APA Quick Reference Guide

University of North Carolina

School of Social Work

Revised October 15, 2010

Prepared by
Diane Wyant
Academic Editor
[email protected]

APA Quick Reference Guide

Caveat:

This guide is intended to supplement not replacethe sixth edition of the

Publication Manual of the American Psychological Association (APA, 2010). As a
quick reference, this guide is not comprehensive but covers the most common
style issues that arise in student writing.

Disclaimer: This reference tool is based on the APA Manual of Style (6th ed.). As such, none of
the contents should be assumed the original work or thoughts of the
editor/compiler.
The UNC School of Social Work follows the writing standards of the American Psychological
Association as detailed in the APA Manual of Style (2010). However, each instructor has the
discretion to accept or require other styles and modifications to the APA standards. Therefore,
always check with your instructor professor to determine his or her requirements.

APA Quick Reference Guide

Basic Format for APA Papers

The basic structure for a paper in APA style includes four components:
1. Cover or title page
2. Abstract
3. Body of the paper
4. Reference section
In addition, tables, figures, and appendices may be added to the paper. For most student
papers, tables and figures will be incorporated into the body of the paper. However, papers
being submitted for publication should indicate an approximate placement for tables or figures
in the body of the paper, and tables and figures (printed one per page) are included with the
paper after the Reference section.

Essentials of APA Page Formatting and Style

Margins
Font
Font size
Spacing

Paragraphs
Pagination

Numbers

Minimum of 1 margin on all sides

Flush left (ragged right edge)
New Times Roman for text;
Sans Serif font (e.g., Arial) for statistic in tables and figures
12 pt. for text and headings; Table font can be reduce to 10 pt., but no smaller
Double-spaced throughout, including references
One space following any punctuation mark; one space between sentences
No spaces on internal punctuation for abbreviations such as i.e., or e.g.,
One space between authors initials
Example: ...funky lowercase (e.g., the writing of e. e. cummings).
Indent the beginning of a new paragraph 0.5
Avoid one-sentence paragraphs.
Page numbers begin with the title page (i.e., page 1), but the number is not shown on
the title page. Beginning with page 2, numbers are placed in the upper right-hand
corner.
Allow 5 spaces between the end of the header and the page number.
Numbers less than 10 are written out as words (i.e., one through nine)
Numbers 10 and greater use Arabic figures (10 999,999)
Use the % symbol and figures to report any number as a percentage (6%, 22.5%)
EXCEPTIONS: Do not use a figure to start a sentence: write out the number
-When writing out the number also write out percent
-Use the word percentage when writing in general terms and not referring to a
specific numerical value.

APA Quick Reference Guide

Italics

Language

Example: Sixty-seven percent of the sample....as compared to 2% that did not qualify.
This was a larger percentage than previously
Correct use:
1. To introduce a word used as a term; drop italics on subsequent use of term
(APA 4.21)
2. Titles of books, periodicals, brochures, reports--in text & reference entries
(APA 6.15)
3. Anchors of a scale
Examples: Familism is preserving the family of origin. Thus, familism
Oprahs latest book club selection, Share the Wealth Girlfriend, sold a staggering
used a 3-point scale with ratings that ranged from 1 (poor) to 3 (excellent)
Incorrect use:
Dont use italics for emphasis rely on your writing to give emphasis to a thought.
Foreign phrases that have become accepted as English words (i.e., included in
Merriam-Websters Collegiate Dictionary) Examples:
et al.
per se
vis--vis ad hoc
ad infinitum quid pro quo
a posteriori
ad lib
a priori pro bono ad nauseam
sine qua non
Avoid biased or pejorative language and language that refers to people by diagnosis.
Examples:
Terms to Avoid
Preferred Terms
elderly
older adults, aging adults
mentally ill
those with mental illness
disabled children children with disabilities

Hyphen use

APA style is stingy with hyphens, and most students tend to overuse hyphens.
Note: Ignore Words suggestions for hyphenationits not APA compliant.
Words that are always hyphenated:
Any compound words with self- as the prefix (self-report, self-talk, self-esteem)
Two words acting as a compound adjective to modify a third word
- (low-dosage group, 12th-grade students, a two-thirds majority)
Any word easily misunderstood without a hyphen
- (re-pair for pairing again, re-form for form again)
Any compound with a base that is capitalized, a number, or an abbreviation
- (non-Latino, post-1990, anti-FBI rally)
Do not hyphenate:
o Racial/ethnic group names
- (African American, European American, Arab American, Scot Irish)
o Compound adjectives that include an adverb ending in -ly

APA Quick Reference Guide

- (federally funded grant, randomly assigned rats, widely accepted term)

o Compounds that includes a comparative or superlative adjective
(better written text, less informed group, higher order analysis, worst case scenario)

Abbreviations
&
Acronyms

APA recognizes only seven acronyms as words that do not require definition:
HIV, AIDS, IQ, ESP, REM, NADP, ACTH
Define all other abbreviations by writing out name in full on first use and putting
abbreviation in parentheses. Example: School of Social Work (SSW)
Once defined, you must use the abbreviation for all subsequent references;
no flip-flopping!
Use abbreviations sparinglyoveruse turns a paper into alphabet soup!
APA does not set a limit on the number of abbreviations allowed; however, most
readers can keep track of only 4 to 5 unfamiliar abbreviations.

