APA Guide

Contents

(Note: Unless otherwise noted, all page numbers given refer to the Prentice Hall Refernce Guide, 6th ed.)

Formatting

General Format -- pp. 497-499

• 8 1/2 x 11 paper
• Double space (everything)
• Do not justify the right margin and do not break words at the end of a typed line.
• Font-size 12, comparable to Courier, Courier New, Times, Times Roman, Times New Roman, Helvetica, Palatino (see p.498).
• Pages numbered in sequence starting with the Title Page. Numbers upper right hand margin at 1-inch margin from the side and ½ inch margin from the top of the page. (see pp. 498-499)
• Use an active voice
• Use a medium to formal tone is preferable for academic writing (see pp. 255, 257-260).
• An abstract is not needed unless requested by the fauclty person.

Title Page -- pp.436-437 (sample)

• Identify title page with a page header and the page # placed in the upper right hand corner at the 1-inch margin from the side; ½ inch margin from the top of the page.
• Page header- first 2 or 3 words of title typed five spaces to the left of the page number.
• Include the title, your name, the institution. Additionally, per the instructor's direction one might want to add the date and course identification (see p. 437).

Reference Page -- pp. 460-461 (sample)

• Any source listed on the References page must be cited in the body of the paper.
• Spell journal titles out in full.
• List references in alphabetical order.
• Start reference list on a new page.
• Type the word “References” in upper and lowercase letters – centered at the top of the page.
• Double-space all entries.
• Hanging indent format
• Use the official, two-letter U.S. Postal Service abbreviations for states.

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Writing Your Paper

• Write from an outline or a concept map.
• The first draft should be a rough form of the paper. Return to the paper a day or two later to write the final draft.
• Consider having a friend proof your paper.

• Refer to “Preparing an Outline- Format and Guidelines” at http://owl.english.purdue.edu/handouts/general/gl_outlin.html

II.

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Print References

• Periodical -- p. 429, #16-#20.
  
  Bouchikhi, H., & Kimberly, J. R. (2003). Escaping the identity trap. MIT Sloan Management Review, 44(3), 20-26.
• Note: Periodicals often list volume numbers, issue numbers and page numbers. APA requires the volume number. The issue number is usually not used, but may add clarity to your citation. page numbers are required. These are listed in a specific order and the volume number is always in italics; issue number enclosed in (  ) and the page numbers listed as a range only. 
• Volume(Issue), Page(s).
• Example: 44(3), 20-26.
  

• Nonperiodical (book) -- pp. 428-429, #1-#15.
  
  Anderson, D. (2001). Beyond change management: Advanced strategies for today’s transformational leaders. San Francisco: Jossey-Bass/Pfeiffer.
  
  
• If it is a common city, e.g. San Francisco, the state can be omitted, but if it is a less ommonly known city, or there are multiple towns by the same name, the state should be included, e.g. Marion, IN:.

• Book Chapters -- p. 428, #8.
  
  Goodman, M. (1955). Organizational inertia or corporate change momentum. In D. P. Cushman & S. Sanderson (Eds.), Communicating organizational change: A management perspective. (pp. 95-112). Albany, NY: New York Press.
  
  
• Classical Works (including the Bible) -- p.429, #15
  
  • According to APA, no entry is required for the References list for works such as Greek, Roman and Biblical citations. The first time the version is used in text, a citation is provided showing the version used and the chapter/verse/lines as is pertinent to the source. If subsequent references are used, it is then assumed that the same version will be used throughout the paper. If this is not the case, then a new in text citation must be provided.
    
    Book of Bible [abbreviated] chapter: verse, version of Bible used
    
    “I beseech you therefore, brethren, by the mercies of God, that you present your bodies a living sacrifice, holy, acceptable to God, which is your reasonable service” (Rom. 12:1, New International Version).
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  Electronic References
  
  

• Article from subscription database -- p.431, #28; p. 431, #25, 2nd example.
• Most articles in the library subscription databases, e.g. Academic Onefile; Business Source Premier, Gale Virtual Reference Library, etc., are simply scanned from the original paper format of the book/journal. For those it is preferable to use the format per below (PDF Format). But sometimes you only have access to the content of the article where it looks more like a web page than a scanned presentation of the original. For example, we offer full text of WSJ. The articles do not look anything like the paper newspaper, yet the full content of the articles is available to you through our online source for WSJ. These HTML  articles need to include the date you looked at the article online and decided to use it and the name of the actual database (not vendor) that you got it from online. Note that the database name is capitalized but the word database is not.
  
  Hopkins, S. A., Hopkins, W. E., & Thornton, B. (2002). Transforming low-tech environments into high-tech environments: Strategies and developmental barriers. SAM Advanced Management Journal, 67(1), 14-21. Retrieved June 16, 2007 from  General Business File ASAP database.
  
  
• The following is correct if your article truly represents its paper equivalent with no alterations (PDF format). These are scanned from the original paper and look like a journal article. -– p. 431, #25, 1st example.
• Note that the Electronic version is in square brackets, the E is capitalized and the v is not. It immediately follows the article title with no punctuation until after the ending square bracket.
  
  Hopkins, S. A., Hopkins, W. E., & Thornton, B. (2002). Transforming low-tech environments into high-tech environments: Strategies and developmental barriers [Electronic version]. SAM Advanced Management Journal, 67(1), 14-21.
  
  Note the capitalization of the first letter of the first word of the subtitle.
• Electronic book
  
  Fogg, C. D. (1999). Implementing your strategic plan. New York: AMACON. Retrieved June 16, 2007, from NetLibrary database.
  
  
• Internet-only journal, not restricted by a password — p. 431, #26.
  
