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Based on the Publication Manual of the American Psychological Association—6th Edition

SUCCESS CENTER

CITATION GUIDE

A Step-by-Step Approach to Formatting and Citing

Updated 3.3.16

Citation Guide – 6th Edition

This document covers certain citation formats addressed in the 6th edition of the

Publication Manual of the American Psychological Association (APA) but is not a complete

guide. Should you have any questions, please contact the Writing Center for Waldorf University

online by email at [email protected] or by phone at 877-267-2157.

For all rules and requirements of APA, please refer to the 6th edition of the Publication

Manual of the American Psychological Association, which can be purchased through the

American Psychological Association at http://apastyle.org/manual/index.aspx.

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Contents

What is APA format and why is it used? ...................................................................................................... 4

Citing Sources ............................................................................................................................................... 5

Citations in Text ........................................................................................................................................ 5

Examples of text citations ..................................................................................................................... 6

Example of block quote text citation .................................................................................................... 7

Reference List ........................................................................................................................................... 7

Examples of reference list entries ......................................................................................................... 8

Selecting Appropriate Research Sources ................................................................................................ 12

Formatting ................................................................................................................................................... 13

Document formatting in APA style ........................................................................................................ 13

Steps for document formatting ................................................................................................................ 14

Specific formatting steps for documents ................................................................................................. 17

Sample Essay .............................................................................................................................................. 18

Sample Research Paper ............................................................................................................................... 18

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What is APA format and why is it used?

The American Psychological Association is a professional organization representing

psychologists in the United States. APA format is a set of rules developed to assist with writing

and the citing of sources, a format which helps to prevent plagiarism and to acknowledge the

original author of the information used. It is meant to provide a concise and standardized

citation format for written assignments (e.g., essays, research papers, article critiques, etc.) and is

used for ALL online Waldorf University courses.

In educational institutions, plagiarism is a problem of great concern. According to Aaron

(2007) in The Little, Brown Compact Handbook, the word “plagiarism” is derived from a Latin

word meaning to kidnap or to abduct (p. 424). APA: The Easy Way! 2nd edition provides

clarification on how to get started and avoid taking works of others without properly citing

(Houghton & Houghton, 2009). Plagiarism is stealing someone else’s work and passing it off as

one’s own. In many other cultures, plagiarizing is encouraged because it demonstrates familiarity

and respect for the work of noted writers. However, in the United States and at Waldorf

University, plagiarism can have serious consequences.

Plagiarism can be deliberate or accidental: Deliberate plagiarism includes directly

copying, summarizing, or paraphrasing a source without giving credit to the author or putting it

in quotation marks. This type of plagiarism also includes turning in a paper that has been bought,

written by another student, or copied from another source. Accidental plagiarism is when a writer

uses another author’s thoughts or ideas without realizing credit must be provided. This includes

working in groups and submitting the same answers as other students, forgetting to place

quotation marks around a direct quotation, omitting a text citation for a summary or a

paraphrase, and omitting a text citation for the ideas of another writer. Accidental plagiarism also

includes submitting an assignment that has already been previously submitted in another course.

Unfortunately, both types of plagiarism can result in a failing grade, suspension from the

university, or even expulsion.

There are a few ways students can avoid plagiarism. The primary way to avoid

plagiarism is to simply cite any ideas that are not one’s own. Citations help readers to locate the

sources used in a paper. Citations should not only be used for direct quotes, but they should also

be provided when information is paraphrased or summarized from another author. Paraphrasing

a source’s material is a good way to avoid copying directly from an outside source and possibly

being reprimanded. If any questions or concerns arise about APA format, please feel free to

contact the Waldorf University Writing Center by email at [email protected].

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Citing Sources

When writing a paper in APA 6th edition style, there are two specific ways to cite the

information that is used: within the text and in the reference list at the end of the paper.

Citations are utilized when a phrase, a piece of specific information, or a sequence of sentences

is drawn from an outside source. To meet APA requirements specified for written essay

responses, one must include text citations and a reference list if any outside sources are used.

