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Writing in the APA Style

Writing in the APA Style. Thomas N. Davidson, JD July 29, 2015 Adjunct Faculty Indiana Wesleyan University University of Indianapolis. APA Manual Paper Setup & Writing Tips.

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Writing in the APA Style

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  1. Writing in the APA Style Thomas N. Davidson, JD July 29, 2015 Adjunct Faculty Indiana Wesleyan University University of Indianapolis

  2. APA Manual Paper Setup & Writing Tips Writing in the APA format is a strict way of writing scholarly and academic papers. There is much more to it than one inch margins all around and double spacing. This presentation is designed to be a resource for students in setting up their papers in APA format and tips for correctly writing in APA style. I provide students with an APA editable template that is already APA ready.

  3. Why must we write in the APA style? Experience has shown me that writing in the American Psychological Association (APA) style can be difficult for students. Additionally, with the changes over time, even your professors may vary in their use and interpretation of the APA style. As you know, as a college student you are expected to produce scholarly papers written in the APA style.

  4. Why write in APA continued If you pursue an advanced degree, this expectation will be even greater. In 2009, IWU adopted the standards of the APA Sixth Edition. Please take the time to review the materials that I have emailed you and I have posted on my personal website: www.thinblueline.ws/students. The IWU OCLS also has links and information regarding writing in the APA style. You may wonder, why we must write in the APA style. I retrieved the following information from the APA website and the Purdue Owl to help answer this question.

  5. Why write in APA continued The best scientific writing is spare and straightforward. It spotlights the ideas being presented, not the manner of presentation. Manuscript structure, word choice, punctuation, graphics, and references are all chosen to move the idea forward with a minimum of distraction and a maximum of precision.

  6. Why write in APA continued To achieve this clarity of communication, publishers have developed rules of style. These rules are designed to ensure clear and consistent presentation of written material. Editorial style concerns uniform use of such elements as: • punctuation and abbreviations, • construction of tables, • selection of headings, • citation of references, and • presentation of statistics.

  7. Why write in APA continued APA Style establishes standards of written communication concerning: • the organization of content, • writing style, • citing references, • and how to prepare a manuscript for publication in certain disciplines.

  8. Why write in APA continued Abiding by APA's standards as a writer will allow you to: • Provide readers with cues they can use to follow your ideas more efficiently and to locate information of interest to them. • Allow readers to focus more on your ideas by not distracting them with unfamiliar formatting. • Establish your credibility or ethos in the field by demonstrating an awareness of your audience and their needs as fellow researchers.

  9. Why write in APA continued APA Style describes rules for the preparation of manuscripts for writers and students in: • Social Sciences, such as Psychology, Linguistics, Sociology, Economics, and Criminology. • Business. • Nursing.

  10. Running head: When setting up a document in APA format, the header for the Title page must be set up in Microsoft (MS) Word so that it is different than the rest of the document. I have put together some screen prints in later slides that illustrates this process. It is necessary to be able to have a different header on the first page of the paper because the Running head is different for the Title page than the rest of the paper (American Psychological Association [APA], 2009). Figure 2.1 of the Sixth edition of the APA manual exhibits the difference in headers between page one and page two of a sample paper (APA, 2009, p. 41).

  11. Running head: The header for page one is located at the upper right hand of the Title page. The header begins with the phrase “Running head:” followed by the first few words of the title of the paper in all capital letters (APA, 2009, p. 41). For the subsequent pages, drop the phrase Running head:. The portion of the title of the paper in all capital letters remains throughout the remaining pages of the paper. The page numbers appear at the upper right of the page (including the Title page) (APA, 2009, p. 41).

  12. Running head: Be sure that the first few words of the Running head: match the first few words of the title of the paper as listed on the Title page. I often see a mismatch between the two. For example, a student has the title of the paper listed as Journal One on the Title page, but has “Running head: THREE MOST IMPORTANT” listed in the header. This usually occurs because the student is confused about how to title the paper. The assignment in this example is for a journal to be completed by the end of the first workshop on the three most important topics in a particular chapter in the textbook. It makes no difference whether the title is Journal One or The Three Most Important Topics of Chapter One. Either way, the header should match the title listed on the Title page.