Quotes

Less than 40
words
is an in-line
quote.

Students tend to overuse quotes either because they lack confidence in their ability to
express profound ideas in their own words or because they are lazy writers. In either
case, your instructors are interested in learning your thoughts on a topic, not the
words of another author.
It is appropriate to include a quote when the authors unique phrasing suffers
substantially or loses meaning when paraphrased.
Quotes must be introduced in the text by explaining the meaning, relevance, or
significance of the quote to your text. In-line quotations are incorporated into the
text, set within double quotation marks, and followed by the in-text citation with the
page number of the quote. Use p. for a quote from a single page, use pp. for a quote
that spans a range of pages. Note that the sentence punctuation follows the citation.
Example: Keep your writing accessible by avoiding use of pointy-headed prose
(Barbaro, 2007, p. 7).
If an in-text citation for the quoted author was given earlier in the sentence, only the
page number follows the quote.

40 or more
words
are set as a
block quote

Example: Smith and Jones (1993) found gum chewing improved students retention of
classroom material, but also noted professors found the sight of 30 cud-chewing faces
disgusting and demoralizing (p. 32).
Long quotes of 40 words or more are set as block quotes; each line is indented 5
spaces (0.5 in.) and double-spaced. See Sample APA paper for an example.

APA Quick Reference Guide

Headings: Roadmaps for Your Reader

Headings disclose your papers organization to the reader, which helps the reader
process the information. Used correctly, headings can help clarify how the material in one
section relates to other sections. If used incorrectly, headings can be as confusing as bad driving
directions.
APA style uses five levels of headings:

Illustration from Lee, C. (2009). Five essential tips for APA heading styles. Retrieved from
http://blog.apastyle.org/apastyle/2009/07/five-essential-tips-for-apa-style-headings.html

Most student papers will use two or three levels of headings. How do you know how
many levels of headings to use? The headings levels are based on the amount of detail in your
paper. The best way to determine heading levels is to make an outline of your paper to see how
many levels of subsections are needed to present your supporting evidence.
The headings are used sequentially in a top-down progression. Headings that use both
upper- and lowercase letters are referred to as headline-style capitalization. Sentence-style
capitalization refers to headings in which only the first word, proper nouns, and first word
following internal punctuation are capitalized. Levels 3, 4, and 5 use sentence-style
capitalization.
These heading styles apply to the body of the paper; title page, abstract, references,
tables are not considered parts of body of the paper; therefore, headings on those pages are
not boldface. Tables and figures have special rules for titles. See Table 1 on the next page.
APA Quick Reference Guide

Table 1
APA Manuscript Order and Heading Styles
Section

Heading Style

Title page
-title

Centered Headline: Not

Boldface

Author
Note

Centered, Headline -Style

Caps, Not Boldface

Abstract

Centered, not boldface

Introduction

Trick question! APA

does not use this heading.

Method

Centered, sentence style,

Boldface

Results

Centered, sentence style,

Boldface

Discussion

Centered, sentence style,

boldface

Conclusion

Centered, sentence style,

boldface

References

Centered, sentence style;

not bold

Footnotes

APA strongly discourages

the use of footnotes;
however, if you must

Example
APA Rules: New Meaning for Too Much Information!
Author Note
Start each paragraph with an indent, type separate paragraphs for
affiliations, changes in affiliations, acknowledgements, special circumstances.
Abstract
Just dive in and start the paper. Your first heading may be several paragraphs
or pages into your paper.
Method
Results
Discussion
Conclusion
References
Footnotes

Centered, not bold

Tables

Flush Left, Headline,

Italics, Not Bold

Figures:
Legends

Flush Left, Headline: Not

Italics, Not Bold

Captions

Figure X . The remainder

not italics, not bold, flush
left. Placed under figure.

Appendix

Centered, Headline,
Not Bold

Table 1
Sociodemographic Data of Research Participants by Intervention Condition
Figure 1 Details of Participant Flow Through Screening Procedures
Figure 3. Schematic of the critical multilevel screening process that
simultaneously determined potential participants eligibility for inclusion in
the research study and eligibility for the Work First program.
Appendix A

APA Quick Reference Guide

Quick Reference for In-Text Citations

One author

Every citation: (last name, publication year)

(Gambrill, 2001)

2 authors

Every citation: (Author 1 & Author 2, year) Use & within parentheses. Write
out the word and when authors names are used in the signal phrase.
thus, leading to higher rates of HIV infection (Peacock & Slocum, 2004).
According to Peacock and Slocum (2004), the higher rates of HIV

3-5 authors

First use: List all authors (separate names with commas) and publication date
(Ivy, Dees, & Coe, 1999)
Subsequent use: List first author + et al., + date; (et al. means and others)
(Ivy et al., 1999)
Note: et is Latin and (not an abbreviation, no period)al. is an abbreviation
for the Latin alia (others) and therefore always uses a period. In the
citation, a comma separates et al. from the date.

