Some Essential Guidelines for Writing in APA Style:



Essential Guidelines for Writing in APA Style

(5th edition)

Basic Format:

Margins are to be 1" from top, bottom, and sides (Except the manuscript page header).

Double-spaced in all situations.

Acceptable typeface is Courier or Times New Roman and in 12-point size.

Justification only on left side of paper.

Page numbers begin with title page.

Paragraphs are to be indented five spaces.

Title Page:

• The manuscript page header at the top right of the page (1/2 inch down) is followed by five spaces and then the page number. This should contain the first two or three words of your title.

• On the first line of the page, flush left, type:

• Running Head: TITLE OF YOUR PAPER IN ALL CAPS

• (Note: many classes or instructors may not require this)

In the middle of the title page, type and center the following information:

1. full title of the paper

2. your name

3. your institution affiliation.

Abstract: (May not be required in many classes)

The abstract page should follow the title page. It should start on a new page and be page number two. Type the word "Abstract" centered on the first line of the page. An abstract is a brief, comprehensive summary of the contents of your paper. It should be accurate, self-contained, concise and specific, non-evaluative, coherent, and readable. It should reflect the purpose and content of your paper. It should include the primary findings from your paper. The abstract should be a maximum of 120 words. It should be one paragraph in length, in block form, and left justified--DO NOT indent the paragraph.

Text of the Paper:

The third page of your paper will be the text. Begin by typing the title of your paper and centering it. The next line should be indented five to seven spaces and begin your text.

Reference Page:

◊ The reference page follows your text pages. Begin on a new page and type the word "References" and center it. If you only have one reference, type "Reference" (i.e. singular). If your references take up more than one page, DO NOT re-type the word references on sequential pages, simply continue your listings with the first line on the next page.

◊ The 5th edition of the APA manual encourages the hanging indent as the preferred manuscript form for reference lists. Entries should begin flush left, and the second and subsequent lines should be indented.

◊ The latest version also specifies italics over the use of underlining.

◊ The 5th edition also requests that you list up to and including six authors. When there are seven or more authors, the seventh and subsequent authors are abbreviated as "et al."

General Rules of APA:

Writing "Style:"

The writing style in APA should be academic in nature, thereby more formal than everyday prose. That does not mean, however, it should be overly loquacious. The writing should be concise and informative. Jargon should be kept to a minimum. You should assume the writer is intelligent but not an expert or even overly familiar with subject on which you write.

Due to its formality, avoid slang, keep first and second person to a minimum, and do not use contractions. Avoid inflammatory or sensational language. Choose active verbs over passive (is, was, were, etc.). Compound and complex sentences are acceptable, provided they are clear.

"Quotation Marks" - Use quotation marks for direct quotes, to set off the title of an article or chapter in a periodical or book when the title is mentioned in text, to introduce a word or phrase considered slang, or as an invented or coined expression. For example: The observer described him as "going postal." First time, use quotation marks but do not use them for any subsequent occurrence of "going postal."

When quoting, all material must appear in your paper as it appeared in the original. If any material is left out from within one sentence, use 3 ellipsis points (...); use 4 ellipsis points (....) when material is left out between two sentences. If inserting explanations in a direct quotation, use brackets [ ], not parenthesis ( ).

If any incorrect spelling, grammar, or punctuation in the source might confuse readers, insert the word sic, in brackets and underlined (sic), immediately after the error in the quotation.

Example:

He defined chronic depression as "most of the day more days than not for at least two years [in adults]. . . . In children, the mood may be irritable rather than depressed, and the required minimum duration is only one year."

With quotations of 40 or more words, do not use quotation marks. Set off the quotation in block-style format (meaning, start the quotation on a new line indented five spaces. Each subsequent line is also indented).

Example:

His leadership proved a dismal failure. Unfamiliar with the surroundings and hampered by an inexperienced staff, Carter struggled to gain support for even the most pressing issues. He also appeared uninterested in working with members of his own party. Democratic members of Congress rarely heard from him, and the requisite White House perks commonly lavished on Senators and Congressmen went under or unutilized.

Abbrv. - Use abbreviations sparingly. Always spell out what the abbreviation means the first time it is used. For example, Minnesota Multiphasic Personality Inventory (MMPI). Thereafter, use the abbreviation. However, the following abbreviations are included among those that do not have to be explained: IQ, REM, ESP, AIDS, HIV, NAPD, ACTH.

