QASMT Writing Style Guide APA

Writing Style Guide

Based on APA format

QASMT WRITING STYLE GUIDE 1

Table of Contents

Introduction 2Manuscript Formatting 2

Basics 2Specifics 3

Tables 4Figures 5Appendices 6Mechanics 8

Expressing Numbers 8Abbreviations and Acronyms 9Contractions 10Capitalisation 11Hyphenation 11

Referencing 12Plagiarism 13Turnit-in 14An Overview of APA Referencing 14In-text Referencing 15

Signal Phrases 15Types of In-text Referencing 15

Short Direct Quotes 15Long Direct Quotes 15Paraphrases 17

Formatting In-text Citations 17Secondary Citations 19Multiple References to the Same Source 19Unknown Author 19Two or More Works in the Same Citation 20Authors With the Same Surname 20Two or More Works by the Same Author in the Same Year 20Sources Without Page Numbers 20Adding or Omitting Words in Quotations 21Quoting Poetry 21Quoting Drama 23In-text Citations Using MS Word 23Footnotes 24

Formatting End-text Citations 24End-text Citations Using MS Word 25End-text Referencing of Various Sources from the Internet 26How to Format an End-text Reference for Something You Found on a Website When Information is Missing

27

End-text Referencing of Poems 28Sample Reference List 29

Other Points to Consider 30


Introduction

The aim of this style guide is to help you maintain consistency and accuracy in the

presentation and layout of your paper. Each referencing style tends to have its own

editorial style. This means that when you choose to reference your paper in a particular

style you should also observe the editorial conventions of that style like:

• punctuation and abbreviations

• construction of tables

• labelling of tables, graphs, illustrations

• headings

• citation of references

• presentation of statistics

• as well as many other elements that are a part of every manuscript

This guide outlines and explains features of the APA style and is formatted accordingly. The

instructions are based on MS Word Office 2007.

Manuscript Formatting

Basics

A manuscript formatted in APA style should:

• be typed on standard white A4 paper

• be 1.5 or double-spaced throughout (highlight text right click Paragraph

Line Spacing: 1.5 lines or Double)

• also be double-spaced between the body text and titles, headings and block

quotations i.e. no extra spacing between paragraphs

• use 2.5cm margins on all sides (Page Layout Margins Normal)


• use 10 – 12 pt. Times New Roman or similarly readable font

• be indented 1.25cm (press Tab once) at the beginning of each paragraph

• have all subsequent text aligned to the left-hand margin with a “ragged” right-hand

margin (select the “Align Text Left” icon on the toolbar)

• have two spaces after each full stop

Specifics

It should also:

• include a page header in the upper left-hand of every page and a page number in the

upper right-hand side of every page

• include the following details of your paper in the header: QAMST [SUBJECT NAME] –

YOUR NAME – YOUR CLASS – YOUR TEACHER’S NAME – SHORT FORM OF TASK TITLE

• have a title page that includes (a) your name; (b) your teacher’s name; (c) your

class / course e.g. Year 11D IB A1 English; (d) title / question of essay

• have no header or page number on the title page

• have the title page text formatted as follows:

• centred

• typed in same size and style as the manuscript

• not bold, italicised or underlined

Level Format1 Centred, Bold, Mixed Case Heading2 Left-aligned, Bold, Mixed Case Heading3 Indented, bold, lowercase heading will full stop.4 Indented, bold, italicised, lowercase heading with a full stop.5 Indented, italicised, lowercase heading with a full stop.

• format headings this way if they are used throughout the paper:


• have all sources used in the paper identified in parenthetical in-text citations (see

below for details of in-text citations)

• use italics for publication titles

Additionally, in an extended essay, the page following the title page is the abstract which

has a centred heading, “Abstract”, at the top of the page. The first line of this text is not

indented. It should have a header and page number.

Tables

Tables are often required to present data. Guidelines for including a table into an

APA formatted manuscript:

• Head the table with an Arabic numeral e.g. Table 1, Table 2, Table 3 etc. Align this

flush left.

• Then assign it a title which is italicised and mixed case e.g. Correlations Between

Light Levels and Growth Rates. This is also aligned flush-left.

• Table titles should be brief but explanatory.

• All elements of the table should be consistently either single- or double-spaced.

• All columns should have a column heading.

• If the table or its data are from another source, cite the source beneath the table

(highlight table Insert Caption Below insert source details).

• Never include a table without referring to it (by number) in the text of the paper e.g.

