FORMAT OF THE AMERICAN PSYCHOLOGICAL ASSOCIATION 6 TH EDITION Dr. Lincoln 1 APA Manual.

FORMAT OF THE AMERICAN PSYCHOLOGICAL ASSOCIATION

6TH EDITION

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APA

Manual

APA Format Rules for manuscript

preparation that contribute to clear communication

Commonly accepted guidelines

Each chapter provides different kinds of information, ◦ Which is arranged in the

sequence of manuscript preparation through publication

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Manuscript Organization

Writing for publication is not easy

Good papers are carefully designed and managed

The content is important and of good quality

Before beginning a paper consider Length required Headings – the hierarchy of the

ideas to be presented Tone – interesting and

compelling, not dull or lack style

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Order of Manuscript Pages

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Title page with title, author’s name, institutional affiliation, and running head

Abstract (separate page) Text (begins on a new page) References Appendixes Author Note Footnotes (list together, starting on a separate

page) Tables Figure Captions Figures

Title Page

Summarizes main idea of paper

Concise statement of main topic

A title should be fully explanatory when standing alone

Principal function to inform readers about the study

Avoid words that serve no useful purpose

Recommended length for a title is 10-12 words

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Abstract A brief, comprehensive

summary Readers can survey the

contents of an article (or paper) quickly

Most important paragraph in paper

Should be readable, well organized, brief and self-contained◦ Should be about 120 – 250 words

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Abstract (of a research paper)

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Should describe the following: Problem Subjects Methods Findings Conclusions and implications or applications

Introduction

Introduce the problem

Describe the research strategy

It is not labeled!!!

Develop the background, an appropriate history and priority of the work of others

Tells what you did in the closing paragraphs of the introduction

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Methods (for primary research papers)

Describes in detail how study was done Identify subsections

Usually descriptions of participants, materials and procedures

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Results Summarizes data

collected and statistics used

Main results presented first Details follow;

enough to justify the conclusions

Use tables and figures to report data Can enhance

readability of complex data

They must be mentioned in the text

Present relevant statistics

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Discussion

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Evaluate and interpret implications of results

Emphasize any theoretical consequences of the results

Be sure to check spelling and grammar throughout the paper, and use a thesaurus to find interesting alternative words

References

Citations document statements made about the literature

All citations in paper must appear in the reference list

All references on the reference list must be cited in text

Choose references carefully and cite them accurately

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Appendix

Use it for detailed descriptions of certain material not needed in or distracting in the body of the paper. An unpublished test Complicated mathematical proofs Lists

It should help reader understand, evaluate or replicate your work.

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Author Note

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Identifies specific information such as The departmental affiliation of each author Sources of financial support Acknowledgement of contributions of

others to the study Disclosure of specifics, such as the bases

of a study, if results have been presented at a meeting, etc.

Expression of Ideas

Essential to use correct grammar and professional writing style

Orderly presentations of ideas

Consistent in use of verb tense

Unbiased language Correct spelling and

punctuation

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Abbreviations Some common scientific abbreviations

a.m. ante meridiem cm centimeter dB decible hr hour in. inch IQ intelligence quotient mg milligram p.m. post meridiem ppm parts per million s second

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Use of Periods with Abbreviations

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Use periods with Initials of names (P. R. Jones).Abbrev. for United States when

used as an adjective (U.S. Navy)Latin abbreviations

(a.m., cf., i.e., vs.)

Use of Periods with Abbreviations

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Do not use periods with Abbreviations of state names (NY; OH;

Washington, DC) in reference list entries Capital letter abbreviations and acronyms

(APA, NIMH, IQ) (p. 110) Metric and nonmetric measurement

abbreviations (cd, cm, ft, hr, lb, kg, min, ml)Exception – inch abbreviated as in.

Without the period it could be misreadAbbreviations for routes of administration

icv, im, ip, iv, sc

Plurals of Abbreviations

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Usually you add an “s” alone, but not italicized Without an apostrophe

IQs Eds. Vols. Ms ps ns Exceptions

Do not add an s to make abbreviations of units of measurement pleural

For example: 3 cm, not 3 cmsTo form the pleural of the reference

abbreviation p. (page) Write pp. Do not add an s

Page Header & Running Head

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The running head appears on every page In the page header at the left margin With the page number at the right margin

No more than the first 50 characters of the title should appear All in uppercase letters

Headings

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Headings indicate the organization of a manuscript and establish the importance of each topic. Regardless of the number of levels of

subheadings within a section, they should follow the same top-down progression.

Each section begins with the highest level of heading. Even if one section may have fewer levels of

subheading than another

Headings

The APA Manual discusses the 5 levels of headings 6th edition - see pages 62-63 Each heading level is numbered The heading structure for all sections

follows the same top-down progression

Each section starts with the highest level of heading

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Headings

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Level 1 Heading Bolded, Centered Uppercase and Lowercase

words

Level 2 Heading Bolded at the left margin with upper and

lowercase words

Level 3 Heading Bolded, indented, with only the first letter of the first

word in caps, and ending with a period

Headings

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Level 4 Heading Bolded, indented, italicized, with only the first

letter of the first word in caps and ending with a period.

