(Good) Writing and Using APA Format

Sharon Chappy, RN, PhD, CNOR

Associate Professor

Junior I and II Level Facilitator

Key things to remember when writing

• Follow directions exactly Page limits Fonts Margins

• What is the assignment? Carefully review expectations and grading guidelines Adjust paper sections according to weight of grade

• Who is your audience?

• CON requires that students follow American Psychological Association (APA) format for all papers: Publication manual of the American Psychological

Association (6th ed.)

Some differences between 5th and 6th edition of APA

Old

• Page headers and running head were separate with running head on title page only and page header on every page

• Bulleted lists not acceptable

• Levels of headings were not exact (depended on how many levels were used)…no bold print

• Author information ½ way down on title page

• One space between sentences

• Always use 3rd person

New

• Running head on every page flush left with page number flush right (see next slide for directions)

• Bulleted lists acceptable

• Level of headings are orderly and bold is used for 1st three levels

• Author information on top 1/3 of title page

• Two spaces between sentences

• Can use 1st person pronouns when referring to authors

Page numbering if using Word 2007

• Difficulty adding running head AND page numbers

• Go to Insert>Header> type in your running head

• With cursor at end of running head text, hit tab to move cursor to right margin.

• On top of toolbar (above Design), click on Header and Footer Tools> then see the 5th icon from left…click on Quick Parts > click on Field> Under Categories click on Numbering> click on Page>click on 1,2,3

Levels of Headings

Centered, Bold Upper and Lower Case

Flush Left, Bold, Upper and Lower Case

Paragraph indent, bold with a period at the

end.

Paragraph indent, bold, italics, with a period

at the end.

Paragraph indent, italics with a period at the end.

Headings

• Do not need to start with:

Introduction

• Readers will know your opening is your introduction.

Write in active voice

• Correct Dr. Chappy conducted a workshop on APA

format. The students listened to the presentation.

• Incorrect A workshop on APA format was conducted by

Dr. Chappy. The presentation was listened to by the students.

Anthropomorphism

• Do not give human characteristics to animals or objects. Tables and figures cannot compare…they can indicate

• Correct The researchers reported that 10 of 20 people said yes. The authors discussed the findings. More nurses should read this article.

• Incorrect The study reported 10 of 20 people approved. The article discussed the findings. More hospitals should read this article.

Subjects and verbs have to agree

• If one is singular, the other has to be singular

• The word “data” is the plural of “datum.”

• Correct The data suggest that flowers are pretty. People state they were turned away.

• Incorrect The data suggests that flowers are pretty. People states they were turned away.

Nouns and pronouns must agree

• Pronouns have to agree (singular or plural) with the noun it is replacing

• Correct The patient agreed that she will stop smoking. If a patient is going to stop smoking, he/she may

need to use hypnosis.

• Incorrect The patient agreed that they will stop smoking. If a patient is going to stop smoking, they may

need to use hypnosis.

Noun and pronoun agreement• Is easier to do if you write in the plural.

Most of the time when we are referring to others, we are referring to groups or multiples.

• Not as good: The patient with diabetes has his/her share of

complications. The student will choose his/her clinical

placements.

• Better: Patients with diabetes have their share of

complications. Students will choose their clinical placements.

Punctuation

• Possessives, plural possessives, names ending in “s” Women’s studies Dr. Udlis’ office Students’ grades The student’s grades

• Commas The cars are red, green, and blue.

• Periods J.R. Smith U.S. Army Oshkosh, WI

Professional language

• Contractions only for possessives Mary’s gown

• Write out words instead of using contractions Correct

• Do not use that scale. Incorrect

• Don’t use that scale.

Paragraphs

• Avoid run-on

• Avoid short, choppy

• One sentence does not make a paragraph. Need at least 2 sentences.