As shown in Table 7, there is a larger variation than would

normally be expected.


Table 1

Dogs Scoring Above Average on Intelligence by Breed and Gender

Breed Male Female %

Dachshund 123 234 17.6

Terrier 456 567 31.1

Siberian Husky* 789 891 51.3

Totals (N = 3060) 1368 1692

Note. Average score = 150. No animals were harmed during testing.*Three huskies (one male, two female) escaped before testing was completed and are therefore included in the table.

Figures

Guidelines for including a figure (graph, photograph etc.) into an APA formatted

manuscript:

• Label the figures with an Arabic numeral and provide a brief but explanatory title

• Italicise the label but not the title.

• The label and the title appear on the same line below the visual display, flush-left.

• Type the title in mixed case.

• Crop any extraneous material from a photograph or figure before inserting it.

• Graphs must include a legend where necessary to explain symbols, abbreviations etc.

• If the figure or its data are from another source, cite the source or copyright owner

beneath the figure (highlight figure Insert Caption Below insert label, title

and source details).

• Never include a figure without referring to it in the text of the paper e.g. As shown

in Figure 7, there is a larger variation than would normally

be expected.

Purdue University. (2011). APA Tables and Figures 1. Retrieved June 3, 2011, from OWL Purdue Online Writing Lab: http://owl.english.purdue.edu/owl/resource/560/19/

http://owl.english.purdue.edu/owl/resource/560/19/


Figure 1. Crude Oil Prices 2003-2008.Ontario Ministry of Finance. (2008). 2008 Ontario Economic Outlook and Fiscal Review. Retrieved June 3, 2011, from Ontario Ministry of Finance: http://www.fin.gov.on.ca/en/budget/fallstatement/2008/08fs-annex2.html

Appendices

Appendices allow you to include detailed or supplemental information in your paper

that would be distracting or interrupt the flow of the writing. Examples of items you might

have in an appendix include mathematical proofs, lists of words, the questionnaire used in

the research, a detailed description of an apparatus used in the research etc.

Guidelines for including an appendix in an APA formatted manuscript:

• Create the appendix on a fresh page at the end of the paper following the

References page/s.

• Head the page “Appendix” with only the first letter capitalised.

• Centre this heading. Don’t bold or italicise it or place it in quotation marks.

http://www.fin.gov.on.ca/en/budget/fallstatement/2008/08fs-annex2.html

http://www.fin.gov.on.ca/en/budget/fallstatement/2008/08fs-annex2.html


• Label each appendix as with a capital letter - Appendix A, Appendix B and so on, so

that readers will know where to look based on your in-text citation. If you only have

one appendix then don’t assign it a letter, just Appendix.

• Cite your appendix in-text by inserting a citation following the sentence where you

lead into the information that the appendix contains e.g. More than half of

the survey respondents indicated that they had ceased

purchasing this brand following the product recall while only

13 percent said their confidence in it remained unaffected.

(See Appendix A). This then leads the reader to a graph or chart in the appendix

that displays the survey results.

• Explain the information in the appendix after citing it. When the reader returns to

the text of your paper, they will need to have the significance of what they just

turned to the appendix to read explained to them.

• Format the visual contents of the appendix like they would be formatted in the

paper's body. All tables, figures and equations should be labelled and numbered.

Each label and number should include a letter that corresponds to the appendix. For

example, in the first appendix, the first table should be labelled "Table A1". If there's

a second appendix, the second figure in it would be labelled "Figure B2”.

• Format all plain text in the appendix exactly as it is formatted in the rest of the

paper. The very first line of the appendix differs from normal rules; it should begin

flush left, rather than indented.

• Remember, the appendix comes after the reference list at the end of your paper.


Mechanics

Expressing Numbers

• The general rule of thumb is that numerals (10, 11, 12) are used for 10 and over;

words for under 10.

Adding extra potassium to the fertilizer mix resulted in

higher yields in nine of the 10 tomato plants.

• Never start a sentence with a numeral.

Eighty-five percent of survey respondents expressed a

preference for Brand X.

• Use words to express fractions.

These symptoms are found in approximately one-third of

patients.

• Use numbers in a mathematics essay.

Divided by 5

• Use numbers to express measurement.

6.5 cm

• Use numbers in a graph.

X = 54

• Use numbers for time.

3 hr 30 min

• Use numbers for dates.

July 20, 1969

• Use numbers for ages.