Level 5 Heading CENTERED UPPERCASE HEADING

Levels of Heading

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The heading structure for all sections follows the same top-down progression

Each section starts with the highest level of heading.

Example:Method

Level 1Sample and Participant Selection Level 2Assessments and Measures Level 2

Q-sort measure of inhibition. Level 3Life history calendar. Level 3Measures of time. Level 4

Quotations

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Citing sources within the narrative When quoting,

always provide the author, year, and specific page citation in the text.

Reproduce it word for word. Incorporate a short quotation (less than 40

words) in text, and enclose with double quotation marks.

“ . . . . . . . . . ”

For quotations of 40 or more words Omit quotations marks and use block quote format

When to use quotation marks

Use double quote marks To introduce a word or phrase used

as a comment, as slang, or as an invented or coined expression.

The first time the word or phrase is used, then not needed

To set off the title of an article or chapter in a periodical or book when the title is mentioned in the text

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Double or single quotation marks

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Double – for quotations in text

Single – within double quotation marks to set off

material that, in the original source, was enclosed in double quotation marks

In block quotes (40 or more words) – do not use any quotation marks use double marks to enclosed any

quoted material within a block quote.

Block Quotes

40 or more words Free-standing block

of typewritten lines Omit quotation marks Start a block quote

on a new line Indent it 5 to 7

spaces from left margin

Type subsequent lines flush with indent

Type entire quotation double-spaced

If quote is more than one paragraph◦ Indent first line of 2nd and

additional paragraphs 5-7 spaces from the new margin.

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Block quote

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According to Salka (2004),

Leadership is what makes organizations effective. It’s the essential

spark that makes things happen. Without leadership, an organization

is just a loosely connected group of people operating without a

unifying focus or coordinating mission, pursuing different goals,

flailing in a hundred sometimes contradictory directions. (p. 7)

The leadership role includes organizational skills, such as having a vision,

being able to set the strategic direction of the firm, able to clearly communicate goals and objectives, and being responsible and

accountable.

Omitting material from quotes

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Use 3 ellipsis points (…) within a sentence to indicate that you have omitted material from the original source in a sentence.

Use 4 points (….) to indicate any omission between two sentences.

◦ The manager felt that . . . . employees ◦ needed to have increased responsibilities.

Citation of sources of quotes

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Direct quote in text – Provide author, year and page # in

parentheses Paragraph numbers may be used in

place of page number for electronic text

When paraphrasing or referring to an idea contained in another work, it is not required to provide a page number.

Date If more than the year is

listed, then include the complete listing in the following order Year, month, day

If no date is provided identify this as no date

(n.d.)

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Citation of sources of quotes

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In mid-sentence, cite source in parentheses immediately after the quote marks, then continue the sentence.

◦ “Four types of culture are adaptability, achievement, clan and bureaucratic” (Daft, 2003, p. 98), and these are illustrated in Exhibit 3.7.

Citation of sources of quotes

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At the end of a sentence close the quoted passage with quote marks, cite the quoted source in parentheses after

the quotation marks, and end with a period or other

punctuation outside the final parenthesis. (p. 121)

At the end of a block quote – cite the quoted source in parentheses after

the final punctuation mark.

Reference citations in text (see pp 174-176)

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One author Jones (1997); (Walker, 2001) In 1997, Jones

One work, multiple authors 2 authors, cite both names every time used 3,4 or 5 authors, cite all authors 1st time

used, In subsequent citations, only surname of

first author followed by “et al.” and the year

Reference citations in text (see pp 175-176)

6 or more authors Cite only surname of 1st author followed by “et

al.” and the year for first and subsequent citations

Groups as authors Corporations, government agencies, etc. Usually spelled out each time they appear in a

citation Give enough info in citation for reader to locate

entry in reference list

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Reference citations in text (see pp 176-177)

Works with no author Cite in text the

first few words of the reference list entry (usually the title) and the year

Use double quotation marks around the title of an article or chapter, and italicize the title of a periodical, book, brochure or report.

Anonymous author◦ Cite in text the word

Anonymous followed by a comma and the date

(Anonymous, 2009)

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

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Author Variations

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Associations Author as publisher Collaboration Corporate author Editors Government agency of institute Group authors Multiple authors No author

Personal Communications

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Letters, memos, some electronic communications (E-mail), telephone conversations, etc.

Since they cannot be recovered, they are not included in the reference list.

Cite in text only. **Provide as exact a date as possible.

According to B. Smith (personal communication, September 2, 2009) . . . .

Secondary Sources (see p. 178)

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Citing a work discussed in a secondary source Put the secondary source in the reference list. In text, name the original work, and give a

citation for the secondary sourceSmith and Jones study (as cited in Brown,

Adams, Green & Walters, 2008) revealed some unusual findings.

