American Psychological Association APA Writing and Documentation Style Orientation

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American Psychological Association (APA) Writing
and Documentation Style Orientation
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Purchase the APA Manual

• This orientation is only an overview of APA
  (2001) format.
• Students still need to purchase and use the APA
  (2001) Manual.
• Purchase Manual at Phoenix Bookstore
  http//www.thephoenixbookstore.com/
• (click on-line store) or other on-line retailers.

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apastyle.org website

• Info about the APA (2001) manual is found at
  http//www.apastyle.org/pubmanual.html
• See links to
• About APA Style
• Style Tips
• What's New

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APA General Requirements

• 12 point black font (Times Roman, Courier)
• 1 margin on all sides
• Major Sections
• Title Page
• Abstract (optional, consult faculty and/or
  assignment requirements)
• Body of Paper or Text
• References
• Appendices NOTE Sections such as appendices,
• Tables tables, and figures may not
• Figures be appropriate for all papers

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Expressing Ideas and Reducing Biases (See chapter
2 in APA Manual)

• Maintain continuity between words, themes, and
  sections.
• Use punctuation marks to show relationships.
• Use transitional words, phrases, and paragraphs.
• Say only what needs to be said.
• Avoid jargon, redundancy, and wordiness.
• Use direct, declarative sentences of various
  lengths that are logically composed.

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Expressing Ideas and Reducing Biases cont.

• Precision and Clarity
• Do not use third person when speaking about self.
• Avoid colloquial expressions such as write up for
  report.

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Expressing Ideas and Reducing Biases cont.

• Grammar
• Use active rather than passive verbs whenever
  possible.
• Use past tense to express action that occurred at
  a specific time in the past.
• Use the present tense to express past action that
  did not occur at a specific time or action that
  began in the past and continues to the present.
• Subject and verb must agree in number (singular
  vs. plural).
• Noun and pronoun must agree in number.
• See Section 2.06-2.08 for more details.

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Expressing Ideas and Reducing Biases cont.

• Level of Specificity
• Gender is a cultural term used to refer to men
  and women as social groups.
• Sex is used when a biological distinction is
  preferred.
• Use of Labels
• Use adjectives to describe people (elderly
  people) or put the person first (people who are
  elderly) rather than saying the elderly.

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Expressing Ideas and Reducing Biases cont.

• Gender
• Do not use masculine nouns (man) and pronouns
  (he) to refer to both sexes.
• Do not assume a discipline is one gender (use she
  for all nurses).
• Sexual Orientation
• Lesbians and gay men are preferable to
  homosexuals.
• Racial and Ethnic Identity
• Use capitalized proper nouns (White, Black).
• Negro, Afro-American, Caucasian are dated and
  discouraged.
• Refer to tables 2.1 (chapter 2) for more examples

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Expressing Ideas and Reducing Biases cont.

• Disabilities
• Do not equate people with a condition
  (schizophrenics or the disabled).
• The words challenged and special should be
  used only with permission.
• Age
• Be specific in providing age ranges.
• Avoid open ended descriptors such as over 65.
• Use boy and girl when referring to high
  school age and younger.
• Use men and women for those aged 18 and
  older.

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Expressing Ideas and Reducing Biases cont.

• The first time a term to be abbreviated is used,
  write it out completely and follow it by its
  abbreviation in parentheses.
• The American Nurses Associations (ANA)
  standards (2001).
• When referring to the same term later in the
  paper, the abbreviation can be used.
• The ANA (2001)..

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The Title Page
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Contains 5 Elements

• Page Header and Page Number
• Running Head for Publication
• Title of the Manuscript
• Byline or the Authors Name
• Institutional Affiliation

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What is the Running Head?

• An abbreviated title
• Never exceeds 50 characters including punctuation
  and spaces
• Typed flush left at the top of the page below the
  page header
• Typed in all upper case letters

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Title Guidelines

• Contains 10-12 words (capitalize all verbs,
  nouns, adjectives, adverbs, and pronouns, both
  words of a hyphenated word, and first word after
  a colon or dash)
• Stands alone and is easily compressible to form
  the words making up the running head
• Centered between the left and right margins
• Positioned in the upper half of the paper
• Double spaced if it has more than one line

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The Title Page

• Your faculty person may ask you to include a date
  of paper submission on the title page.
• THIS IS NOT AN APA GUIDELINE.