3 years old


Abbreviations and Acronyms

Whilst you should try to limit the use of abbreviations (and acronyms) in an essay,

there are instances when you will need to use them. It is therefore important that you

know how to use them.

• A manuscript overloaded with abbreviations is likely to confound the reader. The

general rule of thumb is that if the term is seldom used (i.e. not more than three

times), don’t abbreviate it, unless it is a particularly long term.

• An abbreviated term must be spelt out in full the first time it is used followed by the

abbreviation in parentheses.

A 2009 UNHCR (United Nations High Commissioner for

Refugees) report advised that ...

After that, use the acronym on its own.

This policy was clearly contrary to the UNHCR mandate.

• Some abbreviations are listed in the dictionary like regular word entries (e.g. ANZAC,

AIDS, scuba). The meaning of these is considered common knowledge and they do

not need to be written in full or explained.

• When communicating time and measurements, abbreviate all units and if using a

series of numbers, use the abbreviation only after the last number in the series.

The tomato plants in the three conditions were allocated

5, 10, and 25 ml of water each day.

• Do not start a sentence with an abbreviation if you can help it.

• Even commonly abbreviated words should be typed out in full.

department NOT dept


• Do not make an abbreviation of a unit of measurement plural.

5 min NOT 5 mins

• Some common abbreviations (that are acceptable to use in an essay) and their

correct punctuation are provided in the table below.

Abbreviation Meaning Abbreviation Meaning

hr hour(s) etc. et cetera = “and so forth”

min minute(s) e.g. for example

s second(s) i.e. that is

g gram(s) cf. compare with

kg kilogram(s) vs. versus

t tonne °C degrees Celsius

mL millilitre(s) p.m. post meridiem

L litre(s) a.m. ante meridiem

ML megalitre(s) c. circa (Latin = “about”, “approximately”)

mm millimetre(s) et al. et alii (Latin = “and others”). Used in references.

cm centimetre(s) ibid. ibidem (Latin = “in the same place” book etc.). Refers the reader to the preceding footnote.

m metre op cit. opere citato (Latin = “in the work cited”). Should never be used on its own, but be accompanied by author and page number of previously cited source.

km kilometre viz. Videlicet (Latin = “to expand upon or clarify what has already been said”, “namely”).


Contractions

• Do not use contractions in your EE

Do not NOT don’t

Would have NOT would’ve

Capitalisation

Capital letters are required for

• the first word of a sentence

• all major words in a book, journal or article title when they appear within a paper

• proper nouns (e.g. John Smith, Kleenex, Toyota, Brisbane, Sunday)

• nouns followed by numerals (e.g. Table 2, Experiment 2, Chapter 10)

Hyphenation

Hyphenate

• when using the prefix self (e.g. self-confident, self-conscious)

• when the prefix can create4 a word with a different meaning (e.g. re-cover the book,

re-lease the office)

• to avoid doubling a vowel (e.g. de-emphasize)

• cardinal numbers (e.g. twenty-seven)

• using fractions as adjectives (e.g. one-third majority)

• when prefixes are followed by

capitalized words (e.g. neo-Darwinian)

numbers (e.g. post-911 years)

abbreviations (non-QASMT students)

more than one word (post-20th-century invention)


• to make sure compound adjectives are not misread (e.g. thrill-seeking teenagers)

• to help the reader understand the intended meaning of two or more adjectives

before a noun that acts as one idea (e.g. first-class seat, top-notch idea)

Don’t hyphenate

• a compound with ly (e.g. happily married couples)

• chemical terms (e.g. sodium glutamate compound)

• when using most prefixes (e.g. pretest, reset)

Referencing

A paper that requires research of any kind must include both in-text (citations) and

end-text (list of references) referencing. Essentially, referencing shows that you have read

and what you have read. Specifically, referencing is a requirement because it serves:

as proof that your work has a substantial factual basis

to demonstrate your skill as a participant in your field of study

to distinguish your own ideas from those of someone else

to acknowledge those authors who contributed to your learning and your work

to allow fact-checking

to enable the reader to locate the sources mentioned in your paper so they can use

it to broaden their own scholarly knowledge

to avoid plagiarism

Researching is a logical and inevitable part of the learning process. When you acknowledge

through citations the sources you used, you signpost for the reader the journey you took to

create your own ideas and opinions about the topic. Correct and consistent referencing is a

characteristic of an accomplished researcher.


