Revised APA: The Easy Way! Style A Quick Guide This is an APA style guide for the most commonly used citation formats adapted from the APA Publication Manual, 6th edition. This document also contains numerous related guidelines for preparing your Research paper in TCH ED 6909. Tom Stephens, Ed.D. Transition to Teaching Program/TFA University of Missouri - St. Louis Updated: Jan. 15, 2016
Contents: APAStyle A Quick Guide Look Here First Topics Page Topics Page Introduction 1 The Owl (APA Resourse) APA Paper Format Page Breaks (not line breaks) Citations: The Basics 2-4 The two types of citations Paraphrasing Quotations Citing Authors Personal Communication Procedures for using personal communication More Citing Authors Block Quotes Citing Secondary Sources Unknown Author or Anonymous Helpful Hits and Tips 4 Grades Grade level At-risk Curriculum Grade-Level Expectations Etc. & Contractions Percentages Use of Quotation Marks Missouri Achievement Levels Personal Pronouns The Researcher (that s you) Acronyms Website and Internet Tests Voice The No Child Left Behind Law State % Not Percent Ethnicity Learning Gaols Clearly Wikapedia Table Manners 5 References Page Format 6 In-Text Citations and References on the 7 References page Numbers 8 Indicating grade levels Additional Recourses and School Data 9 Page Breaks & Line Breaks 10 Citing Websites 11 Cannot find the Answer Go Here: http://owl.english.purdue.edu/owl/resource/560/01/
Introduction This APA Handbook has two general components. Primarily, it is a concise guide to crafting your research paper in Research I (6909) using the APA style. It is based on the current edition of the APA Publication Manual (corrected printing, 2009). While it is not a comprehensive APA Manual, it does provide the rules for most intext citations, and the format for references. The best APA Reference. APA Resourse: http://owl.english.purdue.edu/owl/resource/560/01/ The other component emphasizes the correct usage of common educational terms, and frequent mistakes related to both components of the document. Students will find this component of the handbook to be especially helpful. Students will find more comprehensive APA Style resources at the end of this document. Note: During this course, if I send you another students paper by mistake, please let me know and delete the file. APA Paper Format All papers should be double-spaced throughout, (including the reference section) with one inch margins all around. Do not add extra lines between paragraphs or sections. The font should be 12 point, and you should use a serif type style (with the hooks and curly-cues), such as Times or Century School Book. The first sentence in all paragraphs must be indented half an inch, NOT five spaces. Use only one space following a period, comma, semicolon, colon, question mark. In other words, one space between sentences 1. One space between author s initials. No extra lines after titles, headings, between sections, after reference list entries, etc. Hit enter once at the end of a paragraph. Align text left. Students utilizing the Sample Starter file provided by the instructor will find most of the above inclusive in that file. 1 APA Changes 6th Edition suggests using two spaces after periods ending sentences to aid readability. For purposes of this course students can use one or two spaces, but make sure you are consistent. Pages When separating sections in your paper (the Title page, the Abstract, the Contents, each chapter, the Reference page, and each Appendix) use page breaks NOT line breaks. In MS Word click on the Insert tab (top tool bar) and select Page Break. There are key commands for this function depending on your version of Word and the platform of choice. Do not use line breaks to separate sections (see page 10). Running Head The running head is a shortened title (no more than 50 characters, including spaces) that appears on every page. All caps. Example Project Title: Will Baking Cookies in a Third-grade Classroom Improve Reading Achievement Example Running Head: Running Head: BAKING COOKIES # Include the words Running Head Upper and lower case. Shortened title is in all caps. Add page number Use the automatic functions of your word-processing program to create a header that contains the running head and the page numbers for your paper. The running head must appear on the top of every page. Page 1
In-Text Citations: The Basics There are two types of citations: 1. Paraphrasing: Involves putting a passage from source material into your own words. A paraphrase must also be attributed to the original source. Paraphrased material is usually shorter than the original passage, taking a somewhat broader segment of the source and condensing it slightly. Example: All of the teachers in Missouri must pass the Praxis in their content area (Chase, 2010). 