Us Person Name Format For Essay
Term Paper: Format of Citations and References
As you write your term papers, it will be important for you to document where you obtained the information cited in your report. Many of the references you use will come from published sources. Some may come from electronic sources such as the World Wide Web, Melvyl and Harvest databases available through the UC Davis library, CD references and the like, and some may come from interviews. An important component of your writing will be the effective use of reference material. This skill will serve you well in writing papers of all types, not just those required for classes.
For this class, we will be using the documentation style of the American Psychological Association (APA, 2001) modified with italics substituted for underlining. This format is very similar to that of the Modern Language Association, and these are the most commonly used styles for publishing in the social and natural sciences. The general form of citations in the body of the text is to include the author and date in parentheses (as above) and optionally include the page number(s) after the date. If the author's name was just mentioned in the text, it is not necessary to repeat it in the citation. The rules are described in more detail, with examples, in section 3.
2. Basic Guidelines
The purpose of the term paper in ECS 15 is for you to learn how to do effective research on a subject and then write it up clearly, showing where you got your information.
A research paper requires searching for information pertinent to a given subject, organizing it, and presenting it effectively in written form. Oral research reports are also useful, but this course does not cover them.
In the following sections, we will present the way that we want you to cite your references in the term paper for this course. The required format meets the accepted practices cited in Li and Crane (1993), a reference that is currently considered the best authority on citing electronic sources. This book in turn follows the basic format for the American Psychological Association (APA, 2001), which is a good format (though by no means the only acceptable one in technical publications). You may be required to use slightly different formats for other papers, such as papers submitted for publication to refereed journals, each of which typically have their own styles. Learning how to follow one such set of rules is a worthwhile exercise. You will therefore be expected to use the format set out below.
3. In-text Citation to References
When citing a reference from your reference list, please use the following conventions. Put in parentheses the author(s) last names, the year, and optionally the page number(s) separated by commas.
For one author, use the author's last name and year separated by a comma. For example: (Walters, 1994) or (Austin, 1996).
For two to five authors, use their last names separated by commas and with an ampersand "&" before the very last name in the list, then the year separated by a comma. For example: (Li & Crane, 1993) (Charniak, Riesbeck, McDermott & Meehan, 1994).
For more than five authors, use the first author's last name and "et al." For example: (Walters, et al., 1992).
For the date, use the year. If there are two references by the same author(s) for the same year, use letters after the year: (Walters, 1993b).
If there are specific page numbers for a citation, add them after the year (Walters, 1994, pp. 31-49).
If you include the author's name(s) in the text of a sentence in the paper, you may omit their names from the parentheses as follows: "Austin (1996) includes valuable references to ...." or "The examples given by Li and Crane (1993) on web addresses ...".
Do not use footnotes in this class for citations. You can use them for explanatory text, but not for references. Have the citation make it easy to find the reference in the "References" section. All references in that section should be complete enough for readers to obtain a copy for themselves.
4. Your List of References
Create a list of references, one for each item cited in the paper, in a section called "References". This section goes at the end of your paper. The references are to be alphabetized by the fist author's last name, or (if no author is listed) the organization or title. If you cite more than one paper by the same first author, sort them by year of publication, earliest year first. Do not use footnotes for citations.
Single-space the entries in your list of references. Start at the left margin for the first line of each bibliography entry. Each additional line of each entry should be indented a reasonable amount. Separate the entries with a blank line. Do not number the references. Doing so means you have to renumber all the references whenever you insert a new reference.
4.1. Author, Date, and Title
The general format for the author, title, and date in your reference list is as follows:
Author. (date). Title. [the full reference, which follows, is discussed below]
The following explains these fields.
First author's last name, followed by the initials. If there are two authors, separate their names with "and". For three or more authors, separate all but the last author's name with commas, and use "and" before the last author's name in the list. If published by an agency with no author given, list the name of the agency. End with a period. For example:
Walters, R.F. and Reed, N.E.
Walters, R.F., Bharat, S. R. and Austin, A.A.
Charniak, E., Riesbeck, C., McDermott, D. and Meehan, J.
National Bureau of Standards.
Enclose the date in parentheses. Use a date sufficiently specific for the item. For example, give the year of publication for a book, the year and month of publication for a monthly magazine or journal, and the year, month, and day for a newspaper or daily periodical. End with a period. For example:
(1995, August 30).
