APA

Citation &
Reference
Management
Introduction to Academic Writing

DELT

University of Kelaniya

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At the end of this lesson, you will be able to,

– Use citations and references accurately in academic texts.

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Why do we need to cite?

1. Ethical reasons
- acknowledge the work of other scholars
- signal that we don’t ‘steal’ another person’s ideas
2. Reasons of academic practice
– show that you have read previous research
– Provide a ‘map’ of this research area for others
– Show what has been done, and what are the gaps
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Choosing a style

What does your department want?

• American Psychology Association – APA

Other styles:
– Harvard style (minor differences with APA)
– MLA
– Chicago

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Citations vs References
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1. Citations (in-text) - Used inside the text

E.g. Age-related vocal structures changes normally affected voice quality (Xue, 2001).
2. References
- Lists the complete information of in-text citations (both cited or quoted)
- Placed at the end of your article / thesis
- The list should be in alphabetical order by author/ editor.
- When you have used more than one piece of work by the same author, list the works
chronologically.

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6 Reference List and Bibliography

– What is a reference list?

– A reference list at the end of a paper provides the full information
necessary to identify and retrieve each source. It cites works that
specifically support a particular article.
– References should be alphabetically listed by author’s last name at
the end of the paper or presentation. The 2nd line of the list should be
indented.
– A bibliography?
– A bibliography cites works for background or for further reading.
7 In-text citation

– In-text citations identify the source of a quotation or a personal

communication used in research.
– Citations within the writing (paragraph) are quick and limited in information.
– Citations point you to the full information on a back References page
Quotation
Format: (author’s last name, publication date, and page number p. or pp.

Paraphrased idea
Format: (author’s last name, publication date)
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8 In-text citation

Less than 40 words

1. If the quotation appears at the end of a sentence (Punctuation is only after in-text citation)
– He confirms our suspicions. “Because N-Gen children are born with technology, they assimilate it.
Adults must accommodate – a different and much more difficult learning process” (Tapscott, 1998,
p. 40).
– Reading poetry was fun. It was one of the greatest achievements of man kind. “Sometimes reciting
verse or poetry can (could) be a pleasant reinforcement of grammatical structure” (Celce-
Murcia,1983, p. 119).
2. If the quotation appears in mid-sentence
– Interpreting these results, Robbins et al. (2003) suggested that the “therapists in dropout cases may
have inadvertently validated parental negativity about the adolescent without adequately
responding to the adolescent’s needs or concerns” (p.541), contributing to an overall climate of
negativity.
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9 In-text more than 40 words : block quotations

Nicholson (1820) anticipated this effect when discussing farming methods in the
nineteenth century:

Perhaps it would be well, if some institution were devised, and supported at the
expense of the State, which would be so organized as would tend most effectually
to produce a due degree of emulation among Farmers, by rewards and honorary
distinctions conferred by those who, by their successful experimental efforts and
improvements, should render themselves duly entitled to them. (p. 92)

(Provide citation information after the final punctuation mark)

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10 What is paraphrasing?

– A paraphrase restates someone else’s words in a new way.

– For example, you might put a sentence into your own
words, or you might summarize what another author or set
of authors found.
– When you include a paraphrase in a paper, you are
required to include only the author and date in the citation.

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11 Example of citation and paraphrasing

a) Citation (direct quotation)

– “Just as Sherlock Holmes investigates a case, psychologists must evaluate all
the available data before making a deduction, lest they jump to an erroneous
conclusion on the basis of insufficient evidence” (Bram & Peebles, 2014, pp.
32–33).
b)Paraphrasing of the citation
– Bram and Peebles (2014) advocated for psychologists to evaluate all the
available data before making a deduction, just as Sherlock Holmes
investigates a case, lest they jump to an erroneous conclusion on the basis of
insufficient evidence (pp. 32–33).

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12 Task 1.

– Find synonyms for the words in italics.

The growth of the car industry parallels the development of
modern capitalism.
– Change the word class of the words in italics, and then
rewrite the sentences.
In the 1920s Alfred Sloan’s management theories helped
General Motors to become the world’s dominant car company.
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13 Task 2 Paraphrase

1) Condenser microphones have been a part of society for a long time now. Because of
their fantastic sound quality that has been little to no innovation in the mic industry for
over 30 years now. The basics of condenser mic have remained the same which allow
countless many new manufacturers to create great mic for low prices. One such example
of this comes from China where the patent laws are quite loose. Now anyone can buy a
decent condenser mic just under the price of a pizza.
2) Albert Einstein is one of the most influential scientific figures in recent history. His
theory of black holes was just confirmed a few days ago when the first picture of a black
hole was photographed. It is incredible how such an influential scientific figure once had
to turn down a task much more significant than him. In 1952 Einstein was offered the
role of the Israeli President since he had been considered as the best Jew in the world.
The ironical part about this was that Albert Einstein wasn’t even Israeli, to begin with.
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14 Language in citations

– Past: Jones (1997) investigated the causes of illiteracy.

