CWC - APA

CCC Writing Center - Resource Links

Return to CWC
APA (American Psychological Association)
In-Text Documentation Style

APA style documentation is generally used for papers in social sciences, with variations used also in the biological sciences, earth sciences and business fields. This page has been revised to conform to the 2001 Publication Manual of the American Psychological Association, 5th edition.

APA style is an author-date system of documentation in which acknowledgment of a source within the text refers to a Reference List, located on a separate sheet of paper at the end of an essay.

Basic Elements of APA Style for in-text citations:

Cites last names only in text
For summarized ideas, cites year, within parentheses, immediately after the author's name in the sentence; or, if no author is mentioned in sentence, parentheses include author's name followed by a comma and the date.
In addition to author and date, cites page numbers with direct quotations. APA does not require but does encourage page numbers to also be used with paraphrases.
Uses "p." or "pp." before page numbers ( "p." for one page and "pp." for multiple pages).
For internet pages that are not paginated, uses section or paragraph number if provided. If no page numbers, section or paragraph numbers, n.p. stands for not paginated (Jones, 2000, n.p.)
For sources without date, n.d stands for "not dated."

Tense and APA style:
APA requires writers to use either the past tense (Jones argued) or the present perfect tense (Jones has argued). Of course there is an exception! APA requires present tense when writers discuss results (test results confirm or study indicates) and when writers refer to established knowledge (high cholesterol level contribute to heart problems).

To Quote or Not to Quote:
When you use sources, it's generally a good idea to paraphrase or summarize information rather than quote it. Summarizing and paraphrasing demonstrate your understanding of the material used; and, in doing so, also allow you to build your credibility as a writer.

A paraphrase restates a passage in your own words and in your own sentence style. A paraphrase is roughly the same length as the original and does not significantly alter the information in the passage.

A summary condenses the main points (thesis and key reasons in support of the thesis) made in a source. It is roughly 10 to 15 percent of the original source's length and captures the "gist" of a the original without altering the key ideas. Like a paraphrase, a summary must be in your own words and in your own sentence style.

It is a good idea to close the original from view before summarizing and paraphrasing to avoid incorporating the author's words and/or sentence structure into your version.

To paraphrase or summarize, you must know the information well. Re-read it. Otherwise you might lean on the original author's phrasing to make the point. Rephrasing a passage too closely to the original (for instance changing the words but using the original writer's sentence patterns is a form of plagiarism, even when you cite the source). Summaries and paraphrases, like all writing, often require revision. Once you complete your summary or paraphrase, go back and check the original to ensure you have captured the key ideas and avoided restating too close to the original.

So when do you quote? Quote when

the phrasing of the original is truly exceptional. There is absolutely no way to say it better. The original shines.
you need to analyze or comment on the phrasing of the original.
you want to call attention to a powerful, key word choice.

Samples of some standard in-text citations:

With single author's last name in sentence:

Jones (2001) argued that there is a serious shortage of nursing students in all states across the U.S.

With single author, name not mentioned in sentence:

There is a serious shortage of nursing students across the United States (Jones, 2001).

With multiple authors for one work (for two authors, always cite both surnames plus date every time reference to their work occurs. In the parentheses use "&" (Jones & Stevens, 2000). In the text of your essay, use "and": "Jones and Stevens (2000) agree . . . ." For three to five authors, the first time the reference occurs, cite all authors surnames in the order they appeared on the title page of their work followed by date. After that first reference, cite using the first listed author's surname plus followed by "et al."

Jones, Golding, Stevens, and Smith (1990) suggested that primates are capable of using complex signs to communicate.

Primates are capable of using complex signs to communicate (Jones, Golding, Stevens & Smith, 1990).

Jones et al. (1990) continued to demonstrate that verbally prelingual human infants, likewise, can use and comprehend sign language as well.

The study results reveal that verbally prelingual infants can use sign language to communicate (Jones et al., 1990). (Note this is present tense: see tense and APA above)

With corporations or group authors:

First reference in text:

The National Institute of Health [NIH] (2000) fact sheet stated that incidents of HIV infection are continuing to increase among teenagers.

Subsequent references:

The NIH (2000) fact sheet also reported that documented cases of HIV infection overall continues to decline.

With no author listed or with anonymous author:

For articles, use first few words of the reference list entry (usually this is the title of the work) and place them in quotation marks: ("Language Challenges," 1998).
For Books, use first few words of the reference list entry and place them in italics: (College Financial Outlooks, 2000).
For works listed as anonymous: (Anonymous, 1999).

Directly Quoting information:

Kitch (2001) has pointed out that "Both waste authorities and industry see biorecycling and biopolymers as part of the waste management solution" (p. 2).

Extensive Quotations: Generally it is a good idea to paraphrase or summarize information; however, if you must use a lengthy quotation (40 words or more), you should present it as a block quotation by indenting 5 spaces (one tab). No quotation marks are necessary, for the block informs readers that the information is a quote. Note also that the period in a block quotation comes before the parentheses:

Kitch (2001) has argued that bioplastics have a promising future market and reported that

Factors working to advance bioplastics and biorecycling include landfill restrictions on organics, high tipping fees for
disposal, and regulatory constraints on incineration. In Japan, no "unreduced" materials can be landfilled, and landfills will be effectively closed in Korea by 2005, New Zealand by 2010 and Germany by 2030. U.S.-style waste disposal is not economically viable elsewhere. While tipping fees are $12 to $80/ton in the U.S., they range from $125 to $300/ton in the European Union (EU), $180 to $350/ton in Southeast Asia, and $250 to $800/ton in Japan. (pp. 2-3)

Miscellaneous common concerns in citing authors:

Citing Indirect sources (a source within a source): Use a double reference. In your sentence acknowledge the researchers who made the finding you're using as evidence; and, in your parenthesis, cite the source from which you took the secondary source by saying "cited in" plus name, date, page number. EX. Stevens and Duke (1998) found . . . . (cited in Roundtree & Mills, 1999, p. 29 - 30).
Citing work by the same author and published in same year. Use lower case letters after the date to distinguish the two publications. Use these same lower case letters on your reference page after the date so readers can look there to distinguish the two works. EX: Jones (2000a) stated . . . . for second reference, Jones (2000b) stated . . . .
Citing authors with the same surname. Use author's initials to distinguish them, even if their works have separate publication dates. R. L. Jones (2001) versus A. D. Jones (2000).
Personal communications (such as emails, letters, non-archived chat groups, personal interviews, etc.) Cite in-text using communicator's surname, "persona communication," plus as exact of a date as possible. EX: (Jones, personal communication, October 12, 1998). Personal communication do not appear on reference list.