  13. Running head: Another common error with respect to the header is the font. The APA in Section 8.03 recommends and IWU requires that students use Times New Roman #12, black font throughout the paper (APA, 2009, p. 228). For some reason not known to me, MS Word often automatically changes the font in the headers from that which is selected for the narrative. When this occurs, students should select the words and numbers in the headers and change the font to Times New Roman #12 before submitting their paper to be graded. I have slides later on how to do this.

  14. Two spaces between sentences in the narrative The APA recommends that two spaces be used between sentences in the narrative (APA, 2009, p. 88). It is true that the APA clarified that it is their recommendation to use two spaces between sentences under Section 4.01 in the 6th edition.  As a recommendation, this means that it is best practice.  As you may know, this was an express change from the one space commentary found in the 5th edition.  In 2009, as part of the University's instructor orientation program, the two space expectation between sentences was presented as the standard against which students' papers are to be evaluated.

  15. Anthropomorphism Anthropomorphism is the term given when human characteristics are given to non-human objects. Avoid the use of anthropomorphisms. This often occurs when students are describing the contents of a chapter in the textbook. For example a student wrote: “Chapter Six says that . . .” We all know that a textbook cannot speak. This error can be avoided by using the APA author-year method of citation. For example: “Siegel and Welsh (2012) explain in Chapter Six .

  16. Self Plagiarism Self plagiarism occurs when a student presents a previously presented work as new academic work (APA, 2009, p. 16). In other words, self plagiarism occurs when a student attempts to pass off previous assignments in other courses as new academic work. De minimus amounts of materials from a previous work are acceptable. However, if extensive use of previous work is used, the materials should be cited and listed on the References page. For an unpublished work done by a student, the reference should appear in the following format: Author, A. A. (Year). Title of manuscript. Unpublished manuscript. Davidson, T. N. (2012). Why must we write in the APA? A composition for students. Unpublished manuscript.

  17. Title on first page of narrative Students often forget to place the title on the first page of narrative. Even though there is a Title page, place the title of the paper at the top-center of the first page of narrative. The title replaces the introduction heading and should not be bolded, but is in upper and lower case (APA, 2009, pp. 42 & 63).

  18. Remove hyperlinks and superscripts MS Word by default will insert hyperlinks (blue underlined font) into Internet and email addresses. Remove hyperlinks by placing the cursor on the hyperlink, right clicking, and selecting “Remove Hyperlink.” Remove superscripts. MS Word by default will insert superscripts “(11th ed.).” Remove the superscript by highlighting the area and clicking on the X2 tab in the Font menu bar “(11th ed.).” The defaults in MS Word can be changed to eliminate the automatic hyperlinks and superscripts. Slides on this later.

  19. When to Cite Students are often confused about when to cite. They may have picked up information in their life experience and make written assertions in their papers without citing the source of the information. In scholarly and academic writing, citing authority for assertions not commonly know to the general public is required. After all if your are not making it up, you got that information from somewhere. I have had students tell me that they learned the information they used in the paper during their lives and cannot find any sources for it. Generally, I can go right out and find some materials written on the topic within in a short while. For more information on when to cite, see my essay on the topic at: http://k.b5z.net/i/u/6044999/f/APA_When_to_Cite.pdf

  20. Author-Year method of citation Paiz et al. (2012, In-Text Citations) arranged and organized the following information regarding in-text citations. The author's last name and the year of publication for the source should appear in the text, for example, (Davidson, 2012), and a complete reference should appear on the References page at the end of the paper. If you are referring to an idea from another work but not directly quoting the material, or making reference to an entire book, article or other work, you only have to make reference to the author and year of publication and not the page number in your in-text reference. All sources that are cited in the text must appear on the References page at the end of the paper.

