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UNIVERSITY OF PHOENIX
WISCONSIN GUIDE
to APA Formatting Guidelines for Faculty and Students
Created December, 2004, using the
Publication Manual of the APA, 5th Edition (2001)
and locally agreed upon convention.
ALL UNDERGRADUATE AND GRADUATE STUDENTS
Effective February 1, 2005, all academic colleges, and the programs that they
support, will discontinue use of the Little, Brown reference guide as the primary
tool used for academic writing. In its place, the Gregg Reference Manual,
coupled with the American Psychological Association (APA) Publication
Manual, will serve as the primary reference materials for all students and faculty
and will be required across all programs and colleges.
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Table of Contents
Notes ..........................................................................................................................................3
Beginning Basics ........................................................................................................................3
Grammar Checklist .....................................................................................................................5
Utilizing College Writing Skills in the 21st Century Workplace ..................................................7
Checklist for Workplace Writing .............................................................................................7
Basic Format Issues ....................................................................................................................7
Commas ..................................................................................................................................7
Quotation Marks .....................................................................................................................7
Capitalization ..........................................................................................................................8
Italics ......................................................................................................................................8
Tables and Figures ......................................................................................................................9
Headings ...................................................................................................................................10
Quotations.................................................................................................................................11
Citations....................................................................................................................................13
Citing a Web Site ......................................................................................................................16
References ................................................................................................................................17
List of References .....................................................................................................................18
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Version 2004.2.2
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Notes
This manuscript is based upon the Publication Manual of the APA, 5th Edition (2001). The
examples used in this manual, for the most part, are the same as used in the APA manual and
represent actual published sources.
APA will provide style and formatting guidance in the development of academic reference lists
and bibliographies. As a complement to the APA, 5th Edition Publication Manual, the University
of Phoenix custom edition of the Gregg Reference Manual will answer questions concerning
grammar, style, usage, and the formatting of academic papers.
No instructor preferences are to be inserted, nor are any components to be omitted. It is expected
that all students will follow the instructions in this document, and that instructors will not deviate
from those instructions in the assessment of grades.
This document is the result of efforts by Dr. Jim Booker, Dr. Phil Clifford, Dr. Tricia Devin, Dr.
Kim Lockwood, Thomas Sharpe, Dr. Diane Shepard-Tew, and Steve Wyre.
Beginning Basics
1. Use 8 ½” X 11” white paper.
2. Double-spacing is required throughout the document. This INCLUDES blocked
quotations, tables, and all entries on the reference page.
3. Use Arial, Courier New or Times New Roman font, 12 point only.
4. Tabs are to be set at 0.25". [in Word®, use Format > Paragraph > Tabs: set at 0.25"]
5. Indent five spaces for the first line of each paragraph, identical to first tab set above. The
exceptions to this requirement are headings, table titles, and figure captions.
6. All margins should be one inch. [File > Page Setup > Margins: set all to 1 inch]
7. In construction of the manuscript page header use the header function in Word®. The
abbreviated title of the paper, first two or three words from the title and the page number
should appear in the right hand corner of each page. Please note that 5 spaces separate the
text and the page number.
8. Use the grammar and spell check functions on Microsoft Word®. [Tools > Options >
Spelling & Grammar tab > under grammar check box “check grammar with spelling” and
under writing style, pick “grammar & style” (or “formal” in older versions) if the option
exists. After completing the document, press F7. Review all comments; the grammar
checker is not 100% accurate.]
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9. All papers should be submitted electronically when possible as attachments in Microsoft
Word®. Neither MS Works®, nor WordPerfect® documents will be accepted. It is
possible to convert most Word® documents to a rich text format (.rtf) that would be
readable by Word® users. Check with your instructor about this option.
10. Unless the paper is addressing the student’s personal experiences and aspirations (first
person pronouns are acceptable in this instance), all papers should be written in third
person pronouns. Regardless of topic and purpose of the paper, second person pronouns,
such as you and yours, should never be utilized. In all cases, avoid directly addressing the
reader.
11. Use clear and simple language and avoid language that may subtly reflect a bias or
prejudice. Pronouns confuse the reader unless what is being referred to is made very clear.
Therefore, avoid the use of simple pronouns, such as this, that, these, and those. If used,
eliminate ambiguity by writing this sample, that manuscript, these items, and those styles.
12. Though all non-reflective papers should be writen in third person, be sure to avoid using
such phrases as “this author” or “the researchers” if referring to yourself or coauthors of
the paper. To make it clear who is being referred to, use a personal pronoun such as I or
we. However, restrict the use of these personal pronouns to refer to the sole author or to
coauthors, and substitute an appropriate noun, such as individual, person, humans,
researchers, or psychologist.