Reference List (see p. 180)

Provides the information to retrieve each sourceInclude only sources used in the paperSources listed alphabeticallyData must be correct and completeList is double-spacedUse a hanging indent

Entries start flush left with margin2nd and subsequent lines indented 5-7 spaces

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Order of References in Reference List (p. 181)

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Alphabetical by surname of first author For several works by same first author

Arranged by year of publication, earliest first Jones, L. L. (1996). Jones, L. L. (1998).

One-author entries precede multiple-author entries beginning with the same surname Brown, T. (2004) Brown, T. & Green, A. (1999)

Order of References in Reference List

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References by same author with the same publication date, are arranged alphabetically by title

Lower case letters (a,b,c) are placed immediately after the year in the parentheses

Jones, B. G. (1999a). After the study . . . .

Jones, B. G. (1999b). Framing the study . . .

Order of works with group authors or with no authors (p. 183)

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Alphabetize group authors (associations, gov. agencies) by first significant word of the name◦ Full, official names should be used

If work is anonymous◦ Entry begins with the word Anonymous

If there is no author◦ The title moves to the author position◦ The entry is alphabetized by the first significant

word of the title

Reference list citation for a chapter in a book

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A nonperiodical is a bookTo cite a chapter in a book, the format

is slightly different◦ Author, A., & Author, B. (1999). Title of chapter. In F. Editor, G, Editor, & H. Editor (Eds.), Title of book (pp. 222-299). Location: Publisher.

Note that the order of the editor names are listed first initial, then last name, which is just the opposite of the way an author is listed (last name first, then initial of first name)

ON-LINE SOURCES

E-mail communications

Web site An article from an

on-line journal An on-line magazine

article Database accessed

from Web

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Examples

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E-mail communications Cited as personal communications, only in

text as Taylor (personal communication, February 3,

2007). Web site

Cited in text (not on reference list) There is a good nursing website that offers

many free benefits to healthcare professionals

(http://www.NursingCenter.com)

Examples

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On-line article from journal

Burns, J. (1999). Technology Issues. Business Quarterly, 11(4), 22-25. Retrieved January

4, 2004 from: http://www.xxxx.xxx.htm

Note that the journal name and volume number are in italics

Note: a retrieval date may not be necessary

Examples

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On-line magazine article, no author

Business and technology. (1998, December). Forbes, 11, 19-21. Retrieved March 1,

2008 from: http://www.xxxxx.com

Reminder:

The journal name and volume number are italicized;

A retrieval date may not be necessary

Order of citation elements for a journal

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Author – last name, first name initialDo not use titles, such as Dr., Ph.D., R.N., etc.

Date of publicationTitle of articleName of journalVolume number Issue numberPage number(s)

Online Reminders

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Format similar to printed reference material with website info added at end of reference

Give date of retrieval – only for sources with limited circulation or for sources that may change over time.◦ Web documents may change, move or be deleted

Retrieved May 3, 2007 from http:www.xxxxx.com Note: in many cases, a retrieval date will not be

necessary. Do not use a period at end of web address

It may get confused with the address Be careful in use of online sources

Online Reminders For databases

Database information (e.g., ProQuest, EBSCOhost) is not needed Databases vary among institutions

Use the DOI record for electronic references, not the name of the database.

Example: Jones, N. & Lynch, J. (2007). Reasons for going green.

International Journal of Contemporary Science, 16(2), 116-124. doi:10.1108/0959611041052007

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THE DOI (p. 188-189)

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The DOI – digital object identifier Provides a means of persistent

identification for managing information on digital networks.

It identifies content and provides a persistent link to its location on the Internet

All DOI numbers begin with a 10 And contain a prefix and a suffix separated

by a slash

Online Sources If the document does not have a DOI

Use the URL of the publisher’s website Example

Daniels, D. (2005). 50 best companies. Fortune, 149(13), 136-141. Retrieved from http://money.cnn.com/magazines/fortune/

Cite page numbers if available or a paragraph number for in-text citations

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Citation of Online References The paragraph symbol ¶ is not used

with in-text citations for online sources. The abbreviation para. should be used.

According to Jones (2009), “. . . nurses will make more money in 2010” (para. 16).

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The URL

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It is the most important element If it does not work, the reader cannot

access the information The credibility of the paper will suffer

http://www.apa.org/monitor/oct00/workplace.html

See APA Manual, pp. 187-188

More examples

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Online, no date, government documentInternal Revenue Service (IRS). (n.d.). Notice 97-

60 lifetime learning credit. Retrieved March 22, 2004, from http//:www.irs.gov/individualsarticle0,id=96273,00.html

Business websiteHerman Miller Inc. (2002). Environments for

learning. Retrieved April 22, 2003, from http://www.hmeurope.com/WhitePapers/wp.pdf

More examples

Online dictionaryMerriam-Webster Inc. (2003). Online dictionary.

Retrieved April 10, 2003, from http://www.m-w.com/cgi-bin/dictionary

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For more complete information 60

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