How to use the new Harvard Northumbria · How to use the new Harvard Northumbria Style for EndNote X October 2006 Valerie Stuart ... EndNote uses the notes field to download data

How to use the new

Harvard Northumbria

Style for EndNote X

October 2006

Valerie Stuart MARCET

* CTR (Cite Them Right). Page 1 U:\Using Harvard Northumbria X Guide.doc

Introduction The University has purchased EndNote as it’s bibliographic referencing software. The Harvard style file supplied with EndNote does not match the formats in the publication recommended by the University: “Cite them right: The essential guide to referencing and plagiarism”. This has prevented the wide spread usage of the EndNote application. Thus Harvard Northumbria has been developed to match, as close as possible, the Harvard style as defined in the revised edition: “Cite Them Right” (CTR), published 2005, Pear Tree Books. Harvard Northumbria will enable staff, research students and undergraduates to add citations to word documents using EndNote with the confidence that this new style will format their references consistent with the CTR guidelines. This guide contains a one page description of how to enter a record for all the reference types supported by Harvard Northumbria. The supported reference types are: Artwork Journal Article Audiovisual (TV and Radio) Law Report Book/Musical Score Manuscript Book Section Map Chart or Table Microform/Audiocassette/Photo Computer Program Newspaper Article Conference Paper Online Database Conference Proceedings Patent Edited Book Public/Personal Communication E-Journal Article Report E-Book Statute Figure Statutory Instrument Film/Video/DVD Thesis Government Publications (British) Web Page International Organisation NOTES : • The revised and expanded edition of the publication “Cite them right: The essential

guide to referencing and plagiarism” by Pears, R. and Shields, G. with illustrations by Lancaster S., published 2005 by Pear Tree Books will be referred to throughout this guide using the acronym CTR.

• This guide assumes readers have had EndNote training and are familiar with the

package. Staff can contact MARCET on extension 4186 to book an EndNote training session or to discuss an EndNote query. Students can contact library helpdesk staff for support.


More about this guide Each reference type supported by Harvard Northumbria is described on a separate page. Each description lists the fields necessary for entering a record to be formatted using the Harvard Northumbria style, plus other fields available for that reference type with instructions, where necessary, describing how the data should be entered. Where slight differences exist between the CTR guidelines and the Harvard Northumbria style these are listed in a notes section at the bottom of the description page. The notes section will also describe any relevant errors or inconsistencies in the CTR publication. Reference type fields The fields made available in each reference type have been kept to a minimum to simplify data entry. Thus each reference type contains fields:

necessary for formatting the bibliographic output to the Harvard Northumbria style,

common fields present in every reference type, and additional fields that may be useful to the average user.

The common fields are – Keywords, Abstract, Notes and Research Notes which are covered in more detail below. A section entitled ‘Additional fields’ appears on the description page for every reference type. This section describes suggested usage of the additional fields where this is not obvious. Common Fields Keywords: - EndNote and Word can only function efficiently if all citations are from one

EndNote library. Thus users are advised to create only one EndNote library and customise individual references by adding their own keywords and phrases to the keywords field. This then enables them to search, categorise and sub-divide their library into sections. In this way one EndNote library holding records for many assignment, research and study projects can be used with Word confident that there will be no conflicts.

Notes: - EndNote uses the notes field to download data from online web sites, library catalogues or databases if it is not ‘sure’ into which field the data should be entered. Thus the Notes field is often referred to as the ‘catch-all’ field.

Abstract: - This field is useful to enter a brief summary of the reference. Research Notes: - Users may wish to use this field to record notes specific to their

research usage of individual references. “Actual Ref Type” field – for multi-use reference types: Some reference types have more than one use e.g. the reference type Film/Video/DVD can be used to enter a record for a film, or a Videocassette, or a DVD. A new field, Actual Ref Type, has been created to enable users to record the type of data entered. This field can be displayed on screen to enable users, at a glance, to see what type of data has been entered into the record. See page 4 for display instructions. Suggestions of typical entries to this field are given for most multi-use reference types. This field is also available for reference types that can be ‘online’ or ‘offline’.


Useful EndNote reminders Although it is assumed that readers will have attended EndNote training and be familiar with the software a reminder of some features may benefit users. Entering data into the ‘Author’ field Author data must be entered according to the rules below to enable EndNote to format the output correctly.

1. Each author MUST be entered onto a separate line. 2. Enter in the format Surname, Forename(s), Initials 3. Corporate Authors must end in a comma e.g. Oxford University Press,

Failure to input data consistent to these three rules often causes outputting problems thus this information is repeated on most of the reference type description pages as a reminder. Excluding the Author or Year from an in text citation The Harvard Northumbria style will output the Author and Year fields in an in text citation e.g. (Bell, 2003)…… It is possible to edit out the author or the year from the in text citation which may be necessary depending on the text e.g. … many authors agree with Bell (2003)…… …. in 2003 at least one author (Bell)….. To edit out either the author or the year:

1. Highlight the ‘in text’ citation and select Tools, EndNote X, Edit Citation or

press the tool.

2. Click on either the Exclude author or the Exclude year check box as appropriate.

3. Click OK

NOTE: Page references can be added to an in text citation e.g. (Bell, 2003, pp. 2-4), using the suffix section, see below.


Editing ‘in text’ citation and bibliographic entries before printing / submission It may be necessary to edit the output from Harvard Northumbria for some reference types where the style does not exactly match the formats specified by ‘Cite them right’. EndNote codes should be removed from the Word document before editing to prevent EndNote reformating back to the output created by Harvard Northumbria. NOTE: codes should be removed before submission to an academic journal. To remove codes:

1. Place the cursor in the document but ensure it is not within an ‘in text’ citation or the bibliography section.

2. Select the ‘Remove Field Codes’ tool - . EndNote will create a new word document with the codes removed, see dialog box below, leaving the original file unchanged. Click OK and save the document with a different file name.