6 or more
authors

First use: first author + et al., + date

(comma separates et al. and date)

(Bucket et al., 2003)

Organization or If individual authors are not listed, use the organization as the author.
Government
To define an abbreviation within a citation for a corporate author that you
Dept. as
will cite several times, enclose the abbreviation in square brackets.
corporate
(March of Dimes Foundation, 2009)
author
(Department of Health and Human Services [DHHS], 2007)
Internet site

Use same format authordate format. If no individual author for a Web page,
list the organization as the author. Use date given on Web page as copyright
date, last updated, or last revised date for publication date (usually at
bottom of Web page). If no date given, substitute n.d. for no date.
DO NOT put web address in the text of the paper.
(Planned Parenthood, n.d.) (Stearns, 2009) (National Health Statistics, 2003)

Citing multiple When citing multiple pages from an organizations Web, the reference entry
pages from one should use the exact URL for each page. Because each in-text entry would
Web site
have the same author/organization and year, you will need to add a
lowercase letters to the year to distinguish citations for each page. Letters
are assigned in the order that the citations are used in the text.

APA Quick Reference Guide

Citing multiple
pages (cont.)

The examples below are different pages from North Carolina (NC )Division of
Social Services Web site that would all be cited as (NC Division of Social
Services, 2010). A lowercase letter is added to in-text citation and the
corresponding reference entry. If you choose to abbreviate the source, youll
need to define the abbreviation only once and then apply to all:

In-text (1st pg.)

Ref. entry

(North Carolina Division of Social Services [NCDSS], 2010a)

In-text (2nd pg.)

Ref. entry
In-text (3rd pg.)
Ref. entry

North Carolina Division of Social Services. (2010a). Role & responsibilities of CSE
agency. Retrieved from http://www.ncdhhs.gov/dss/cse/geninfo.htm#role
(NCDSS, 2010b)
North Carolina Division of Social Services. (2010b). Work First. Retrieved from
http://www.ncdhhs.gov/dss/workfirst/index.htm
(NCDSS, 2010c)
North Carolina Division of Social Services. (2010c). Low income energy assistance
program. Retrieved from http://www.ncdhhs.gov/dss/energy/index.htm

Personal
Sources such as letters, e-mails, telephone conversations, nonarchived
Communication electronic bulletin boards. Nonretrievable source, therefore no reference
entry
According to a service representative at Duke Power (I. M. Gil, personal
communication, May1, 2009), connection charges incurred.
T. L. Graf (personal communication, May 1, 2009) noted the eligibility
More than one
work by same
author or
group

Use a comma to separate years of multiple works.

More than one

work
different
authors

Use semicolons to separate different works within the same parentheses.

Citations are alphabetized by first author within the parentheses.

More than one

work

Add a lowercase letter to distinguish between same authorsame year

works. The first citation encountered in the body is assigned a, the second b,
and so on. Be sure to add the letters to the reference entries.

Same author,
same year

(Shelter, 1999, 2004, 2007)

(Peacock, Tibbs, & Slocum, 1989, 1992)

Findings from several research studies have supported this hypothesis (Adey,
1999; Coe & Kin, 2006; Long, Vic, Trout, & Gamble, 2001; Wing et al., n.d.;
Xavier, Malton-Ruiz, McBride, Healy, Keefer, 1999)

(Smith, 2002a) (Smith, 2002b) (Smith, 2002a, 2002b)

APA Quick Reference Guide

Classical works
or republished

Reprinted or republished works, not issued as revised editions. Include both

the original publication year and the date of reprinting.
(Freud, 1923/1961)

Newspaper
article,
pamphlet,
brochure
No author

Use a shortened version of articles title in place of the author name. Use
double quotation marks to enclose the title of an article, web page, or
chapter. Use italics for the titles of a book, periodical, brochure, or report.
To cite newspaper story: Soldiers Service Leads to Custody Battle at Home,
shorten title to Soldiers Service (rather than Custody Battle)keeping
the first words allows the reader to easily find source in the reference list.
complicated scenarios (Soldiers Service, 2009).
...range of programs (Dual MSW/PHA Degree, n.d.)

Federal
Statutes

Basic form: Name of Act (Year) or Name of Act of Year

The Americans with Disabilities Act (1990) established

or

as mandated by the American with Disabilities Act of 1990.

Identifying author/organization, title, and URL for a Web page
In-text
Ref. entry

(U.S. Department of Agriculture, 2010)

U.S. Department of Agriculture, Food and Nutrition Service. (2010).
Supplemental Nutrition Assistance Program (SNAP). Retrieved from
http://www.fns.usda.gov/snap/ [ Page title is proper name therefore capped like a proper noun.]