13. Abstracts are to be used only for papers in excess of 3500 words written for graduate and
undergraduate-level classes. The exception would be a situation where the student is
learning how to write abstracts (i.e., in a COMM/105 class). The title should be centered
one inch from the top margin of the page. Do not use bolded fonts. The abstract starts flush
against the one inch left margin (NO INDENTS) and is completed as one block paragraph
not to exceed 120 words.
14. The Region will follow the APA rule of one space after all punctuation (commas, colons,
semicolons, any punctuation at the end of a sentence, periods after initials, and periods
after separate parts of the reference page). The only exception is after internal periods in
abbreviations (e.g., a.m., i.e., etc.)
15. Avoid the use of colloquial expressions which could confuse meaning. Be precise and
avoid approximations of quantity (very few, nearly all, quite a large part), and the use of
some modifiers.
16. Be precise. Remember that every adjective or adverb, whether a single word or a phrase,
should refer to the word it modifies and the connection must be clear.
17. Buy and use a dictionary. If the meaning of any word is unclear, do not use that word. The
Thesaurus function on the Tools > Language menu in Word® is useful for finding
alternatives.
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18. All acronyms are to be defined on first use, with the acronym following in parentheses.
For example, United States Department of Agriculture (USDA).
19. When writing an expository paper, and chose to focus on the object of some action rather
than on the actor, passive voice is acceptable. Be aware that analytical papers are
traditionally written in the third person. Persuasive papers, on the other hand, may be
written in first, second, or third person. [Gregg Reference Manual, sections 1036-1037;
APA, section 2.06]
20. Order of Paper:
1) Title Page
2) Abstract if over 3500 words and written for a Graduate level class
3) Body of Paper
4) References
** This checklist is designed for graduate and undergraduate college essays. Papers such as
dissertations and theses should strictly follow the rules and guidelines in the Publication Manual
of the APA, 5th Edition (2001).
Grammar Checklist
Avoiding Common Mistakes
1. A lot is two words, but should be avoided as it is a colloquial expression.
2. All right is the standard spelling; alright is an informal or nonstandard spelling and not
considered appropriate in academic writing. Never use alright.
3. Do not use contractions in formal writing (don’t, shoudn’t, couldn’t, didn’t).
4. Always proofread all work. Be able to identify the following in each sentence: The subject, the
verb, and the complete thought.
5. Avoid comma splices. A comma splice occurs whenever two sentences are joined with only a
comma. For example, “The dining hall is small, its lobby holds only 100 people.”
6. Use a semicolon (;) to join two sentences that are discussing the same subject. For example,
“The dining hall is small; its lobby holds only 100 people.”
7. Note that the general rule on numbers used in APA style is to use numerals to express
numbers 10 and above and words to express numbers below 10.
8. Use commas to set off appositives. An appositive is a word or words that rename a noun. For
example, “The pennant, like our other symbols, makes a declaration about us.” (The italicized
portion is the appositive.)
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9. Commas are often used to set off introductory phrases or clauses. For example, “Also, I may
have to wait in line over an hour. When painting the walls, one should take care to shield the
flooring from dripping brushes.”
10. Remember, if the clause appears at the end of the sentence, a comma is often not needed. For
example, “Take care to safeguard the floor from sodden brushes when one is painting the
walls.”
11. Use commas to punctuate dates. For example, “On October 24, 1929, the stock market
crashed.”
12. Use a comma to separate two adjectives that precede a noun. For example, “The coffee table
has a hefty, weighty base.”
13. Use a comma when two independent clauses (a group of words containing a subject and a
verb) are joined by a coordinating conjunction (for, and, nor, but, or, yet, so). For example, “I
often nap in the afternoon, and that rest makes me more lively in the evening.”
14. An apostrophe is to be used only for possessives.
15. Use who and whom correctly. The word who refers to the subject. For example, “The woman,
who wears gray dresses, loves nature. The word whom receives the action. For example,” To
whom it may concern.”
16. Stay in one verb tense (past, present, or future); and be sure the subject and verb are in
agreement.
17. Use quotation marks to signify a direct quotation. For example, President Truman stated, “I
fired General MacArthur since he would not value my power.” When the quotation is an
indirect quotation, use the word that instead of quotation marks. For example, He said that he
loved me.
18. Use quotation marks for titles of poems, essays, and short stories.
19. Use italics to identify titles of movies, books, plays, works of art, and the names of ships.
20. Write consistently from one point of view. The most common narrative points of view are,
1st person- I, we, us, me
2nd person- you, yours (Second person should be avoided in nearly all academic writing)
3rd person- he, him, they, their, his, her, she
21. Be sure noun and pronoun agree. For example, “The learning team did its presentation last
after all the students turned in their papers. Each student did his or her personal presentation first.”