Plagiarism

Plagiarism is considered a serious academic offence. It occurs when someone

• passes off the ideas or words of another as their own

• uses the ideas or words (either paraphrased or verbatim) without correctly

acknowledging the source.

Changing the words of an original source is not sufficient to prevent plagiarism. If you have

retained the essential idea of an original source, and have not cited it, then no matter how

drastically you may have altered its context or presentation, you have still plagiarised.

The International Baccalaureate Organisation (IBO) requires both you and your

teacher to attest to the originality of your work (i.e. that it is your work and that you have

properly, and in a scholarly manner, acknowledged your sources). Suspected malpractice

will be investigated and if confirmed, a grade may not be awarded making you ineligible for

a diploma. Furthermore, an IB Diploma may be withdrawn at any time if malpractice is

subsequently established. Severe penalties apply at university level if a student commits

academic malpractice. If you act with academic integrity by correctly and consistently

acknowledging your sources you will avoid punishment. Remember, you are encouraged

and expected to use the ideas and even the words of others. The key to academic honesty is

knowing when and how to acknowledge this by citing them.

Turnit-in

QASMT uses the internet-based plagiarism-detection service, Turnit-in. Students

submit their work electronically to Turnit-in as well as in hard copy to their teacher. Turnit-

in cross references the submissions against millions of journals, periodicals, books and


archived student submissions, as well as billions of web pages. A report is then generated

that determines the extent and source of plagiaised material. Turnit-in makes it very

difficult, if not impossible, for plagiarists to evade detection.

An Overview of APA Referencing

There are a number of different ways format your citations and reference list.

Unless otherwise directed, QASMT uses the APA format. Different universities, even

different departments within universities, and indeed different lecturers within a

department use different referencing styles. By developing proficiency in one style, you will

find it quite easy to adapt to any other style when you go to university. APA is relatively

simple to use especially if you use MS Word’s referencing tool (References choose Style :

APA Manage Sources) which does much of the hard work for you.

Whilst this document covers the basics of APA referencing, more detailed

information can be found online. These two sites are particularly helpful and were used

extensively in the preparation of this document:

• http://www.apastyle.org/learn/index.aspx

• http://owl.english.purdue.edu/owl/section/2/10/

The key feature of APA is parenthetical citation. This means that when you want to

refer to the works of another author you do so in the body of your text , not in a footnote or

endnote. You do this by including the author’s surname and the year of publication in

brackets (parentheses). For a direct quotation also include the page number. The full

bibliographic details of all sources cited are listed alphabetically at the back of the paper in

the reference list.

http://owl.english.purdue.edu/owl/section/2/10/

http://www.apastyle.org/learn/index.aspx


In-text Referencing

Signal Phrases

Typically the quotation is introduced with a signal phrase that includes the author's

last name followed by the date of publication in parentheses e.g.

• According to Smith (2008) …

• Smith’s (2008) research has shown …

• Smith (2008) presents evidence which suggests …

• Smith (2008) stated that …

Use such signal verbs as concluded, reported, suggested, indicated, argued, stated, found,

acknowledged, maintained, argued, asserted, determined, said, hypothesised, showed,

demonstrated, warned, cautioned etc.

Types of In-text Referencing

There are three different types of in-text references:

1. Short direct quotes

2. Long direct quotes

3. Paraphrases

1. Short Direct Quotes

• are the author’s actual words

• are included in the text as you write

• have fewer than 40 words

• are written in “double quotation marks”

• have the citation kept close to the author’s name


• are included in the total word count of an extended essay

Example (where author is named in the signal phrase)

John Smith, a researcher from the University of Copyright

warns, “Many secondary school students do not understand what

it means to plagiarise or why plagiarism is considered a

serious academic offence” (2008, p.83).

Example (where author is not named in the signal phrase)

An academic from the University of Copyright warns, “Many

secondary school students do not understand what it means to

plagiarise or why plagiarism is considered a serious academic

offence” (Smith, 2008, p.83).

2. Long Direct Quotes

• are the author’s actual words

• include any quote more than 40 words long

• must be displayed in a double-spaced, indented block

• don’t have quotation marks

• should have the parenthetical citation after the closing punctuation mark

• are included in the total word count of an extended essay


Smith’s (2008) study found the following:

Many secondary school students do not understand what it

means to plagiarise or why plagiarism is considered a

serious academic offence. Their responses demonstrated a

particularly worrying attitude to materials accessed from


the internet which were often used without consideration for

copyright (p.83).