  21. Citing an author or authors Use author-date method of citation; this is the same for one or two authors. A Work by Two Authors: Name both authors in the signal phrase or in the parentheses each time you cite the work. Use the word "and" between the authors' names within the text and use the ampersand in the parentheses. Research by Wegener and Petty (1994) supports... (Wegener & Petty, 1994)

  22. Citing a work by three to five authors List all the authors in the signal phrase or in parentheses the first time you cite the source. Use the word "and" between the authors' names within the text and use the ampersand in the parentheses. (Kernis, Cornell, Sun, Berry, & Harlow, 1993) In subsequent citations, only use the first author's last name followed by "et al." in the signal phrase or in parentheses. (Kernis et al., 1993) In et al., et should not be followed by a period.

  23. Citing six or more authors Use the first author's name followed by et al. in the signal phrase or in parentheses. Harris et al. (2001) argued... (Harris et al., 2001)

  24. Citing an unknown author If the work does not have an author, cite the source by its title in the signal phrase or use the first word or two in the parentheses. Titles of books and reports are italicized or underlined; titles of articles, chapters, and web pages are in quotation marks. A similar study was done of students learning to format research papers ("Using APA," 2001). Note: In the rare case the "Anonymous" is used for the author, treat it as the author's name (Anonymous, 2001). In the reference list, use the name Anonymous as the author.

  25. Citing two or more authors & authors with the same last name Two or More Works in the Same Parentheses: When your parenthetical citation includes two or more works, order them the same way they appear in the reference list (viz., alphabetically), separated by a semi-colon. (Berndt, 2002; Harlow, 1983) Authors With the Same Last Name: To prevent confusion, use first initials with the last names. (E. Johnson, 2001; L. Johnson, 1998)

  26. Citing works in same year by an author & book forewords Two or More Works by the Same Author in the Same Year: If you have two sources by the same author in the same year, use lower-case letters (a, b, c) with the year to order the entries in the reference list. Use the lower-case letters with the year in the in-text citation. Research by Berndt (1981a) illustrated that... Introductions, Prefaces, Forewords, and Afterwords: When citing an Introduction, Preface, Foreword, or Afterwords in-text, cite the appropriate author and year as usual. (Funk & Kolln, 1992)

  27. Reference List Your reference list should appear at the end of your paper. It provides the information necessary for a reader to locate and retrieve any source you cite in the body of the paper. Each source you cite in the paper must appear in your reference list; likewise, each entry in the reference list must be cited in your text. Your references should begin on a new page separate from the text of the essay; label this page "References" (not Works Cited or anything else) centered at the top of the page (do NOT bold, underline, or use quotation marks for the title). All text should be double-spaced just like the rest of your essay.

  28. Reference List Basics • All lines after the first line of each entry in your reference list should be indented one-half inch from the left margin. This is called hanging indentation. • Authors' names are inverted (last name first); give the last name and initials for all authors of a particular work for up to and including seven authors. If the work has more than seven authors, list the first six authors and then use ellipses after the sixth author's name. After the ellipses, list the last author's name of the work. • Reference list entries should be alphabetized by the last name of the first author of each work. • For multiple articles by the same author, or authors listed in the same order, list the entries in chronological order, from earliest to most recent. • Present the journal title in full.

  29. Reference List Basics • Maintain the punctuation and capitalization that is used by the journal in its title. • For example: ReCALL not RECALL or Knowledge Management Research & Practice not Knowledge Management Research and Practice. • Capitalize all major words in journal titles. • When referring to books, chapters, articles, or Web pages, capitalize only the first letter of the first word of a title and subtitle, the first word after a colon or a dash in the title, and proper nouns. Do not capitalize the first letter of the second word in a hyphenated compound word. • Italicize titles of longer works such as books and journals. • Do not italicize, underline, or put quotes around the titles of shorter works such as journal articles or essays in edited collections.