For all other matters of grammar and punctuation consult What’s the Rule? [Student or
Faculty website > Library > View All Databases Alphabetically > What’s the Rule?]
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Utilizing College Writing Skills in the 21st Century Workplace
In the 21st century workplace, much of communication is delivered in written form, from memos
to e-mail, from resumes to presentations. Today, an individual is able to secure an interview by
applying and submitting a resume on-line. Often, the first impression a prospective employer has
of a person is based on an evaluation of the written word. In the work environment, it is critical
that an individual portray himself or herself in a positive and professional manner. The following
is a checklist to ensure that the writing produced displays professionalism and concise articulation.
Checklist for Workplace Writing
1.
2.
3.
4.
5.
_____ Spell check
_____ Grammar check
_____ Clarity (Did I get my point across? Did I maintain my focus?)
_____ Can any of the text be removed without the impact of the document suffering?
_____ Professionalism (Did I make the best word choices? Do the words used accurately
reflect my professional position? Did I eliminate any emotional bias?)
6. _____ Overall Effect [Does the entire piece of writing a) illustrate my points b) in the most
concise, and effective manner c) and represent the image of a professional?]
Basic Format Issues
Punctuation, capitalization, and italics follow APA 5th Edition convention. The rules below are
not meant to be an exhaustive list, only highlights and common issues. Refer to the third chapter
of the Publication Manual of the APA, 5th Edition (2001), or The Gregg Reference Manual, 10th
Edition (2005) for more specific information.
Commas
• Between elements (including before and and or) in a series of three or more items.
o Height, depth, and breadth.
• To set off a nonessential or non-restrictive clause, that is, a clause that embellishes a
sentence. These clauses, if removed, would leave the grammatical structure and meaning
of the sentence intact.
o Switch A, which was on a panel, controlled the recording device.
• To set off the year in exact dates.
o June 11, 2004, was the date this was written.
• To set off the year in a parenthetical reference citation.
o (Lockwood, 2004, para. 4) or (Lockwood, 2004, p. 4) [“para.” is the abbreviation
for “paragraph”]
Quotation Marks
• Single quotation marks are used ONLY to indicate material within a NON-BLOCKED
quotation that had been enclosed in double quotation marks in the original material.
o The only conclusion is that the “above average” students deserved high grades.
o Sharpe (2004) stated that “the only conclusion is that the ‘above average’ students
deserved high grades” (p. 2).
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Double quotation marks are used
o To introduce a word or phrase used as an ironic comment, as slang, or as an
invented or coined expression. The quotation marks are used ONLY the first time
the word is used; thereafter, do not use them.
o If the word is used to prevent misreading, use italics.
The First team arrived in last place.
o To set off the title of an article or chapter in a periodical or book when the title is
mentioned in the text.
Gokhale’s (1995) article “Collaborative Learning Enhances Critical
Thinking” contains useful information.
o DO NOT use quotation marks for book or journal titles, only articles.
Use italics rather than double quotation marks
o To identify the anchors of a scale (Lowest ……………… Highest).
o To cite a letter, word, phrase, or sentence as a linguistic example.
She clarified the difference between further and farther.
o To introduce a technical or key term.
Capitalization
• Capitalize
o The first word in a complete sentence.
o The first word after a colon that begins a complete sentence.
Peter Pan used three items to make Wendy fly: Faith, trust, and pixie dust
being more important than happy thoughts.
o Major words in titles of books and articles within the body of the paper.
Conjunctions, articles, and short prepositions are not considered major
words; however, capitalize all words of four letters or more.
Capitalize all verbs (including linking verbs), nouns, adjectives, adverbs,
and pronouns.
When a capitalized word is a hyphenated composite of two or more words,
capitalize all of the words.
Capitalize the first word after a colon or a dash in a title.
o BE AWARE that this is only for titles of books or articles IN THE BODY OF THE
PAPER. In the reference list capitalize only the first word, the first word after a
colon or a dash, and proper nouns.
Italics
• Italicize
o Titles of books, periodicals, poems, works of art, and microfilm publications.
o Genera, species, and varieties.
Homo sapiens.
o New, technical, or key terms and labels, but ONLY the first time they are
introduced. Thereafter do not italicize them.
o Words that could be misread.
o Letters used as statistical symbols or algebraic variables.
o Periodical volume numbers in reference lists.
o Anchors of a scale (Lowest ----------------------- Highest).
