Guidelines for reporting publications
For the yearly report we need the complete bibliographical references as they usually appear in the references chapter of an article or book. A convenient and complete approach is to give these in the style of the APA (American Psychological Association). Other styles are acceptable, provided that the following is mentioned:
- for a journal paper: author(s) with initials, year of publication, title of paper, full journal name, volume number, issue number (only if each issue starts with page number 1, see below), page numbers of the paper.
- for a book chapter: author(s) with initials, year of publication, chapter title, editor(s) with initials, book title, page numbers of the chapter, and city/publisher.
- for a monograph: author(s) with initials, a year of publication, a book title, city/publisher. - for an edited book: author(s) with initials, year of publication
Some people leave it to their secretaries to do the reporting.
Publication categories and required (APA) style*
1 Academic publications
Peer reviewed publications aimed at an audience of scientists and researchers
1a Journal papers in English
Johnson, J., & Masters, M. (2004). The terror of manuals. Modern Catastrophes, 10, 422-426.
Note that the issue number is not reported because volume and page numbers already identify the paper uniquely. However, some journals start each issue with page 1. In that case, the issue number must be reported to identify the paper.
Editorship of a special issue of a journal also belongs in this category. For instance:
Johnson, J., & Masters, M. (Eds.).(2004). The terror of manuals [Special issue]. Modern Catastrophes, 10, 3.
Papers in special issues are reported without mentioning that it was in a special issue.
1b Journal papers not in English
Same style as journal papers in English
1c Book chapters in English
Proceedings and editorship of books and proceedings included. Example:
Johnson, J., & Masters, M. (2004). The terror of manuals. In J. Holley and W. Guilford (Eds.), Modern catastrophes (pp. 422-426). London : Routledge.
Note that a book chapter has authors followed by initials, the year of publication, the chapter title, editors preceded by initials, the book title (italics), page numbers of the chapter, and city: publisher. When any of these items are missing, we cannot process your publication.
Editorship of a book also is to be reported in this category, for example
Holley, J., & Guilford , W. (Eds.) (2005). Modern catastrophes. London : Routledge.
Chapters (not abstracts) in conference proceedings also go down as book chapters, when the proceedings are published as an ordinary book. For instance
Johnson, J., & Masters, M. (2004). The terror of manuals. In J. Holley and W. Guilford (Eds.), Modern catastrophes: Proceedings of the disaster society meeting 2004 (pp. 302-325). London : Routledge.
When editors or page numbers or publisher are missing, the chapter is not to be reported at all. For conference proceedings on CD-ROM or on a website, page numbers are not necessary, but editors and publisher still must be reported. For example
Johnson, J., & Masters, M. (2004). The terror of manuals. In J. Holley and W. Guilford (Eds.), Modern catastrophes: Proceedings of the disaster society meeting 2004 (CD-ROM). London : Routledge.
1d Book chapters not in English
Same style as book chapters in English
These are academic books, written by one or more authors, as opposed to edited by one or more editors. Example:
Holley, J., & Guilford , W. (2000), Modern catastrophes. London : Routledge.
3 PhD theses (supervision)
When you have been involved as (co-)supervisor (‘promotor’) in a finished PhD thesis, please report the name of the PhD student, the year and title of the thesis, the supervisors, including the nature of their involvement (supervisor or co-supervisor), and university/faculty where the defense took place. Example:
Holley, J. (2005). Modern catastrophes. Supervisors: W. Terry (supervisor) and V. Bel (co-supervisor). University of Groningen, Faculty of Behavioral and Social Sciences.
4 Professional publications .
These are defined as aimed at dissemination of the profession, as opposed to reporting research to colleagues. English and other languages are not distinguished. Regardless of this definition, professional publications include the following:
4a Papers, book chapters and monographs aimed at a broader professional audience
This includes textbooks aimed at students or laymen, and contributions to Festschrifts, Encyclopedias, Year Books, bulletins of societies and organizations, and the like. Columns, reports of meetings, and inaugural addresses are also in this category. Books published by companies like Shaker Publishing, who do not have an academic reputation to uphold, will also go down as professional publications.
The publication style is the same as for the corresponding academic papers, chapters and monographs.
4b Book reviews
Johnson, H. (2005). Review of J. Holley & W. Guilford : Modern catastrophes. London : Routledge. Journal of Crisis Management, 43, 105-106.
4c Contract research reports (final reports only; always mention the sponsor)
Boer, L.C., & Steyvers, F.J.J.M. (2001). Vluchtwegen en vluchtwegaanduidingen Westerscheldetunnel. Final report to Rijkswaterstaat, Bouwdienst.
d Other products such as published tests, software, advice to policy makers (government, NWO), and the like.
Luteyn, F., & Barelds, D. (2005). Herziening van de GIT. Handleiding bij de GIT 2. Amsterdam: Harcourt.
In the past, comments on papers, and rejoinders, have sometimes been recorded as professional publications. However, a comment (solicited or unsolicited) on a journal paper, published in the same journal, can be considered as another paper in that journal, and the same goes for rejoinders.
- 4a Papers, book chapters and monographs aimed at a broader professional audience
What not to report
Certain items are not to be reported. These include:
- Abstracts (even when published in books or journals).
- Publications in press. Just wait till page numbers and year of publication are known (they can be obtained from the editor long before they actually appear in print).
- Prepublications (doi) on the internet (just wait till you know the page numbers of the hard copy). However, when there is not going to be a hard copy, website references are OK.
- Reports of contract research to the sponsor, except for the final report, which counts as a professional publication (see below).
* In view of future research evaluations, publications need to be sorted. The Standard Evaluation Protocol (SEP) 2003 gives rather contradictory definitions. The classification we adopt relies on our interpretation of the SEP.
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