2. Quotations: Must be identical to the original, using a narrow segment of the source. They must match the source document word for word, must be attributed to the original author, utilize opening and closing quotation marks, and a page or paragraph reference. All of the teachers in Missouri must pass the Praxis in their content area (Chase, 2010, p. 45). or Chase (2010) states, All of the teachers in Missouri must pass the Praxis in their content area (p. 45). Citating Authors: Paraphrase the work by One Author: Text goes here (Petty, 1994). A Work by Two Authors: Text goes here (Wegener & Petty, 1994). A Work by Three to Five Authors: Notice no quotation marks, no page or paragraph reference, and the location of the period. Notice Notice the the Ampersand &. Notice the use of quotation marks, a page reference, and the locations of the comma and period. When identifying an author it is always necessary to also indicate the year (Example: Chase, 2010). Do not indicate the title of the publication only the author(s) and the year. List all the authors in the signal phrase or in parentheses the first time you cite the source. Text goes here (Kernis, Cornell, Sun, Berry, & Harlow, 1993.) After the first citation, only use the first author s last name followed by et al. in the signal phrase or in parentheses. Text goes here (Kernis et al., 1993). Six or More Authors: The first time and subsequently use the first author s name followed by et al. in the signal phrase or in parentheses. Text goes here (Harris et al., 2001). APA Hints/Tips When you provide the reader w/an author(s) name you must also provide the year of the publication. Example: Smith (2016) or (Smith, 2016) It is not necessary to qualify or vent the author(s) in the text. Example: Brown (2015), teacher in the Kansas City School District. Should be Brown (2015).... Also it is not necessary to provide the reader w/the name of a Journal or book in the text. That information can be identified in the references. Example: Brown (2015) states in the Journal of Scientific America, that.. Page 2
In-Text Citations: The Basics More About Using Exact Quotes Example: Critser (2003) noted that despite growing numbers of overweight Americans, many health care providers still remain either in ignorance or outright denial about the health danger to the poor and the young (p. 5). or Despite growing numbers of overweight Americans, many health care providers still remain either in ignorance or outright denial about the health danger to the poor and the young (Crister, 2003, p. 5). Personal Communication Personal interviews, memos, letters, email Should be cited in the text only, not in the reference list. (Use the first initial with the last name in parentheses.) Example: One of Atkinson s colleagues, who have studied the effect of the media on children s eating habits, has contended that advertisers for snack foods will need to design ads responsibly for their younger viewers (F. Johnson, personal communication, October 20, 2013). Remember, personal interviews helps validate your statements. These can be especially helpful for use in Chapter 2. Procedures for using personal communication: Because they do not provide recoverable data, personal communications are not included in the reference list. Cite personal communications in text only. Give the initials as well as the surname of the communicator, and provide as exact a date as possible. Examples: I. M. Smith (personal communication, April 1, 2000). or Student suspensions at the research site are up 15% during the 2010 school year (I. M. Smith, personal communication, February 14, 2010). or I. M. Smith, the building principal, stated that student suspensions at the research site are up 15% during the 2010 school year (personal communication, February 14, 2010). More Citing Authors: Paraphrase the work by One Author: Text goes here (Petty, 1994). A Work by Two Authors: Text goes here (Wegener & Petty, 1994). A Work by Three to Five Authors: List all the authors in the signal phrase or in parentheses the first time you cite the source. Text goes here (Kernis, Cornell, Sun, Berry, & Harlow, 1993.) After the first citation, only use the first author s last name followed by et al. in the signal phrase or in parentheses. Text goes here (Kernis et al., 1993). Six or More Authors: The first time and subsequently use the first author s name followed by et al. in the signal phrase or in parentheses. Text goes here (Harris et al., 2001). Page 3
In-Text Citations: The Basics Block Quotes Block quotes are used for quotes of more than 40 words. Use block quote for quotes over 40 words. Indent the block quote five spaces or half an inch and do not use quotation marks. As in the rest of your paper, use double spacing. Notice that in block quotes, the period goes before the parentheses. This is different than with short quotes. Example: More text here more text here more text here. More text here more text here more text here. More text here more text here more text here. More text here more text here more text here. More text here more text here more text here. More text here more text here more text here.x. Rossett (1995) points out the importance of examining records and outcomes: The examination of extant data is a wonderful needs assessment tool because it is inexpensive. This tool takes the instructional technologist across the organization in search of the natural outcomes of effective and ineffective performance. It involves asking colleagues for the data that automatically flow from their work. The only challenge is to convince colleagues that they ought to release that information to you. (p. 192) Thus, using existing data could be more text here more text here more text here. Citing Secondary Sources The use of secondary sources is