URL

Organization as
author
Page title

Publication date (scroll

to bottom of page)

APA Quick Reference Guide

10

Quick Guide to Reference Entries

Note: Be sure to double-space your reference entries.
Print Version Basic form:
Journal
article

Author A. A., & Author, B. B. (Publication year). Title of article with first word
capped. Journal Name, vol(issue no.), page range.

One author

Gambrill, E. D. (2001). The tide is turning: Corporeal punishment in our schools.

Quarterly of Social Work Teaching and Education, 27(2), 14-19.

Journal
article with
7 authors.

List first 6 authors + & + 7th author.

Author, 1., Author, 2., Author, 3., Author, 4., Author, 5., Author 6., & Author 7.
(Year). Title in sentence style caps: Cap first word after internal
punctuation. Journal Title in Headline Caps and Italics, 2, 124-129.

paginated by
If journal uses continuous pagination, do not include issue number in reference.
volume
Article with
more than 7
authors
paginated by
issue

List first 6 authors + , + last author. (Remainder of format is the same as above)
Guo, S., June, B., May, F., Day, S., Bird, M., Tyro, G., Bates, B. (2009). Effects of
small group process on personal goal setting. Group Work, 12(3), 1-7.
If each issue of a journal begins with page 1, include issue number in reference.

Electronic
Source
Journal
Articles
using
DOI

Whats a DOI? Digital object identifier, a unique alphanumeric identifier that acts
as a persistent link to content on the Web. Usually found on the abstract page.
Crossref.org (http://www.crossref.org/ ) is a search engine for finding DOI
numbers using the authors name and/or the journal title, and can be used to
locate an article using the DOI.
You can convert a DOI to an active Internet link to the article by adding the DOI
proxy server before the number: http://dx.doi.org/10.1007/s10802-006-9049-4.

Articles with
Format is the same as for print articles but add the DOI instead of retrieval inforDOI assigned mation. For entry, doi is lowercase and followed by a colon, no space after colon.
No retrieval date is needed. Note: Do not add punctuation after DOI number
Smokowski, P. R., & Bacallao, M. L. (2006). Acculturation and aggression in Latino
adolescents. Journal of Abnormal Child Psychology, 34, 657-671. doi:
10.1007/s10802-006-9049-4

APA Quick Reference Guide

11

Electronic
Journal
article no DOI
available

Not all journal articles will have a DOI number. If retrieved online from a public
database or journal with open access, then give the specific URL (uniform
resource locator, a.k.a. Web address) that will link the reader to the article.
Sillick, T. J., & Schutte, N. S. (2006). Emotional intelligence and self-esteem. EJournal of Applied Psychology, 45, 12-20. Retrieved from
http://ojs.lib.swin.edu.au/index.php/ejap/article/view/71
- No retrieval date is needed because the final (archived) copy is referenced.

Article
retrieved
from
database

If the article has been retrieved from a journal or aggregate database that
requires a subscription, give the URL for the journals home page rather than
the database link. For example, the article below was retrieved from the UNC
library using the EBSCOhost database, which is a subscription database.
Rose, R., & Bowen, G. (2009). Power analysis in social work intervention research:
Designing cluster-randomized trials. Social Work Research, 33, 43-54.
Retrieved from http://www.naswpress.org/publications/journals/swr.html

On-line first
Advanced
print
electronic
publication

Many journals make articles available online as soon as they are accepted for
publication. These copies are sometimes called e-pages, online first, or other
designation. Usually these articles have been peer reviewed but may not
incorporate final changes; if nothing else, pagination is likely to change in the
final print version.
With DOI assigned: Add Advance online publication after journal title + doi
Lurie, N. C. (2009). Public health preparedness and health care reform. Journal of
the American Medical Association. Advance online publication. doi:
10.1056/NEJMp0906503
No DOI assigned: Include Advance online publication and give the URL of the
journals home page. The APA manual no longer requires retrieval dates
unless the source material is likely to change over time (6.32). However,
because on-line first articles may change, I suggest including a retrieval date if
a DOI is not assigned.
Clark, K. F. (2009). What can I say besides sound it out? Coaching word
recognition in beginning reading. Reading Teacher, 57, 440-449. Advanced
online publication. Retrieved July 1, 2009, doi:10.1007/s00213-006-0597-7

APA Quick Reference Guide

12

Book basic
format
up to 7
authors
more than 7

Author, 1., & Author, 2. (Year). Title in italics and sentence style caps. City, ST:
Publisher.
Livermore, J. B., & Quigley, E. (2002). Field assessment in crisis counseling (2nd
ed.). Thousand Oaks, CA: Sage.
List first 6 + & + 7th.
List first 6 + , + last.

No author

Merriam-Websters collegiate dictionary. (10th ed.). (1998). Springfield, MA:

Merriam-Webster.

