Proquest (+Historical +Statistical)

o PsycARTICLES

o PsycBooks

o PsycINFO

o PubMed/Medline

o Regional Business News

o RePuB

o Sage journals online

o ScienceDirect

o Sciences Citation Index

o Scirus

o Scopus

o sEURch

o Social Sciences Citation Index (SSCI)

o Social Services Abstracts

o Sociological Abstracts

o Springer (+eBooks)

o Swetswise

o Taylor & Francis

o Thieme e-journals

o Web of Science

o Wiley InterScience

o World Bank e-library

o WorldCat

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Import

For the remaining, other databases, you need to use the ‘import option’ to add references to

RefWorks. The import option can be found in the RefWorks menu under References.

An explanation and a link to an extensive list of import settings for databases that are available at EUR

can be found at the step by step guide for using the Erasmus University Library databases.2

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.

2 http://www.eur.nl/fileadmin/ASSETS/ub-instructie/UL_Instruction/RefWorks_2.0/Alfabetische_lijst_UB-databanken_RefWorks_2.0_ENG.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 can cause 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 can 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 <Add New>.

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 here

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 here 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 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, 2nd 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 can discover the correct

naming convention for an author.

The application of different rules can 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.

Haar, G.t.

Gerrie ter Haar

ter Haar, G.

Ter Haar, G.

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.

Joop W. de Wit

De Wit, J.

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

The ‘Create Bibliography’ button

can also be used with 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 can 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 can 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 information please consult the ISS Library webpage, click on ‘About Referencing’

(http://www.iss.nl/Library/Library-information/Tutorials-and-Guides/About-referencing)

Accessing your ISS RefWorks account

After you have created your RefWorks account, you can 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 6 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.

However, this is an account with some restrictions in the size: attachments are deleted upon

conversion. The number of references is not restricted. In addition, only one single account per email

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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 an @student.eur.nl email account.

The RefWorks Alumni account will be kept alive for as long as the university keeps a license with

ProQuest LLC.

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 an alumni-account, follow these steps before you leave ISS:

2. Go to www.refworks.com/refworks2

3. Click the link 'Sign up for a new account'

4. Enter the requested information. You can enter any email address. You must select

‘Erasmus University Rotterdam’.

When your Alumni account has been created, you get an e-mail from RefWorks with your login

information (Note 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

can cause problems when you want to adjust a Word-document with references made with Write-N-

Cite - because the references have different IDs.

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 upload this .rwb backup file in your new account:

1. Login to your alumni RefWorks-account

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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.

46

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'll can 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 can 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 are3:

3 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.

48

/ 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. You can

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, keep text only). The paste option ‘keep source formatting’ is best not used.

Switches in Footnotes

None of the switches can be used in footnotes for Harvard – ISS Standard style.