Starting a sentence

• Cannot start with a number: Six hundred men…

Numbers

• Use numerals for numbers… 10 and above in an abstract that precede a unit of measurement

• 5-mg syringe

that represent statistical or mathematical functions• Multiply by 4

time or age• 2-year-olds

referring to a specific place, chart, part of book• Row 8

• Table 4

Citing references in the text• One work by one author (note punctuation, last

name only, no credentials)

• Correct Jones (2009) found that nursing students are highly

motivated. Nursing students are highly motivated (Jones, 2009). According to Jones (2009), nursing students are

highly motivated.

• Incorrect Jones (2009), found that nursing students are highly

motivated. Nursing students are highly motivated. (Jones, 2009)

Citing references in the text

• Two authors Cite both names every time Inside parentheses (parenthetical) use ampersand Outside parentheses use the word “and”

• Note punctuation

• Correct Smith and Jones (2009) found that nursing students

are highly motivated. According to Smith and Jones (2009), nursing

students are highly motivated. Nursing students are highly motivated (Smith &

Jones, 2009).

Citing references in the text

• Three to five authors: Cite all the first time, then use et al.

• Correct 1st citation Researchers have shown that nursing students are

highly motivated (Jones, Smith, & Brown, 2009).

• Correct subsequent citations Researchers have shown that nursing students are

highly motivated (Jones et al., 2009).

Note correct punctuation above!• Period and comma

Citing references in the text

• Six or more authors Use first author’s name followed by et al.

• Correct 1st citation Jones et al. (2009) found that nursing students

are highly motivated. According to Jones et al. (2009), nursing

students are highly motivated.

• Correct subsequent citations Same as above

A few more words about reference citations…

• Never change the order of authors. Must use as they appear on the article.

• When citing multiple sources inside the parentheses, arrange alphabetically by the first author’s name and separate with semi-colon.

• Correct 1st citation Several authors write about nursing students (Brown

& Gavin, 2009; Leland et al., 2007; Smith, Jones, Thomas, & Adams, 2009).

• Leland article has 6 or more authors

• Correct subsequent citations Several authors write about nursing students (Brown

& Gavin, 2009; Leland et al., 2007; Smith et al., 2009).

Citing sources

• Need page number for direct quotes

• BUT…in most cases is better to summarize in your own words and cite rather than quoting. You are demonstrating what YOU know, not that

you can copy excess quotations from a book. Quotations OK for definitions

Secondary sources

• Should be used sparingly. Want to report on original work when at all possible.

• Correct citation: Jones reported cancer statistics in Georgia (as

cited in Smith, 2009).

Web-based sources

• URL http://www.aacn.nche.edu/Accreditation/

CCNEEndorsements.htm Contains protocol (http, https) Host name (www.aacn.nche.edu/) Path to document (Accreditation/) File name of specific document

(CCNEEndorsements.htm)

• Problem: They move, broken links, etc.

Web-based sources

• Digital Object Identifiers (DOI) System (http://www.doi.org/) Developed by group of international publishers to better

identify web-based information Implemented through registration agencies such as CrossRef Number assigned when article published and made available

electronically• Currently about 2600 publishers and scholarly societies

are participating Articles get a unique identifier Will link to article in reference list DOI will be located on 1st page of electronic journal article

near copyright information If DOI is used, do not need any further identification

information If no DOI is given, use homepage URL of the journal, book,

or report publisher

Problem: Not all are registered

Web-based sources

• When citing with URL Don’t need database information (EBSCO,

OVID, etc.) Don’t include retrieval date unless it is from a cite

where information changes (Wikis)

Reference List

• All works cited in the text need to be included in reference list.

Before handing in a paper

• Have a colleague proof read your work

• Take advantage if you are allowed to do a draft

• Take time to complete a good work Write, review, re-write.

Closing thoughts

• Great resources: APA Manual (6th ed.)

• Can check out from library http://owl.english.purdue.edu/owl/resource/560/0

1/

• Need to refer to resources when writing

• Writing is a representation of you! First impression Sloppy or meticulous? Need to practice to get better