3. Edit the new document as necessary and save. The document can now be printed or submitted in electronic form.

Setting display fields

Changes to Harvard Northumbria How Harvard Northumbria formats multiple Authors records (‘et al’) CTR, page 5, specifies how their recommended style deals with multiple Authors / Editors –

‘If there are more than three, record the first followed by et al.’

In text citations formatted by Harvard Northumbria obey this rule but, unlike CTR, Harvard Northumbria outputs all authors in the bibliography entry. Online resources Harvard Northumbria differs from CTR in its output of resources accessed online. Harvard Northumbria outputs the following text [Online]. Available at: before the web address of the resource, for all online resources.

You may wish to set the display fields from the Edit, Preferences menu to maximise the usability of your EndNote library. The suggested settings are shown opposite. Note: column 1 has been set to display the Custom 2 field, and the heading setting has been reset as ‘Actual Type’ – for use with multi-use reference types. Column 5 has been set to display the Reference Type field.


Changing your User Profile – (staff only) Student accounts open EndNote X with Harvard Northumbria X as the selected bibliographic style and with an EndNote profile designed for use with the Harvard Northumbria X style. To access EndNote X: • Click on Start, All Programs, EndNote. The new EndNote menu will display,

see above. To open EndNote with your personal settings: • Click on EndNoteX to open the application. To open EndNote for use with Harvard Northumbria: You may wish to use the Harvard Northumbria style but be able to go back to your personal settings in another session if so you must save your profile first: • Exit from EndNote (if it is open). • Click on Export EndNote X User Settings • A window will open with a message informing you that the system will create a

new directory and save your settings. Press any key to continue. • If it asks you if you want to overwrite press Y. • Click on Import EndNote Harvard Northumbria Profile. • A message will appear informing you that the operation has been successfully

completed and EndNote is ready for use with the Harvard Northumbria profile. Press any key to continue

• Click on EndNoteX to open the application. To return to your custom EndNote settings: • Exit from EndNote (if it is open). • Click on Import EndNote X User Settings • A window will open with a message informing you that the system is restoring

your settings. Press any key to continue. • Click on EndNoteX to open the application.

Staff accounts can be opened with their own personal profile or the profile designed for use with the Harvard Northumbria X bibliographic style can be selected. Select All Programs, EndNote. The menu opposite will be displayed. It has additional options to enable staff to use the new Harvard Northumbria style profile. Staff should save their personal profile before selecting the Harvard Northumbria profile. See below for instructions.


Artwork (not covered in CTR) Use this reference type for a work of art exhibited in a public display e.g. painting, sculpture, exhibited photograph etc. Where the reference is for a photograph available in print use the reference type: Microform/Audiocassette/Photo. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Artwork Artist Yes Year Yes Title Yes Location/City Yes Type of Work Yes Additional fields available for your personal use are: Description, Actual Ref Type, Keywords, Abstract, Notes, Research Notes Field Special instructions Artist 1. Each Artist MUST be entered onto a separate line to

ensure correct outputting. 2. Enter in the format Surname, Forename(s), Initials

Year Enter year the artwork was created / completed. Location/City Enter the Location and City where the work is displayed e.g.

Victoria and Albert Museum, London Type of Work Enter type of work e.g. Painting, Sculpture, Photograph etc. Additional fields Suggested Uses Description Enter information / descriptions about the artwork e.g.

‘impressionist painting using water colours’ Actual Ref Type Data should be the same as that entered in ‘Type of Work’ field.

It is anticipated that this field will be used to display the type of Artwork when using your EndNote library.

Keywords Enter keywords and phrases to support searching, categorisation and sub-dividing your EndNote library into sections.

NOTES This reference type is not covered in CTR. The agreed bibliographic format used by Harvard Northumbria is: Artist Year (in round brackets) Title (in italics) Type of work (in square brackets) Location/City For example: Constable, J. (1815) Boat-building near Flatford Mill [Painting]. Victoria and Albert

Museum, London.


Audiovisual (TV and Radio) (see page 27 CTR) Use this reference type for TV and Radio Programmes or to quote a character in such a programme. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

TV Programme Radio Programme Character Character Yes Year Yes Yes Yes Title Yes Yes Yes Name of Channel

Yes Yes Yes

Date Yes Yes Yes Additional fields available for your personal use are: Running Time, Cast, Credits, Actual Ref Type, Keywords, Abstract, Notes, Research Notes Field Special instructions Character This field is required for a character entry only.

Enter character in the format Surname, Forename(s), Initials. Date Enter date of transmission as day and month Additional fields Suggested Uses Running Time Use to record the programme’s running time Cast Enter cast or key cast members Credits Enter credits Actual Ref Type Enter either ‘TV’, ‘Radio’ or ‘Character’ to enable you to

determine which reference type has been entered. Keywords Enter keywords and phrases to support searching, categorisation

and sub-dividing your EndNote library into sections. NOTES There is a slight difference between the formatting of a character record by Harvard Northumbria than that specified in CTR. Harvard Northumbria does not output a full stop after the programme title, (see below), although this could be added by editing the bibliography entry just before printing. See page 4 for editing details. Compare the output from Harvard Northumbria, shown below, with the example on page 27 CTR. Pollard, V. (2005) Little Britain BBC2, 23 June.


Book/Musical Score (see pages 8, 29 & 24 CTR) This is a multi-purpose reference type for Books or Musical Scores. NOTE: Page 24 of CTR advises that atlases should be entered as a book. This reference type can also be used for Standards – CTR page 24. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Book Musical Score

Atlas Standard

Author Yes Yes, enter composer

Enter authorising organisation terminated by a comma

Year Yes Yes Yes Yes Title Yes Yes, enter

title of score Yes Enter the number and title

of the Standard Series and Volume no.