Example (where author is not named in the signal phrase)

A 2008 study found that:

Many secondary school students do not understand what it

means to plagiarise or why plagiarism is considered a

serious academic offence. Their responses demonstrated a

particularly worrying attitude to materials accessed from

the internet which were often used without consideration for

copyright (Smith, p.83).

3. Paraphrases

• are preferred to direct quotes

• are someone else’s ideas expressed in your own words

• are not placed in quotation marks since the words are not exact quotes

• include only the author’s surname and year of publication in the citation, not the

page number.


Researcher John Smith (2008) warned that many secondary school

students were ignorant of issues related to academic

malpractice, particularly plagiarism.

Example (where author is not named in the signal phrase

Many secondary school students are ignorant of issues related

to academic malpractice, particularly plagiarism (Smith, 2008).

Formatting In-text Citations


The table below shows how to format in-text citations for a variety of sources. The

citation examples are for paraphrases where page numbers are not required.


Table 1Formatting In-text CitationsType of Citation First citation where

author is named in signal phrase

Subsequent citation where author is named in signal phrase

Parenthetical format, first citation in text where author is not named in signal phrase

Parenthetical format, subsequent citations where author is not named in signal phrase

One work by one author Walker (2007) stated ... Walker (2007) concluded ...

(Walker, 2007) (Walker, 2007)

One work by two authors Walker and Allen (2004) found ...

Walker and Allen (2004) believe ...

(Walker & Allen, 2004) (Walker & Allen, 2004)

One work by three authors

Bradley, Ramirez, and Soo (1999) concluded ...

Bradley et al. (1999) showed ...

(Bradley, Ramirez, & Soo, 1999)

(Bradley et al., 1999)

One work by four authors Bradley, Ramirez, Soo, and Walsh (2006) determined ...

Bradley et al. (2006) go on to show ...

(Bradley, Ramirez, Soo, & Walsh, 2006)

(Bradley et al., 2006)

One work by five authors Walker, Allen, Bradley, Ramirez, and Soo(2008) argued ...

Walker et al. (2008) stated ...

(Walker, Allen, Bradley, Ramirez, & Soo, 2008)

(Walker et al., 2008)

One work by six or more authors

Wasserstein et al. (2005) found ...

Wasserstein et al. (2005) believe ...

(Wasserstein et al., 2005) (Wasserstein et al., 2005)

Groups (readily identified through abbreviation) as authors

National Institute of Mental Health (NIMH, 2003) stated ...

NIMH (2003) argued ... (National Institute of Mental Health [NIMH], 2003)

(NIMH, 2003)

Groups (no abbreviation) as authors

University of Pittsburgh (2005) found ...

University of Pittsburgh (2005) warned ...

(University of Pittsburgh, 2005)

(University of Pittsburgh, 2005)

Adapted from: American Psychological Association. (2011). Citing References In Text. Retrieved June 3, 2011, from APA Style : Basics of APA Style Tutorial: http://flash1r.apa.org/apastyle/basics/index.htmNote: In et al., et should not be followed by a full stop.

http://flash1r.apa.org/apastyle/basics/index.htm



Secondary Citations

A secondary citation occurs when you use material you found cited in another

source. Here you are required to acknowledge both the primary and secondary source of

information. To do this, name the primary source in the signal phrase then insert the words

"as cited in" before the secondary source in the parenthetical citation.

According to Avery (2009, as cited in Evans, 2011, p.14)...

or

Avery’s (2009) study (as cited in Evans, 2011, p.14) found

that ...

or

This belief has been confirmed (Avery, 2009, as cited in

Evans, 2011, p.14) ...

You do not need to source the primary or original work cited (e.g. Avery, 2009) but the

secondary source (e.g. Evans, 2011) needs to appear in your list of references.

Multiple References to the Same Source

If you refer to one source multiple times in the same paragraph you include the

author’s surname and the date in the first citation only. All subsequent citations in that

paragraph need mention only the author’s surname.

Unknown Author

If the source does not have an author, cite the source by its title in the signal phrase

or use the first word or two from the title in the parentheses. Titles of books and reports

are italicised; titles of articles, chapters and web pages are in quotation marks.


A recent study of secondary students found that over fifty

percent believed plagiarism to be a disease that decimated much

of Europe in the 14th century (“Academic Honesty”, 2010).

Two or More Works in the Same Citation

When the parenthetical citation includes two or more works, order them as they

appear in the reference list, separated by a semi-colon.