Editors
instead of
authors

Richman, J., & Fraser, M. (Eds.). (2004). Assessment tools for behavior of

Article from
the
Encyclopedia
of Social
Work Electronic
Version

elementary-school children. New York, NY: Aldine.

Hagen, J. L., & Lawrence, C. K. (2008). Temporary assistance for needy families. In
T. Mizrahi & L. E. Davis (Eds.-in-Chief), Encyclopedia of social work (20th
ed.) [Electronic]. Washington, DC, and New York, NY: NASW Press and
Oxford University Press. Retrieved from http://www.oxfordnaswsocialwork.com/entry?entry=t203.e393

Chapter in
edited book

Sharpe, T. J., & Creed. R. T. (2007). Developmental disabilities. In S. J. Parish & H.

Hu (Eds.), Advances in serving vulnerable populations (pp. 33-67). Medfield,
OR: Walnut Press. Note: Editors names are not inverted.

Organization Put organizations name in place of authors name slot:

or
Department of Health and Human Services. (2007). Guide to service policy and
Government
program administration. Washington, DC: Author.
Dept.
If the agency or organization is also the publisher, put Author in the spot for
publisher rather than repeating the name.
Cite a statute in its location in the U.S. Code. Basic form:
Reference
Name of Act Section number, Volume number U.S.C. Section number (Year).
for
Name of Act, Pub. L. No. Number, Section number, Volume number Stat. Page
Federal
number.
National Environmental Policy Act of 1969 102, 42 U.S.C. 4332 (1994).
Laws
Americans with Disabilities Act of 1990, Pub. L. No. 101-336, 2, 104 Stat. 328
(1991).

APA Quick Reference Guide

13

APA Rules for Tables

When to use a table, and what data to include in a table, can be challenging questions. Tables
are meant to supplement the text rather than replace text; therefore, your text must refer to and
discuss the key information presented in each table. The fifth edition of the APA Manual (2006)
provided succinct advice on what makes a good table: "Tables that communicate quantitative data are
effective only when the data are arranged so that their meaning is obvious at a glance" (p. 128).
Simple Table Rules
Each table should be placed on a separate page. Some instructors may allow tables to be embedded
in text; embedded tables should be indented 0.5 from left margin.
Tables are numbered with Arabic figures: Example, Table 1. If the table is included in an appendix,
then the table number will include the appendix letter: Example, Table B1 denotes the first table in
Appendix B.
Each table should have a title in italics with headline style capitalization; the title starts on the line
under the table number.
All elements of a table should be double-spaced, with the exception of table notes that are place
immediately below table.
For statistical tables, use a sans serif font such as Arial; for text tables, use Times New Roman font.
Font size for tables may be reduced to 10 pt., but no smaller.
Do not include vertical lines or table grids. Place a solid horizontal bar below the column headers
and below the table to separate the table notes.
For aesthetics sake, do not make the column headings much wider than the column entries.
Align columns of numbers on commas, decimal points, or places.
Tables follow the Reference section in the final draft.
Three types of table notes and order for listing under table:
General notes: Begins with Note.
o Qualifies, explains, or provides information from the table, followed by explanations of
abbreviations in the table.
Specific note: Use a superscript lowercase letter
o Basically a table footnote. Superscript letter is placed beside table entry and in the note
section to give additional information.
Probability notes: Use asterisk(s) to indicate findings have specific statistical significance.
EXAMPLE: If some results are significant at the p = .05 level and others are significant at the p = .01
level, put different levels of asterisks next to those results in the table and provide an explanatory
note underneath the table. Begin probability notes with the symbol being defined and end these
notes a period: *p < .05. **p < .01. Note that p should be in italics in the text and tables.

APA Quick Reference Guide

14

Example of a text table

Table 4

Sociometric Characteristics of Third-Grade Students and Relationship to Bullying

Sociometric
category

Definition

Risk factors

Protective factors

Bullying

Popular

Many friends; few

negative peer
reports; high
visibility in group

Few. May feel need

to protect status by
excluding others.

Prosocial behavior;
respect for authority
& rules; peer
engagement

Witness to bullying.
Under stress, may
engage in relational
aggression.

Average

Both positive and

negative peer
reports; mid-range
visibility &
preference status in
group.

Few. May see their

position as tenuous.
May see associating
with lower status
peers as risk to their
status.

Moderate level of
social skills; support
from small group of
same-status peers.

Witness to bullying.
Unlikely to intervene
because they fear
becoming the next
victim.