Yes (where relevant)

City Yes Yes Yes Enter Place of Publication Publisher Yes Yes Yes Yes, enter publisher which

may by the same organisation entered in the Author field

Edition Yes for 2nd and later editions, leave blank if 1st edition

Musical Notes Yes, enter notes

Additional fields available for your personal use are: ISBN, Actual Ref Type, Keywords, Abstract, Notes, Research Notes

Field Special instructions Author 1. Each author MUST be entered onto a separate line to ensure

correct outputting. 2. Enter in the format Surname, Forename(s), Initials 3. Corporate Authors must end in a comma e.g. Oxford

University Press, NOTE: for an Atlas this entry will be either a Corporate Author or left blank. See instructions above for entry of a Standard.

Series and Volume no.

Only required for a Book entry. Leave blank for Musical Score, Atlas and Standard references.

Edition Use only for a book entry. Leave this field blank if the book is a first edition. However later editions should be entered in the form 2nd, 3rd, etc. The output will add the text edn. e.g. 2nd edn.

Musical Notes Required for Musical Score entry only – leave this field blank for a Book, an Atlas and a Standard. Enter relevant musical notes e.g. Edited from composer's notes by John Wilson

Additional fields Suggested Uses Actual Ref Type Enter either ‘Book’, ‘Musical Score’, ‘Atlas’ or ‘Standard’ to enable

you to determine which reference type has been entered. Keywords Enter keywords and phrases to support searching, categorisation and

sub-dividing your EndNote library into sections.


Book Section (see page 8 CTR) This is used for the entry of Book Section records. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Book Section Author of Section Yes Year Yes Title of Section Yes Editor Yes Book Title Yes City Yes Publisher Yes Pages Yes Additional fields available for your personal use are: ISBN, Keywords, Abstract, Notes, Research Notes Field Special instructions Author of Section & Editor fields

1. Each Author / Editor MUST be entered onto a separate line to ensure correct outputting.

2. Enter in the format Surname, Forename(s), Initials 3. Corporate entries must end in a comma e.g. Oxford

University Press, Additional fields Suggested Uses Keywords Enter keywords and phrases to support searching, categorisation

and sub-dividing your EndNote library into sections.


Chart or Table (see page 24 CTR)

Use this reference type to record information about an object which can be a chart, table, PowerPoint slide, MS Visio drawing etc. It is also possible to attach an object to the record and use it in a Word document as shown in the chart below. See the Additional Fields section in the table below and the note at the bottom of the page for more information. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Chart or Table Created by Yes Year Yes Title Yes City Yes Publisher Yes Page Reference Yes Type of Image Yes Additional fields available for your personal use are: Image source program, Image size, Keywords, Abstract, Notes, Research Notes, Image and Caption. Field Special instructions Created by 1. Each Author MUST be entered onto a separate line to ensure

correct outputting. 2. Enter in the format Surname, Forename(s), Initials 3. Corporate entries must end in a comma e.g. Oxford University

Press, Title Enter title of publication containing the chart or table. Page Reference Enter page reference where the chart or table can be found within the

publication. Type of Image Enter ‘table’ or ‘chart’ etc. as appropriate Additional fields Suggested Uses Keywords Enter keywords and phrases to support searching, categorisation and

sub-dividing your EndNote library into sections. Image source program

Enter the program used to create the object for the attached file type, if used e.g. Excel, PowerPoint, Visio etc

Image size Use to record the size of the attached file if used. Image This field can be used to attach a file containing the object e.g. excel

table, chart, powerpoint slide etc. to the EndNote record by selecting ‘Insert Object’ from the ‘References’ menu within EndNote. See note below for further details.

Caption Enter a caption if an object has been attached. This will be displayed along side the object if used in a Word document. The caption can be the same as recorded in original publication or enter a caption of your own choice.

NOTE: It is possible to attach an object to a reference of this type, see description of Image and Caption fields above. The record can then be used to display the object in a word document. Hence this reference has a number of additional fields beyond those required by the Harvard Northumbria style. EndNote will label an ‘in text’ reference to an object as Table # in a Word document where # will be an integer value e.g. Table 1, see above.


Computer Program (see page 16 CTR) Use this reference type to add a record for a Computer Program to your EndNote library which may have been obtained either from a distributor or online from the web. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Computer Program Computer Program (available online)

Programmer Yes, if given Yes, if known Year Yes Yes Title Yes Yes Version Yes Yes Distributor Yes City Yes. Enter

distributor’s address

Order Number Yes, if given Access Date Yes URL Yes Additional fields available for your personal use are: Actual Ref Type, Keywords, Abstract, Notes, Research Notes Field Special instructions Programmer 1. Each Programmer MUST be entered onto a separate line

to ensure correct outputting. 2. Enter in the format Surname, Forename(s), Initials 3. Corporate entries must end in a comma e.g. Oxford

University Press, Access Date Required for Online Computer Program only – leave this field

blank for an offline Computer Program. Enter date program was accessed.

URL (web address)

Required for Online Computer Program only – leave this field blank for an offline Computer Program. Enter the web address of the online Computer Program.

Additional fields Suggested Uses Keywords Enter keywords and phrases to support searching, categorisation

and sub-dividing your EndNote library into sections. NOTE: The output of an online Computer Program formatted using the Harvard Northumbria style will be slightly different to the example given on page 16 in CTR. The output will include the phrase ‘[Online].’ proceeding the output of the URL field, see below. e.g TechSmith Corporation (2005) Camtasia Studio (Version 3) [Computer Program].

[Online]. Available at: http://www.techsmith.com/download/studiodefault.asp (Accessed: 21 June 2005).

There is a misprint in the ‘in text’ citation for the example above given in CTR page 16. The in text citation should be:

Camtasia Studio (TechSmith Corporation, 2005) can be…..


Conference Paper (see pages 21 & 22 CTR) Use this reference type to add a record for a Conference Paper. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Conference Paper Conference Paper published on the Internet

Author Yes Yes Year of Publication Yes Yes Title of Paper Yes Yes Conference Title & Subtitle

Yes. Type Conference Title and Subtitle into the same field separated with a semicolon.

Yes. Type Conference Title and Subtitle into the same field separated with a semicolon.