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Do not Italicize
o Foreign phrases and abbreviations common in English.
o Chemical terms.
o Non-statistical subscripts to statistical symbols or mathematical expressions.
o Greek letters.
o Merely for emphasis. [However, if syntax cannot be used to provide emphasis, use
italics.
o Letters used as abbreviations.
Bolding
• Bolding is never used in academic writing.
Bullets
• Bullets are never used in academic writing, use numbering
Tables and Figures
If using tables or figures in a paper, be careful to select the appropriate illustration for the
information. Tables communicate quantitative information in column form. A figure is usually a
graph, photograph, drawing, or other depiction of information.
Tables
Tables supplement the text; therefore, in the text, tell the reader what to look for in the table and
discuss highlights of the information presented. The reader should be referred to the table in the
body of the paper. For instance, introduce a table by stating, "Tables 1 and 2 show the relationship
between gender and the number of cigarettes smoked in a week." Then, follow with a brief
explanation. Alternatively, end the explanation by referring the reader to the table by ending the
last sentence with "(See Tables 1 and 2 which illustrate the relationship between gender and the
number of cigarettes smoked in a week).” The table itself should be inserted in the continuing
body of the paper right after it is introduced and briefly explained.
Tables are numbered with Arabic numerals in consecutive order of appearance. Titles are used to
explain the nature and purpose of the table. Begin with the word Table, placed flush left, then the
number. Italicize both the word Table and the table number. Double-space each table regardless of
the length. Place the title of the table flush left, double-spaced under the word Table, and
capitalize the first letter of the principal words in the title.
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The following is an example of a table.
Table 1
The Number of Cigarettes Smoked by Males in a Week
Cigarettes per Week Male
Male
1-10
1
x
2
11-19
x
3
4
20-29
x
x
Note that tables always have descriptive headings, which can either be double-spaced directly
under the table number or can be placed directly after the table number on the same line separated
by a period after the table number. Be consistent with table formatting.
Figures
Figures follow the same style and format as tables. They are numbered, titled, inserted, and
referred to in the text, as are tables. Use the same guidelines, except that figures have highly
descriptive captions instead of titles. Be sure, however, to consider tables and figures as separate
entities. They are numbered consecutively, but separately. For instance, if starting with Table 1
and then following with a figure, identify the figure as Figure 1. If continuing with a second table,
identify that table as Table 2. For more detailed information on tables and figures, consult the
Publication Manual of the APA, 5th Edition (2001) or The Gregg Reference Manual, 10th Edition
(2005).
Headings
Headings may be used to organize a paper when such organization is needed. Headings lead the
reader to a particular topic or section, such as the conclusions, references, etc. The importance of
each topic is determined by the level of its heading. All topics of equal importance use the same
level of heading. For example, this document uses only the three headings detailed below.
There are five levels of headings as identified in the Publication Manual of the APA, 5th Edition
(2001). Normally on three levels are required in a normal University of Phoenix paper:
Centered, Uppercase and Lowercase Heading (LEVEL 1)
Flush Left, Italicized, Uppercase and Lowercase Side Heading (LEVEL 3)
Indented, italicized, lowercase paragraph heading ending with a period. (LEVEL 4)
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One must first identify how many headings will be necessary in a paper and the level of
importance for each heading. When the number of headings is known, use the following guide:
For one heading, use only LEVEL 1.
For two headings with different levels of importance, first use LEVEL 1 and then LEVEL 3.
For three headings with different levels of importance, first use LEVEL 1, then LEVEL 3 and
LEVEL 4.
For instance, the following example incorporates three levels of headings:
The Five Functions of Management (Level 1)
Staffing (Level 3)
The role of the staffing function in the XYZ Corporation. (Level 4)
Do not use the heading "Introduction" because this section is identified by its position in the
paper. In addition, do not label headings with numbers or letters, nor start a new page when
starting a new heading. Remember: the title of a paper is not considered a Level 1 heading;
therefore, the first heading used must still be a centered, uppercase and lowercase heading.
Quotations
When quoting directly from another author's words or using verbatim information, if the quotation
is 39 words or fewer, use double quotation marks. If the quotation is 40 words or more, the
quotation is block indented. In this case, start on a new line, indent five spaces from the left
margin for each line, and double space the text. There is no change to the ragged right margin.
Quotation marks are not used.
When citing the quoted information, use the same guidelines as when citing a reference for
paraphrased material; but always include the page number. The page number always follows the
quotation. The terminal punctuation (a period in this case) follows the in-text citation, it does not
precede it. The following are guidelines for different possible citations.
Jones (1986) asserted that "communication is critical for good teamwork" (p. 12).