Example of a statistical table

Table 4
Homicides by Race of the Victim: United States, 1993
Race
Blackc
White
Othersd

Populationa
29,986

Homicides
12,114

199,686

12,153

19,038

635

Rateb
40.5*
6.1
3.3**

Note. Data developed from the Statistical Abstract of the United States1993.
a
Population in 1000s. b Rate per 100,000 in population. c The rate for Black males was
69.2, for White male the rate was 9.0. d About one half of the Other category was
composed of Asian Americans.
* p <0.001, two-tailed test ** p <0.05, two-tailed test

APA Quick Reference Guide

15

Word Tips to Make Life Easier

The tips below can help you create tables and polish papers with less stress and frustration.
These tips are for Word 2003 and 2007.
Hint 1. How to align a column of numbers on the decimal points
Make sure Word display is in Print Layout so that the ruler is showing across the top of the page.
Select the cell or cells containing the figures you want to align.
In the box at the left edge of the ruler, click repeatedly on the tab stop marker until you see the
symbol for a decimal tab, which looks like an inverted T with a decimal point to the right of the
center bar.
4. Click on the ruler above the selected cells at the location where you want the numbers aligned.
1.
2.
3.

Decimal tab
stop marker

Hint 2: How to remove extra spaces from text using Words Find and Replace function
According to the APA style manual, only one space should follow any punctuation mark. In other
words, you should leave only one space between sentences. If your typing or keyboarding teacher
taught you to leave two spaces between sentences, hitting the space bar twice may be hardwired into
your brain. However, those extra spaces can give your paper a snaggletoothed appearance. Theres a
simple fix to the double spaces problem using Words Find and Replace feature.
1. In the Find box, put the cursor to the far left, and then hit the space bar twice.
2. In the Replace box, put the cursor to the far left, and then hit the space bar once.
3. For the timid, click on the Find Next box - Word will show you the next double-space
occurrence; click Replace to fix.
4. For the brave, click on the Replace All box. A
pop-up box will report how many replacements were
made.
Voil! Your document is no longer snaggletoothed -and you may have gained a few extra lines for text.

APA Quick Reference Guide

16

APA Style Resources on the Web

The links below were active as of August 31, 2009; however, most on-line sites have not
updated content to reflect the changes to APA style introduced in the APA Manual (6th ed.).
Nevertheless, these sites are good resources for the basics of good writing and examples of
common citation formats used in APA.
Diana Hacker site: Error-free examples of formats for in-text citations and reference entries
http://www.dianahacker.com/resdoc/p04_c09_s1.html
UNC Writing Center link to APA Citation handouts
http://www.unc.edu/depts/wcweb/handouts/apa.html
Citation Universal: Lots of examples, with a few minor errors (e.g., extra punctuation). But,
correct Ex. 2 to include issue number for the journal paginated by issue.
http://citationonline.net/CitationHelp/csg04-manuscripts-apa.htm
APAs help site - tutorial on APA basics, FAQs, blog with Q&As
http://www.apastyle.org/learn/
University of Wisconsins Writing Center APA Overview
http://writing.wisc.edu/Handbook/DocAPA.html

Other Online Writing Resources

Indiana Univ. Plagiarism Test http://education.indiana.edu/~frick/plagiarism/index2.html
UNC Writing Center Handouts -http://www.unc.edu/depts/wcweb/handouts/
Univ. of Wisconsin Writing Center Handbook http://www.wisc.edu/writing/Handbook
Purdue University Online Writing Lab (OWL) http://owl.english.purdue.edu/oldindex.html
Guide to Grammar and Writing http://grammar.ccc.commnet.edu/grammar/index.htm
Merriam-Webster Online http://www.m-w.com/
The Jargon Files http://www.emcf.org/pub/otherresources.htm
Bedford-St. Martins Reference Room http://www.bedfordstmartins.com/researchroom/
- General resource room with instructions how to use the features of your word processor to APA
citation and formatting

Recommended Books on Writing

Hacker, D. (2003). A writers reference (5th ed.). New York, NY: Bedford/St. Martin.
Szuchman, L. T., & Thomlison, B. (1999). Writing with style: APA style for social work. Belmont,
CA: Brooks/Cole. (Includes section on poster sessions)
Strunk, W., & White, E. B. (1999). The elements of style (4th ed.). New York, NY: Longman

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Avoid Plagiarism by Acknowledging Sources

Plagiarism occurs when a writerintentionally or unintentionallypresents the work, words,
thoughts, or ideas of others as his or her own. Plagiarism is a serious violation of the UNC Honor Code to
which all faculty and students are bound.
Avoiding plagiarism is easily accomplished by making sure that your reading notes include all
the information you will need to create accurate citations in your work (e.g., papers, posters,
PowerPoint presentations) to acknowledge the source of the ideas, statistics, or other details that you
use to present a convincing argument. Although the original germ of the ideas may come from other
sources, the way you combine and synthesize the material becomes your contribution to the field.
In-text citations appear in the body text of your paper to acknowledge the source of the ideas
or data discussed in your paper. APA uses the authordate (authors last name, year of publication)
system of in-text citations that encloses the citation within parentheses. Citations are typically placed at
the end of the sentence that first presents the idea, fact, date, reference to a study, contrasting opinion,
or whatever else you have gleaned from a source; the citation precedes the end punctuation for the
sentence.
Example: Some scholars hold that Edith Wilson was, in effect, the nations first
president (Lynn, 1999).

woman

References appear as a separate section at the end of the paper, and should always start on a
new page after the body of the paper. With two exceptions1, every in-text citation must have an entry in
the Reference section that provides the reader with all the information needed to retrieve the source.
Every reference entry must have at least one in-text citation. The APA manual has numerous examples
of variations and nuances in reference formats.
The format for the Reference section uses a or 5-space hanging indent, and is double-spaced
throughout. Only the sources cited in the text of your paper are listed in the Reference section.
References are listed with authors names inverted (i.e., surname precedes initials for first and middle
names) and entries are listed alphabetically by first authors last name. If there are two or more works
by the same author(s), those works are arranged by publication date with the oldest work cited first.