(Smith, 2002; Young, 1999)

Authors With the Same Surname

To distinguish between the two, use first initials with the surname.

(E. Johnson, 2010; L. Johnson, 1995)

Two or More Works by the Same Author in the Same Year

Where you use two sources by the same author in the same year, use lower-case

letters (a, b, c) with the year to order the entries in the reference list. Use the lower-case

letters with the year in the in-text citation

The work of Moore (2003a) illustrated that ...

Sources Without Page Numbers

Whilst APA format requires parenthetical citations for direct quotes to include the

page number in, many sources are not paginated e.g. online sources. If the online source

you are quoting has numbered paragraphs, use the abbreviation "para." followed by the

paragraph number.

Hall and Smith (2009) argue that “deliberate plagiarism is

more easily detectable in the digital age” (para. 5).

or


Some argue that “deliberate plagiarism is more easily

detectable in the digital age” (Hall & Smith, 2009, para. 5).

If the paragraphs are not numbered, but the document nonetheless includes headings,

provide the appropriate heading and specify the paragraph under that heading

According to Hall and Smith (2009), “deliberate plagiarism is

more easily detectable in the digital age” (Plagiarism

section, para. 6).

If the online source you are quoting has neither page numbers nor paragraph numbers, count the

number of the paragraphs down from the top of the article or blog and use it.

Hall (2009) writes that “deliberate plagiarism is more easily

detectable in the digital age” (para. 11)

Note: Never use the page numbers from print-outs of web pages.

Adding or Omitting Words in Quotations

If you add words to a quotation, use squared brackets.

Johnson (2004) says that “developing proficiency in the

mechanics of referencing is one of the most useful skills a

secondary student can learn [in preparation for tertiary

studies]” (p. 243).

If you delete words from a quotation, use ellipsis marks, which are three full stops, preceded

and followed by a space.

Johnson (2004) says that “developing proficiency in ...

referencing is one of the most useful skills a secondary

student can learn” (p. 243).

Quoting Poetry


Quotations of poetry are not cited by page number. Where the poem has a number

of parts cite by part and line numbers separated by a full stop.

When Homers Odysseus comes to the hall of Circe, he finds his

men “mild / in her soft spell, fed on her drug of evil”

(10.209-210).

For poems that are not divided into parts, use line numbers. For a first reference, use the

word ‘lines’ e.g. (lines 5-8). Thereafter use just the numbers e.g. (12-13)

In his poetry, Cummings experiments radically with various

rules of English like spelling, punctuation, syntax and

capitalization to construct vivid images. ‘in Just-‘

illustrates this. His inventive word play results in

seemingly nonsensical compound words, “the queer / old

balloonman whistles / far and wee / and bettyandisbel

come dancing” (lines 10-14), which actually mimic the poem’s

blithe and playful mood. His unusual, child-like

capitalization, “and the goat-footed / balloonMan whistles”

(16-17), adds to this effect.

Most poems have marked line numbers; where none are provided, count the lines yourself

and cite as directed above.

Note: You must indicate breaks between lines when quoting poems or plays in verse.

With a short direct quote i.e. one incorporated into your text and not set off as a block

quote, indicate breaks between lines of verse with a slash ( / ). Insert one typed space

before and after slashes indicating line breaks.

When quoting three or more lines of poetry as they appear in the original source

format it as you would any long quote i.e. begin it on a new line, indent it, double line space


it, and omit the quotation marks. The reference comes immediately after the last poem

line. If the spacing of words or lines in the original source is unusual, you should represent

the original’s spacing as precisely as you can in your essay. The author’s style is sacred.

E. E. Cummings’ use of inventive compound words and unusual

spacing is illustrated in his poem ‘in Just-‘:

the queer

old balloonman whistles

far and wee

and bettyandisbel come dancing

from hop-scotch and jump-rope and

it’s

spring (11 – 17).

Quoting Drama

When citing plays, cite by division (act, scene) and line. This means that the cited

part can be located in any edition of the work. Use Arabic numbers, and separate the

numbers with full-stops. A citation for Act IV, scene 2, lines 148-149 from a Shakespeare

play would look something like this:

In Shakespeare’s ‘King Lear’ Gloucester, blinded for suspected

treason, learns a profound lesson from his tragic experience:

“A man may see how this world goes / with no eyes” (4.2.148-

149).

Note: Not (IV.2.148-149).

In-text Citations Using MS Word


Develop the habit of entering all sources you use, or think you will use, into MS

Word’s Source Manager. This takes care of the mechanics of referencing for you.

(References check Style : APA is selected Manage Sources New choose Type of

Source fill in the bibliographic details of your source click OK).

When you need to insert an in-text citation, click at the end of the sentence or

phrase that you wish to cite and click “Insert Citation”. Then choose the relevant source

from the list of sources you’ve previously entered into the Source Manager. Word will then

insert a parenthetical citation including author’s surname and year of publication. You can

then edit this to include the page number if needed. A step-by-step tutorial is available in

the Library course in Blackboard.

Footnotes

Because APA uses parenthetical citation the use of footnotes and endnotes is not

recommended. However you can use them to provide supplemental material to your

readers.

• Insert a number formatted in superscript e.g. ¹, ², ³ etc.

• Make the footnote brief. Try to limit your comments to one small paragraph.

• The footnote should be placed at the bottom of the page on which it is discussed.

• Footnotes have a hanging indent which means that the first line of the footnote

is on the left-hand margin and any subsequent line is indented.

• Footnotes can also point readers to information that is available in more detail

elsewhere e.g. 1See Collins (2008), especially chapters eleven

and twelve, for an in depth analysis of this company’s

collapse.


Formatting End-text Citations

The reference list appears at the end of the paper and provides the information

necessary for a reader to locate and retrieve any source cited in the body of the paper. Each

source cited in the paper must appear in the reference list; likewise, each entry in the

reference list must be cited in the text.

Observe the following when formatting your References page:

• Begin the list of references on a new page separate from the text of the essay.

• Head the page “References” with only the first letter capitalised.

• Centre this heading. Don’t bold or italicise it or place it in quotation marks.

• All text should be double-spaced just like the rest of your paper.

• The first line of each reference is indented as it is with each new paragraph in the

rest of your paper.

• The list is alphabetised according to author’s surname (or title if the author is

unknown)

• The reference list comes before the appendix at the end of your paper.

End-text citations using MS Word

If you have been entering your sources into MS Word’s Source Manager throughout

the planning and drafting phases of your paper then producing the reference list will be

extremely easy. To publish your reference list:

• Ensure that each source cited in the paper appears in the Current List

(References Manage Sources) since this is the list MS Word will publish as

your reference list.


• Use the Copy button to transfer any sources from the Master List to the Current

List and use the Delete button to delete any sources from the Current List that

you didn’t cite. Note: Beware of deleting any source from the Master List

because it will be permanently deleted.

• To publish the reference list click on References Bibliography Insert

Bibliography.

• Highlight the list, then click and drag the First Line Indent marker on the ruler at

the top of your page to indent the first line of each entry in the reference list.

• Head the page “References” as instructed above.

End-text Referencing of Various Sources from the Internet

The referencing function in MS Word takes care of the formatting of your reference

list. It italicises titles, places publication dates in brackets, inserts commas, full stops and

colons as required. Again, you are directed to the tutorial in the Library Course on

Blackboard which explains the functionality of this tool in detail.

Whilst Word accommodates most types of sources, you will invariably come across

sources that don’t easily fit into any of the categories if offers. These can include blogs,

Tweets, Facebook posts, YouTube videos etc. In these instances you are encouraged to

choose the Type of Source that most closely fits the one you’re citing and complete as many

of the fields as you can. Once you have published your reference list, manually edit these

entries to include the format description in square brackets between Title and Retrieved e.g.

Lee, C. (2011). How Do You Cite an E-Book? [Blog] Retrieved

June 6, 2011, from APA Style Blog:http://blog.apastyle.org/apastyle/

Further information about the formatting of end-text references can be found at the

http://blog.apastyle.org/apastyle/


web sites listed earlier in this document. Particularly helpful for newly emerging digital

format types is the APA Style Blog (http://blog.apastyle.org/apastyle/). The table below

may be sufficient to cover the variety of tricky sources you need to reference.

http://blog.apastyle.org/apastyle/


Table 2How to Format an End-text Reference for Something You Found on a Website When Information is Missing

What’s missing? Solution Reference templatePosition A Position B Position C Position D

Nothing; I’ve got al the pieces

n/a Author, A. (date). Title of document [Format.

Retrieved from http://URL

Author is missing Substitute title for the author

Title of document [Format].

(date). Retrieved from http://URL

Date is missing Use “n.d.” for no date Author, A. (n.d.). Title of document [Format].


Title is missing Describe the document inside square brackets

Author, A. (date). [Description of document].


