Sanville and APA 6th Edition Formatting Requirements September 2011 1 SANVILLE AND APA 6TH EDITION REQUIREMENTS FOR ALL PAPERS AND DISSERTATIONS AT THE SANVILLE INSTITUTE Use only the 6th edition of the APA Publication Manual for all papers and dissertations. GENERAL FORMATTING Margins. Dissertations: Left margin: 1.5 to allow for binding Top, right, and bottom margins: 1 Papers and Proposals: Left and right margins: 1.25 Top and bottom margins: 1 MS Word has changed how one accesses formatting in recent versions of the software; therefore, W1 should apply to Word 2003 and older and W2 should apply to versions after that. W1 - Format/Document/Margins. Insert the correct margins in the appropriate boxes, and be sure the Whole Document line is selected in the Apply to: section. Click OK. If you do this to an existing document, depending how it has been set up before, you may have to Display All or Select All under the Edit drop-down menu (keystroke Ctrl + A) before you re-set the margins as above. W2 Layout or Page Layout tab/margins/custom Margins Font type and size. Use the same type-face and12-point font for all text exception: 11-point is acceptable for tables, figures, footnotes, and running heads. Acceptable type-faces are Arial, Calibri, Helvetica, Palatino, and Times New Roman. Pagination. Page numbers are positioned top right, at least.5 from top and right margins. W1 Insert/Page Numbers. When you ve chosen Position and Alignment, click on Format for Number Format and the page number on which to start. W2 Insert/Page Numbers. Click on Top of Page, then Alignment Tab (which is under Header and Footer) to align right. Click again on Page Numbers/Format Page Numbers for number format and the page number on which to start. For the dissertation, refer to the Pagination and Order of Materials section below for specific use and type of numbers. Running head. Insert a running head before the page number at the top of each page of all papers, proposal, and draft chapters of your dissertation. Include the following: Your name, Shortened title, Version (e.g. Draft/Version 2/Final/etc.), Date, Page number. W1 Insert/Page Numbers as above, adding a tab space before the page number and typing in your running head. W2 Insert/Header, etc. Final dissertation does not have a running head. Justification and indentation. Left justify all text. (Right justify only names and signature lines on Certificate of Approval. Never use the Justify margin setting, which justifies both right and left margins as in a newspaper column.)
Sanville and APA 6th Edition Formatting Requirements September 2011 2 Use.5 first-line indent in the body of your text. Use hanging indents in References to properly set up your citations. Rather than using the space bar or tab key to create your indented lines, let MS Word do the work for you. You can easily set this up in one of two ways: W1 and W2 - Use the left indent option on the margin ruler at the top of the page and move the top triangle to.5 for a first line indent or the second triangle.5 for a hanging indent. W1 - Format/Paragraph/Indents and Spacing and choose Left in the Alignment box, and under Special, choose either First line or Hanging. W2 Home tab/paragraph/line and Paragraph Spacing [if your mouse is set up to identify the icons as the mouse hovers over them (a useful action) use that to locate the correct icon]/line Spacing Options and same as W1. Line spacing. Double space throughout the body of the text, including block quotes. Single space within an entry but double space between entries in References, List of Tables, List of Figures, or lengthy tables. Do not include extra spaces between paragraphs, either manually by hitting the Enter key two times instead of one, or by allowing Word to do it automatically. W1 - Format/Paragraph/Indents and Spacing and click the box that says: Don t add space between paragraphs of the same style. W2 Home tab/paragraph/line and Paragraph Spacing/Line Spacing Options and same as W1. See APA Chapters 3 and 4 for organization and clear writing, grammar, and the mechanics of style. For example, see 4.15 (p. 101) to capitalize major words in titles and headings, and notice the difference in capitalization of titles when they occur in the text and when they occur in the reference list. For Tables and Figures, see Chapter 5 of the APA Manual. In general, your text should be written as a narrative, in paragraphs, and not as a PowerPoint presentation. Avoid using numbered or bulleted lists unless they are absolutely necessary. Do not think of your dissertation as a PowerPoint presentation. Begin each chapter on a new page. Position cursor to the left of chapter title, W1 - Insert/Break/Page Break W2 Page Layout/Breaks/Page Note: Generally you will only use the Page Break. However, the Section Break Next Page option you see here is used to determine which section has no page numbers, and which type of numbers (Roman or Arabic) are used. Before printing your work, be sure there are no widows or orphans no stand-alone last line of a paragraph at the top of a page or no heading or first line of a paragraph by itself at the bottom of a page. If this happens, edit the paragraph or add extra line spaces to position headings at the top of the next page. W1 - Format/Paragraph/Line and Page Breaks tab and click on Widow/Orphan control. W2 Home/Paragraph/Line and Paragraph Spacing/Line Spacing Options/Line and Page Breaks tab and same as W1.