  30. Reference List: Authors Single Author Last name first, followed by author initials. Berndt, T. J. (2002). Friendship quality and social development. Current Directions in Psychological Science, 11, 7-10. Two Authors List by their last names and initials. Use the ampersand instead of "and." Wegener, D. T., & Petty, R. E. (1994). Mood management across affective states: The hedonic contingency hypothesis. Journal of Personality and Social Psychology, 66, 1034-1048. Three to Seven Authors List by last names and initials; commas separate author names, while the last author name is preceded again by ampersand. Kernis, M. H., Cornell, D. P., Sun, C. R., Berry, A., Harlow, T., & Bach, J. S. (1993). There's more to self-esteem than whether it is high or low: The importance of stability of self-esteem. Journal of Personality and Social Psychology, 65, 1190-1204.

  31. Reference List: More than 7 authors & Organization listed as the author More Than Seven Authors List by last names and initials; commas separate author names. After the sixth author's name, use an ellipses in place of the author names. Then provide the final author name. There should be no more than seven names.  Miller, F. H., Choi, M. J., Angeli, L. L., Harland, A. A., Stamos, J. A., Thomas, S. T., . . . Rubin, L. H. (2009). Web site usability for the blind and low-vision user. Technical Communication, 57, 323-335. Organization as Author American Psychological Association. (2003).

  32. Reference List: Unknown Author Merriam-Webster's collegiate dictionary (10th ed.).(1993). Springfield, MA: Merriam-Webster. NOTE: When your essay includes parenthetical citations of sources with no author named, use a shortened version of the source's title instead of an author's name. Use quotation marks and italics as appropriate. For example, parenthetical citations of the source above would appear as follows: (Merriam-Webster's, 1993).

  33. Reference List: Introductions, Prefaces, Forewords, and Afterwords Cite the publishing information about a book as usual, but cite Introduction, Preface, Foreword, or Afterword (whatever title is applicable) as the chapter of the book. Funk, R., & Kolln, M. (1998). Introduction. In E. W. Ludlow (Ed.),Understanding English grammar (pp. 1-2). Needham, MA: Allyn and Bacon.

  34. Reference List: Books Basic Format for Books Author, A. A. (Year of publication). Title of work: Capital letter also for subtitle. Location: Publisher. Note: For "Location," you should always list the city and the state using the two letter postal abbreviation without periods (New York, NY). Calfee, R. C., & Valencia, R. R. (1991). APA guide to preparing manuscripts for journal publication. Washington, DC: American Psychological Association.

  35. Reference List Books Edition Other Than the First Helfer, M. E., Kempe, R. S., & Krugman, R. D. (1997). The battered child (5th ed.). Chicago, IL: University of Chicago Press.

  36. Reference List: Edited Books Edited Book, No Author Duncan, G. J., & Brooks-Gunn, J. (Eds.). (1997). Consequences of growing up poor. New York, NY: Russell Sage Foundation. Edited Book with an Author or Authors Plath, S. (2000). The unabridged journals. K. V. Kukil (Ed.). New York, NY: Anchor. Article or Chapter in an Edited Book Author, A. A., & Author, B. B. (Year of publication). Title of chapter. In A. A. Editor & B. B. Editor (Eds.), Title of book (pages of chapter). Location: Publisher. Note: When you list the pages of the chapter or essay in parentheses after the book title, use "pp." before the numbers: (pp. 1-21). This abbreviation, however, does not appear before the page numbers in periodical references, except for newspapers.