In conjunction with other attributes, “communication is critical for good teamwork”
(Jones, 1986, p. 12).
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Notice that quotation marks close the quotation and are followed by the page number surrounded
by parentheses.
Any material omitted from the direct quote must be indicated using ellipsis points. Three spaced
points are used (. . .) within a sentence. Four points (. . . .) must be used to indicate any omission
between two sentences. The first of these points is the period for the first sentence and the three
which follow indicate material is missing from the quotation.
Any changes or additions to the quotation must be enclosed within brackets. For example, Miele
(1993) found that “the ‘placebo effect’ which had been verified in previous studies, disappeared
when [only the first group’s ] behavior [was] studied in this manner” (p. 276).
The capitalized first letter of any sentence remains capitalized in any quotation of that sentence.
Do not use brackets to indicate case change, as no change is to occur.
When quoting someone who is quoting someone, it is important that both parties are given credit.
For example, Clifford (2001) is quoted in Burns and Allen (2003) as having said, “Do not use an
acronym if you are unable to explain what the letters stand for” (p. 3). The page number is for the
Burns and Allen (2003) article, and only Burns and Allen would be included in the references.
When using a block quotation, quotation marks are not used; and the punctuation follows normal
protocol. Material enclosed in double quotation marks remains in double quotation marks, and the
quotation ends with the same punctuation as the original material.
Perhaps Muczyk and Adler (2002) said it best when they commented:
Various camps are concerned with important but entirely different aspects of leadership. Each
camp, however, represents the dimension of leadership with which it is preoccupied as a
complete leadership theory. Such a practice leads to superficial contradictions in the same way
that one blind man's description of the trunk of the elephant differs from another blind man's
description of an elephant's belly. (p. 3)
DIRECT QUOTATIONS MUST CONTAIN A PAGE OR PARAGRAPH NUMBER IN THE
CITATION.
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Citations
When using information from another author's work, even if the material is paraphrased, the
author of the work used must be credited in the body of the paper. The citation must be made
when introducing the information and throughout the discussion on that topic. Footnotes are not
used.
Use only the last name of the author(s) and the year of publication when annotating the citation
within the body of the paper. Failure to properly credit the source of any material that is not an
original thought is plagiarism. However, when within the same paragraph one need not include the
year in subsequent references if there is no chance of confusing the material cited with other
material used in the paper.
Citations appear either at the beginning of the text or at the end of the discussion. If the citation is
made at the beginning of the text, the source is identified by the author’s last name and the year of
the publication. The publication year is surrounded by parentheses: Jones (1986). If the citation is
at the end of the discussion, the author's last name and year of publication are separated by a
comma and surrounded by parentheses: (Jones, 1986). Since the citation is part of the last
sentence, a period always follows the ending parentheses of the citation.
Use the following guidelines for citations within the body of the paper:
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One work by one author
o Use the surname only and the year of publication appropriately placed in the text.
o If the name of the author appears as a part of the narrative, place only the year of
publication in parentheses.
Walker (2000) compared reaction times . . .
o If the name of the author does not appear as a part of the narrative, place both the
name and the year of publication in parentheses.
In a recent study of reaction times (Walker, 2000) . . .
o NOTE: Within the same paragraph in which the author and year of publication are
cited, one need not include the year in subsequent references as long as the work
cannot be confused with other works cited in the same article.
In a recent study of reaction times, Walker (2000) described the method . . .
Walker also found . . .
One work by multiple authors
o If using a work with two authors, cite both names every time the reference occurs
in text.
o If using a work with three, four, or five authors, cite all authors the first time the
reference occurs; in subsequent citations include only the surname of the first
author followed by et al (not to be italicized and should have a period after “al”)
and the year if it is the first citation of the reference within a given paragraph.
Wasserstein, Zappulla, Rosen, Gerstman, and Rock (1994) found [Use as
first citation in text].
Wasserstein et al. (1994) found [Use as subsequent first citation per
paragraph thereafter].
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Wasserstein et al. found [Omit year from subsequent citations after first
citation in paragraph].
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•
•
•
If two references with the same year shorten to the same form (e.g., both Bradley,
Ramirez, & Soo, 1994, and Bradley, Soo, Ramirez, & Brown, 1994, would both shorten to
Bradley et al., 1994), cite the surnames of the first author and of as many of the subsequent
authors as necessary to distinguish the references.
o Bradley, Rairez, and Soo (1994) and Bradley, Soo, et al. (1994).
If a work has six or more authors, cite only the surname of the first author followed by et
al. and the year in the first and subsequent citations.