Sanville and APA 6th Edition Formatting Requirements September 2011 3 HEADINGS AND SUBHEADINGS Headings and subheadings follow APA structure as outlined in Table 3.1, p. 62. The one difference we will observe for Sanville papers and dissertations is to disregard the paragraph heading for levels 3, 4, and 5. Paragraph heading means that the heading is on the same line as the text of the paragraph; however, this format makes it more complicated when one uses Styles formatting to create a Table of Contents from the headings. Therefore, follow the heading formats as written and end level 3, 4, and 5 headings with a period; however, place them on a separate line above the text paragraph that follows. The chapter title is not counted in the 5 levels and is centered, bolded, and in all caps as below. CHAPTER TITLE: CENTERED, BOLD, ALL CAPS Heading Level 1 (Centered, Bold, Upper & Lower Case) Heading Level 2 (Flush Left, Bold, Upper and Lowercase) Heading level 3. (Indented, bold, lowercase, ending with period) Heading level 4. (Indented, bold, italicized, lowercase, period) Heading level 5. (Indented, italicized, lowercase, period) QUOTATIONS AND CITATIONS All quotes even an epigraph or framing quote (i.e., a quote at the beginning of the work or beginning of a chapter) must have a complete citation in correct APA format. See Quoting and Paraphrasing, 6.03 to 6.10 See Changes From the Source Requiring Explanation, 6.08, which also addresses ellipses those lovely three or four little dots have spaces between them... with the exception of when the first point is a period ending a sentence.... Then the period immediately follows the last word of the sentence, and the three spaced ellipsis points follow. Do not use ellipsis points at the beginning or end of any quotation unless, to prevent misinterpretations, you need to emphasize that the quotation begins or ends in midsentence (APA, pp. 172-173). See Citing References in Text, 6.11 to 6.21 (see exception to 6.11 below in Citing References in Text) See Authors With the Same Surname, 6.14. In-Text Quotes. Quotations of 39 words or less are incorporated into your text (intact or intext quotes). According to 6.03 of the APA Manual (2010): If the quotation comprises fewer than 40 words, incorporate it into text and enclose the quotation with double quotation marks (p. 170). The APA Manual (2010) also describes a shorter quotation that is less than a whole sentence and is often placed within a sentence. When a shorter quotation appears in the middle of a sentence, such as this, for example (Author, Date, p. 1), the source citation is placed in parentheses immediately after the quotation marks (APA, p. 171), and the
Sanville and APA 6th Edition Formatting Requirements September 2011 4 sentence continues. Use no other punctuation [after the parenthetical citation] unless the meaning of the sentence requires such punctuation (p. 171). Notice that the ending punctuation of an in-text quote comes after the final parenthesis. However, notice that in a block quote, the ending punctuation follows the last word of the text and there is no punctuation after the parenthetical citation. Block quotes. All quotations of 40 or more words are set apart from the body of your text by indenting the entire quote.5 from the left margin. They are double-spaced. Do not use quotation marks around a block quote; however, do use double quotation marks to enclose any quoted material within a block quotation (APA Manual, 2010, p. 92). The quotation continues for the sake of the example. If there is more than one paragraph in a block quote, any subsequent paragraph is indented.5 inches. There are two single line spaces (a normal double space) between a block quote and the text paragraphs above and below the quote. (Author, Date, p. xx) Notice again how the punctuation at the end of each type of quotation differs: (a) in the block quote the ending period follows the last word of text, and there is no punctuation after the parenthetical cite; (b) in the intact or in-text quote, the closing quotation mark is placed after the last word of the quote, and the ending punctuation for the sentence follows the closing parenthesis that holds the citation information. Quotations From Secondary Sources. Academic rigor requires that you use primary sources whenever possible. Secondary sources should be used only sparingly, when the original work is out of print, unavailable through usual sources, or not available in English (APA Manual, 2010, p. 178). When quoting a secondary source in your text, give the name of the original author but cite the secondary source. For example:... the 2004 study by Smith and Brown (as cited in Jones, 2008)... " In your reference list you will cite only Jones. Citing References in Text. The name and date of an author must be included at least once in every paragraph in which that author s work is discussed. Include the date after the first mention of author name. One mention per paragraph is sufficient as long as there can be no confusion with other works within that paragraph. Exception to 6.11: One Work by One Author We will follow APA 5th edition regarding one work by one author as follows: Within a paragraph, you need not include the year in subsequent references to a study as long as the study cannot be confused with other studies cited in the dissertation or paper.