  37. Reference List: Periodicals APA style dictates that authors are named last name followed by initials; publication year goes between parentheses, followed by a period. The title of the article is in sentence-case, meaning only the first word and proper nouns in the title are capitalized. The periodical title is run in title case, and is followed by the volume number which, with the title, is also italicized. If a DOI has been assigned to the article that you are using, you should include this after the page numbers for the article. If no DOI has been assigned and you are accessing the periodical online, use the URL of the website from which you are retrieving the periodical.  Author, A. A., Author, B. B., & Author, C. C. (Year). Title of article.Title of Periodical, volume number(issue number), pages. http://dx.doi.org/xx.xxx/yyyyy 

  38. Reference List: Articles in Journals Article in Journal Paginated by Volume Journals that are paginated by volume begin with page one in issue one, and continue numbering issue two where issue one ended, etc. Harlow, H. F. (1983). Fundamentals for preparing psychology journal articles. Journal of Comparative and Physiological Psychology, 55, 893-896. Article in Journal Paginated by Issue Journals paginated by issue begin with page one every issue; therefore, the issue number gets indicated in parentheses after the volume. The parentheses and issue number are not italicized or underlined. Scruton, R. (1996). The eclipse of listening. The New Criterion, 15(3), 5-13.

  39. Reference List: Magazines & Newspapers Article in a Magazine Henry, W. A., III. (1990, April 9). Making the grade in today's schools. Time, 135, 28-31. Article in a Newspaper Unlike other periodicals, p. or pp. precedes page numbers for a newspaper reference in APA style. Single pages take p., e.g., p. B2; multiple pages take pp., e.g., pp. B2, B4 or pp. C1, C3-C4. Schultz, S. (2005, December 28). Calls made to strengthen state energy policies. The Country Today, pp. 1A, 2A.

  40. Reference List: Article From an Online Periodical Online articles follow the same guidelines for printed articles. Include all information the online host makes available, including an issue number in parentheses. Author, A. A., & Author, B. B. (Date of publication). Title of article.Title of Online Periodical, volume number(issue number if available). Retrieved from http://www.someaddress.com/full/url/ Bernstein, M. (2002). 10 tips on writing the living Web. A List Apart: For People Who Make Websites, 149. Retrieved from http://www.alistapart.com/articles/writeliving

  41. Reference List: Article From an Online Periodical with DOI Assigned Author, A. A., & Author, B. B. (Date of publication). Title of article.Title of Journal, volume number, page range. doi:0000000/000000000000 or http://dx.doi.org/10.0000/0000 Brownlie, D. (2007). Toward effective poster presentations: An annotated bibliography. European Journal of Marketing, 41, 1245-1283. doi:10.1108/03090560710821161 Wooldridge, M.B., & Shapka, J. (2012). Playing with technology: Mother-toddler interaction scores lower during play with electronic toys.Journal of Applied Developmental Psychology, 33(5), 211-218. http://dx.doi.org/10.1016/j.appdev.2012.05.005

  42. Reference List: Article From an Online Periodical with no DOI Assigned Online scholarly journal articles without a DOI require the URL of the journal home page. Remember that one goal of citations is to provide your readers with enough information to find the article; providing the journal home page aids readers in this process. Author, A. A., & Author, B. B. (Date of publication). Title of article.Title of Journal, volume number. Retrieved from http://www.journalhomepage.com/full/url/ Kenneth, I. A. (2000). A Buddhist response to the nature of human rights. Journal of Buddhist Ethics, 8. Retrieved from http://www.cac.psu.edu/jbe/twocont.html

  43. Reference List: Articles from data base For articles that are easily located, do not provide database information. If the article is difficult to locate, then you can provide database information. Only use retrieval dates if the source could change, such as Wikis. For more about citing articles retrieved from electronic databases, see pages 187-192 of the Publication Manual. Author, A. A., & Author, B. B. (Date of publication). Title of article. Title of Journal, volume number, page range. Retrieved from http://www.someaddress.com/full/url/ Smyth, A. M., Parker, A. L., & Pease, D. L. (2002). A study of enjoyment of peas. Journal of Abnormal Eating, 8(3), 120-125. Retrieved from http://www.articlehomepage.com/full/url/