For formal papers (e.g., research papers, article critiques, etc.), follow all guidelines listed in this

handout. For all rules and requirements of APA, please refer to the 6th edition of the Publication

Manual of the American Psychological Association, which can be purchased through the

American Psychological Association at http://apastyle.org/manual/index.aspx.

Citations in Text

 A text citation should be used when a phrase, a piece of specific information, an idea, or a

hypothesis is drawn from an outside source.  Text citations are also required when putting the author’s information in your own words

(paraphrasing).  Citing helps to prevent plagiarism, and it acknowledges the original author of the

information used.

 Text citations and reference citations must always correspond; each text citation must

have a matching reference citation and vice-versa. APA uses the author-year method of

citation.  It is standard practice for the period at the end of the sentence to be placed after the last

parentheses of the text citation. An exception is made if inserting a direct quote that

contains more than 40 words; in this instance, the period is placed directly before the text

citation.

Paraphrased Information

When paraphrasing or summarizing a source provide the author’s last name and year of

publication (separated by a comma).While it is not required for paraphrased passages, providing

a page number in addition to the author and year is encouraged, as it might help the reader locate

the relevant information. If page numbers are added when paraphrasing, make sure page

numbers are continuously added for consistency. When in doubt, make sure to consult with your

faculty member to determine his or her preference on adding page numbers in citations.

Direct Quotations

If utilizing a direct quote, this must be indicated by placing the passage in quotation marks.

Further, the specific page number is always required. If there is no page number for the source

you are using, as this is the case for many electronic sources, provide the paragraph number in its

place. Use the abbreviation para.

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Examples of text citations

Reference

Type

Examples of text citations

Paraphrased

information from one

author

It has been found … can be concluded (Simpson, 2007).

According to Simpson (2007), … can cause problems.

Other people say… based on Simpson (2007).

Paraphrased

information from two

authors

There are … at this point (Stemmer & Tisdale, 2008).

Stemmer and Tisdale (2008) mention …. a set of styles.

This plan will ….. according to Stemmer and Tisdale (2008).

Paraphrased

information from

three to five authors

A meal …. can be tasted (Brown, Collins, & Makel, 2001).

**After the first citation is used, shorten to first author’s last name et al.

Once decided….can be taught (Brown et al., 2001).

Paraphrased

information from six

to seven authors

**For more than five authors, use first author’s last name et al. each time.

When stating…. can be located (Padgett et al., 2004).

Padgett et al. (2004) explain … is further noted.

Direct quotation less

than 40 words

“It is amazing…with confidence” (OSHA, 2010, p. 121).

According to Davis and Dudley (2005), “We are….to save” (para. 5).

“What is lost…come at all” (Ingram et al., 2001, pp. 8-9).

Paraphrased

information with no

author listed

When using data …. can be seen (“Title of Document,” 2003).

If information is … was conquered (“Driving and Talking,” 2004).

According to “Leadership Versus Management” (2001), …. is an art

form.

Information from a

secondary source

It can be found … in Stemmer’s work (as cited in Pratt, 2008).

**Add the page number if you use a direct quote from Stemmer found in Pratt’s work.

According to Stemmer’s work (as cited in Pratt, 2008), “ ..…” (p. 65).

Information via

personal

communication

**Personal communication should only be listed in the text, not on the reference list.

J. M. Newsome (personal communication, May 30, 2008) expressed …

…of time (V. P. DeLuca, personal communication, November 9, 2007).

Information found in

classical works

**Classical works should only be listed in the text, not on the reference list.

…will have everlasting life (John 3:16 New Revised Standard Version).

…as read in the Bible in John 3:16 (New Revised Standard Version).

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Direct Quotations of 40 or more words

Block quotations (quotes that contain 40 words or more) are formatted differently, as they have

no quotation marks. In formal writing, block quotations are acceptable, although their use should

not be in excess. While block quotes are accepted in formal writing, the use of them in essay

responses is not encouraged due to the length of the assignment. Block quotations are indented

an additional .5” and double spaced. As previously mentioned, the period is placed before the

citation.