If two references with six or more authors shorten to the same form, cite the surnames of
the first authors and of as many of the subsequent authors as necessary to distinguish
between the references.
o Kosslyn, Koeng, Barrett, Cave, Tang, and Gabrieli (1996).
o Kosslyn, Koenig, Gabrieli, Tang, Marsolek, and Daly (1996).
To avoid confusion cite them as follows:
o Kosslyn, Koenig, Barrett, et al. (1996) and Kosslyn, Koenig, Gabrieli, et al. (1996)
o Join the names in multiple author citation in running text by the word and. In
parenthetical material, such as tables, captions, and reference list, join names with
an ampersand (&).
Lockwood and Sharpe (2004) demonstrated . . .
. . . as was demonstrated (Lockwood & Sharpe, 2004).
Groups as Authors
o Groups that serve as authors (e.g., corporations, associations, government agencies,
and study groups) are usually spelled out each time they appear in text citation.
However, some group authors (e.g., associations, government agencies) are spelled
out in the first citation and abbreviated thereafter. To determine whether or not to
abbreviate, use the general rule that enough information must be given in the text
cited for the reader to locate the entry in the reference list.
Entry in reference list: National Institute of Mental Health. (1999).
First text citation: (National Institute of Mental Health [NIMH], 1999)
Subsequent text citations: (NIMH, 1999)
o The name of universities as group authors should be written out in full, both in
reference lists and text citations.
University of Pittsburgh. (1993).
(University of Pittsburgh, 1993) . . .
Works With No Authors (Including Legal Material) or With an Anonymous Author
o If using a work with no author, cite in the 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.
on free care (“Study Finds,” 1982).
the book College Bound Seniors (1979).
o Cite legal materials (court cases, statutes, and legislation) by the first few words of
the reference and the year.
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o Anonymous works are cited with the word Anonymous followed by a comma and
the date.
(Anonymous, 1998).
o In the reference list anonymous work is alphabetized by the word Anonymous.
Authors With the Same Surname
o If a reference list includes publications by two or more authors with the same
surname, include the author’s initials in all text citations, even if the year of
publication differs.
R. D. Luce (1959) and P. A. Luce (1986) also found . . .
J. M. Goldberg and Neff (1961) and M. E. Goldberg and Wurtz (1972)
studied . .
Two or More Works Within the Same Parentheses
o Order the citations of two or more works within the same parentheses in the same
order in which they appear in the reference list.
o Arrange two or more works by the same authors by year of publication. Place inpress citations last.
o Give authors’ surnames once; for each subsequent work, give only the date.
Past research (Edeline & Weinberger, 1991, 1993) . . .
Past research (Gogel 1984, 1990, in press) . .
o Identify works by the same author with the same publication date by the suffixes a,
b, c, and so forth after the year; repeat the year.
Several studies (Johnson, 1991a, 1991b, 1991c; Singh, 1983, in press-a, in
press-b) . .
o List two or more works by different authors who are cited within the same
parentheses in alphabetical order by the author’s surname.
Several studies (Balda, 1980; Kamil, 1988; Pepperberg & Funk, 1990) . . .
o One may separate a major citation from other citations within parentheses by
inserting a phrase, such as see also, before the first of the remaining citations,
which should be in alphabetical order.
(Minor, 2001; see also Adams, 1999; Storandt, 1997).
Classical works
o If a work has no publication date, cite in text the author’s name followed by a
comma and n.d. for “no date.”
o If a date of publication is inapplicable, such as with very old works, cite the year of
translation used, preceded by trans., or the year of the version used, followed by
version.
o When the original date of publication is known, include this in the citation:
(Aristotle, trans. 1931).
James (1890/1983).
Reference entries are not required for major classical works, such as ancient Greek and
Roman works and the Bible; simply identify in the first citation in the text the version
used.
o Gen 1:1 (revised Standard Version).
Sample Paper
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•
•
•
16
Specific parts of a source
o To cite a specific part of a source, indicate the page, chapter, figure, table, or
equation at the appropriate point in the text. Always give page numbers for
quotations:
(Cheek & Buss, 1981, p. 332).
(Shimamura, 1989, chap. 3).
For electronic sources that do not provide page numbers, use the paragraph number, if
available, preceded by the abbreviation para. or the ¶ symbol. If neither the 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.
o (Myers, 2000, ¶ 5).
o Beutler, 2000, Conclusion section, para. 1).
Personal communication
o Personal communications include letters, memos, some electronic communications
(e.g., e-mail or messages from non-archived discussion groups or electronic
bulletin boards), personal interviews, and telephone conversations. Because they do
not provide recoverable information, personal communications are not included in
the reference list. Cite personal communications in text only. Give initials as well
as the surname of the communicator and provide as exact a date as possible.