– Present Perfect: The causes of illiteracy have been widely investigated by Jones (1997).
– Present: The causes of illiteracy are complex (Jones, 1997; Fererra,2000; Hyon, 2004)
Verbs:
– acknowledge admit agree allege argue
– assert assume believe claim conclude
– consider decide demonstrate deny determine
– discover doubt emphasize explain find
– hypothesize imply indicate infer note
– object observe point out prove reveal
– say show state suggest think
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15 Verb tenses

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16
References APA
What bibliographic info do you need?

– Author’s last name, first name/initials

– Editor’s names if necessary
– Date of publication – year ( sometimes - month, date)
– Title of chapter/article
– Title of book
– Where and by whom was it published
– Page numbers

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17 APA

– Mostly APA requires authors to use the past tense or

present perfect tense when using signal phrases to
describe earlier research in the literature review.
E.g., Jones (1998) found or Jones (1998) has found...
 Refer the APA style guide
reference list
481
Periodicals
Books and chapters
Technical and research reports
Meetings and symposia
Doctoral dissertations and Master’s theses
Reviews
Audio visual media

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References
a)Book
• Author’s last name, initials. (year). Title of book. Publisher’s
name.
E.g.
Gunesekera, M. (2005). The postcolonial identity of Sri Lankan
English. Katha Publishers.

NOTE: punctuation, italics on title

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Book

• Author’s last name, initials. (year). Title of book. City:

publisher’s name.
e.g.
Gunesekera, M. (2005). The postcolonial identity of Sri Lankan
English. Katha Publishers.

NOTE: punctuation, italics on title

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21 Book: Two or more authors

– First author’s last name, Initials, Next author’s last name,

Initials, & Final author’s last name, Initials. (Year of
publication). Title of book. City: Publisher’s name.
E.g.
– Levitt, S. D., & Dubner, S. J. (2005). Freakonomics: A
rogue economist explores the hidden side of everything.
Morrow.
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22

Book chapter (in edited book)

• Author’s last name, initials. (year). Chapter title. In initial, last
name of editor (Ed.), Title of book (pp. page numbers). City:
publisher’s name.
e.g.
Wickramasinghe, D. (2008). Phonological aspect in Sri Lanka Sign Language. In R.M.W.
Rajapaksha, K.Kulasekara, J. Paolillo, & T.R.G. Dela Bandara (Eds.), Dakkhina: Papers on
Buddhist thought, linguistics and Sri Lankan culture. A felicitation volume presented to James
Wells Gair on his 80th birthday (pp.235-246). Godage International Publishers (Pvt) Ltd.
Groundwater-Smith, S. (2007). As rain is to fields, so good teachers are to students. In S.
Knipe (Ed.), Middle years schooling: Reframing adolescence (pp. 151-170). Pearson
Education Australia.
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23 Edited book

– Book with one editor:

Author’s last name, initials. (Ed.). (year). Title of book. City: publisher’s name.
Duncan, G. J., & Brooks-Gunn, J. (Eds.). (1997). Consequences of growing up
poor. Russell Sage Foundation.
NB: Book with more than one editor- Add (Eds.) in brackets after the last editor’s
name and follow the same formatting
– Edition Other Than the First:
Author’s last name, initials. (year). Title of book. (2nd ed.). City: publisher’s name.
Helfer, M. E., Kempe, R. S., & Krugman, R. D. (1997). The battered child (5th
ed.). University of Chicago Press.
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24 b) Journal article (printed)

Author’s last name, initials. (year). Title of article. Title of

journal, volume #(issue #), page numbers.
Suseendirarajah, S. (1972). Some pronunciation problems
of Tamil speakers learning English. Indian Linguistics
(Pune), 33(1), 59-66.
NB: some articles may not have an issue number

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25 Online Journal article

Author’s last name, initials. (year). Title of article. Title of journal,

volume #(issue #), page numbers. DOI or Retrieved from URL
e.g.
– Herbst-Damm, K. L., & Kulik, J. A (2005). Volunteer support,
marital status, and the survival times of terminally ill patients.
Health Psychology, 24, 225-229. doi:10.1037/0278-6133.24.2.225

NB: some articles may not have an issue number

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 c) Web document/ web page
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Last name, initials. (Year). Title. Retrieved from URL

Mendeley, J. A., Thomson, M., & Coyne, R. P. (2017). How
and when to reference. Retrieved from https://
www.howandwhentoreference.com
Web page with no author
 How and when to reference. (2017). Retrieved from
https://www.howandwhentoreference.com

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27 E-books

Author’s last name, initials. (year of publication). Title of e-book:

Subtitle. Retrieved from URL
– Eckes, T. (2000). The developmental social psychology of gender. Retrieved from
http://www.netlibrary.com

NB: Some e-books are assigned a DOI, which should also be included

in your reference if given.
DOI available:
Author, A., & Author, B. (date of original publication). Title of e-
book: Subtitle. doi:10.XXXX/XXXXXXXX.XX
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28 d) Unpublished sources

• Thesis, dissertations, unpublished articles

Author, A. A. (1978). Title of doctoral dissertation or master's
thesis (Unpublished doctoral dissertation or master's thesis). Name
of Institution, Location.