The two exceptions are personal communication and the first source in a secondary source. Personal
communication (e.g., letters, e-mail) are considered non retrievable sources but should be documented in the text.
A secondary citation occurs when you cite information from Author A that appears in a work by Author B. For
example, you read a book by Gurst that reported on the research of Borge and you want to use evidence from
Borges research in your paper. You cannot read Borges original work because the articles were written in Finnish
and English translations are not available. In this case, your in-text citation would use the following format:
(Borge, 2002, as cited in Gurst, 2008). Gurst would be listed in your Reference section, but not Borge because your
source was the secondary source. Secondary sources should be used sparingly; it is always better to use the
primary source.

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Running Head: 50 CHARACTERS MAX. ALL CAPS

Your Paper Title: 10 to 12 Words

Your Name
University of North Carolina at Chapel Hill
School of Social Work

Class Number and Shortened Title (SOSW 102 : Evaluation)

Professors Name
Date of Submission

APA Quick Reference Guide

19

LOW-INCOME MOTHERS WITH DISABILIT IES

1 margin at top of page

Center heading, not bold
Double-space

Abstract

Header is from top of page

Abstract is p. 2 of paper

No indentation

Both single mothers and mothers with disabilities are overrepresented among the U.S. population
living in poverty. Single mothers with disabilities face special challenges raising children in lowincome households. To develop a better understanding of their experience, we conducted 6 focus
groups with a total of 36 single mothers with disabilities who are receiving Supplemental Social
Security benefits. Using coding methods appropriate for qualitative data, we analyze themes
related to the dynamic nature of challenges these mothers face as their children age. Findings
show that none of these women identify their disability as a specific challenge. All participants
agree increased advocacy services are critical to helping them to successfully raise their children.
Recommendations for future research and practice implications are discussed.
Abstracts vary in length, but 120 words is a typical length.
The Abstract should clearly state
study purpose
study methods
study findings
conclusions or implications of the study
Abstracts follow special style rules:
use present tense whenever possible
no indentation on first line
use digits for all numbers, except those starting a sentence
rst use

APA Quick Reference Guide

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LOW-INCOME MOTHERS WITH DISABILIT IES 3

Center the Level
1 Title
Indent 5 spaces
for paragraph

Financial Burden in Families of Children with Special Health Care Needs

In-text citations give
An estimated 1 out 5 children in the United States is considered to have special health
(Author, date).

care needs, defined as chronic developmental, emotional, physical or behavioral conditions that

Most appear at the

end of a sentence.
necessitate health care and supportive services beyond those required by typically developing

children (McPherson & Arrango, 1998, 2002). The costs of meeting the care needs of children
with chronic or disabling conditions are high relative to typically developing children,
(Newacheck, Inglas, & Kim, 2004; Newacheck & Kim, 2003; U.S. General Accounting Office
[GAO], 2006). As identified by Newacheck et al. (2004), these increased costs are incurred
because of extraordinary needs:

Use
[square]
brackets to
define abbr.
within
parentheses

Level 2
heading

Quotes of 40 words or
more are set as block quote
without quote marks each
supportive services such as rehabilitation, environmental adaptations, assistive devices,
line is double- spaced and
indented 5 spaces. The page
personal assistance, mental health, or respite care. Therapeutic and supportive
number services
is put in parentheses
outside the quote punctuation.
often allow families to care for their children at home rather than seeking
expensive,

elevated requirements for primary and specialty medical care, as well as therapeutic

and often publicly-financed, out-of-home care. (p. 59)

Influential Financial Factors

To define an

evidence related to factors that influence the family financial burden of caring for children

abbreviation,
write out fully
with special health care needs (CSHCN) is limited. Some studies have examined the
on 1st use &
give abbr. in expenditures associated with caring for children with specific impairments (Chan, Zahn, &
parentheses.