If the title is that of an article, use the regular font; if it is the title of a book, italicize it. Capitalize only the first letter of the first word and proper nouns. If there is a subtitle, it too should begin with a capital letter. End with a period. For example, an article's title would look like:
Computer-based systems integration.
and a book's title would look like:
The abc's of MUMPS: An introduction for novice and intermediate programmers.
4.2. Journals, Magazines, and Newspapers
The following apply to citing the name and identifying information for journals, magazines, newspapers, and periodicals in general.
When citing the name of a journal, magazine or newspaper, write the name in italics, with all words capitalized except for articles, prepositions and conjunctions.
Volume, number, and page numbers
Give the volume number in italics, followed by the issue number in parentheses (if there is an issue number), and the page number(s). For magazines, precede page numbers with "p." (if the article is on a single page) or "pp." (if the article is on multiple pages). For example:
Communications of the ACM, 27(2), 141-195.
Journal of Advertising Research, 32, 47-55.
Time, 146, pp. 42-44.
Publisher and Location
Give the city and state (if in the United States), followed by a colon and the publisher name, followed by a period. For example:
Englewood Cliffs NJ: Prentice-Hall.
London: Edward Arnold
If you choose to include any personal interviews, reference them with the person's name, their professional title and employer, and the date, time, and place of the interview. For example:
Albert Einstein (1935, January 5), Professor of Theoretical Physics, Princeton University, 3:00pm, Princeton, NJ.
4.4. References Found in Electronic Form
Many resource materials are available through Melvyl and Harvest, which are the electronic access points for the UC Davis library. More are on CDROM, or on the Internet. These can serve as appropriate references for research reports and term papers. It is important, however, to acknowledge the sources of these documents, even though you may never have seen "hard copy" (printed versions) of the file(s) you wish to cite. This section describes how you are to cite references that you have obtained from electronic repositories.
The basic form of your reference will be similar to printed references, but you will need to add some important additional information: the type of medium used, and the material's availability.
In general, if you wish to cite an electronic file, you should include either the term "[Online]" or the term "[CDROM]" (enclosed in square brackets) before the closing period terminating the title of the work cited. If you are citing a part of a larger work, you should give the title, followed by a comma, the word "In" followed by the larger work, and then add "[Online]" or "[CDROM]" as appropriate, followed by a period.
Citing the availability of an electronic document should give the reader enough information to know where to locate the file and, if necessary, the specific portion of the file cited. Electronic documents can come from several types of locations:
ftp: identify the ftp server, location (path), and file name
Internet (e.g., world wide web): give the location and file name; the URL is sufficient
mailing lists, newsgroups: identify the server, method of access, and file name; do not cite personal email
databases (e.g., computer database in Melvyl): identify access method
In each case, you should give enough information to let the reader know how to access the information electronically. Generally, giving the site (Internet-style server name) on which the information resides, the name of the file, and the complete path (list of directories) showing how to get to it is sufficient.For example:
[Online]. Available: email: firstname.lastname@example.org Message: Get POETICS TODAY.
[Online] Available: FTP: ftp.bio.indiana.edu, Location: /usenet/bionet/neuroscience, File: 9512.newsm.
[CDROM]. Available: UMI File: Business Periodicals Ondisk Item 91-11501.
[Online]. Available: http://escher.ucdavis.edu:1024/rtahomepage.html
5. Samples of Complete References
All of the examples given above may be summarized by citing a few references in the form we would like you to use. Here are some examples that would be cited in the text as (Crosley, 1988), (Essinger, 1991, May 28, pp. 97-99), (Armstrong & Keevil, 1991, p. 103), and so forth.
5.1. Printed Book
Crosley, L.M. (1988). The architects' guide to computer-aided-design. Toronto: John Wiley & Sons.
5.2. Magazine Article
Essinger, J. (1991, May 28). Just another tool of your trade. Accountancy 108, pp. 91-125.
5.3. Journal Article
Armstrong, P. and Keevil, S. (1991). Magnetic resonance imaging-2: Clinical uses. British Medical Journal 303(2), 105-109.
Computer, Christopher C. (1996, January 10) Professor, Computer Science Department, University of California - Davis, 3:00 pm, Davis, California.
5.5. World Wide Web Address
Austin, A. (1996) Annotated List of World Wide Web Technical Writing and Computer-Aided Composition Resources [Online]. Available: http://wwwcsif.cs.ucdavis.edu/~austina/cai.html.
Burke, J. (1992, January/February). Children's research and methods: What media researchers are doing, Journal of Advertising Research, 32, RC2-RC3. [CDROM]. Available: UMI File: Business Periodicals Ondisk Item: 92-11501.