acceptable, but this practice should be kept to a minimum. The reason is b/c it is best to gather information directly from the original author. This avoids confusion or misunderstanding. Secondary Sources In-text Citation According to Brown (as cited in Jones, 2015), the characteristics. Secondary Sources in the References page Brown, G. (2015). Whole Brain Teaching. New York, NY: Pearson. Brown is mentioned in the body of the paper so the reader will understand that any ideas being cited are actually ideas written by Jones. Note: the use of as cited in in the in-text reference. Unknown Author or Anonymous If the work does not have an author, cite the source by its title in the signal phrase or use the first word or two in the parentheses. Titles of books and reports are italicized or underlined; titles of articles, chapters, and web pages are in quotation marks. A similar study was done of students learning to format research papers ( Using APA, 2001). Note: In the rare case the Anonymous is used for the author, treat it as the author s name (Anonymous, 2001). In the reference list, use the name Anonymous as the author. Page 4
Indicating Grades: Use the rule of numbers and use a hyphen in the following situations He is a sixth-grade teacher. He is a 12th-grade teacher. Grade level Grade level At-risk Always include a hyphen. Curriculum Grade-Level Expectations Course-Level Expectations Show-Me Standards End-of-Course (EOC) Do not use etc. And do not use contractions Don t use contractions Percentages Spell in text. Example: It is 30% or Thirty percent. Expressed with the percent character (30%) in a table. Quotation Marks You only use quotation marks when you cite an author(s). If you wish to draw attention to a word(s) or use a word(s) in a different context it is necessary to italicize the word(s). Btw, this is a very common error. Example: Smith stated, I am so sorry about that dent in your car. (Smith, 2012, p. 45). Wrong: So who developed the Standards, and GLEs, in the the best schools, so to speak? Correct: So who developed the Standards, and GLEs, in the best schools, so to speak? Missouri Achievement Levels Always italicized: below-basic, basic, proficient, and advanced Personal Pronouns Do not use of personal pronouns (e.g., we, our, I, my). Refer to yourself as the researcher. Acronyms Words are spelled out once then subsequently just the letters are used. Example: Missouri Assessment Program (MAP) Research Question Format.. therefore the research question for this project is as follows: will.....? Helpful Hints and Tips Common educational terms, and frequent mistakes Acronyms Exception: Do not use acronyms in citations. Example: Wrong: (DESE, 2011) Correct (Department of Elementary and Secondary Education, 2015). Website and Internet Use website one word in lower case unless at the beginning of a sentence. Internet is always capitalized. Tests No hyphens: pretest and a posttest. The No Child Left Behind law The NCLB law is not an act. State Do not use the term state or state standards. Examples: Wrong: The state is requiring this test. Wrong: DESE is requiring this test. Correct: This test is part of the Missouri Achievement Program. Ethnicity The following subgroups are included in AYP and recognized by DESE: Asian Individualized Education Plan (IEP) Hispanic (not Latino) Limited English Proficient (LEP) Black (use capital B) American Indian Free/Reduced Lunch Pacific Islander White (use capital W) Learning Goals Three learning goals, but not three separate learning goals. Clearly The data from this study clearly shows that baking cookies improves student achievement. The data from this research study clearly shows presents evidence that baking cookies improves student achievement. Do not site Wikapedia or the dictionary Page 5
Table Manners Tables will enhance your readers understanding of the information in the document. Consider using a table when there is a variety of information with a long narrative description. Example: My classroom has 13 students. Ten students are Black, two are White, and one is Asian. Table 1: Classroom Demographics Ethnicity Black White Asian Students 10 2 1 Data developed from the Adams Elementary School 2013 Core Data report. Simple Identifier Not bold, no gray, and no colors. All tables must be cited. Table Manners Checklist In-text tables must be indented five spaces. Entire tables must be single or double-spaced (suggest double). Do not cut & paste tables. Create each table, and the table may appear to have been created on a typewriter. Do not use colors or values of black or gray. Every table is identified sequentially and has very short descriptor (see example and no bold text). Make a reference in your text to the table, but do not indicate a position. Incorrect Example: Below in Table 2... Correct Example: Table 2 illustrates the MAP scores for Adams High School. If the table or its data are from another source, is the source properly cited (see example)? Tables must be in numeral order. Complex tables may be created in Excel and imported into Word. Horizontal lines are acceptable, but not vertical lines. Expansive or complex tables can be placed in the Appendix with a capital letter before the numerical. Example: Table C3. (Indicates Table 3 is Appendix C) If the researcher is compelled to use a table or chart created by another source it should be placed in an appendix and referenced in the text. Figures: charts, graphs, drawings, photographs, maps, etc. PLACE IN AN APPENDIX. Tables: numbers or words in columns or rows. Page 6