De Silva, H. (2002). Ages and stages of the acquisition of case-

markers in Sinhala (Unpublished M.Sc. thesis). University College,
London.

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29 e) News paper article

– Newspaper article in print:

Author’s last name, initials. (Year, Month Date of Publication). Article
title. Newspaper Title, pp. xx, xx.
Hatch, B. (2006, July 13). Smoke lingers for those who keep hospitality
flowing. Australian Financial Review, p. 14.
Schwartz, J. (1993, September 30). Obesity affects economic, social status.
The Washington Post, pp. Al, A4
NB: Precede page numbers for newspaper articles with p. or pp.
If an article appears on discontinuous pages, give all page numbers, and
separate the numbers with a comma
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30 Online newspaper

– Newspaper article online (freely available on the

Web):
Author’s last name, initials. (Year, Month Date of
Publication). Article title. Newspaper Title. Retrieved
from newspaper homepage URL
Hilts, P. J. (1999, February 16). In forecasting their
emotions, most people flunk out. The New York Times.
Retrieved from http://www.nytimes.com
NB: Give the URL of the home page
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31 f) Magazine articles

– A magazine article in print:

Author’s last name, initials. (Year, month of Publication). Article title. Magazine
Title, Volume(Issue), page numbers.
Tumulty, K. (2006, April). Should they stay or should they go? Time, 167(15), 3-
40.
– An online magazine article:
Author’s last name, initials. (Year, Month of Publication). Article title. Magazine
Title, Volume(Issue). Retrieved from http://xxxx
Tumulty, K. (2006, April). Should they stay or should they go? Time, 167(15).
Retrieved from
http://content.time.com/time/magazine/article/0,9171,1179361 ,00.html
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 Basics on Referencing and
Citing

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33 Basic rules of APA referencing

– The reference list is arranged in alphabetical order of the authors’ last

names.
– If there is more than one work by the same author, order them by
publication date – oldest to newest (therefore, a 2004 publication would
appear before a 2008 publication).
– Use “&” instead of “and” when listing multiple authors of a source.
– The first line of the reference list entry is left-hand justified, while all
subsequent lines are consistently indented.
– Capitalise only the first word of the title and of the subtitle (books), if
there is one or any proper names – i. e. only those words that would
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normally be capitalised.
34 Citing a Source within a Source

Scenario: You read a 2007 article by Linhares and Brum that cites an earlier article, by
Frederick. You want to cite Frederick's article, but you have not read Frederick's article
itself.

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35 Footnotes

– Are used to provide additional content or to acknowledge copyright

permission status.
– 1. Content foot notes
Supplement or amplify substantive information in the text.
Should not be complicated, irrelevant or non essential information.
Should be used to strengthen discussion.
Content footnote should include one idea.
If you find yourself writing paragraphs and giving tables, use this in the
appendix.
36 Footnotes cont.

– 2. Copyright permission footnotes

Acknowledge the source of the lengthy quotations, scale and test items, and figures and
table s that have been reprinted or adapted.
Type of Source- Journal
From [or The data in column 1 are from] “Title of Article” by A.N. Author and C.O. Author,
year, title of Journal, Volume, P. xx. Copyright [year] by the Name of the Copyright
Holder. Reprinted [or adapted] with permission.
Type of Source- Book
From [or The data in column 1 are from] Title of Book (p. xxx), by A.N. Author and C.O.
Author, year, Place of publication: Publisher. Copyright [year] by the Name of the
Copyright Holder. Reprinted [or adapted] with permission.
37 Appendices and Supplementary
Material
– Material that supplement article content can be distracting and can
be included in the appendix or supplementary material section.
– Appendices
Is appropriate for materials that are relatively brief and that are
easily presented in print format .
Ex. A list of materials/ detailed description of a complex piece of
equipment/ detailed demographic description of subpopulations in
the study etc.
38 Citation with several sources.

– Generalization (combining several sources)

The ways in which decisions are made within the World Trade
Organization are typically inefficient (Mitchell 1997; Kim
2000; James 2004; Wijesinha 2006).
– If the same author and text are cited do not use use “ibid.”
39 Instead of ibid-Latin, short for
ibidem, meaning "in the same place”
– Hendrick (2006) provided several recommendations regarding the
issue. The highlights of these recommendations include the concept
of being prepared and willing to acknowledge errors (Hendrick,
2006). Recognition of the time parameters and heeding to the
needs of the audience are paramount (Hendrick, 2006). Most
importantly, admit to errors, openly apologize, and acknowledge
the correct response (Hendrick, 2006).
40 Abbreviations
41 References
.

Publication Manual of the American Psychological Association 7 th ed. (2020).

American Psychological Association.

Swales, J.M. & Feak, C. (2000). English in today’s research world: A writing
guide. University of Michigan Press.

Swales, J.M. & Feak, C. (2012). Academic writing for graduate students:
Essential tasks and skills. University of Michigan Press.