Place of Publication Yes Publisher Yes Yes Pages Reference Yes Date of Conference Yes Yes Conference Location Yes Yes URL Yes Access Date Yes Additional fields available for your personal use are: Actual Ref Type, Keywords, Abstract, Notes, Research Notes Field Special instructions Author 1. Each Author MUST be entered onto a separate line to ensure correct

outputting. 2. Enter in the format Surname, Forename(s), Initials 3. Corporate entries must end in a comma e.g. Oxford University Press,

Conference Title & Subtitle

Enter conference title followed by a colon and the subtitle. NOTE: Some conferences don’t have a subtitle.

Place of Publication Pages Reference

Use these fields for a Conference Paper but leave blank for an online Conference Paper

Access Date Required for Online Conference Paper only – leave this field blank for an offline Conference Paper. Enter date online paper was accessed.

URL (web address)

Leave this field blank for an offline Conference Paper - required for Online Conference Paper only. Enter the web address of the online Conference Paper. The phrase [Online]. will precede the output of the URL field when the record is formatted to the Harvard Northumbria style.

Additional fields Suggested Uses Actual Ref Type Enter either ‘Conference paper’ or ‘Online Conference paper’ to enable you

to determine which reference type has been entered. Keywords Enter keywords and phrases to support searching, categorisation and sub-

dividing your EndNote library into sections.

NOTE: There are errors in the example in CTR on page 22 for the example given for an online Conference Paper (missing end quote after the Conference Paper Title and a comma used instead of a full-stop after the Conference Title).


Conference Proceedings (see page 21 CTR) Use this reference type to add a record for the publication of Conference Proceedings. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Conference Proceedings Author/Editor Yes Year of Publication Yes Conference Title Yes Subtitle Yes Place of Publication Yes Publisher Yes Date of Conference Yes Conference Location Yes Additional fields available for your personal use are: Keywords, Abstract, Notes, Research Notes Field Special instructions Author /Editor Often the entry is a corporate author and thus it must end in a

comma e.g. Institute for Small Business Affairs, Subtitle Enter the conference subtitle if relevant. NOTE: Some

conferences don’t have a subtitle. Additional fields Suggested Uses Keywords Enter keywords and phrases to support searching, categorisation



Edited Book (not covered in CTR) Use this reference type to add a record for an Edited Book. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Edited Book Editor Yes Year Yes Title of Book Yes Series or Volume no. Yes, where relevant City Yes, e.g. enter City where published Publisher Yes Edition Yes for later editions. Leave blank for a 1st

edition – also see special instructions in the table below

Additional fields available for your personal use are: ISBN, Keywords, Abstract, Notes, Research Notes Field Special instructions Editor 1. Each Editor MUST be entered onto a separate line to

ensure correct outputting. 2. Enter in the format Surname, Forename(s), Initials 3. Corporate entries must end in a comma e.g. Oxford

University Press, Edition Leave this field blank if the book is a first edition.

For later editions enter, for example, 2nd, 3rd, etc. The output will add the text edn. e.g. 2nd edn


and sub-dividing your EndNote library into sections. ISBN You may wish to record the ISBN for your personal usage. It

may be of use if the book is to be purchased.

NOTE: This reference type is not covered in CTR. The agreed bibliographic format used by Harvard Northumbria is: Editor(s) – followed by (ed.) or (eds.) Year (in round brackets) Title of Book (in Italics) Edition – leave blank if 1st Edition City: Publisher Series & Volume No. (where relevant) For example: Gibbs, G. (ed.) (1996) Through assessment and evaluation. Oxford: The Oxford Centre

for Staff Development, Improving Student Learning series.


E-Journal Article (see page 11 CTR) For E-journal and Internet Journal articles select the reference type E-Journal Article, see below. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

E-Journal Article Internet Journal Article

Author Yes Yes Year Yes Yes Title Yes, enter article title Yes, enter article title Journal Yes Yes Volume Yes Yes Issue Yes Yes Date Yes Page Reference Yes Name of Collection Yes Access Date Yes Yes URL Yes Yes

Additional fields available for your personal use are: Actual Ref Type, Keywords, Abstract, Notes, Research Notes

Field Special instructions Author 1. Each author MUST be entered onto a separate line to

ensure correct outputting. 2. Enter in the format Surname, Forename(s), Initials 3. Corporate Authors must end in a comma e.g. Oxford

University Press, Page Reference Enter page range where article can be found in volume / issue.

(Leave this field blank if entering an Internet Journal Article) Name of Collection The majority of E-Journals available on the web are part of

journal collections e.g. Ebsco, Ingenta, Emerald etc. (Leave this field blank if entering an Internet Journal Article)

Date Enter month of publication. Leave blank for an E-Journal Article.

Access Date Enter date article was accessed. URL (web address)

Enter the web address e.g. http://www.infouse.com/disabilitydata/

Additional fields Suggested Uses Actual Ref Type This field can be used to distinguish between E and I Journal

Article entries. Enter either ‘E-Journal’ or ‘I-Journal’. Keywords Enter keywords and phrases to support searching, categorisation

and sub-dividing your EndNote library into sections. NOTE: • Harvard Northumbria doesn’t exactly reproduce the output for an Internet Journal as

specified in CTR, see example page 11. Editing may be required before printing i.e. Harvard Northumbria outputs no. 30 instead of issue 30. (See editing instructions – p. 4).

• The format for the example E-Journal on page 11 of CTR is incorrect. The volume and issue should be output as 46 (2). This is correct in Harvard Northumbria.