S p a c i n g - Space once after commas, colons, semicolons, and periods that separate parts of a reference situation and the initials of personal names (e.g., L. C. Crawford). Do not space after internal periods in abbreviations (For example, e.g., a.m., i.e.,) or around colons in ratios (2:1).

Numbers - The general rule for the use of numbers in the text is to use figures with numbers 10 and greater. Spell out those less than 10. However, all numbers less than 10 grouped for comparison with numbers 10 and greater do not have to be spelled out. For example: "In the 2nd and 11th grades a test was given." Spell out the number when beginning a sentence. To make plurals out of numbers add 's' with no apostrophe (i.e. the 1990s). Use combinations of written and Arabic numerals for back-to-back modifiers (six 2-point scales).

Underlining - The 5th edition of the APA prefers the use of the italics function on word-processing software instead of underlining whenever possible.

Headings:

Headings indicate the organization of the manuscript and establish the importance of each topic. Do not label headings with numbers or letters. The following is an example of how they are to be typed.

Level 1 Heading:

Centered Uppercase and Lowercase Heading

Level 2 Heading:

Centered, Italicized, Uppercase and lowercase Heading

Level 3 Heading:

Flush Left, Italicized, Uppercase and Lowercase Heading

Level 4 Heading:

Indented, italicized, lowercase heading with a period.

Punctuation:

Standard rules of punctuation apply, such as the use of commas, semicolons, colons, etc. However, APA differs slightly from other styles. Here are some common sources of error.

• Generally, punctuation following quotation marks go inside the quotes. If the quotation is followed by an in-text citation, the punctuation follows the citation. For example:

• "Students perform poorly under such conditions" (Smith & Ragin, 1997).

• However, the rule changes for block quotes. As such, the period comes after the text directly, followed by the citation.

• For items in a series, a comma is used before the conjunction and the last item in the series. For example:

• Rather than complete the assignment in class, Brian chose to pick the paint off his pencil, stare into space, and lay his head on his desk.

Tables:

On occasion you might find it clearer to explain something using a table. APA allows for tables containing either text or numbers. You will want to consult the APA manual for specific details on tables. But the general format looks as follows:

Table 1

2001 CSAP Mean Results by Grade Level and Subject (Proficient and Advanced)

| |Third |Fifth |Eighth |

|Reading |89 |75 |72 |

|Math |75 |65 |43 |

Each table should be numbered consecutively throughout the paper and include a brief caption explaining the contents.

Citation of Sources in Text:

The citation of sources is a key point in writing in the APA style format. Whether paraphrasing or quoting an author directly, you must credit the source.

For a direct quotation in the text, give the author, year, and page number in parentheses.

• "Transformational leadership point others toward a common goal" (Burns, 1978, p. 327).

When paraphrasing someone else's material, you are required to cite them. The citations can take two formats. The first inserts the date within parentheses after stating the author's name in the sentence. For Example:

• Smith (1996) found that test scores do not necessarily always correlate with IQ scores.

The second inserts the name and date at the end of the sentence BEFORE THE PERIOD. For example:

• Most teachers invited parents to the classroom only in the event of a special program or activity (Young, 1999).

Make sure that anything referenced in your paper is cited on your Reference page and anything on your Reference page is used in your text.

Always insert the year after the author the FIRST time it is used per paragraph, unless it can be confused with a different study, article, book. However, when any citation contains two or more authors use the following rules:

Two Authors -

• (Smith & Jones, 1994) or Smith and Jones (1994) found . . . . .

then later in that same paragraph, you would use,

• In 1994 Smith and Jones researched.......

With two authors, always cite both names in your text.

Three, four, or five authors -

Cite all the authors the first time the reference occurs. In subsequent citations use the first author's surname followed by "et al.". For example:

• Strasburger, Jorgensen, and Randles (1996) found differences....

[This is the first time cited]

• Strasburger et al. (1996) also created tests....

[This is the first subsequent citation in that same paragraph]

• Starsburger et al. found discrepancies.....

[This is for additional citations in the same paragraph - omit the year]

Six or more authors-

Cite only the first surname and follow with "et al.", like this:

• Smith et al. (1996)

Groups as authors -

The first time they are cited, spell out the group. For example:

• (National Institute of Mental Health [NIMH], 1996).

Thereafter, use the abbreviation followed by the publication year. For example:

• The NIMH (1996) examined....

Works with no authors:

When a work has no author, cite in the text the first few words of the reference list entry (usually the title) and the year. For example:

• There might be a new form of depression in adults ("Study Finds." 2001).