Homer, 2002) or in specific states (Lukemeyer, Mayers, & Smeeding, 2000). Very few studies
have examined family financial burden for a nationally representative sample of CSHCN
(Comstock & Kim, 2005; Kuhlthau, Hill, Yucel, & Perrin, 2005). Kuhlthau and Yin (1999)
Multiple

found that approximately

of the
U.S. families caring for CSHCN reported financial
concerns,
When
references40%
within
authors names are
same parentheses are
used in the text
separated with a
semicolon,
(signal phrase),
alphabetized by first
replace the & with
author.
and.
APA Quick Reference
Guide
21

Invert authors names, use

surname and initials
Alphabetize entries by first
References
authors last name.
Double-spaced throughout
No extra line of space between
Abelson, A. G. (1999). Respite care needs of parents of children with
developmental disabilities.
entries
Reference section starts on new
page
Heading, sentence caps, not bold
Entries use a 5-space hanging
indent (0.5 indent).

Focus on Autism and Other Developmental Disabilities, 14(2), 96-101.

Journal

Bruns, E. J., & Burchard, J. D. (1998). The financial impact of disabilities on Americas poor.
Thousand Oaks, CA: Sage.

Book
More than
7 authors

Kuhlthau, K., Hill, K. S., Yucel, R., Dau, W., Lea, T., Perrin, J. M., Fisher, M. (2005).

Financial burden for foster families raising children with disabilities. Maternal and Child
Health Journal, 9, 207-218.
National Center for Education Statistics. (2002). Current expenditures per student, 1999-2000.
Retrieved from http://nces.ed.gov/ccd/bat/

Note: No end punctuation with URL

Newacheck, P. W., Inkelas, M., & Kim, S. E. (2005). Health services use and health care
expenditures for children with disabilities. In S. L. Parish & M. Selzer (Eds.),

Web site

Chapter in
edited
book

Implications of caregiving for U.S. families (pp. 79-85). Chapel Hill; University of North
Carolina Press.

Multiple works with same 1st author are ordered

by 2nd authors last name.

Newacheck, P. W., & Kim, S. E. (2004). A national profile of health care utilization for children
with special health care needs. Archives of Pediatric Medicine, 159(11),10-17.
doi:10.1542/peds.2005-2238

Electronic article with doi assigned; dont add period to doi

U.S. General Accounting Office. (2000). Medicaid managed care: Challenges in implementing
safeguards for children with special needs (GAO/HEHS-00-37). Washington, DC: U.S.
Government Printing Office.

Government agency as author.

APA Quick Reference Guide

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Transitions: Little Words That Do a Lot

The goal of academic writing is to convey complex, technical information in a way that makes
the information accessible to the reader. Transitions help you achieve this goal by linking your
ideas together in a smooth, logical progression and enhancing the readers ability to process the
information presented.
Transitions serve as important road maps for readers, telling them how to handle, organize,
and weigh the information. Transitions can be a single word, a brief phrase, a full sentence, or a
complete paragraph. Effective writing uses transitions between sections of lengthy papers,
between paragraphs, and within paragraphs.
The type of transition signals the reader about the relationship between pieces of information or
ideas. Transitional words such as further or moreover alert the readers brain to take note of
additional information whereas however signals that contrasting information follows.

Function

Examples of Transitions:

Illustration

thus, for example, for instance, namely, to illustrate, in other words, in

particular, specifically, such as

Contrast

despite, on the contrary, but, however, nevertheless, in spite of, in

contrast, yet, on one hand, on the other hand, rather, or, nor, conversely,
at the same time, although this may be true, surely, notwithstanding,
indeedbut

Addition

in addition to, furthermore, moreover, besides, too, also, both-and,

another, equally important, again, further, last, finally, not only-but also,
as well as, in the second place, next, likewise, similarly, in fact, as a
result, consequently, in the same way, for example, for instance,
however, thus, therefore, otherwise.

Time

since, afterward, before, then, once, next, last, at length, formerly, rarely,
usually, finally, soon, meanwhile, later, ordinarily, generally, in order to,
subsequently, previously, immediately, eventually, concurrently,
simultaneously

Concession

although, at any rate, at least, still, thought, even though, granted that,
although it may be true, in spite of, of course.

Comparison showing
Similarity

similarly, likewise, in like fashion, in like manner, analogous to

Emphasis

above all, indeed, truly, of course, certainly, surely, in fact, really, in

truth, again, besides, also, furthermore, in addition.

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Details

specifically, especially, in particular, to explain, to list, to enumerate, in

detail, namely, including.

Examples

for example, for instance, to illustrate, thus, in other words, as an

illustration, in particular.

Consequence or Result

so that, with the result that, thus, consequently, hence, accordingly, for
this reason, therefore, so, because, due to, as a result, in other words,
then.

Summary

altogether, in other words, in particular, in short, in simpler terms, in

summary, that is, to put it differently, to summarize therefore, finally,
consequently, thus, in conclusion, in brief, as a result, accordingly

Suggestion

for this purpose, to this end, with this in mind, with this purpose in mind,
therefore.

Concluding

therefore, thus, so, and so, hence, consequently, finally,

on the whole, all in all, in other words, in short

Trace Cause and Effect

accordingly, as a result, because, consequently, otherwise,

Pro

of course, no doubt, doubtless, to be sure, whereas, granted

that, certainly, perhaps, conceivably, although

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APA Quick Reference Guide

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