T. K. Lutes (personal communication, April 18, 2001).
(V. G. Nguyen, personal communication, September 28, 1998).
Citations in parenthetical material
o In citation that appears in parenthetical text, use commas (not brackets) to set off
the date.
(see table 2 of Hashtroudi, Chrosniak, & Schwartz, 1991, for complete
data).
Citing 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. Example,
Kidpsych is a wonderful interactive Web site for children (http://www.kidpsych.org).
No reference entry is needed for the example above, for the reader is not being directed to any
item(s) on the web site itself.
HOWEVER, if any reference is made to any text on the site, a proper citation including author (or
title), date, and location must be made. A proper reference must also be placed on the reference
page. The format for in text citations is the same for an online source as the regular hardcopy
publication (see examples above). The one modification occurs when there is no page number to
cite for a direct quote. In this instance, after the author and date, the section is listed then the
paragraph number using the symbol for paragraph (¶). Example: (Booker, 2004, Introduction
section, ¶ 4).
Sample Paper
17
References
References are alphabetized and arranged using the first letter of the author's last name.
Alphabetize letter by letter. For instance, Brown, A. R., will go before Brown, A. S.; "Mac" will
precede "Mc." For corporate authors, use the first significant word first. For works with no
authors, the title takes the place of the author. The reference list is alphabetized by the first
significant word in the title.
Authors who have more than one work listed on the reference page are ordered using the earliest
work first. If a primary author has worked with different secondary authors, begin with the last
name of the primary author, then alphabetize based on the last name of the secondary author. For
additional examples, refer to the Publication Manual of the APA, 5th Edition (2001), or The Gregg
Reference Manual, 10th Edition (2005).
Multiple citations by an author or group of authors within a single year are distinguished with
lower case letters. The ordering of the letters must match the year-letter combination used in
citations of the works and should be as close as possible to chronological order. For example,
consider that Charles Holt published articles in January, March, and December of 2003. The
reference for the first would be (Holt, 2003a), the second (Holt, 2003b), and the third (Holt,
2003c).
Every reference must have four parts: Author; (date); title; and publication information. In the
reference, periods, not commas or semi-colons separate the parts.
The title of a book or electronic document is in italics. For periodicals, magazines, and
newspapers, the name of the publication is in italics, not the title. Underlining is NEVER used
except with a hyperlink or Uniform Resource Locator (URL).
For electronic sources, add a retrieval statement at the end of the reference material stated above.
In the event the document was retrieved from a database, cite the database and not the URL.
Author. (date). Article title. Publication information. Retrieved June 22, 2004, from ProQuest
database.
If the information is obtained from an aggregated database, the name of the database is sufficient;
no URL address is needed.
For any source of material not included in this work the Publication Manual of the APA, 5th
Edition (2001), or models found on www.apastyle.org, will be the rule. If unable to find an
adequate example on which to model the reference, find the one, which most closely resembles
the material used, or find more resources that are appropriate.
Examples of common references follow. The number of the example corresponds to the number in
the box at the left of the example.
Sample Paper
List of Reference Examples
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
The reference for this document
Television broadcast
Report from a private organization
Opposing viewpoint article
Multi-page document on web created by private organization, no date
Stand-alone document on web, no author identified, no date
Single episode from a television series
Daily newspaper article, electronic version available by search
Magazine article
Journal article, two authors, journal paginated by issue
Report available from the Educational Resources Information Center (ERIC)
Book, no author or editor
Online dictionary
Computer software
Television series
Book, third edition, Jr. in name
The Gregg Reference Manual
Encyclopedia or dictionary
Daily newspaper article, discontinuous pages
Computer software and manual
Motion picture
U.S. government report available on government agency Web site, no publication date
indicated
University of Phoenix e-text accessed through rEsource
Internet articles based on a print source
University of Phoenix simulation
Journal article retrieved from an electronic database
An independent document on the Web
FOR ALL REFERENCE MODELS NOT LISTED THE PUBLICATION MANUAL OF THE
APA, 5TH EDITION (2001) WILL SERVE AS FINAL AUTHORITY.
18
Sample Paper
19
References
1
American Psychological Association. (2001). Publication manual of the American Psychological
Association (5th edition). Washington, DC: American Psychological Association.
2
Crystal, L. (Executive Producer). (1993, October 11). The MacNeil/Lehrer news hour
[Television broadcast]. New York and Washington, DC: Public Broadcasting Service.
3
Employee Benefit Research Institute. (1992, February). Sources of health insurance
and characteristics of the uninsured (Issue Brief No. 123). Washington, DC: Author.