• Family participation is encouraged in the book Career Counseling (2002).

When a work's author is designated as "Anonymous," cite in text the word Anonymous followed by a comma and the date:

• (Anonymous, 2001)

In the reference list, an anonymous work is alphabetized by the word Anonymous.

Elements of Reference(s) Page(s) with Examples:

The Reference(s) page(s) begin on a new page. The references should be listed in alphabetical order. Consider author's names such as McAfee and Macwerner literally. For example, Macwerner would come first, since "a" is before "c".

For two or more references with the same author, list first whichever one has the earliest publication year, and single author citations precede multiple author citations (of which that author happens to be part).

The hanging indent is the preferred manuscript form for reference lists in the 5th edition. Entries should begin flush left, and the second and subsequent lines should be indented and double-spaced.

The following reference formats are given as examples, and DO NOT cover how to cite every type of reference.

Should there be no author, the title moves into the author position, and the entry is alphabetized by the first significant word of the title. In instances where you have two or more references that contain the same author and year, differentiate them by placing a, b, c, d, etc. after the year. For example:

• National Institute of Mental Health. (1994a).

Periodicals with one author:

Required Information:

◊ author's surname

◊ year of publication

◊ title of article

◊ publication information which includes: Journal title and volume number (italicized), the inclusive page numbers. For example:

Teri, L. (1982). Depression in adolescence: Its relationship to assertion and various aspects of self-image. Journal of Clinical Child Psychology, 11(2), 101-106.

Periodicals with two authors:

Sonne, J. L., & Pope, K. S. (1991). Treating victims of therapist-patient involvement. Psychotherapy, 28, 174-187.

Unpublished manuscript with a university cited:

Borst, W. U. (1996). Guidelines for writing in APA style. Unpublished manuscript, University of California at Berkeley.

Doctoral dissertation abstracted in "Dissertation Abstracts International (DAI)" and obtained on university microfilm:

Bower, D. L. (1993). Employee assistant programs supervisory referrals: Characteristics of referring and nonreferring supervisors. Dissertation Abstracts International, 54(01), 534B. (University Microfilms No. AAD93-15947)

Books:

Required Information for Various Book Forms:

◊ authors or editors

◊ date of publication

◊ book title

◊ publication information.

Basic Book Reference Form:

Elkind, D. (2001). The child's reality: Three developmental themes. Princeton, NJ: Lawrence Erlbaum Associates.

Edited Book:

Marshall, F. J., & Kibbs, H. S. (Eds.). (2001). War: Uniting adversarial governments against individuals. Atlanta: Baker.

Article in an Edited Book:

Duckworth, J. C., & Levitt, E. E. (1994).Minnesota Multiphasic Personality Inventory-2. In D. J.

Keyser & R. C. Sweetland (Eds.), Test critiques: Vol. 10 (pp. 424- 428). Austin, TX: Pro-Ed.

Books with Groups as Authors:

American Psychiatric Association. (2001). Diagnostic and statistical manual of mental disorders (4th ed.). Washington, DC: Author.

Note: This is also an example of how to reference editions of books. When the publisher and author are the same, use "Author" for the publisher.

References from Magazine Articles:

Arie, M. (2001, October 8). Protecting yourself from evil E-mail. PC Magazine, 15, p. 192.

Note: Use the exact date for weekly publications. Use the month for monthly publications.

References from an ERIC document:

Simms, H. S. (1996). Cancer: New advancements in treatment (Report No. NCRTL-XX-99-1). East Lansing, MI: National Center for Research on Teacher Learning. (ERIC Document Reproduction Service No. ED 888 096)

References based on Personal Communications:

(memos, letters, lectures, seminars, interviews, telephone conversations, e-mail, nonarchived discussion groups, etc.)

Sources of personal communications do not provide recoverable data and are NOT included in the reference list. Cite personal communications in the TEXT only. Give the initials as well as the surname of the communicator and provide as exact a date as possible:

• T. Barron (personal communication, February 27, 2002) said that European researchers are losing interest in AIDS research and are renewing their interest in cancer research.

or

• (T. Barron, personal communication, February 27, 2002)

Email Citations: It is possible that an e-mail might be sent disguised as someone else. Authors are responsible for the accuracy of all references and citations; this means verifying the source of e-mail communications before citing them as personal communications in manuscripts. E-mail is a form of personal communications and is therefore cited in the text, not in reference lists.