Reference Page Your reference page list starts on a new page and should have the word References centered at the top of the page (not bold, not underlined, and only the first letter capitalized). All references must be double spaced. Do not add an extra line in between references. Use hanging indents, which means that the first line of each reference goes all the way to the left margin, with the following lines of each reference indented. Remove all hyperlinks (see how to delte hyperlinks). References Alexander, P.A., & Jetton, T.L. (2000). Learning from Text: A multidimensional and developmental perspective. Handbook of reading research, 3, 285 310. 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 Kansas City Missouri School District (2010). 2010-2011 Student Handbook and Code of Student Conduct. Retrieved from http://kcmsd.net/documents/sy%202010-2011/student%20handbook%20 2010-2011.pdf Phillips, B. (2011). Smith-Hale College Preparatory 6th & 7th Grade Center/Hickman Mills C-1 School District [Powerpoint slides]. Retrieved from webmail.hickmanmills.org Department of Elementary and Secondary Education (2008). Grade-Level Expectations Communication Arts. Retrieved from http://dese.mo.gov/divimprove/curriculum/gle/cagle.html Therrien, W. J., Gormley, S., & Kubina, R. M. (2006). Boosting fluency and comprehension to improve reading achievement. TEACHING Exceptional Children, 38(3), 22-26. Ervin Middle School Report Card. (2010). Retrieved from http://dese.mo.gov/planning/profile/building/ arsd0480722070.html Department of Elementary and Secondary Education. (September 12, 2011). Troost Elementary School Report Card. Retrieved from http://mcds.dese.mo.gov/guidedinquiry/ School%20Report%20Card/School%20Report%20Card.aspx KIPP Endeavor Academy (2010). About KIPP Endeavor. Retrieved September 21, 2012, from http://kippendeavor.org/about/ EXAMPLE REFERENCES PAGE Retrieval Dates: Yes or No? Do not include a retrieval date prior to the hyperlink unless the source material may change over time. Example: In the above two references, the KIPP Academy website can be updated and changed. The Troost Elementary School 2013 Report Card is not likely to change. Page 7
In-Text Citations and References on the References Page Your reference page list starts supports your in-text citations. Below are examples taken from the references list on the previous page. EXAMPLE REFERENCES AND CITATIONS Reference Example KIPP Endeavor Academy (2010). About KIPP Endeavor. Retrieved September 21, 2012, from http://kippendeavor.org/about/ In-text Citation Example KIPP schools serves students who are historically educationally disadvantaged (KIPP Endeavor Academy, 2010). Reference Example Kansas City Missouri School District (2010). 2010-2011 Student Handbook and Code of Student Conduct. Retrieved from http://kcmsd.net/documents/sy%202010-2011/student%20handbook%20 2010-2011.pdf In-text Citation Example Students entering Kindergarten in the Kansas City Missouri School District must be five (5) years of age before: October 01, 2010 (Kansas City Missouri School District (2010). Reference Example Southwest High School (n.d.) About Southwest Early College Campus. Retrieved August 12, 2012 from http://www.kcpublicschools.org/domain/13 In-text Citation Example Southwest High School is among the Choice schools in Kansas City. Southwest Early College Campus (SWECC) is an early-college readiness model opened in 2008 by an education-based partnership (Southwest High School, n.d., para. 2). Page 8
Numbers in APA Style Spell out numbers below 10 (five films, six-way connection, two studies). Use numerals for numbers 10 and above (9 to 12 times a week). Spell out frequently used fractions and common expressions (one-third, Fifth of May). Use metric abbreviations with figures (9 km) but not when written out (several meters from the wall). Use the percent symbol (%) only with figures (2%) not with written numbers (two percent). Use combinations of written and Arabic numerals for back-to-back modifiers (two 5-question tests). Use combinations of numerals and written numbers for large sums (2 thousand employees). Use numerals for exact statistical references, scores, sample sizes, and sums (multiplied by 6, or 10% of the sample). Spell out large numbers at the beginning of a sentence (Forty nights after we... ). When numbers below 10 must be mixed with numbers above 10 in the same sentence they should be written as numerals. For example, write the students trying out for the soccer team included 5 girls and 16 boys. Use words and numerals with two numbers in series (five 4-point scales). Plurals of numbers. This one is probably the most abused rule. If a number is written as a plural, do NOT use an apostrophe when adding the s or es: fours and sixes, 1950s, 10s and 20s. When referring to an era (the 1950s) the year is plural, not possessive and there is NO apostrophe. Use numerals for all numbers that denote a specific place in a numbered series, parts of books and tables, and each number in a list of four or numbers. Write Grade 6 (or sixth-grade); Trial 5; Room 8; Table 6; page 71 (do not cap page); chapter 8 (do not cap chapter); 2, 4, 6, and 8 words in a series. Use numerals for all numbers that represent time; dates; ages; sample, subsample, or population size; specific numbers of subjects or participants in an experiment; scores and points on a scale; exact sums of money; and numerals as numerals. But, spell out approximate days, months, years (new). She has about fifteen years remaining on her jail sentence. NOTE Indicating grade levels: Third-grade 10th-grade This Is Important Page 9