E-Book (see page 10 CTR) Use this for entry of an E-Book reference. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

E-Book Author Yes Year Yes Title Yes Supplier Yes URL Yes Access Date Enter date accessed Additional fields available for your personal use are: Keywords, Abstract, Notes, Research Notes Field Special instructions Author 1. Each author MUST be entered onto a separate line to ensure

correct outputting. 2. Enter in the format Surname, Forename(s), Initials 3. Corporate Authors must end in a comma e.g. Oxford

University Press, Access Date Enter date E-Book was accessed. URL (web address)

Enter the web address in the form. http://emedia.netlibrary.com/reader/reader.asp

Additional fields Suggested Uses Keywords Enter keywords and phrases to support searching, categorisation and



Figure (see page 24 CTR) This is similar to the reference type, Chart or Table. Use this reference type to record information about a figure, illustration, map etc. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Figure Created by Yes Year Yes Title Yes City Yes Publisher Yes Page Reference Yes Type of Image Yes Additional fields available for your personal use are: Image source program, Image size, Keywords, Abstract, Notes, Research Notes, Image and Caption. Field Special instructions Created by 1. Each Author MUST be entered onto a separate line to


University Press, Title Enter title of publication containing the figure. Page Reference Enter page reference where figure can be found within the

publication. Type of Image Enter ‘illus.’,’fig.’ or ‘map’ as appropriate Additional fields Suggested Uses Keywords Enter keywords and phrases to support searching, categorisation

and sub-dividing your EndNote library into sections. Image source program

Enter the program used to create the figure and the file type, if used e.g Paint, Paint Shop Pro etc.

Image size Use to record the size of the image file, if used. Image Use to attach figure file to the EndNote record by selecting

‘Insert Picture’ from the ‘References’ menu within EndNote. See note below for further details.

Caption Enter a caption to be displayed along side the figure which can be the title of figure as recorded in original publication or a caption of your choice.

NOTE: It is possible to attach the figure to a reference of this type, see description of Image and Caption fields above. The record can then be used to display the figure in a word document, see the figure above. Hence this reference has a number of additional fields beyond those required by the Harvard Northumbria style. EndNote will label an ‘in text’ reference to a figure as Figure #” where # will be an integer value e.g. Figure 1 (see above).


Film/Video/DVD (see page 28 CTR) Add records for Films, Videos or DVD’s to your EndNote library using this reference type. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Film Video DVD Title Yes Yes Yes Year Yes Yes Yes Director Yes Yes Yes Medium Yes Yes Yes Distributor Yes Yes Yes Place of Distribution

Yes Yes Yes

Additional fields available for your personal use are: Running Time, Cast, Credits, Genre, Actual Ref Type, Keywords, Abstract, Notes, Research Notes Field Special instructions Year Enter year of distribution Medium Enter either ‘Film’, ‘Videocassette’ or ‘DVD’ as appropriate Additional fields Suggested Uses Running Time Use to record the film / programme’s running time Cast Enter cast or key cast members Credits Enter credits Genre Enter genre of film / programme e.g. musical, thriller etc. Actual Ref Type Enter either ‘Film’, ‘Video’ or ‘DVD’ to enable you to




Government Publications (British) (see pages, 16,17 & 18 CTR) Use this reference type for House of Commons and House of Lords papers, Bills and Command papers. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

House of Commons (HC) and House of Lords (HL) Papers

Bills (either House of Commons (HC) or House of Lords (HL))

Command Papers

Parliamentary Chamber

Yes, as specified below. Yes, as specified below.

Yes, as specified below.

Year Yes Yes Yes Title Yes Yes Yes Place of Publication

Yes Yes Yes

Publisher Yes Yes Yes Bill/Paper Number

Yes, enter paper number. For a HL paper enter the paper number in brackets

Yes, enter paper number.

Yes, enter paper number.

Parliamentary Session

Yes, e.g. 1999-2000 Yes, e.g. 1999-2000

Parliamentary Publication

Yes, enter either HC (Commons) or HL (Lords)

Yes, enter the word Bills into this field

Yes, enter the appropriate prefix to the paper number e.g. this is currently Cm., see below for further details.

Additional fields available for your personal use are: Keywords, Abstract, Notes, Research Notes Field Special instructions Parliamentary Chamber

Enter chamber / department details such as e.g. ‘Great Britain. Parliament. House of Commons,’ or ‘Great Britain. Lord Chancellor’s Department,’. NOTE: -These entries MUST be terminated with a comma to ensure correct formatting of the output.

Bill/Paper Number Enter paper number. For a House of Lords paper enter the paper number in brackets.

Parliamentary Session

Enter in the form 1999-2000. Leave blank for a command paper.

Parliamentary Publication

Enter either HC for a House of Commons paper or HL for a House of Lords paper as appropriate. Enter the word Bills for a Bill Enter the appropriate prefix for a command paper. The current prefix for a command paper is Cm., but the following prefixes Cd, Cmd, Cmnd have been used in the past.

Additional fields Suggested Uses Keywords Enter keywords and phrases to support searching, categorisation and sub-

dividing your EndNote library into sections.


International Organisation (see pages 19 & 20 CTR) Use this reference type for EU publications and publications of international organisations. There is also the facility to record online publications. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Internal Organisation Online publication Organisation or Institution

Yes Yes

Year Yes Yes Title Yes Yes Place of Publication Yes Publisher Yes Yes Access Date Yes URL Yes Additional fields available for your personal use are: Actual Ref Type, Keywords, Abstract, Notes, Research Notes Field Special instructions Organisation or Institution

Enter organisation. This MUST be terminated with a comma to ensure correct formatting of the output.

Place of Publication Leave blank for a publication available online. Publisher Enter publisher details. Access Date Use only for an online publication. Enter date the publication was

viewed. URL Use only for an online publication. Enter the web address of the online

international organisation document. The phrase [Online]. will precede the output of the URL field when the record is formatted to the Harvard Northumbria style.