Blood, T. (1995, November 30). Re: Brain implants: the Chinese made it! [Online] In Newsgroup: bionet.neuroscience, Available FTP: ftp.bio.indiana.edu, Directory: /usenet/bionet/neuroscience, File: 9512.newsm, Date: Thu, 30 Nov 1995 20:39:35.
Watson, L, and Dallwitz, M.J. (1990, December). Grass genera of the world-interactive identification and information retrieval. Flora Online: An Electronic Publication of TAXACOM (22). [Online]. Available FTP: huh.harvard.edu, Directory: pub/newsletters/flora.online/issue22, File:022gra11.txt.
American Psychological Association (APA) (2001). Publication Manual of the American Psychological Association, (Fifth Edition).Washington, D.C.: American Psychological Association.
Li, X. and Crane, N.B. (1993). Electronic style: A guide to citing electronic information. Westport, CT: Mecklermedia.
Here is a PDF version of this document.
by Chelsea Lee
This post is part of a series on author names. Other posts in the series will be linked at the bottom of this post as they are published.
Although APA encourages authors to use one format for their name throughout their publishing career, inconsistencies do arise, and some authors choose to change their name for professional publication. This post addresses how to cite works in each of these circumstances.
Sometimes names are presented inconsistently across publications. If the author has used different forms of the same name on different works, then your reference list entries should match the form of the name on the work being cited for reasons of retrievability. For example, sometimes the author may use a middle initial and sometimes not (e.g., perhaps Jacob T. Baker sometimes publishes as Jacob Baker).
Because both names refer to the same person and the differences between names are minor (namely, a missing initial), it is not necessary to adjust the order of the works in the reference list to account for the missing initial or to put the author’s initials in the text citations to distinguish the references. (Read more about the order of works in the reference list and see examples.)
Another case is when an author has changed names, such as a surname change after marriage or divorce or a name change for a transgender author. Do not change the name on a work if an author has published under different names; cite the work using the name shown on the publication you read. In most cases, it is not necessary to note for the reader that two different names refer to the same person; just cite each work normally.
- Example change of surname: If Morgan J. McDonald now publishes as Morgan J. Williams, then cite the works in the text as McDonald (2005) and Williams (2017), respectively; in the reference list, the works should be alphabetized under M and W, respectively.
- Example change to a hyphenated or two-part surname: If Taylor T. Hartley now publishes as Taylor T. Hartley-Jones, then cite the works in the text as Hartley (2010) and Hartley-Jones (2017), respectively; in the reference list, all works by Hartley come before those published by Hartley-Jones because of the rules of alphabetizing the reference list. (The same principle applies if Taylor had decided to use no hyphen between the surnames, for example, Taylor T. Hartley Jones.) See this blog post on two-part surnames for more.
- Example first name change for a transgender author (different initials): If John J. Smith now publishes under the name Rebecca L. Smith, and if you cite works published under both names in your paper, then cite the works in the text as J. J. Smith (2001) and R. L. Smith (2015), respectively; in the reference list, take the initials into account and put works by Smith, J. J., before works by Smith, R. L. Note: If you cite only works published as John or only works published as Rebecca, then no initials in the text or description of the author’s name change are necessary; just cite the works normally.
- Example first name change for a transgender author (same initials): If Alicia K. Johnson now publishes under the name Adam K. Johnson, and if you cite works published under both names in your paper, then cite the works in the text as Alicia K. Johnson (2004) and Adam K. Johnson (2017), respectively—including the full name of the author because the initials are the same but the names themselves are different. In the reference list, put the author’s first name in brackets to alert the reader that the first names are different. The entries would be as follows:
- Johnson, A. [Adam] K. (2017). ...
- Johnson, A. [Alicia] K. (2004). ...
Note that if you cite only works published as Alicia or only works published as Adam, then no full names in the text and reference list or description of the author’s name change are necessary.
Making Note of a Name Change
Although in most cases it is not necessary to note that two different names refer to the same person, there are cases when it would be relevant or useful to do so. For example, if you are reviewing multiple works by an author to describe the history of their research and a difference in name might confuse the reader, explain in the text that the two different names refer to the same person. Be warned; this might require some finesse to straighten out the citations. For example, you might write,
|Smith-Hartman (publishing as Smith, 2010) pioneered treatment for depression and anxiety. In particular, she discovered a novel therapy involving the use of animals (Smith-Hartman, 2016).|
Do you have more questions on author names in APA Style? See these other posts, or leave a comment below: