Apa Format and Style

APA
FORMAT
THE APA FORMAT AND STYLE
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OFGRADUATE EDUCATION
BASIC CITATION STYLES
TYPE OF CITATION FIRST CITATION IN SUBSEQUENT PARENTHETICAL PARENTHETICAL
TEXT CITATIONS IN TEXT FORMAT, FIRST FORMAT,
CITATION IN TEXT SUBSEQUENT
CITATIONS IN TEXT
One work by one Walker (2007) Walker (2007) (Walker, 2007) (Walker, 2007)
author
One work by two Walker and Allen Walker and Allen (Walker & Allen, 2004) (Walker & Allen, 2004)
authors (2004) (2004)
One work by three Bradley, Ramirez, and Bradley et al. (1999) (Bradley, Ramirez, & (Bradley et al., 1999)
authors Soo (1999) Soo, 1999)
One work by four Bradley, Ramirez, Bradley et al. (2006) (Bradley, Ramirez, (Bradley et al., 2006)
authors Soo, and Walsh Soo, & Walsh, 2006)
(2006)
One work by five Walker, Allen, Walker et al. (2008) (Walker, Allen, (Walker et al., 2008)
authors Bradley, Ramirez, and Bradley, Ramirez, &
Soo (2008) Soo, 2008)
One work by six or Wasserstein et al. Wasserstein et al. (Wasserstein et al., (Wasserstein et al.,
more authors (2005) (2005) 2005) 2005)
Groups (readily National Institute of NIMH (2003) (National Institute of (NIMH, 2003)
identified through Mental Health (NIMH, Mental Health
abbreviation) as 2003) [NIMH], 2003)
authors
Groups (no University of University of (University of (University of
abbreviation) as Pittsburgh (2005) Pittsburgh (2005) Pittsburgh, 2005) Pittsburgh, 2005)
authors
LEARNING OBJECTIVES
At the end of the lesson, you should be
able to:
1. follow the rules established by the
“Publication Manual of the American
Psychological Association (APA);
2. use the guidelines on how to format
references, statistical tables,
punctuation, grammar; and,
3. observe writing format and instructions
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OFGRADUATE EDUCATION about how to format manuscripts.
INTRODUCTION
A researcher should select a format
in the beginning stages of his research
and follow it consistently throughout the
preparation of his research report.
There are two basic systems of
documentation; one is the “Note
Bibliography System” which uses footnotes
and endnotes and the other one is the
Parenthetical Reference System which is
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OFGRADUATE EDUCATION given by the American Psychological
Association.
INTRODUCTION
It is very important for the researcher
to follow a system of documentation
primarily to give proper attribution and
acknowledge indebtedness, to establish
the validity of evidences presented, to
indicate cross-references within the
paper, to amplify ideas in the research
analysis and to provide additional
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bibliographical information.
THE APA STYLE
The APA style is described in the fifth
edition of the Publication Manual of the
American Psychological Association,
which is a large reference book that
contains hundreds of guidelines on how
to format references, statistics, tables,
punctuation, and grammar. It also
contains writing tips and instructions
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about how to format manuscripts.
THE APA STYLE
There are several reasons for using APA
style:
• An author writing for a publication must

follow the rules established by the
publisher to avoid inconsistencies
among journal articles or book
chapters.
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• Without rules of style, variations may
distract or confuse the reader.
THE APA STYLE
• The need for a consistent style

becomes more apparent when
complex material is presented, such as
tables or statistics.
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HOW TO FORMAT BIBLIOGRAPHY
IN APA STYLE
APA style calls for a List of

References instead of a bibliography.
The requirements of a reference list are
that all references cited in the text of a
paper must be listed alphabetically by
author's last name first in the List of
References and that all references
listed must be cited within the text.
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HOW TO FORMAT BIBLIOGRAPHY
IN APA STYLE
A bibliography, on the other hand,
typically includes resources in addition to
those cited in the text and may include
annotated descriptions of the items listed.
In general, the List of References is
double-spaced and listed alphabetically
by author's last name first. For each
reference, the first line is typed flush with
the left margin, and any additional lines
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OFGRADUATE EDUCATION are indented as a group a few spaces to
the right of the left margin.
COMMONLY USED RULES AND
REFERENCE FORMATS OF APA
• Parenthetical Reference Citations in
Text
When you do not mention the

author’s name in your text, that name
followed by a comma and the date of
publication, appears in parentheses at
the end of your sentence. Use the last
name only in both first and subsequent
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OFGRADUATE EDUCATION citations, except when you have more
than one author with the same last name.
Example:
Pagdanganan (2002) stated that to overcome
poverty, a comprehensive three-pronged
approach must be pursued: big business
development, support for micro entrepreneurs;
and development of cooperatives and small
and medium enterprises.
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• Author and Date Cited in Text
If you use both the name of the
author and the date in the text,
parenthetical reference is not necessary.
Example:
In 2002 article, Pagdanganan explains a
comprehensive three-pronged approach to
overcome a poverty.
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• Quotation with Name of Author