Author and date are both missing

Combine author and date methods

Title of document [Format].

(n.d.). Retrieved from http://URL

Author and title are both missing

Combine author and title methods

[Description of document].

(date). Retrieved from http://URL

Date and title are both missing

Combine date and title methods

Author, A. (n.d.). [Description of document].


Author, date, and title are all missing

Combine all three methods

(n.d.). Retrieved from http://URL

Note: The basic reference template is made up of four pieces: author, date, title (with format in square brackets if necessary), and source (the URL). When one or more of these pieces is missing, use the method shown above to adapt the template. In-text citations use the pieces from Position A and Position B (usually the author and date, but if there’s no author, then the title and date).Reproduced with permission from Copyright © 2010 the American Psychological Association.



End-text Referencing of Poems

If the poem was found from an anthology or on the Internet, the work is

alphabetized by poet’s surname, not editor’s surname.

When using Microsoft Word’s referencing tool, choose source type “Book Section”.

Type the poem’s title in the “Title” field and the book’s title in the “Book Title” field. You

will need to insert the single quotation marks around the poem’s title yourself. In the

“Year” field, enter the year the poem was first published (if given), not the year the

anthology was published. The year the anthology was published is placed after the editor.

It should look like this;

Paterson, A. B. (1895). ‘The Travelling Post Office’. In J.

Leonard (Ed.) 2003, Seven Centuries of Poetry in English (p.

75). South Melbourne: Oxford University Press.

Where the year the poem was published is not given:

Paterson, A. B. ‘In the Droving Days’. In J. Haynes (Ed.)

2000, An Australian Heritage of Verse (p. 191-194). Sydney:

ABC Books.

If the poem was found on the Internet, then use the source type “Document From Web

Site”. Type the poem’s title in the “Name of Web Page” field and the web site’s name (e.g.

PoemHunter.com) into the “Name of Web Site” field. You will have to unitalicise the

poem’s title and place it in single inverted commas and italicize the web site’s title. It should

look like this:

Thomas, D. ‘Lie Still, Sleep Becalmed’. Retrieved August 8,

2010, from PoemHunter.com:

http://www.poemhunter.com/poem/lie-still-becalmed/

http://www.poemhunter.com/poem/lie-still-becalmed/


Sample Reference List

References

Allott, A., & Mindord, D. (2010). Biology : Course Companion.

Oxford: Oxford University Press.

American Psychological Association. (2011). APA Style.

Retrieved May 22, 2011, from Basics of APA Style Tutorial:

http://www.apastyle.org/learn/tutorials/basics-tutorial.aspx

Graham-Rowe, D. (2011, May 28). Mind Readers. New Scientist ,

pp. 40-43.

Kulkarni, S. S., & Li, N. N. (2008). Membrane Distillation [e-

Journal]. Retrieved June 3, 2011, from Access Science:

http://www.accessscience.com.ezproxy.slq.qld.gov.au/content.aspx?

searchStr=osmosis&id=414210

Lee, C. (2011). How Do You Cite an E-Book? [Blog]. Retrieved

June 6, 2011, from APA Style Blog:http://blog.apastyle.org/apastyle/

Purdue University. (2011). In-Text Citations: Author/Authors.

Retrieved May 22, 2011, from Purdue Online Writing Lab:


San Francisco State University. (n.d.). First Year Experience

Class. Retrieved October 1, 2010, from Cornell Note Taking System:

http://userwww.sfsu.edu/~voltaire/fye/cornellsystem.pdf

Science Extended Essay Guide. (2009, January 31). Retrieved

March 13, 2011, from Georgetown District High School :

http://georgetowndistricthighschool.com/ibsite/pdf/current/Extended

%20Essay/Science_EE_Guide.pdf



Other Points to Consider

• In some subjects (e.g. English), all drafts (including rough notes) must be submitted

at the back of your final hard copy, stapled securely. This is evidence of your writing

process and constitutes evidence of proof of authorship of your essay. At teacher

discretion, this requirement may be varied for particular purposes.

• Save electronic copies of all work on your IT device and keep hard copies until you

leave the academy. Make a backup copy also to a removable drive. Also keep these

until you leave the academy. Remember that the IBDP is a two year programme

and all work from both years is important to keep until you have obtained your final

IB Diploma results.

• Send an electronic copy of your final work to your teacher at their email address.

• Submit an electronic copy of your final work via Turnit-in (as explained above).

Documents

QASMT Writing Style Guide APA