Additional Resources and Ideas School websites can be valuable recourses Examples: School/District Student Handbooks All schools have a website that contains a variety of public information, and portals for secured staff and student information. Student Handbooks can be an excellent resource for the development of Chapters 2 and 3. Kansas City Missouri School District (2013). 2013-2014 Student Handbook and Code of Student Conduct. Retrieved from http://www.kcpublicschools.org/page/136 School Data http://dese.mo.gov School Data See, School Data Made Easy Page 10
Use Page Breaks To Separate Sections Breaks (Line and Page): I don t know if you are using a PC or a MAC (I am using a MAC), or what version of MS Word you are using. It doesn t make a big difference b/c the features are similar, but the operations are not the same. The first thing you should do is find out how to turn on or show non-printing characters. Most people do not use this feature, but I do just for this reason. On my MAC there is a little icon at the top of the Word tool bar that I click. I can also control this function w/command + 8. It looks like a paragraph symbol ( ). You see this character, but it does not print. Once you turn on this feature it stays on until you repeat the command. When you have show non-printing characters on each time you hit enter you see that little icon. So if I hit enter three times below is what you will see in your Word document. I have just made three line breaks (above) by hitting enter three times. The most common use for a line break is the separate two paragraphs. It is not accepted practice to hit enter many times to waste space and go to the next page. This is a common, but incorrect practice. Page Breaks A page break is used to force a new page. Example: You have finished chapter 2 in the middle of page 12. Now you are ready for chapter 3 on page 13. What to do? Keep hitting enter (line breaks) until you see you are on page 13? No! You create a page break. When you have show non-printing characters on you will see a blue line on page 12. You see this line and under it is your new page. Remember, this blue line will not print. Creating a page break can be accomplished two ways. On my MAC I use a key command b/c I use the command often and it is faster. I use Command + Shift + Enter. The other more laborious method is from to the top of the Word tool bar. Go too Insert and then click on Break and then Page Break. Oh btw in both cases you have to place the cursor where you want the page break to occur. I have just introduced you to a wonderful new world of seeing and using non-printing characters that will give you more control over your documents while giving the documents a much more professional appeal. If you have a PC or a different version of Word you will have to do a Google search using the above terminology and your version of Word PC. Page 11
Citing a Website Your School Website The Basics The Basic Format for the References Page Smith, A. (Date of publication). Title of Page Document. Retrieved from URL........ The Basic Format for the In-text Citation Smith, (2013) Example Mission Statement for in-text citation. (Lincoln College Preparatory Academy (n.d.) Always remember the basics When citing a school website or any other website sometimes the information you are seeking is on the main page. Example Mission Statement for References Page Lincoln College Preparatory Academy (n..d.). Mission Statement. Retrieved from: http://www.kcpublicschools.org/domain/10 KIPP Endeavor Academy About KIPP (About KIPP is a link off the main page) Example: In-text Citation KIPP Endeavor Academy (n.d.) When citing a school website or any other website sometimes the information you are seeking is on a linked page. Example: References Page KIPP Endeavor Academy (n.d.). About KIPP. Retrieved from: http://kippendeavor.org/about/ Central Academy of Excellence Example: In-text citation of over 40 words and paragraph reference Central Academy of Excellence (n.d.). Central first opened its doors in 1884. As the school celebrates 129 years, the theme for the school year is Raising the Bar. Central students are encouraged to work hard towards their educational and social goals in order to be successful in our highly competitive global society. (para. 1) Example: References Page Central Academy of Excellence (n.d.). About Central Academy of Excellence. Retrieved from http://www.kcpublicschools.org/ domain/123 Page 12 When citing a school website or any other website sometimes the information you are seeking is only found within one paragraph. Notice the location of the period. When you quote over 40 words indent, double-space, and have the page or paragraph number at the end. Do not use quotation marks in a block quote (+39 words).