Web Sites: Citing an Entire Web Site

(versus citing specific documents on a web site):

To cite an entire Web site (but not a specific document on the site), it is sufficient to give the address of the site in the text. No reference list entry is needed. For example:

• Kidpsych is a wonderful interactive Web site for children ().

Web Sites: Citing Specific Documents on a Web Site

Web documents share many elements found in print documents (e.g., authors, titles, dates). Therefore, the citation for a Web document often follows a format similar to that for print documents, with some information omitted and some added. Here are some examples of how to include these documents in your reference list.

American Psychological Association. (1995, September 15). APA public policy action alert: Legislation would affect grant recipients [Announcement]. Washington, DC: Author. Retrieved January 25, 1996 from the World Wide Web:

Jacobson, J. W., Mulick, J. A., & Schwartz, A. A. (1995). A history of facilitated communication: Science, pseudoscience, and antiscience: Science working group on facilitated communication [Electronic version]. American Psychologist, 50, 750-765.

Sleek, S. (1996, January). Psychologists build a culture of peace. APA Monitor, pp. 1, 33. Retrieved January 25, 1996 from the World Wide Web:

Rosenthal, R. (1995). State of New Jersey v. Margaret Kelly Michaels: An overview [Abstract].

Psychology, Public Policy, and Law, 1, 247-271. Retrieved January 25, 1996 from the World

Wide Web:

All references begin with the same information that would be provided for a printed source (or as much of that information as is available). The Web information is then placed in a retrieval statement at the end of the reference. It is important to give the date of retrieval because documents on the Web may change in content, move, or be removed from a site altogether.

Web Citations in Text:

◊ Follow the author/date format described earlier.

◊ When citing specific parts of a Web document, indicate the chapter, figure, table, or equation as appropriate.

◊ For quotations, give page numbers (or paragraph numbers) if they are available. If page or paragraph numbers are not available (i.e., they are not visible to every reader), use the paragraph number, if available, preceded by the paragraph symbol or the abbreviation para such as (Myers, 2000, ¶ 5). If neither paragraph nor page numbers are visible, cite the heading and the number of the paragraph following it to direct the reader to the location of the material such as (Beutler, 2000, Conclusion section, para. 1).

General Guidelines:

◊ Use the complete publication date given on the article.

◊ With Internet periodicals, the volume and issue numbers are often irrelevant. If they are not used, the periodical's name is all that can be provided in the reference.

◊ The URL should link directly with the article, when possible.

◊ When breaking up a URL to another line, do so after a slash or before a period. Don't insert a hyphen at the break (or allow your word processor to do so).

Articles from Internet-only 'journals':

VandenBos, G., Knapp, S., & Doe, J. (2001, February 18). Role of non-reference elements in the selection of resources by psychology undergraduates. Journal of Gastric Research, 5, Article 0001a. Retrieved February 27, 2001, from

Articles from Internet-only 'newsletters':

Glueckauf, R. L., Whitton, J., Baxter, J. Vogelgesang, S., Hudson, M., et al. (1998, July).

Videocounseling for families of rural teens with epilepsy -- Project update. Telehealth News,

2 (2). Retrieved from

Internet 'stand-alone documents' / 'non-periodical articles', having no author given, no date given:

Should the author of the document not be given, start the reference with the document's title:

GVU's 9th WWW user survey. (n.d.). Retrieved August 8, 2001, from

Documents made available as part of a teaching program at an educational institution or from a departmental web site:

Should the document file be stored within a large and complex Web site (i.e. universities; government agencies; etc.), identify the host organization and the relevant program or department before giving the document's URL. Put a colon before the URL:

Chou, L., McClintock, R., Moretti, F., & Nix, D. H. (1993). Technology and education: New wine in new bottles: Choosing pasts and imagining educational futures. Retrieved

August 24, 2000, from Columbia University, Institute for Learning Technologies Web site:

Miscellaneous

◊ Avoid biased and pejorative language. Do not use 'men' to refer to all adults.

◊ The fifth edition includes race/ethnicity among the list of major demographic variables to report. Some commonly used acceptable references to populations include 'African Americans', 'Native Americans', 'Asian Americans' (not 'oriental').

◊ Use 'people with depression' and 'people with AIDS' (not 'depressives' nor 'AIDS victims' or sufferers) - think "people before condition."

◊ In general, use scientific/professional journals for references. In other words avoid using 'popular opinion' journals or magazines (i.e. Time, Newsweek, USA Today,). That is, unless you are doing case study, historical, or some other type of research in which newspapers or magazines play an important part.

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download