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The Abstract
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Abstract Guidelines

• Abstract summarizes the entire paper to no more
  than one paragraph in length.
• Abstract is dense with information but also
  brief, self contained, and non-evaluative.
• It is typed, double spaced, as a block of no more
  than 120 words (without indentation).
• It follows the title page.
• It begins with Abstract typed at top center of
  the page

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Introduction to the Paper
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Introduction Contents Characteristics

• Type title of manuscript at top center.
• Capitalize first letter of all verbs, nouns,
  adjectives, adverbs, pronouns, and first letter
  of the first word after a colon or dash as well
  as both words of a hyphenated word
• Exception In titles of books and articles in
  reference lists, capitalize the first word, all
  proper nouns, the first word after a colon or
  hyphen, and only the first word of a hyphenated
  compound.

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Introduction Contents Characteristics cont.

• Opens the body of the paper as a summarization of
  relevant arguments, data, and information
• Is 1-2 paragraphs in length
• Presents the specific problem under study
• Describes the research statement
• Is never labeled because it is clearly identified
  by its position in the paper

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Seriation
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Purpose of Seriation

• Organizes elements of the statement, concept or
  idea
• Clarifies the sequence or relationship between
  elements
• Indicated when elements are lengthy or complex
• Used to facilitate reader comprehension

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Two Distinct Formats

• Within a sentence or paragraph
• Identify each element with a small letter
  enclosed in parentheses.
• Separate paragraphs in a series
• Identify each element with a number.

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Within a Sentence or Paragraph
EXAMPLE WITH COMMAS The nursing process
contains five steps including (a) assessment,
(b) diagnosis, (c) planning, (d) implementation,
and (e) evaluation.
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EXAMPLE WITH COLONS
Bonnie Wesoricks (1986) research identified
three dimensions of professional practice (a)
independent, which is least reported by hospital
nurses (b) interdependent, which is reported
more frequently than independent and involves
many different disciplines and (c) dependent,
which is reported most frequently by hospital
nurses.
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Separate Paragraphs in a Series

• Number paragraphs to itemize conclusions or steps
  in a procedure.
• Each paragraph of the series is numbered.
• The number is followed by a period.
• The number IS NOT enclosed in parentheses.

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EXAMPLE OF A PARAGRAPH IN A SERIES

• The literature on Oppressed Behavior indicates
• nurses exhibit a variety of behaviors in the
  workplace
• Silence and a lack of voice (paragraph cont.)
• Inability to organize and form coalitions
  (paragraph cont.)
• Horizontal violence among and between colleagues
  (paragraph cont.)

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Headings
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Examples

• ONE HEADING
• Centered Uppercase and Lowercase Heading
• (Level 1)
• TWO HEADINGS
• Centered Uppercase and Lowercase Heading
• (Level 1)
• Flush Left, Italicized, Uppercase and Lowercase
• Side Heading (Level 3)

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Examples

• THREE HEADINGS
• 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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Examples

• FOUR HEADINGS
• Centered Uppercase and Lowercase Heading (Level
  1)
• Centered, Italicized, Uppercase and Lowercase
  Heading (Level 2)
• 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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Examples

• FIVE HEADINGS
• CENTERED UPPERCASE HEADING (Level 5)
• Centered Uppercase and Lowercase Heading (Level
  1)
• Centered, Italicized, Uppercase and Lowercase
  Heading (Level 2)
• 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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Tables Appendices
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Constructing Tables

• Type the word Table and its arabic numeral
  flush left at the top of the table.
• Double space and begin the table title flush
  left, capitalizing the initial letters of the
  principal words italicize the title.
• Double space the title if more than one line.
• Center column heads and subheads over the
  appropriate columns within the table capitalize
  only the initial letter of the first word of the
  heading.

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Constructing Tables cont.

• Allow at least three spaces between columns.
• Double space all lines.
• Separate the table title from the headings and
  the headings from the body with a line.

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Table 1 The Nurses Activity Scale Measure
and variable Score Mean
SD Variable 1
8 3 1.0 Variable
2 5
8 .5 Variable 3
7 5
2.5 Variable 4
6 6
0 Variable 5
9 4 1.5
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Constructing Appendices

• Begin each appendix on a new page.
• Type the word Appendix and the identifying
  capital letter (A, B, C, etc) at the top of the
  page centered The letters are used in the order
  the appendix is mentioned in the text).
• If there is only one appendix, type Appendix at
  the top of the page, centered.
• Double space all lines.

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Appropriate Citation of Quotes and Paraphrasing
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Paraphrasing versus Quoting

• It is preferable to paraphrase, rather than
  quote, the ideas of others unless the wording is
  so wonderful that a quote is warranted.
• How could you paraphrase the above sentence?

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Paraphrasing

• Original wording
• It is preferable to paraphrase, rather than
  quote, the ideas of others unless the wording is
  so wonderful that a quote is warranted.
• Paraphrased wordingIt is generally better to use
  your own words to describe someone elses ideas
  instead of restating someone elses words
  verbatim.

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Key Points to Remember

• Quotations (words and phrases not developed by
  the author) and paraphrasing (ideas not developed
  by the author but in the authors own words) must
  be properly cited.
• There may be more than one citation in a
  paragraph.

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Key Points to Remember cont.

• Citations should follow every sentence where the
  words and ideas are not original unless it is
  clear from the context that multiple sentences
  came from the same source.

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Two Types of Quotations

• Short Quotations are less than 40 words.
  Incorporate into the text and enclose with double
  quotation marks ( ).
• Long Quotations are more than 40 words Display in
  a double spaced block, indented five spaces from
  the left, with no quotation marks.

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Rules for all Quotations

• Anything that is directly quoted from someone
  elses work must be encased in quotation marks
  and properly cited or with ellipsis points.
• Use 3 ellipsis points () to indicate that
  material has been omitted within a sentence.
• Use 4 ellipsis points (.) to indicate material
  has been omitted between sentences (the first
  point indicates the period at the end of the
  first sentence quoted).

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Rules for all Quotations cont.

• Provide the author, year of publication, and
  specific page number of quote.
• Include a complete reference for all quotations
  in the reference list.

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Referencing Sources in the Body of the Paper
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Secondary Sources

• Cite the secondary source in the reference list.
• In text, name the original work and give a
  citation for the secondary source.
• Text Citation
• Blocks study (as cited in Kubsch
  Gallagher-Lepak, 2004) ..
• Reference List Entry
• Kubsch, M., Gallagher-Lepak, S. (2004). Nursing
  models for the postmodern era. Advances in Green
  Bay Nursing Chronicle, 22, 446-450.

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• ONE WORK BY ONE AUTHOR
• Author surname and year of publication
• Kubsch (2003) compared nurse staffing
  patterns
• In a recent study of nurse staffing patterns, it
  was found that ..(Kubsch, 2003).
• ONE WORK BY TWO AUTHORS
• Always cite both names every time the reference
  appears
• Connect the last names of a multiple author work
  with an ampersand (Smith Smith, 2004).

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• ONE WORK BY THREE, FOUR, or FIVE AUTHORS
• Cite all authors the first time the reference
  occurs.
• All further references, include only the surname
  of the first author followed by et al. and the
  year in parentheses.
• (first citation) Block, Kubsch, and
  Gallagher-Lepak, (2003) found..
• (second citation) These authors found that .
  (Block et al., 2003). OR Block and colleagues
  (2003) found that.

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• ONE WORK BY SIX OR MORE AUTHORS
• Cite only the surname of the first author
  followed by et al. and the year for the first and
  all subsequent citations
• In the reference list, provide the initials and
  surnames of the first six authors, and shorten
  any remaining authors to et al.

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• WORKS WITH NO KNOWN AUTHOR(S)
• Cite 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.
• Italicize the title of a periodical, book,
  brochure, or report.
• When the work is designated as Anonymous, cite
  the word followed by a comma and the date.

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• TWO OR MORE WORKS WITHIN THE SAME PARENTHESES
• Cite the works in the same order they appear in
  the reference list.
• Separate the citations with semicolons.

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• PERSONAL COMMUNICATIONS
• Includes letters, memos, e-mail, electronic
  bulletin boards, personal interviews, telephone
  conversations, etc.
• Are cited only in the text but not included in
  the reference list because information is not
  recoverable
• Give initials and surname of the communicator and
  the exact date of the communication
• M. J. DeVillers (personal communication, April 6,
  2001) found..
• Scholars do not always view nursing as a
  profession (M. J. Devillers, personal
  communication, April 6, 2001).

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Citing Electronic References in the Text

• Indicate the page, chapter, figure, table, or
  equation at the appropriate point in the text
• Always give page numbers for quotations (see
  section 3.34)
• The words page and chapter are abbreviated
• (Collins, 2000, p. 232)
• (Katz, 1989, chap. 3)

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Citing Electronic References in the Text

• If the electronic source does not provide page
  numbers, use the paragraph number preceded by the
  paragraph symbol or the abbreviation para
• If the paragraph and page number are not
  visible, cite the heading and the number of the
  paragraph following it to direct the reader to
  the location of the material (see section 3.39)
• (Wilson, 2000, 5)
• (Spender, 2000, Conclusion section,
  para. 1)

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Citing Electronic References in Text No Author
Listed

• If you cannot find an author, cite the first few
  words of the reference list entry (usually the
  title and year).
• The homepage of UW-Green Bays Professional
  Program in Nursing (2003) has a PowerPoint
  presentation about APA format (American
  Psychological Association Writing, 2003).

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The Reference List
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• Start the reference list on a new page
• Type the word References center top of page
• Double space ALL LINES between and within entries
• Use a hanging indent format
• Arrange alphabetically
• If same first author arrange by year of
  publication

• Rules

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Table 1 Acceptable Abbreviations for Reference
List Entries Abbreviation
Reference list entry chap. chapter ed. edition
Rev. ed. revised edition 2nd ed. Second
edition Ed. (Eds.) Editor (Editors Trans. Trans
lator(s) n.d. no date p. (pp.) page
(pages) Vol. Volume (as in Vol.
4) vols. volumes (as in 4 vol.) No. Number Pt.
Part Tech Rep. Technical Report Suppl. Suppl
ement
More Rules
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Generic Format of Entries
Periodical (includes journals and scholarly
newsletters) Author, A. A., Author, B., B.,
Author, C. C. (2003). Title of article.
Title of Periodical, vol.(issue), page
numbers. Nonperiodical (includes books, reports,
manuals, and AV media) Author, A. A. (2003).
Title of book. Location Publisher. Chapter in an
Edited Book Author, A. A., Author, B. B.
(2003). Title of chapter. In A. Editor,
B. Editor, C. Editor (Eds.), Title of book (pp.
). Location Publisher.
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Journal Citations on the Reference List
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• One Author
• Brookfield, S. (1993). On impostorship, cultural
  suicide, and other dangers How nurses learn
  critical thinking. Journal of Continuing
  Education in Nursing, 24, 197-205.
• Two Authors
• Kane, D., Thomas, B. (2000). Nursing and the
  F word. Nursing Forum, 35(2), 17-24.

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• Three to Six Authors
• Ossana, S. M., Helms, J. E., Leonard, M. R.
  (1992). Do womanist identify attitudes
  influence college womens self esteem and
  perceptions of environmental bias? Journal of
  Counseling and Development, 70, 402-408.

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• More than Six Authors
• Sherr, M., Maddox, J. E., Mercandante, B.,
  Prentice-Dunn, S. I., Jacobs, B., Rogers, R. W.,
  Katz, M., et al. (1982). The self-efficacy scale
  Construction and validation. Psychological
  Reports, 81, 663-671.

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Book Citations in the Reference List
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General Information

• Give the name of the publisher as briefly as
  possible
• Write out the names of associations,
  corporations, and university presses
• Omit superfluous terms such as Publishers,
  Co., or Inc.
• Retain words such as Books and Press

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Table 2 Cities Not Needing State, Territory Code,
or Country Name in the Reference List
American cities Other
cities Baltimore New York Amsterdam
Paris Boston Philadelphia Jerusalem
Rome Chicago San Francisco London
Stockholm Los Angeles Milan
Tokyo Moscow Vienna
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Table 3 Use Post Office Abbreviations for States
and Territories Location
Abbreviation Location Abbreviation Alabama AL
Missouri MO Alaska AK
Montana MT American Samoa AS
Nebraska NE Arizona AZ
Nevada
NV Arkansas AR New Hampshire
NH California CA New Jersey
NJ Canal Zone CZ
New Mexico NM Colorado
CO New York NY Connecticut
CT North Carolina
NC Delaware DE
North Dakota ND District of
Columbia DC Ohio
OH Florida FL
Oklahoma OK Georgia
GA Oregon
OR
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Table 3 cont. Abbreviations for States and
Territories Location Abbreviation
Location Abbreviation Guam GU Pennsylvania
PA Hawaii HI Puerto Rico PR Idaho ID Rhode
Island RI Illinois IL South
Carolina SC Indiana IN South
Dakota SD Iowa IA Tennessee TN Kansas KS T
exas TX Kentucky KY Utah UT Louisiana LA V
ermont VT Maine ME Virginia
VA Maryland MD Virgin
Islands VI Massachusetts MA Washington WA Mich
igan MI West Virginia WV Minnesota MN Wiscons
in WI Mississippi MS Wyoming WY
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Examples of Book Citations
Vaill, P.B. (1996). Learning as a way of
being. San Francisco Jossey-Bass.
Hayes, E., Flannery, D. (2000). Women
as learners. San Francisco Jossey-Bass.
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• With an Edition
• hooks, b. (2000). Feminist theory From margin to
  center (2nd ed.). Cambridge South End Press.
• NOTE bell hooks, a Black feminist does not
  capitalize her name in any publication,
  therefore, she is cited appropriately.
• With an Organization as Author, Edition, and
  Capitalization of Proper Nouns
• The American Nurses Association (2003).
  Nursings Social Policy Statement (2nd ed.).
  Washington DC Author.

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• Edited Book
• Belenky, M. F., Clinchy, B. M., Goldberger, N.
  R., Tarule, J. M. (Eds.). (1997). Womens ways
  of knowing. New York Basic Books.
• No Author or Editor
• Rogets II The new thesaurus (3rd ed.). (1995).
  New York Houghton Mifflin.

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• Chapter in a Book with an Unknown Editor
• Jarvis, P. (1992). Learning practice knowledge.
  In Professionals ways of knowing New findings
  on how to improve professional education (pp.
  89-95). San Francisco Jossey-Bass.

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• Chapter in an Edited Book
• Hofstader, R., Munger, P. D. (1990). Education
  in the workplace An integral part of the
  development of professionals. In R. M. Cervero
  J. F. Azzaretto (Eds.), Vision for the future of
  continuing professional education (pp. 79-109).
  Athens The University of Georgia.

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Dissertations

• Published
• Martin, L. (1992). Structural Racism Maintaining
  hegemony in a white society. Dissertation
  Abstracts International, 54(01), 296A. (UMI
  No.2643857)
• Unpublished
• Alfred, M. (2001). The maintenance of an
  underclass with manmade language and
  institutionalized patriarchy. Unpublished
  doctoral dissertation. University of
  Wisconsin-Milwaukee.

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Electronic References
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Always

• Direct readers as closely as possible to the
  information being cited reference specific
  documents rather than home or menu pages.
• Provide addresses (URLs) that work.

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Minimum Requirements

• Authors name whenever possible (may be the web
  cite name go back to the home page or navigate
  around the site to find it)
• If you cannot, find an author, cite the first few
  words of the reference list entry (usually the
  title) and the year
• Document title or description
• Date of publication, update, or the date of
  retrieval
• An Internet address or Uniform Resource Locator
  (URL)

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Transposing a URL to the Reference List

• Copy the URL directly from the address window in
  the browser and paste it into the paper.
• Do not insert a hyphen if the URL needs to be
  broken..
• Always break a URL after a slash or before a
  period.
• Test the URL regularly.
• If the document cited has moved, update the URL.
• If the document is no longer available,
  substitute another source or drop it from the
  paper.

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General Form for Electronic References

• Online periodical
• Author, A. A., Author, B. B., Author,   C.
  C. (2003). Title of article. Title of  
  Periodical, volume, page numbers.
• Retrieved month, day, year, from URL.
• Online document
• Author, A. A. (2003). Title of work.
  Retrieved month day, year, from source.

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Internet Article Based on a Print Source

• 1. Articles are duplicates of print versions,
  therefore, the same basic primary journal
  reference is used
• 2. Make a note of electronic version
• Goldberger, N. (1997). Ways of knowing Does
  gender matter? Electronic Version. Journal of
  Continuing Education in Nursing, 5, 117-123.

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Article in an Internet Only Journal

• Fredrickson, B. L. (2000, March 7).
• Cultivating positive emotions to
• optimize health and well-being.
• Prevention Treatment, 3, Article
• 0001a. Retrieved November 20,
• 2000, from
• http//journals.apa.org/prevention
• volume3/pre0030001a.html

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Stand Alone Document Organizational Author
University of Wisconsin Green Bay (2000).
The Green Bay idea. Retrieved July 10,
2001, from UWGB website
http//www.uwgb.edu/idea/uwgb-idea3.htm
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Electronic Article Retrieved from a Data Base
Roberts, S.J. (2000). Development of a positive
professional identity Liberating oneself
from the oppressor within. Advances in
Nursing Science, 22(4), 71-82. Retrieved
July 20, 2000, from CINAHL.
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Remember that this PowerPoint presentation does
not replace the APA manual. You must still
purchase the 5th edition.