  44. Reference List: Online Newspaper Author, A. A. (Year, Month Day). Title of article. Title of Newspaper. Retrieved from http://www.someaddress.com/full/url/ Parker-Pope, T. (2008, May 6). Psychiatry handbook linked to drug industry. The New York Times. Retrieved from http://well.blogs.nytimes.com/2008/05/06/psychiatry-handbook-linked-to-drug-industry/?_r=0

  45. Reference List: Online Encyclopedias and Dictionaries Often encyclopedias and dictionaries do not provide bylines (authors' names). When no byline is present, move the entry name to the front of the citation. Provide publication dates if present or specify (n.d.) if no date is present in the entry. So if you were looking up the definition of feminism your listing would like this: Feminism. (n.d.). In Encyclopædia Britannica online. Retrieved from http://www.britannica.com/EBchecked/topic/724633/feminism

  46. Reference List: Nonperiodical Web Document or Report The Internet is popular among students doing research. List as much of the following information as possible (you sometimes have to hunt around to find the information. Author, A. A., & Author, B. B. (Date of publication). Title of document. Retrieved from http://Web address  Angeli, E., Wagner, J., Lawrick, E., Moore, K., Anderson, M., Soderland, L., & Brizee, A. (2010, May 5). APA general format. Retrieved from http://owl.english.purdue.edu/owl/resource/560/01/ NOTE: When an Internet document is more than one Web page, provide a URL that links to the home page or entry page for the document. Also, if there isn't a date available for the document use (n.d.) for no date. To cite a YouTube video, the APA recommends following the above format. 

  47. Writing Tips • When listing a source on the References page do not include the words/abbreviations of Inc., Co., Incorporated, or Company in the publisher's name.  Section 6.30 page 187 of APA 6th edition Manual. • Always include the phrase Running head: followed by the first few words in all capital letters of the Title of your paper on the left side of your header on the Title page.  (For the following pages, drop the phrase Running head.)  Example: Running head: TITLE OF YOUR PAPER  Section 8.03 pages 229 & 230; Sample paper Figure 2.1 page 41 of APA 6th edition Manual • Even though you have a Title page, always include the full title of your paper in upper and lower case (not bold) a the top center of your first page of narrative.  Section 2.01 page 23 of APA 6th edition Manual.

  48. Writing Tips • Use two (2) spaces between sentences in the narrative; use once space after other punctuation for periods, &, commas when listing sources on the References page.  Section 4.01 pages 87 & 89 of APA 6th edition Manual. • Use Times New Roman #12 black font throughout your paper including running heads.  Section 8.03 pages 228 & 229 of the APA 6th edition Manual. •  Double-space between all text lines of the paper. Double-space after every line in the title, headings, quotations, references, and figure captions. This includes lines of text on the References page. Section 8.03 page 229 of the APA 6th edition Manual.

  49. Writing Tips • One (1) inch margins all around. Section 8.03 page 229 of the APA 6th edition Manual. • Remove all hyperlinks and only use superscript for footnote numbers and mathematical abbreviations and symbols. Example: b1 + b2 . Do not superscript th or rd in dates or editions. (I know the MS Word often does this automatically; if it does, highlight the superscripted characters and toggle the x2 icon on the menu bar. 23rd day of May; not 23rd day of may. 6th edition; not 6th edition. Sections 2.12 & 4.46 pages 38 & 118 – 123 of the APA 6th edition Manual.

  50. Writing Tips • Do not use anthropomorphisms. Anthropomorphism can be understood to be the act of lending a human quality, emotion or ambition to a non-human object or being. Example: Chapter six says that . . . Chapter six does not say anything; it cannot because it cannot talk. Use the APA author-date method of citation to correctly cite your sources and avoid this error. According to Davidson (2015), students often find writing in the APA . . . • Avoid the use of contractions in scholarly and academic writing. Contractions are viewed as being too informal for this type of writing. Do not use words such as don’t; can’t; isn’t; and so on. Use do not; can not or cannot; and is not.

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