Sanville and APA 6th Edition Formatting Requirements September 2011 5 Permission to Quote, Reprint, or Adapt. See 6.10, p. 173. We follow the standard provided by ProQuest, the publisher of dissertations and Dissertation Abstracts International even though our dissertations are not published by them. It is this: a quote becomes a reprint and requires proof of permission to republish when: 1. it includes more than one-third of any entire published poem or song; or 2. the accumulation of text quoted from any one book exceeds one and one-half pages of single-spaced type. You need a letter of permission from the copyright holder (most often the publisher) to do this. These requirements apply to works published elsewhere, even if they are your own work. 3. If you include any graphic image created by someone other than yourself (including a photograph, icon, or line art) or any unpublished poem or song or creative writing, you must have a written, signed letter of permission to reprint. Go to http://www.umi.com/products_umi/dissertations/copyright/appxa.html for a sample permission letter. Electronic sources. Review sections 6.31 6.32 carefully for an expanded discussion of electronic sources. Pay particular attention to digital object identifiers (DOIs). REFERENCE LIST There should be only one reference list, titled References, and arranged alphabetically (APA p. 181). All sources cited in text must appear in the References, and all entries in References must be cited in the text. See Chapter 7 for all reference examples. Pages 193-198 provide a list of variations of types of citations (periodicals, books, etc.) as well as a list of various elements within a citation (author variations, title variations, etc.).examples of citations for these types and variations are given in the following pages of the chapter. Note this is not a bibliography. If you want to include works that were not directly cited in your text, add a bibliography as an appendix at the end of your work. www.worldcat.org is a great library resource for checking on citation information. This database is a world catalog of books compiled by a consortium of leading libraries from around the world. This URL leads to a non-restricted basic search function that is quite useful for finding and checking bibliographic and citation information. The Cite/Export function is helpful in formatting a citation, but please use caution because it is rarely 100% correct. You do have to check its formats against the APA Manual.
Sanville and APA 6th Edition Formatting Requirements September 2011 6 PAGINATION AND ORDER OF MATERIALS FOR DISSERTATIONS Much of the following information is found in Section 10 of the Handbook and is repeated here for your convenience. The preliminary material or front matter of the dissertation are counted but not numbered. Page numbers, placed at the top right of the page, begin with lowercase Roman numerals on the Abstract, normally beginning with iii if there are no letters of permission. If there are letters of permission for reprinted material that have been previously copyrighted, they are placed before the Abstract and are counted but not numbered, thus changing the page number of the Abstract. The body of the text is in Arabic numbers, with Chapter 1 of the text beginning on page 1. Title Page Certificate of Approval Letters of Permission [if any] Abstract (Dissertation max. 350 words) Dedication (Optional) Acknowledgments (Optional) Table of Contents List of Tables/Figures [if any] Main Body of Text (begins with Chapter 1) Counted, but not numbered Counted, but not numbered Counted, but not numbered Lower case Roman numerals usually iii. depending if there are letters of permissions to include Roman numerals continued Roman numerals continued Roman numerals continued Roman numerals continued Beginning with pg 1 Arabic numbers Appendices Arabic numbers continued (each listed separately in the order they are mentioned in the text: Appendix A, Appendix B, etc.) References Arabic numbers continued TABLE OF CONTENTS The Table of Contents includes all headings and subheadings listed in the text and the wording must be identical in both places. Page numbers in the Table of Contents must match the text exactly. Include a separate List of Figures and/or a List of Tables as appropriate. These follow immediately after the Table of Contents. If there are five or fewer each of figures and tables, a combined list will be fine: List of Figures and Tables The Table of Contents includes Abstract Dedication [optional] Acknowledgments [optional]