When your sentence contains a
quotation and includes the name of the
author, place the publication date and
page number in parentheses. Abbreviate
page or pages (p. or pp.). The publication
date should follow the name of author;
the page number should follow the end
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of the quotation.
Example:
Pagdanganan (2002) explains that World Bank
consensus in government, non-governmental,
and international circles that corruption in the
Philippines is pervasive and deep-rooted,
touching even the judiciary and the
media”(p.28)
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• Quotation without Name of Author
When you quote but do not identify
the author in the sentence, the name of
the author, date of publication, and
page number appear in parenthesis at
the end of the sentence.
Example:
Kanter proposed examples of “restructuring,
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reengineering, rightsizing, downsizing and a host
of other organizational changes in the
corporate world (Mactaggart, 1996, p.6)
• Work by Two Authors
When you refer to a work by two
authors, cite both names each time the
reference appears.
Example:
Molenda and Russel (1985) list six modes of
computer assisted instruction in distance
learning: drill and practice, tutorial, gaming,
WORLD-CLASS CENTER simulation and problem solving.
or
There are six modes of computer-assisted

instruction in distance learning: drill and
practice, tutorial, gaming, simulation, discovery
and problem solving. (Molenda & Russell, 1985)
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• Work by Two to Five Authors

For a work by more than two authors
but fewer than six authors, cite all names
in the first reference. In subsequent
references, cite only the name of the first
authors and use et.al.
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Example:
Holmgren, Dyer, Hilligos and Heller (1989)
evaluated the “Effectiveness of Army Training
Extension Course Lessons on Videodiscs.”
or
“The Effectiveness of Army Training Extension
Course Lessons on videodiscs” (Holmgren et.al,
1980) compared to test scores.
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• Authors with the Same Last Name
When you cite works by two or more
authors with the same last name, use
initials to identify the authors in the text
even if their dates or publication differ.
Example:
V.C. Gordon (2000) has confirmed the findings
of H.C. Gordon (1995)…………
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• Work Identified by Title
When a work is listed in the
reference list by title alone, a shortened
version of the title is used in the text to
identify the work. The title of a book is
underlined; the title of an article appears
within quotation marks.
Example:
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Congress declared “a national policy objective
of the Philippines” (RA 6038, 1969 p. 227)
• Corporate Author
When you cite a work by a corporate
author, use the name of the organization
as the author. You may use well-known
abbreviations such as PUP for Polytechnic
University of the Philippines.
Example:
Retired faculty members may be rehired as
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special lecturers (Polytechnic University of the
Philippines, 2005, p.10)
• Reference to More than One Work
List two or more works by the same author
in order of date of publication:
(Pagdanganan 2000, 2002).
Differentiate works by the same author

and with the same publication date by
adding an identifying letter to each date:
(Bloom, 2000a, 2000b). The letter also
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appears in the reference list, where the
works are alphabetized by title.
List works by different authors in

alphabetical order by last name, and use
semicolons to separate the references:
(Gould 1989; Smith, A.D. 1983).
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REFERENCE LIST
• APA for Reference List
A reference list at the end of the
paper, the equivalent of a bibliography,
includes all works cited. In APA style, this list
of sources is entitled “References” The first
line of the entry begins flush left; the
second and successive lines are indented
three spaces from the left.
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REFERENCE LIST
Entries appear in alphabetical order
according to the last name of the author;
two or more works by the same author
appear in chronological order by date of
publication, beginning with the earliest;
two or more works by the same author and
with the same publication date appear in
alphabetical order by title. When you have
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two or more books or articles by the same
author, repeat the name of the author in
each entry.
BOOKS
• Basic Entry
The entry for a book begins with the last
name of the author, followed by a comma
and the author’s initials followed by
periods. The date of publication follows in
the parentheses, followed by a period.
Only the first word of the book title, the first
word of the subtitle, and proper names
within both are capitalized.
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BOOKS
The entire title is underlined and followed
by a period. Facts of publication include
the city of publication. The name of the
location is followed by a colon and the
name of the publisher. The entry ends with
a period.
Example:
Verduin, J. (1991), Distance Education: The
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Foundations of Effective Practice California:
Tossey-Bass Inc., Publishers
BOOKS
• Books by More than One Author
For a book by more than one author,
invert and list the names of all the authors,
regardless of number. Use commas to
separate surnames and initials. Place an
ampersand (&) before the name of the last
author.
For a book with more than six authors, list