Additional fields Suggested Uses Keywords Enter keywords and phrases to support searching, categorisation and



Journal Article (see page 9 CTR) Use this for entry of Journal Article references. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Journal Article Author Yes Year Yes Title Yes, enter article title Journal Yes Volume Yes Issue Yes Pages Yes Additional fields available for your personal use are: Keywords, Abstract, Notes, Research Notes, Link to PDF Field Special instructions Author 1. Each author MUST be entered onto a separate line to

ensure correct outputting. 2. Enter in the format Surname, Forename(s), Initials 3. Corporate Authors must end in a comma e.g. Oxford

University Press, Pages Enter page range where article can be found in volume / issue. Additional fields Suggested Uses Keywords Enter keywords and phrases to support searching, categorisation



Law Report (see page 19 CTR) This is used for recording a Law Report. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Law Report Year Yes Case Name Yes Report Abbreviation Yes Volume Yes Year with brackets Yes in either round or

square brackets, see below First page Yes Additional fields available for your personal use are: Keywords, Abstract, Notes, Research Notes Field Special instructions Year Enter year – this entry is required for the ‘in text’ citation. Year with brackets Enter the year of publication in either round or square brackets

depending on how the volume where the report is located can be found. Use round brackets - use round brackets where the volume number alone identifies the year of publication and the journal’s location. For most examples the volume where a journal is located identifies the year of publication. Use square brackets – use square brackets where the year is needed to locate the journal. This is the required for some Law journals. For some journals there may be more that one year in the same volume hence the entry would be [1934-35]. For more information see your tutor or ‘How to Cite Legal Authorities’ by Derek French, Blackstone Press Limited.

First page Enter the volume page number where the first page of the report is located.




Manuscript (see page 23 CTR) This is used for a Manuscript entry. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Manuscript Manuscript Collection Author Yes – enter author Enter the collection location and

the collection name terminated with a comma. Do not separate the location and name with a comma.

Year Yes Title Yes Collection Title Yes, enter collection name and

reference number

Location Yes Number Yes Date Yes Additional fields available for your personal use are: Keywords, Abstract, Notes Field Special instructions Author 1. Each Author MUST be entered onto a separate line to

ensure correct outputting. 2. Enter in the format Surname, Forename(s), Initials 3. For a collection location and name terminate the entry with

a comma e.g. British Library Lansdowne MS, NOTE: Any embedded comma’s cannot be entered e.g. cannot enter the embedded comma in ‘British Library, Lansdowne MS’ because the entry must be terminated with a comma.

Collection Title Enter the name of the collection which contains the manuscript and the reference number


and sub-dividing your EndNote library into sections. NOTES: • There are some misprints in the CTR example, page 23, first example – column 2, for

a manuscript for an unknown Author. The name of the collection should not be output in italics and should not be followed by a comma.

• Editing of the output produced by Harvard Northumbria will be required for a Manuscript Collection to insert a comma between the collection location and the collection name. The data must be entered as a Corporate Author thus the comma between the collection location and the name must be omitted from the Author field (see above). Thus the output will need to be edited to add in the embedded comma e.g. back to ‘British Library, Lansdowne MS’. See page 4 for editing instructions.


Map (see page 24 CTR) Add records for maps to your EndNote library using this reference type. For atlases use the reference type Book/Musical Score and enter as a book. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Map Cartographer Yes Year Yes Title Yes Series Title Yes City Yes Publisher Yes Sheet Number Yes Scale Yes Additional fields available for your personal use are: Keywords, Abstract, Notes, Research Notes Field Special instructions Cartographer 1. If this is a company e.g. Ordance Survey, then entry

MUST be terminated with a comma. 2. Cartographer name(s) are entered in the format Surname,

Forename(s), Initials and each MUST be on a separate line

City Enter place of publication Additional fields Suggested Uses Keywords Enter keywords and phrases to support searching, categorisation

and sub-dividing your EndNote library into sections. NOTES: There is a misprint in the CTR example, page 24, first example – column 2. The series is ‘Geographical Survey of Great Britain (England and Wales)’. This should be output in brackets – see below. Ordnance Survey (1980) Bellingham, (solid), sheet 13, 1:50,000. Southhampton:

Ordnance Survey. (Geological Survey of Great Britain (England and Wales)).


Microform/Audiocassette/Photo (see pages 26,27, 28 CTR) Add records for microforms, audiocassettes, audio CD’s, song lyrics and published photographs or slides to your EndNote library using this reference type. Where the photograph is a work of art displayed in a gallery enter the record using the reference type Artwork. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Microform Audiocassette (plus Audio CD

Photographs and slides

Song Lyric

Author Yes Yes, enter Artist Yes, enter Photographer

Yes, enter Lyricist

Year Yes Yes Yes Yes Title Yes Yes Yes Yes Place Published

Yes Yes Yes Yes

Publisher Yes Yes Yes Yes Medium Yes Yes Yes Additional fields available for your personal use are: Actual Ref Type, Keywords, Abstract, Notes, Research Notes Field Special instructions Author Enter name of Author, Editor, Artist, Photographer or lyricist as

appropriate in the format Surname, Forename(s), Initials. NOTE: for microforms where the entry is an editor, the bibliographic entry will require editing by adding the text ‘ed.’ after the editor’s name.

Medium Enter either ‘Microfilm’, ‘Microfiche’,’Audiocassette’, ‘CD’,’Photograph’ or ‘Slides’ as appropriate. Leave this field blank for a Song Lyric.

Additional fields Suggested Uses Actual Ref Type Enter as appropriate e.g. this entry will be same as Medium field Keywords Enter keywords and phrases to support searching, categorisation


NOTES: • If the entry in the Author field is an editor the bibliographic entry will require editing

by adding the text “ed.” after the editor’s name – see bibliography entry for example page 27 column 1, example 1 for Voelke, W. who is the editor of the cited microfiche.

• The example in CTR page 27 column 2, example 2 for the ‘in text’ citation to an Audio CD is confusing / incorrect. The standard ‘in text’ citation should be (Oasis, 2000) but the band name can be edited out using the EndNote ‘Edit Citation’ tool, see page 3. There is also a misprint in the bibliography entry for this example in CTR – there should be a full stop after [CD].

• One of the examples in CTR page 28 column 2, example 2, has changed from the first edition e.g. Thomas, T (2003) Redevelopment in Newcastle… – the medium field was ‘Slides’ and has been changed to ‘Photograph’ in the revised edition of CTR.