Sanville and APA 6th Edition Formatting Requirements September 2011 7 not Table of Contents itself, but its pages continue the number sequence List of Tables and/or Figures [if applicable] Main body of text all headings and subheadings exactly as in text Appendices listed individually References THINGS MANY PEOPLE FORGET Avoid secondary sources whenever possible. Create logical, strong sentences and watch for parallel construction. o o o o o EXAMPLE: Watch for parallel construction, use proper punctuation, and subjects and verbs must agree in number that is, they must both be either singular or plural. The third phrase in the above example sentence is not parallel to the others because the first two begin with verbs ( watch and use ) and the third begins with a compound noun ( subjects and verbs ). There are several ways to make this into a valid sentence: Watch for parallel construction, use proper punctuation, and make subjects and verbs agree. (watch, use, make all verbs) OR Things to watch for in creating good sentences: parallel construction, proper punctuation, and subject/verb agreement. (all noun phrases) OR Watching for parallel construction, using proper punctuation, and matching subjects and verbs are important elements in constructing good academic sentences. (all equal gerunds [words ending in ing ]) Do not use contractions (e.g., I ve, don t, haven t, etc.) in scholarly writing, except in direct quotes. Commas and periods are placed inside closing quotation marks. Ellipsis points are three spaced dots... indicating something missing within a sentence.... Four dots, a period and three ellipses, indicate a break between sentences. Don t forget the spaces in between; Word does not include spaces in their automatic format. Not this but this... is correct.
Sanville and APA 6th Edition Formatting Requirements September 2011 8 SAMPLE DISSERTATION TITLE PAGE [Insert required text as indicated by brackets but do not include brackets.] [TITLE OF YOUR DISSERTATION in capital letters, 12-point font, Single-spaced if more than one line] A dissertation submitted to The Sanville Institute in partial fulfillment of the requirements for the degree of Doctor of Philosophy in Clinical Social Work By [FULL NAME OF CANDIDATE in capital letters] [Degree conferral Month, Day, Year] [Year] [FULL NAME OF CANDIDATE in capital letters] ALL RIGHTS RESERVED
Sanville and APA 6th Edition Formatting Requirements September 2011 9 SAMPLE CERTIFICATE OF APPROVAL CERTIFICATE OF APPROVAL I certify that I have read [YOUR TITLE ALL IN CAPITAL LETTERS, exactly as it appears on the Title Page] by [Your Name], and that in my opinion this work meets the criteria for approving a dissertation submitted in partial fulfillment of the requirements for the degree of Doctor of Philosophy in Clinical Social Work at The Sanville Institute. [Chair s name, academic degree], Chair Date [Committee Member s name, academic degree], Faculty Date [External Committee Member s name, academic degree] Date [Professor / Program Director / Faculty] [School or other affiliation] Mario L Starc, MSW, PhD, Dean Date
Sanville and APA 6th Edition Formatting Requirements September 2011 10 SAMPLE ABSTRACT PAGE ABSTRACT [YOUR TITLE IN ALL CAPITALS, centered] [YOUR NAME in all capitals, centered] An original and four copies of the abstract are submitted with the dissertation when it is filed. The word "ABSTRACT" appears centered at the top of the first page with the title and candidate's name capitalized and exactly as they appear on the title page of the dissertation. The abstract must not exceed 350 words in length and must conform to the requirements regarding spacing and margins as in the body of the dissertation. As part of the preliminary pages, the Abstract bears a Roman numeral. For pagination and the order in which the abstract is to be included in your dissertation, refer to the section titled "Pagination and Order of Materials."
Sanville and APA 6th Edition Formatting Requirements September 2011 11 SAMPLE TABLE OF CONTENTS ABSTRACT... iii DEDICATION... iv ACKNOWLEDGEMENTS... v LIST OF TABLES AND FIGURES... xi CHAPTER ONE: INTRODUCTION... 1 Heading Level 1... 2 Heading Level 1... 5 Subheading Level 2... 6 Subheading Level 2... 9 Heading Level 1... 12 CHAPTER TWO: LITERATURE REVIEW... 14 Heading Level 1... 14 Subheading Level 2... 15 Subheading level 3... 18 Subheading level 3... 21 Subheading level 3... 24 Subheading Level 2... 28 Heading Level 1... 31 Heading Level 1... 40 Etcetera CHAPTERS THREE - FIVE... 61-186 APPENDIX A: NAME OF APPENDIX... 187 APPENDIX B: NAME OF APPENDIX... 188 APPENDIX C: NAME OF APPENDIX... 191 REFERENCES... 195 Note: In this example the Table of Contents itself will bear page numbers vi through x.