Example of block quote text citation

Block Quotation Example

The solutions proposed by a number of advocacy groups underscore this interest in political

and cultural change. A report outlined trends that may have contributed to the childhood

obesity crisis.

This includes food advertising for children as well as a reduction in physical education

classes and after-school athletic programs, an increase in the availability of sodas and

snacks in public schools, the growth in the number of fast-food outlets, and the

increasing number of highly processed high-calorie and high-fat grocery products.

(Kaiser, 2004, pp. 1-2)

Reference List

The reference list is of the utmost importance, as it allows the reader to access the sources

cited in the text and enables the student writer to give credit where credit is due. For this

reason, the references should contain accurate information, as well as proper punctuation and

spelling. References will follow the conclusion of any APA document. For each reference listed,

there will be at least one corresponding text citation in the document. Examples of reference

source formatting can be found on the following pages.

 If there is a digital object identifier (DOI) available, include that in the reference. The DOI is precisely used to give the reader information about where the document can be

found on the Internet. The DOI is typically located near the copyright notice on the first

page of the electronic journal article. In the case that there is no DOI, provide the name of

the database or homepage URL of the web page where you found the article.

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 Multiple citations containing the same author and year should be listed alphabetically by the title of the book or article. A lowercase a, b, c, etc. should be placed after the year to

distinguish between the entries. This is also used in the text citations. For example:

Smith, J. (2013a). How to groom cats. New York, NY: Garden Press.

Smith, J. (2013b). How to groom dogs. New York, NY: Garden Press.

Examples of reference list entries

Reference

List

What to include Information and Examples

General Referencing

Information

 When listing the author on the reference

list, the last name should be first, followed

by the author’s first and middle (if

applicable) initials. Ex: Smith, J. R.

 References should be placed in alphabetical

order by the first author’s last name, by

associates (if the work is authorized by an

organization), or by anonymous.

Anonymous should only be listed as the

author if it is signed as such.

 If a particular person did not create the

document being cited, use the organization

that created the document.

 The document title can be substituted as the

author if no author is provided. In this case,

the first word of the title will dictate the

alphabetical placement (a, an, and the

notwithstanding).

 The letters “n.d.” (no date) can be utilized

if the source listed has no listed date.

Substitute “n.d.” where the date would

normally go. Ex: Smith, R. T. (n.d.)…

 Professional credentials should not be used

on the reference page (i.e. Ph.D.).

 References beginning with numerals should

have the numerals spelled out.

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General Referencing

Information continued  States should be identified with their two

letter abbreviations (e.g. AL, MS, and NY).

 Spell out cities and countries outside the

United States.

Books

 In a book or journal, magazine, or

newspaper article title on the reference list,

only capitalize the first word of the title,

proper nouns, and the first word after a

colon or dash.

 Journal articles and books only require the

listing of the year, rather than the entire

date.

 Book and periodical titles should be

italicized within the reference list.

Book

Author(s). (date

of publication).

Book title

(edition). City,

State of

publication:

Publisher.

*All books do not

have an edition

Book Examples:

Duenwald, M., Ronald, R. P., & Smith, J. W.

(2004). Addiction and environmental

change (2nd ed.). Boston, MA: Pearson

Education.

Norman, D. J. (2002). The cat in the hat:

Psychological process of younglings.

New York, NY: Grumble & Grumble.

Periodicals:

Journals, magazines,

and newspaper articles

 For the title of the actual journal, magazine,

or newspaper, use standard title

capitalization. Capitalize all words with the

exception of conjunctions, articles, and

short propositions; however, capitalize all

words that have four letters or more.

 Magazine articles, newsletters, and

newspaper articles require the listing of the

entire date (month or month and day). Ex:

(2001, May) or (2001, May 2)

 Journal articles and books only require the

year.

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Periodicals:

Journals, magazines,

and newspaper articles

continued

 For journal articles, there is no need to

write out the words volume, issue, p., or pp.

Providing the actual numbers in correct

order will suffice.

 Book and periodical titles should be

italicized within the reference list.