Newspaper Article (see pages 9 & 12 CTR) This is a multiuse reference type for Newspaper Articles including online Newspaper Articles. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Newspaper Article Newspaper Article

(online) Reporter Yes Yes Year Yes Yes Title Yes, enter article title Yes, enter article title Newspaper Yes Yes Pages Yes Issue Date Yes, Enter day & month Yes, Enter day & month Access Date Yes URL Yes Additional fields available for your personal use are: Actual Ref Type, Keywords, Abstract, Notes, Research Notes Field Special instructions Reporter 1. Each reporter MUST be entered onto a separate line to


University Press, Pages Enter page or page range where Newspaper Article can be found

- leave this field blank for an online Newspaper Article. Issue Date Enter day & month Access Date Required for Online Newspaper Articles only – leave this field

blank for an offline Newspaper Article. Enter date article was accessed.

URL (web address)

Leave this field blank for an offline Newspaper Article. Required for Online Newspaper Articles only – enter the web address e.g. http://www.infouse.com/disabilitydata/

Additional fields Suggested Uses Actual Ref Type Enter either ‘Offline’ or ‘Online’ to enable you to determine

which reference type has been entered. Keywords Enter keywords and phrases to support searching, categorisation

and sub-dividing your EndNote library into sections. NOTES: • Where a newspaper article has no author Harvard Northumbria will output the

Newspaper field in place of the Author field in normal text, rather than italics as specified in CTR. If editing is required seeing instructions see page 4.

• CTR is inconsistent in that it outputs a comma after the newspaper field for a newspaper article (CTR page 9) but outputs a full stop after the newspaper field for an online newspaper article (CTR page 12). Harvard Northumbria outputs a comma after the newspaper field for both offline and online newspaper articles.


Online Database (see pages 12 & 13 CTR) This is a multi-purpose reference type for Online Databases. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Extract from an Internet database

Entire Internet Database

Author / Publishing Organisation

Yes, enter author of extract

Yes, enter Publishing Organisation. Terminate the entry with a comma.

Year of Publication Yes, enter year of publication

Yes, enter year of publication / last update

Extract Title Yes Name of Database Yes Yes URL Yes Yes Access Date Yes Yes Additional fields available for your personal use are: Actual Ref Type, Keywords, Abstract, Notes, Research Notes Field Special instructions Author / Publishing Organisation

1. Each author MUST be entered onto a separate line to ensure correct outputting.

2. Enter in the format Surname, Forename(s), Initials 3. Names of Publishing Organisations must end in a comma e.g.

EBSCO, Extract Title Leave this field blank for an Entire Internet Database Access Date Enter date extract or database was accessed. URL (web address)

Enter the web address in the format e.g. http://fame.bvdep.com/

Additional fields Suggested Uses Actual Ref Type Enter either ‘Extract’ or ‘Database’ to enable you to determine which

reference type has been entered. Keywords Enter keywords and phrases to support searching, categorisation and



Patent (see page 25 CTR) Add records for patents to your EndNote library using this reference type. Standards can be added using the Book/Musical Score reference type. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’style are:

Patent Inventor Yes Year Yes Title Yes Assignee Yes Patent Number Yes Additional fields available for your personal use are: Attorney/Agent, Country, Issue Date, Keywords, Abstract, Notes, Research Notes Field Special instructions Inventor 1. Each Inventor MUST be entered onto a separate line to

ensure correct outputting. 2. Enter in the format Surname, Forename(s), Initials 3. Corporate entries must end in a comma e.g. JCB Heavy

Lifting Equipment Inc., Year Enter year of publication Assignee This most likely will be a company, if so terminate entry with a

comma to ensure correct outputting e.g. Dow Chemical Company,

Patent Number Enter Patent Number prefixed with other identifying data e.g. US Pat. 3,654,317


and sub-dividing your EndNote library into sections. NOTE: • Unlike all other reference types in the Harvard Northumbria style, the in text citation

for a patent will consist of 3 fields – (Inventor(s), Assignee, Year). For all other reference types in this style the in text citation is of the format (Author(s), Year)

• There is a misprint in the CTR example, page 25, column 1 example 2. The ‘in text’ citation for the patent should not output the inventor’s initials. The ‘in text’ example should read:

…..but a patent (Graham, Fonti & Martinez, American Sugar Company, 1972) had already been approved.


Public/Personal Communication (see page 26 CTR) This is used for communication entries which may be either public or personal. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Public/Personal Communication

Author / Speaker Yes Year Yes Medium & Recipient

Yes

Date Yes Additional fields available for your personal use are: Keywords, Abstract, Notes, Research Notes Field Special instructions Author/Speaker 1. Each Author MUST be entered onto a separate line to


University Press, Medium & Recipient For a public communication enter the Title in italics and the

Medium in square brackets e.g. Contemporary Furniture. [Lecture to BSc Design Year 4] For a personal communication enter both Medium and Recipient into this field in normal text e.g. Conversation with John Stevens, Letter to John Stevens etc.

Date Enter only the day and month of the communication as the year is entered into the Year field.


and sub-dividing your EndNote library into sections. NOTES: • There is a misprint in the example on page 26 of CTR. The title of the lecture should

be in italics as follows:

Brown, T. (2005) Contemporary Furniture. [Lecture to BSc Design Year 4], 21 April.

(Also see Medium & Recipient field above).

• CTR is inconsistent in that it outputs a full stop after the medium & recipient field for

a public communication but outputs a comma after the medium & recipient field for a personal communication. Harvard Northumbria outputs a comma after the medium & recipient field for both Public and Personal communications.


Report (see page 21 CTR) Use this type to record reports including online reports. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Report Online Report Author Yes Yes Year Yes Yes Title Yes Yes City Yes Institution Yes Yes Report Code & Number

Yes Yes

URL Yes Access Date Yes Additional fields available for your personal use are: Actual Ref Type, Keywords, Abstract, Notes, Research Notes Field Special instructions Author Enter Author. The Author may be an organisation, if so,

terminate the entry with a comma. City Leave blank if the reference is an online report.

Enter place of publication into this field. Institution Enter publisher into this field which may be an institution. Access Date Leave this field blank for an offline Report.