Sanville and APA 6th Edition Formatting Requirements September 2011 12 SAMPLE REFERENCES American Psychiatric Association. (2000). Diagnostic and statistical manual of mental disorders (4th ed., text rev.). Washington, DC: Author. American Psychological Association. (2004). Guidelines for psychological practice with older adults. American Psychologist, 59, 236-260. doi: 10.1037/0003-066X.59.4.236 Atwood, G. E., Stolorow, R. D., & Trop, J. L. (1989). Impasses in psychoanalytic therapy: A royal road. Contemporary Psychoanalysis, 25, 554-573. Balint, M. (1952). Primary love and psychoanalytic technique. London, England: Tavistock. Brody, J. E. (2007, December 11). Mental reserves keep brain agile. The New York Times. Retrieved from http://www.nytimes.com Fournier, M., de Ridder, D., & Bensing, J. (1999). Optimism and adaptation to multiple sclerosis: What does optimism mean? Journal of Behavioral Medicine, 22, 303-326. Abstract retrieved from PsychINFO database. Freud, S. (1910). The future prospects for psychoanalytic theory. In J. Strachey (Ed. & Trans.), The standard edition of the complete psychological works of Sigmund Freud (Vol. 11, pp. 141-151). London, England: Hogarth Press. Freud, S. (1920). Beyond the pleasure principle. Standard edition (Vol. 18, pp. 1-64). Freud, S. (1951). Group psychology and the analysis of the ego. New York, NY: Liveright Publishing. (Original work published 1921) Horst, P. W. van der. (2006). Jews and Christians in their Graeco-Roman context. Tubingen, Germany: Mohr Siebeck. Jowett, B. (Trans.). (1952). Symposium. In Great books of the Western World (Vol. 7). Chicago, IL: Encyclopedia Britannica. Jung, C. G. (1953). Two essays on analytical psychology. In The collected works of C. G. Jung (R. F. C. Hull, Trans; H. Read, M. Fordham, G. Adler, & W. McGuire, Eds.). Bollingen Series XX, (Vol. 7). Princeton, NJ: Princeton University Press. (Original work published 1943) Jung, C. G. (1954). Psychology of the transference. Collected works (Vol. 16). (Original work published 1946) Jung, C. G. (1958). Psychology and religion: West and East. Collected works (Vol. 11). (Original work published 1939)
Sanville and APA 6th Edition Formatting Requirements September 2011 13 Kupfermann, K., & Smaldino, C. (1987). The vitalizing and revitalizing experience or reliability: The place of touch in psychotherapy. Clinical Social Work Journal, 15(3), 223-234. Lawry, S. (1998). Touch and clients who have been sexually abused. In E. W. L. Smith, P. R. Clance, & S. Imes (Eds.), Touch in psychotherapy: Theory, research, and practice (pp. 201 210). New York, NY: Guilford Press. Merriam-Webster s collegiate dictionary (11th ed.). (2005). Springfield, MA: Merriam- Webster. Polkinghorne, D. (2005). Language and meaning: Data collection in qualitative research. Journal of Counseling Psychology, 52(2), 137-145. Raab, I. (1996). Touch in psychotherapy: Controversies and applications (Doctoral dissertation). Available from ProQuest Dissertations and Theses database. (UMI No. AAT9630010) Ronne, N. (2007). Use of humor in psychoanalysis. Retrieved from http://www.4therapy.com/life-topics/therapists-perspectives/use-humorpsychoanalysis-2593 Siegel, D. (2006, February). The social brain in human relationships. Paper presented at the annual meeting of the American Group Psychotherapy Association, San Francisco, CA. Strauss, A., & Corbin, J. (1998). Basics of qualitative research. Thousand Oaks, CA: Sage. Wilkinson, L., and the Task Force on Statistical Inference. (1991). Statistical methods in psychology journals: Guidelines and explanations. American Psychologist, 54, 594-604. doi:10.1037/0003-066x.54.8.594 Winnicott, D. W. (1992). Hate in the countertransference. In Through paediatrics to psycho-analysis: Collected papers (pp. 194-203). New York, NY: Brunner/Mazel. (Original work published 1947)