  Oger, H. (2003) ‘Residence’ as the new additional inclusive criterion for citizenship. Web Journal of Current Legal Issues, 5. Retrieved July 26, 2007, from http://webjcli.ncl.ac.uk/2003/issue5/oger5.html
  
  Note that there is no period or underlining (hypertext) at the end when a url is used.
  
• Chapter/section from an internet document/website -- p. 431, #29
  
  Drucker, P. (n.d.) Will the corporation survive? Retrieved July 26, 2007, from http://drucker.cgu.edu/DruckerArchives/data/index.htm

• "In press" article -- no example given in The Prentice Hall Reference Guide
  
  Cruz, D., & Fill, C. (in press). Evaluating viral marketing: Isolating the key criteria. Marketing Intelligence & Planning. 
  • Articles that have been submitted and accepted for publication are in press. They are listed without giving volume, issue or paging until such time as they are published. 
  • If you have multiple entries by the same author, the in press article follows the published article.
  • If there are multiple in press articles by the same author, use (in press-a, in press-b, etc.) and list them alphabetically by the first word after the date element.
  • Emerald Insight provides access to in press articles. They are denoted with an E.
    
    
  
  

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Miscellaneous

Abbreviations

• Use sparingly, in the body of the paper.
  
• Term is written completely, then immediately followed by its abbreviation in parentheses the first time used. Then anytime that acronym is referred to in the paper the acronym can be used. [Ex.: College of Adult and Professional Studies (CAPS) ]
  
• Latin abbreviations: e.g. (for example), etc. (and so forth), i.e. (that is),
  vs. (versus, against)
  
• Reference abbreviations: p.= page, Ed.= editor, chap.= chapter, No.= numbers,
  pp.= pages, ed.= edition, 2nd= second, Vol(s).= volume(s)
  
• Jr., Sr., III, can be used with an author, but they are never alphabetized by them.
  
• Do not use titles, i.e. R.N., EdD, PhD, M.D., etc.

Colon

• Use between a grammatically complete introductory clause and the next clause which extends and further illustrates the thought. Ex: Freud (1930/1961) wrote of two urges: an urge toward union with others and an egoistic urge toward happiness.

Comma

• Use between a list of elements (three or more), before “and” “or” (He has DM, ASHD, and HTN).

Numbers

• If starting a sentence with a number, write the number out (Ten).
  
• Use words to express numbers below 10, i.e. one, two, three, four, etc. up to nine.

Paragraphs

• Must be longer than one sentence and shorter than one page.
  
• Indent the first line of every paragraph one half inch. This is usually represented by the first default tab stop.

Semicolon

• Use to separate two independent clauses not joined by a conjunction (Hiring in 2000 included 25 new people; hiring for 2001 included 14 new people.)

Spelling

• Use the spell check on your computer. (Some facilitators may require that spell check is done before submitting your paper.)
  
• Have your paper proof read by someone else.

Subject/Verb Agreement -- pp. 52-59

• A verb must agree in number (i.e., singular or plural) with its subject regardless of intervening phrases.

  Example: The percentage of correct responses as well as the speed of the responses increases with practice.

Pronouns- pp. 117-122

• Pronouns replace nouns. Each pronoun should refer clearly to its antecedent and should agree with the antecedent in number and gender. Use "who" for people, use "that" or "which" for animals and things.

  Ex: Neither the highest scorer nor the lowest scorer in the group had any doubt about his or her competence.

  Ex: The rats that completed the task successfully were rewarded.

Quotes – pp. 356-361

• A short quote, forty words or less, should be incorporated in the text and enclosed with double quotation marks. For this kind of a quote, the parenthetical phrase is considered part of the sentence to punctuation follows it: 
• Example: Jones (2007) contested that "Blah, blah, blah" (p. 367).
  
• A quote of forty words or more should be typed in a free standing block (p. 358). For this kind of a quote, the parenthentical phrase is not considered part of the quote since the quote could span more than one sentence. Place the ending punctuation and then the parenthetical for the page number. (pp. 34-35)  (Note: you do use pp. for a multiple page range).

Citation of Sources

• If paraphrasing or quoting, you MUST credit the source.
  
• Quotations: For a direct quote in the text, give the author’s last name, year, and page number in parentheses. (Ex.: According to Jones (2003), “The tax revenue for the city in 2002 was not enough to pay for the new road construction” (p. 23).
  
• Paraphrasing: When paraphrasing or referring to an idea contained in another work, do not include page number, just author and year. (Ex.: According to Jones (2003), the city did not have enough money for road construction from 2002.
  
• Secondary Sources: Typically it is best to use the original source for a quotation/paraphrase, but occasionally it is necessary to cite a secondary source, i.e. In John Smith’s work, he quoted Adam Moore’s perspective. The in text citation would look as follows: Adam Moore’s study (as cited in Smith, 2002) has shown that companies who…. The References list would show the information for the Smith source.

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Reference List Creation for WORD XP

You may want to create a style in WORD that will take care of the unique hanging indent and double spacing of the References list.

1. Go to Format/Styles and Formatting…
2. Select: New Style
3. Give it an appropriate name, i.e. APA References
4. Click on: Format, from the bottom right corner
5. Click on: Paragraph
6. Change or check 3 things on the next window:
• Indentation of left margin should be 0”
• Special should be: hanging indent
• Line spacing should be: double
7. Click OK
8. On the next window, check mark: Add to template.
9. Now, you should see your new style as an available choice. Click on it when starting to type your references list, after typing your title, References.
10. When you open a new document, you may have to “find” your created style. Go to:
• Format/Styles and Formatting
• Look at the options beside: Show:
• Select: All styles
• Find your newly created style and select it for your new document.

Reference List Creation for WORD 2007

Reference Point software

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Sample Title Page and References