4
Gallagher, M. (2003). Divorce harms children. In O. Auriana (Ed.), The family.
Farmington Hills, MI: Gale Group. Retrieved June 27, 2004, from Opposing
Viewpoints Resource Center.
5
Greater New Milford (Ct) Area Healthy Community 2000, Task Force on Teen and
Adolescent Issues. (n.d.). Who has time for a family meal? You do! Retrieved
October 5, 2000, from http://www.familymealtime.org
6
GVU’s 8th WWW user survey. (n.d.). Retrieved August 8, 2000, from http:// www.cc.
gatech.edu/gvu/user_surveys/survey-1997-10/
7
Hall, B. (Writer), & Bender, J. (Director). (1991). The rules of the game [Television
series episode]. In J. Sander (Producer), I’ll fly away. New York: New York
Broadcasting Company.
8
Hilts, P. J. (1999, February 16). In forecasting their emotions, most people flunk out.
New York Times. Retrieved November 21, 2000, from http://www.nytimes.com
9
Kandel, E. R., & Squire, L. R. (2000, November 10). Neuroscience: Breaking down scientific
barriers to the study of brain and mind. Science, 290, 1113-1120.
Sample Paper
10
Klimoski, R., & Palmer, S. (1993). The ADA and the hiring process in organizations.
Consulting Psychology Journal: Practice and Research, 45(2), 10-36.
11
Mead, J. V. (1992). Looking at old photographs: Investigating the teacher tales that
novice teachers bring with them (Report No. NCRTL-RR-92-4). East Lansing, MI:
National Center for Research on Teacher Learning. (ERIC Document Reproduction
Service No. ED346082)
12
Merriam-Webster’s collegiate dictionary (10th ed.). (1993). Springfield, MA:
Merriam-Webster.
13
Merriam-Webster’s collegiate dictionary (10th ed.). (1993). Springfield, MA:
Merriam-Webster. Retrieved June 27, 2004, from http://www.merriam-webster
collegiate.com
14
Miller, M. E. (1993). The Interactive Tester (Version 4.0) [Computer software].
Westminster, CA: Psytek Services.
15
Miller, R. (Producer). (1989). The mind [Television series]. New York: WNET.
16
Mitchell, T. R., & Larson, J. R., Jr. (1987). People in organizations: An introduction
to organizational behavior (3rd ed.). New York: McGraw-Hill.
17
Sabine, W. (Ed.). (2005). The Gregg reference manual (10th edition) [University of Phoenix
custom edition]. Boston: McGraw-Hill Irwin.
18
Sadie, S. (Ed.). (1980). The new Grove dictionary of music and musicians (6th ed.,
Vols. 1-20). London: Macmillan.
19
Schwartz, J. (1993, September 30). Obesity affects economic, social status.
The Washington Post, pp. A1, A4.
20
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20
21
Schwarzer, R. (1989). Statistics software for meta-analysis [Computer software and
manual]. Retrieved March 23, 2001, from http://www.yorku.ca/faculty/academic/
schwarze/meta_e.html
21
Scorsese, M. (Producer), & Lonergan, K. (Writer/Director). (2000). You can count on me
[Motion picture]. United States: Paramount Pictures.
22
United States Sentencing Commission. (n.d.). 1997 sourcebook of federal sentencing
statistics. Retrieved December 8, 1999, from http://www.ussc.gov/annrpt/ 1997/sbtoc97.htm
23
University of Phoenix. (Ed.). (2001). Organizational behavior [University of Phoenix Custom
Edition e-text]. Boston: Pearson Custom Publishing. Retrieved December 5, 2001, from
University of Phoenix, Resource, ORG/502—Organizational Behavior Web site:
https://ecampus.phoenix.edu/secure/resource/resource.asp
24
VandenBos, G., Knapp, S., & Doe, J. (2001). Role of reference elements in the selection of
resources by psychology undergraduates [Electronic version]. Journal of
Bibliographic Research, 5, 117-123.
25
University of Phoenix. (Ed). (2002). Human relations and organizational behavior:
organizational structure [University of Phoenix simulation]. Retrieved August 20, 2004, from
University of Phoenix, rEsource, ORG/502 –Organizational Behavior simulation Web site:
https://mycampus.phoenix.edu/secure
26
Wilkins, J. M. (1999). The myths of the only child. Psychology Update, 11(1), 16-23. Retrieved
December 20, 1999, from ProQuest database.
27
Yolton, J.W. (n.d.). Appearance and reality. Retrieved July 15, 2004 from
http://etext.virginia.edu/cgi-local/DHI/dhicontrib.cgi?id=dv1-cont#