INSTRUCTIONS FOR PREPARING YOUR BIBLIOGRAPHY

The following instructions are meant to provide further directions to the instructions found on the front of the UCSD Academic Biography form, and to give additional options for preparing a thorough and clearly legible bibliography.

STANDARD GUIDELINES:

  1. Citations in each of the three Sections must be in chronological order, beginning with the earliest and ending with the most recent entry.
  2. Ensure that each citation appears only once in the bibliography.
  3. Numbers assigned to citations are permanent and may not be moved or re-numbered once the format is established in Sections A and B.
  4. Publications that were inadvertently omitted from the previous bibliography should be inserted in its chronological place. Upon subsequent reviews, any newly omitted items should be again inserted chronologically withoutchanging the existing numbering system. Instead, use of a letter (x, y, x) or a symbol should be placed instead of a number. A parenthetical explanation stating the item was omitted in error should appear after the citation.
  5. If an item listed under Section C, "Work in Progress" in a previous review is later published and thus appears in Section A in a subsequent review, it should be deleted from Section C. The numbering in this section may be changed with each review.
  6. Citation titles, author names, journal title, volume, page numbers and year of publication, MUST appear at the end of the citation and be listed on the bibliography EXACTLY as they appear on the publication. "Et al." cannot be used in lieu of listing multiple authors.
  7. Items listed in Section A. II. (Invited Articles, Book Chapters and Books), and in Sections B and C require a description for each entry, such as (Book chapter). NOTE: The descriptor should no longer be listed in the right margin, but instead, directly following the citation.
  8. Draw a solid horizontal line in each Section (A, B and C), to separate the new citations from citations listed at the time of the last advancement.
  9. Place an asterisk (*) to the left of each citation number for which you are submitting a reprint or galley proof.
  10. In the left margin, indicate the change in status of citations from the last review to the present one (i.e. “From In Press”, “From Submitted”, “From Accepted”, etc.).
  11. A new signature and date should be affixed to the last page each time the bibliography is revised.
  12. Reprints or galley proofs should be numbered in the upper right corner by placing the corresponding citation number from your bibliography, (i.e. A.II.12.).
  13. Reprints counted during the current review will not be counted again in subsequent reviews, except in the case of career reviews.

SECTION A. PRIMARY PUBLISHED WORK

  1. This section should only consist of work published in the open literature, which one may reasonably expect to find in libraries other than UCSD. In Press and Accepted items should also be included in this section. In Press items are publications for which you have a galley proof. DO NOT include items that are in preparation or submitted.
  2. It should never be necessary to make changes to this section, except to replace the words "In Press" or “Accepted” with the actual citation. Future bibliographies will only contain additions to this Section.
  3. For further clarification, this section may also include sub-headings such as:
  4. Original Articles;
  5. Invited articles;
  6. Book chapters, books, review articles, edited books, editorials, monographs, etc.
  7. If you choose not to use sub-heading, list all items in chronological order, and be sure to identify the nature of each one at the end of the citation. Reviewers no longer want to see the identifier in the right margin.
  8. ABSTRACTS are no longer permitted in this section.
  9. Copies of new items (below the line) should be included with the file.

SECTION B. OTHER WORK(Use of this section is optional.)

  1. You may include abstracts, patents, non-reviewed works, conference proceedings, book reviews, letter to the editor, CD's, videos and DVD's. Again, you may use sub-headings to delineate each section.
  2. Works that were previously listed under Work In Progress and have been discontinued SHOULD NOT be moved to this section.
  3. Note on Abstracts:
  4. If you wish to retain your published abstract listing on your bibliography, you should move this block of chronologically listed abstracts to “Section B.I. Published Abstracts.”
  5. If you wish to retain your presented abstracts, you should move this block of chronologically listed abstracts to “B.II. Abstracts Presented.”
  6. If you choose to mix abstracts (published and presented) together, use an identifier at the end of the citation.
  7. B.III. – List other miscellaneous items in chronological order. Be sure to identify the nature of each one at the end of the citation. Reviewers no longer want to see the identifier in the right margin.
  1. Copies of items listed below the line NEED NOT be forwarded with the file.

SECTION C. WORK IN PROGRESS(Optional)

  1. Use of this section is discouraged, however it can be included as necessary when candidates undergo review for appraisals and crossover merit advancements.
  2. This section should only include “Submitted and In Preparation” items.
  3. Candidates are required to submit the corresponding manuscript(s). Do not list new items below the line if you cannot provide a manuscript.
  4. A descriptive identifier should be listed at the end of each citation (i.e. In Preparation” or “Submitted to (name of the journal)”).
  5. Items that had been previously listed, but that are not expected to be published, should be removed from this section if it has been listed in this section for two consecutive review cycles.

If you need further directions, please contact the Pharmacology HR Office at x44029.

1