Printed journal

Author(s). (date

of publication).

Article title.

Journal Title,

volume (issue),

page numbers.

Online journal

Author(s). (date

of publication).

Article title.

Journal Title,

volume (issue),

page numbers.

Retrieved from

information

(database, URL,

or doi)

Journal Examples:

Stanton, G. C. (2008). Education in the minds

of millions. Education Quarterly, 5(13),

567-580.

Smith, J. E. (2003). Addiction and

environmental change. Journal of

Personality and Social Psychology,

66(3), 47-68. Retrieved from Business

Source Complete database.

Smith, J. E. (2003). Addiction and

environmental change. Journal of

Personality and Social Psychology,

66(3), 47-68. Retrieved from

http://www.apa.org/pubs/journals/psp/

Geller, F., & Frank, P. T. (2005). North land

icebergs. Science Weekly, 5(8), 55-70.

http://dx.doi.org/ 10.1123/j.2354-

6970.2005.29384.x

Personal conversations,

emails, interviews,

and letters

(Do not include

on the reference

page.)

 Due to retrieval inability, personal conversations, emails, interviews, and

letters should not be listed on the reference

page. Instead, cite personal communication

in the text. For an example, see the chart on

page 6 (information via personal

communication).

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Websites

 For Internet sources that end with a

URL, do not add a period after the

URL. Otherwise, the period might be

mistaken as part of the URL.

 To ensure accuracy, the direct URL

should always be tested prior to

submission.

Website

Author(s). (date

of publication).

Title of page.

Retrieved from

information

(including direct

URL)

Website Examples:

Cain, A., & Burris, M. (1999). Investigation of

the use of mobile phones while driving.

Retrieved from

http://www.cutr.eng.usf.edu/its

/mobile_phone_text.htm

**If there is not an author listed, you can use

the company that created the website.

Occupational Safety & Health Administration.

(2004). OSHA directorate of training and

education. Retrieved from

http://www.osha.gov/index.html

PowerPoint

slides

 PowerPoint references are very simple,

with only four pieces of information.

 The PowerPoint format description in

brackets is used because the format is

something out of the ordinary. Other times

this format is used is for blog posts and

lecture notes.

PowerPoint

Author(s). (date

of publication).

Title of

slideshow

[Format of

document].

Retrieved from

information

PowerPoint Examples:

Sprott, J. C. (2000). Is global warming for real?

[PowerPoint slides]. Retrieved from

http://sprott.physics.wisc.edu/lectures.ppt

**If there is no author, list the title of the

document first.

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Selecting Appropriate Research Sources

In academic writing, certain types of resources are considered acceptable. All sources mentioned

in this guide are sources that are considered to be academic sources. If you have any questions

regarding acceptable and unacceptable sources or how different types of sources (e.g., databases,

journals, peer reviews, etc.) can be used, please contact the Waldorf Online Library.

PowerPoint

slides continued

How to succeed in business [PowerPoint

slides]. (n.d.). Retrieved from

http://online.waldorf.edu /webapps.jsp

Newspaper

 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 (e.g., pp. C1,

C4, C6–B9).

Newspaper

Author(s). (exact

date of

publication).

Title of article.

Newspaper Title,

pp. or Retrieved

from information

Newspaper Example:

Janega, J. (2014, February 17). Growth

questions worth asking. The Chicago

Tribune. Retrieved from http://bluesky

.chicagotribune.com/originals/chi-

business-growth-questions-

bsi,0,0.storygallery?track=bluesky-ct-

head#introduction

Fitzpatrick, A. J. (2011, September 3). What

affects U.S. economic growth? The Daily

Record, pp. B2, B4.

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Formatting

When writing any type of formal paper (e.g. research papers, articles critiques, case studies, etc.),

the document should have text citations and a reference list and should be formatted in

accordance to APA format. The following are specific instructions on how to set up a document

in APA format using Microsoft Word:

Document formatting in APA style

General

Formatting

Information

Margins  All margins (top, bottom, and sides) should be set at

one inch.

