Writing Technical Reports Yrd. Doç. Dr. Mehmet Öztürk E-posta: mehmetozturk@ktu.edu.tr

7 Referencing 7.4 How do I include a reference in a report? The second part of the system provides details of the reference source which for a journal article, book or conference paper are the publication details. These details are contained in a list within the References section of the report. The IEEE citation style has 3 main features: The author name is first name (or initial) and last. This differs from MLA style where author’s last name is first. The title of an article (or chapter, conference paper, patent etc.) is in quotation marks. The title of the journal or book is in italics.

7 Referencing 7.4 How do I include a reference in a report? In the case of the in-text citations to the sorurce [2] which is a conference paper, the corresponding publication details as they would appear in the Reference section of a report would be: [2] Zhang, Y. J, An Overview of Image and Video Segmentation in the last 40 years, Proceedings of the 6th International Symposium on Signal Processing and Its Applications, pp. 144-151, 2001.

7 Referencing 7.5 What should not be included in a reference list? The References section of a report should only include publication details of information that have been cited in the report. If an in-text citation to a reference source has not been provided in a report then it should not be included in the Reference list. In some instances a student may be required to include an additional list of readings or other information sources that may have been referred to in preparation of an assignment but not actually cited in that assignment. This list of readings is often referred to as a bibliography.

7 Referencing 7.5 Some examples of referencing Indicating the relevant reference in the text A number enclosed in square brackets, eg.[1] or [26], placed in the text of the essay, indicates the relevant reference. Each reference number should be enclosed in square brackets on the same line as the text, before any punctuation, with a space before the bracket. Citations are numbered in the order in which they appear in the text and each citation corresponds to a numbered reference containing publication information about the source cited in the reference list at the end of the report. Once a source has been cited, the same number is used in all subsequent references. No distinction is made between print and electronic references when citing within the text.

7 Referencing 7.5 Some examples of referencing Indicating the relevant reference in the text Once a source has been cited, the same number is used in all subsequent references. No distinction is made between print and electronic references when citing within the text. It is not necessary to mention either the author(s) or the the date of the reference unless it is relevant to your text. It is not necessary to say " in reference [26] ..." "In [26] ..." is sufficient. Here are some examples: "...end of the line for my research [13]." "The theory was first put forward in 1987 [1]." "Scholtz [2] has argued that......." "Several recent studies [3, 4, 15, 16] have suggested that..." "For example, see [7]."

7 Referencing 7.5 Some examples of referencing Citing more than one reference at a time When citing more than one source at a time, the preferred method is to list each reference number separately with a comma or dash between each reference: Preferred [1], [3], [5] [1] - [5] Although the following method is also acceptable: Acceptable [1, 3, 5] [1-5]

7 Referencing 7.5 Some examples of referencing Citing a reference multiple times • When citing a source for a second or subsequent time, do not use ibid or op. cit. • In the text, repeat the earlier reference number. • If referring to a different page number, or other reference, within the source, use the following forms: [3, pp. 5-10], [3, Ch.  2, pp. 6-21], [3, Fig. 1], [3, Sec. 4.5]

7 Referencing 7.5 Some examples of referencing Multiple authors If a reference has three or fewer authors then the names of ALL authors must always be provided in the in-text citation and in the Reference section. Whenever a reference source has four or more authors then the in-text citation should use the expression et al after the name of the first author. This is a Latin phrase that means “and others” (note: et al does not include a full stop). The publication details in the References section, however, must include the names of ALL the authors in the usual manner; that is never use et al in the References

7 Referencing 7.5 Some examples of referencing Citing Personal Communications Personal communications include conversations, letters, interviews, e- mails and telephone conversations. • IEEE style states that you cite only published works, forthcoming published works, and unpublished materials available to scholars in a library, a depository, or an archive. • For interviews or other "non-recoverable" information, no citation number is necessary. Examples: "In a personal interview with Bill Gates, he suggested that he would soon rule the world.« "In a letter to the author, Professor Mueller detailed his experiences with using this data collection software."

7 Referencing 7.6 Managing references In large reports and in theses, managing references can become tedious and mistakes are likely to be made as new references are added to the list, especially for multiple publications in the same year. Various software tools such as Endnote are available that can make this process easier to manage. 7.7 Summary A student must always acknowledge the use of any information or material included in a report that is not your own original work whether it be whole or part of a text, table or an illustration.