Required for Online Report only – enter date online report was accessed.

URL (web address)

Required for Online Report only – leave this field blank for an offline Report. Enter online report web address. The phrase [Online]. will precede the output of the URL field when the record is formatted to the Harvard Northumbria style.

Additional fields Suggested Uses Actual Ref Type Enter either ‘Report’ or ‘Online Report’ to enable you to


and sub-dividing your EndNote library into sections. NOTES: CTR is inconsistent in that it outputs a full stop after the Title field for a report but outputs a comma after the Title field for an online report, see page 21 in CTR. Harvard Northumbria outputs a full stop after the Title field for both offline and online reports.


Statute (see page 17 CTR) This reference type is not set up to deal with pre-1963 statutes when the method of citation was very different thus use this type only for post 1963 statutes. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

UK Statute Scottish Parliament

Northern Ireland Assembly

Country/Name of Act

Yes, Enter Great Britain in normal text followed by the Name of Act including the year in italics NOTE entry MUST terminate with a comma

Yes, enter Name of Act in italics which should include country name and year NOTE entry MUST terminate with a comma

Yes, enter Name of Act in italics which should include country name and year NOTE entry MUST terminate with a comma

Sovereign Yes Place of Publication

Yes

Publisher Yes Chapter Number Yes, enter as

required for output e.g. Chapter 22

Yes, enter as required for output e.g. asp 2

Yes, enter as required for output e.g. c. 5

Year Yes Additional fields available for your personal use are: Actual Ref Type, Keywords, Abstract, Notes, Research Notes Field Special instructions Country/Name of Act

See instructions in table above

Chapter Number Enter data in the format required for output, see instructions in the table above

Additional fields Suggested Uses Actual Ref Type Enter assembly identifier e.g. either ‘GB Act’, ‘NI Act’ or

‘Scottish Act’ as appropriate. Keywords Enter keywords and phrases to support searching, categorisation

and sub-dividing your EndNote library into sections. NOTES: CTR ‘in text’ citation examples are inconsistent for the statute examples in that the example for Great Britain is output in brackets but the ‘in text’ citations for the other examples have no brackets. Thus the Harvard Northumbria output may require editing to remove the brackets to be consistent with CTR. See page 4 for editing instructions.


Statutory Instrument (see page 18 CTR) Add records for statutory instruments to your EndNote library using this reference type. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Statutory Instrument Name / Title Yes SI/SR/W. Number Yes Legislative Body Required only for Welsh

Statutory Instruments Additional fields available for your personal use are: Actual Ref Type, Keywords, Abstract, Notes, Research Notes Field Special instructions Name / Title Enter name of statutory instrument, assembly and Order details

in this field e.g. Terrorism (United Nations Measures) Order 2001

SI/SR/W. Number Enter SI, SR or W followed by number details as appropriate e.g. SI 2001/3365

Legislative Body Only required for a Welsh Statutory Instrument, see CTR example p.18. The data ‘Welsh Statutory Instrument 2003/326’ was entered into this field. NOTE: normally the year and number would be entered into the ‘SI/SR/W. Number’ field to be output with the W number in brackets but for the Welsh Statutory Instrument this data is output outside brackets – hence its input in the ‘Legislative Body’ field

Additional fields Suggested Uses Actual Ref Type Enter assembly identifier e.g. either ‘UK Statutory Instrument’,

‘NI Statutory Instrument’ or ‘Welsh Statutory Instrument’. Keywords Enter keywords and phrases to support searching, categorisation

and sub-dividing your EndNote library into sections. NOTES: The CTR examples show the ‘in text’ citations with no brackets. Thus the Harvard Northumbria output may require editing to remove the brackets to be consistent with CTR. See page 4 for editing instructions.


Thesis (see page 22 CTR) Use this type for a Thesis entry. The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Thesis Author Yes Year Yes Title Yes Thesis Type Yes University Yes Additional fields available for your personal use are: Keywords, Abstract, Notes, Research Notes Field Special instructions Author 1. Each Author MUST be entered onto a separate line to


University Press, Thesis Type This is the field described as ‘Degree Statement’ in CTR. An

example of a typical entry: Unpublished PhD thesis University This is the field described as ‘Degree Awarding Body’ in CTR.

An example of a typical entry: University of Newcastle upon Tyne




Web Page (see page 10 CTR) The fields which require data for a bibliography entry to be formatted to the ‘Harvard Northumbria’ style are:

Web Page Author Yes Year Yes Title Yes Access Date Yes URL Yes Additional fields available for your personal use are: Keywords, Abstract, Notes, Research Notes Field Special instructions Author 1. Each Author MUST be entered onto a separate line to


University Press, Year Enter the year the page was last published or last updated.

Enter the phrase ‘no date’ where the web page has no obvious date of publication/revision.

Title Enter Title of internet site / web page. If there is no author or title enter the web page address into the Title field.

Access Date Enter date the web page was viewed. URL (web address)

Enter the web address of the internet site / web page. The phrase [Online]. will precede the output of the URL field when the record is formatted to the Harvard Northumbria style.


and sub-dividing your EndNote library into sections. NOTES:

• See CTR example page 10, column 2, example 2 – for a web page where the author can not be identified. The ‘in text’ citation in this example can only be reproduced by editing out the title field. See page 4 for editing instructions. Where no author exists the title field is output in place of the author in the ‘in text’ citation i.e. (Title,

Year). The Edit Citation tool will not be able to remove the title field from the brackets as it is programmed to remove only the Author or Year fields, see below.

• Example page 10, column 2, example 2 in CTR has a misprint. There should not be a full stop after the URL (web address).

• There is a misprint on page 10, column 2, example 3.

The phrase ‘(Accessed: 14 June 2005)’ should not follow the ‘in text’ citation.

Documents

How to use the new Harvard Northumbria · How to use the new Harvard Northumbria Style for EndNote X October 2006 Valerie Stuart ... EndNote uses the notes field to download data