 Microsoft Word allows the user to set the margin at a

default of one inch on all sides.

Alignment/ Line Spacing

 All documents following APA guidelines are required

to be flush-left style and double-spaced throughout the

entire document.

 Additional spacing should not be used between

headings and paragraphs.

Font Type and Size  The preferred font type is Times New Roman.

 Additionally, APA requires the font size to be 12 point.

Paragraph Indention  All papers typed in APA format require the first line of

each paragraph to be indented .5”.

 This can easily be done by striking TAB on the

keyboard.

Page Header

(Running head)

 The page header should be found at the top of each

page of the APA document.

 The page header consists of both the running head and

the page number.

 The running head should be flush-left style and one-

half inch from the top margin.

 The title page should consist of the words Running

head followed by a colon and the title of the paper in

all capital letters.

 All subsequent pages should include only the title in all

capital letters (see page 19 for an example).

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Page Header

(Running head) continued  The maximum number of characters (including spaces)

after the colon is 50.

 Only the major words should be used if the title

exceeds the standard 50 character limit.

 The page number should also be included on the same

line as the running head but will be right aligned.

Steps for document formatting

Formatting Steps

Title Page:

The title page of the

document can be thought of

as the paper’s first

impression. For this reason,

it is important to pay

attention to the format

required by APA.

1. The running head is flush left; the page number is flush

right. Both of these should be .5” from the top of the

page.

2. In the center of the page should be the title, student’s

name, and name of school.

Abstract:

NOTE: All papers at

Waldorf online do not

require an abstract. Please

consult the course syllabus

or professor for

specifications about this.

1. The abstract tells the audience why they should care

about the presented topic.

2. It provides the methods that will be utilized in order to

get the results.

3. Abstracts (if applicable) will begin with the word

Abstract (italics would not be used in the actual

document) centered and one inch from the top of the

page.

4. The abstract itself should be flush left and should not

be indented.

5. The abstract should be an accurate and concise

reflection of the document’s content.

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Abstract continued: 6. Typically, the abstract should only be one paragraph

(150-250 words) in length with no direct quotations

and be on a page of its own directly after the title page.

Headings: 1. Headings are titles of different sections of a formal

written assignment.

2. They can be used to add structure, organize ideas, and

tell the reader what content to expect.

3. The following headings should be used when required:

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Reference Page:

At the end of each APA

document, there should be a

reference page containing

the sources used within the

paper.

1. Every reference cited in text should be listed on the

reference page(s), and every reference listed on the

reference page(s) should be cited in the text.

2. The exceptions to this are personal communication,

classical works, and secondary sources.

3. With secondary sources, only the original source

should be cited on the reference page.

4. References are of the utmost importance, as they allow

the reader to access the sources cited in text, and they

enable the author of the document to give credit where

credit is due.

5. The reference should contain accurate information, as

well as proper punctuation and spelling.

6. References will accompany the conclusion of any APA

document.

7. For each reference listed, there will be at least one

corresponding text citation in the document.

8. All margins should be one inch.

9. The word References should be used as the heading,

and it should be centered.

10. Double spacing should be used.

11. With the exception of the first line of each reference,

all lines are indented .5”. This is called a hanging

indention.

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Sample Essay

Click on the sample below to view an example of an APA style essay (this view is only the first

page):

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Sample Research Paper

Click on the sample below to view an example of an APA style paper (this view is only the first

page):

2016 [WALDORF UNIVERSITY] 20

References

Aaron, J. A. (2007). The Little, Brown compact handbook with exercises (Second custom ed.).

New York, NY: Pearson Education, Inc.

American Psychological Association. (2010). Publication manual of the American Psychological

Association (6th ed.). Washington, DC: American Psychological Association.

American Psychological Association. (2012). APA style guide to electronic references (6th ed.)

[Adobe Acrobat version]. Retrieved from http://www.apastyle.org/products/4210512

.aspx#

Houghton, P. M., & Houghton, T. J. (2009). APA: The easy way! (Second ed.). Flint, MI: Baker

College.