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the first six only, followed by et al., an
abbreviation for “and others.”
BOOKS
Example:
Bautista, V., Layda R., and Molina A. (2001),
Gender Violence: Its Socio-cultural dimensions.
Philippines: UP Press
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BOOKS
• Edition other than First
Identify an edition other than the first or a
specific volume with parentheses following
the title without any intervening
punctuation.
Example:
Higgins, R.C. (2001). Analysis for Financial
Management (6th Edition). New York: Irwin
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McGraw-Hill
PERIODICALS
• Basic Entry
The basic entry for an article in a
periodical begins with the last names
and initials of all authors, inverted. The
year of publication follows in
parentheses; for magazine and
newspaper articles, give the month and
day (if any). Next comes the title of the
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article, not enclosed in quotation marks;
the inclusive page numbers.
PERIODICALS
A period follows the author entry and
the title of numbers are separated by
commas. Only the first word of the
article title, the first word of the article
subtitle, and proper names within both
are capitalized. All words except articles
and prepositions are capitalized in the
title of the periodical, and the title is
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underlined. All digits are repeated in
page citations.
PERIODICALS
The abbreviation p. or pp. is used in
references to magazines and newspapers
but not to journals.
Example:
Diabay, L.R. 91997). Where will globalization
take us? Yearbook, p.63
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PERIODICALS
• Journal Paginated by Issue
If each issue of a journal begins with page
1, give the issue number in parentheses
after the volume number.
Example:
Biglete, A. a. Global Concerns in Higher
Education. The PLT Journal, 2 (1), 17-20
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PERIODICALS
• Magazine Article
The entry for an article in a magazine
without volume numbers includes the
month and day (if any), as well as the year,
and the abbreviation p. or pp.
Example:
Kellin, Joe (2008, December 22). The aimless war
in Afghanistan. Time Magazine, pp.16-17
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PERIODICALS
• Monograph
In an entry for a monograph, identify the
nature of the material within brackets and
give the volume number of the issue. Place
additional identifying numerals, such as
issue and serial (or whole) numbers in
parentheses after the volume number.
Example:
Naval, V. (2005). A Centennary Journey to
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Curriculum Development [Monograph].

Polytechnic University of the Philippines
TECHNICAL AND RESEARCH
REPORTS
• Basic Form
Entries for technical and research reports
should follow the basic format for a book
entry. The series or number of the report
should be identified in parentheses
immediately after the title.
Example:
Hunt, G.H., & Mohler, S. R. (1958). Aging: a
WORLD-CLASS CENTER review of research and training grants
GRADUATE EDUCATION
supported by the National Institute of Health
OF
(U.S. Public Health Service Publication No. 652).

Bethesda: National Institute of Health
DOCTORAL DISSERATITIONS
• Typescript of Dissertation/Thesis
When you use the typescript copy of a
dissertation/thesis, give the university and
year as well as the volume and page
numbers in Dissertation/Thesis Abstracts
International. If the dates are different,
provide the date of the dissertation after
the name of the university.
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REPORTS
Example:
Reber, Michael F. (2002). An Alternative
Framework for Community Learning Centers in
the 21st Century: a Systematic Design Approach
Toward the Creation of Transformational
Learning System (Doctoral Dissertation, The
International University Asia-Pacific Centers).
Dissertation Abstracts International, 45, 4445B.
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DOCTORAL DISSERATITIONS
• Unpublished Thesis/Dissertation
Treat a thesis/dissertation that does not
appear in Thesis/Dissertation Abstracts
International as un unpublished work.
Underline the title.
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NO PRINT MEDIA
• In entries for nonprint media, place

the name of the principal organizer or
creator in the author position, and in
parentheses identify the function of
the organizer or creator. The nature of
the medium should be indicated in
brackets immediately after the title.
Enter the place and date of
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publication as for a book.
REPORTS
• Online (Digitized) Collection
Example:
Eaton, S. (1907). Sermons on Advertising.
Retrieved August 23, 2001, from Duke University,
Rare Book, Manuscripts and Special Collections:
Website:
http://scriptoriumlib.duke.edu/dynaweb/eas/d
atabases/printlit/@Generic BookTestView/1851
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APA

• An author writing for a publication must

• The need for a consistent style

APA style calls for a List of

When you do not mention the

• Quotation with Name of Author

There are six modes of computer-assisted

• Work by Two to Five Authors

Differentiate works by the same author

List works by different authors in

For a book with more than six authors, list

Curriculum Development [Monograph].

(U.S. Public Health Service Publication No. 652).

• In entries for nonprint media, place

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