Proofreading & Editing Blog » student writing

Using APA Referencing in Practice

Supaproofread — Tue, 17 Mar 2009 00:16:59 +0000

Writing academic papers will require a referencing style; Michael has touched on the use of Chicago, MLA and APA in the past but in this post I'm going to explain and outline the APA referencing system.

APA stands for the American Psychological Association and their referencing style is very common. I'll cover off UK and US referencing styles in future posts so don't think I'm singling APA out for special attention.

The APA system is broken into two main parts:

In-text citations
A reference list

In-Text Citations

In-text citations as the name suggests are included within the text; for direct quotations they state the name of the writer, the publication and page number with the date published of the source you are using. Where you paraphrase the source you only need the name of the writer and the date published but the wording must be your own.

An example is:

Understanding astronomical variances in stellar drift is difficult, as has been observed (ERH, 2008, The Moon is My Oyster) "Stellar drift has significant implications for worm hole transportation."

This would be the correct use of an APA style citation for the initial use of the source, but you only need to state the writer's name in subsequent citations IF within the same paragraph, so:

As has also been noted (ERH), "Stargate SG-1 has a great deal of good science to offer and not simply entertainment."

If you are quoting at length (more than 40 words) you should cite the quote WITHOUT quotation marks by inserting the quote in a separate paragraph that is indented between 5 and 7 spaces, preferably using single spacing and still add the name of the author, publication date and page number in brackets at the beginning or end of the text.

An example would be:

Blah blah blah blah blah:

Lots of Stargate blah,lots and lots of blah, Teal'c looks silly with hair on, O'Neill should grow up and Samantha Carter really ought to let her hair down far more often. In fact, Doctor Jackson is the only decent character and that is because he is Canadian. (ERH, 2008 p7)

...and more blah.

The Reference List

APA follows a referencing format that is determined by the publication media you are writing for; the split is between writing for a book (or producing a report) or for a journal.

The referencing list is placed at the bottom of the page within which you are citing the source.

For Books and Reports

Author, (date), Title, Place of Publication, Publisher

e.g. Smith K,(2008), Using APA Referencing in Practice, London UK, Supaproofread

For a Journal

Author, (Date), Title, Journal Name, Volume (Issue), Page

e.g. Smith K, 2008, Stargate Science, SG-1 Fan Magazine, 12(3), 22-33

There are other rules regarding citing multiple authors, using et al, citing an author who has in turn cited another and so on and you can gain a greater understanding of the referencing style by visiting this helpful site - ACU

What is the Difference Between Editing and Proofreading?

Supaproofread — Thu, 18 Dec 2008 00:07:01 +0000

Proofreading is a final check on your work to ensure accuracy, correction of grammatical errors and general presentation are within the specifications you have been given.

Editing is much more than this as it combines proofreading together with revisions that should improve the flow and structure of your work to maximise the impact of the piece.

Some may disagree as Nabakov (he of Lolita fame) once said "By editor I suppose you mean proofreader." Indeed, editing is often referred to as the "butcher's trade".

Editing requires a thorough grasp of English whereas proofreading requires an ability to simply spell. It is also fair to say that editing requires the exercise of the little grey cells to a far greater extent as they will be actively considering the subject matter and how well the piece will communicate with the prospective reader. This contrasts with simple proofreading which is a more mechanical process.

For instance, I try not to proofread a piece immediately after I have completed it. I personally find that if some time elapses between completing the draft and going back to correct the grammar and spelling errors, then I am able to focus my attention on the words rather than the ideas and ensure greater accuracy. If I proof a document as soon as I have finished, I usually end up becoming immersed in the ideas and subject matter which leads to proofreading errors and ultimately, a few spelling mistakes sneaking into otherwise finished product.

Editing courses exist on the internet that will help you deal with the issues involved but for many, editing as a profession is in decline which is technically known as "not a good thing". Modern day editors simply do not have the time to edit, and the sharp suits have taken over with their eye on the cost and bottom line rather than the quality of the work. This doesn't simply affect literary pieces but commercial copy as well as editing is the ultimate peer review you can have.

I read a piece in the Guardian which dealt with the decline of editing and relayed a story concerning Tom Wolfe (not the Bonfire of the Vanities author but the other one) and it made me smile.

Our Tom Wolfe was a prolific generator of words - so exceedingly verbiose in fact that I was instantly reminded of the Michael Douglas character in the film, Wonder Boys when he plays an English professor with writers block and a penchant for smoking dope. His editor, Maxwell Perkins advised that he was going to take the book away from Tom and indeed he did so after receiving a manuscript some two feet high containing 450,000 words. Eventually this was whittled down and published; something that would not have happened without an editor though Ernest Hemingway (who also used Perkins as his editor) proclaimed, "It's 60% shit!"

For many, the editor is a bully boy, larger than life character and their use of the pruning shears on your work can leave it completely altered beyond any recognition. The reality is if you are lucky enough to have someone who will edit your work, build that relationship, devote some time to it and this will pay dividends with your work.

T S Eliot once was asked if editors were simply failed writers to which he replied:

"Perhaps - but so are most writers."

The Difference Between Editing and Proofreading

Supaproofread — Tue, 09 Dec 2008 23:57:03 +0000

The writing process is technically made up of five different steps. Prewriting, writing, revising, editing and publishing is one version of those five different steps.

Prewriting, Writing, Proofreading, Editing and Submitting

That’s another variation. Of course, if you look through books and websites you’ll find quite a few other variations. But the bottom line is there is some confusion, the difference between Proofreading and Editing.

Why are there two different steps in the writing process that mean the same thing?

Well, they don’t really. A Supaproofreader will cover both steps. All you have to do is submit what you have written and we’ll take it the rest of the way to the Publish or Submit part.

But, proofreading and editing are different. They are actually two different sides of the same coin, but they have two different purposes. Let’s take a closer look.

Proofreading

Proofreading is actually the tougher of the two in my book. When you look your paper over after writing it, you should look for better ways of writing. You have awkward sentences that need some touching. You have words that don’t quite fit and you could make decisions about replacing them with more effective words.

You’re not just looking for errors in awkward sentences and weak words. You should look for places where you could be clearer. You should try to find places where you could make a stronger argument. Add sentences where explanations need to be. Proofreading is about tightening up your work and making your writing that much better.

Editing

Editing is where you look your work over for the actual grammar and spelling errors. That’s when you look through your document for all the “Red” squiggly lines – I can’t imagine anyone doing it with a typewriter anymore, but I do believe some old schoolers still exist. Just don’t consider every red squiggly line an error. “Supaproofreader” from a few paragraphs up and “schooler” in the last sentence technically are errors. But, I’m not changing them. I meant them just the way they are.

Don’t forget to look at grammar errors too. Subject and Verb agreement, Punctuation, Capitalization…those are the errors you catch when you are editing.

Yes, proofreading and editing can overlap. Let me put it this way, if I find a spelling error while I’m proofreading I’m not going to let it go. But, that’s the difference and now you know. Like the Justice League used to say all the time… “Knowing is half the battle.”

The Who, What, When, Where, Why and How of Great Article Writing

Supaproofread — Sun, 30 Nov 2008 23:46:58 +0000

I know I covered the Who, What, When, Where, Why and How the last time. But, haven’t you got it yet? There is always more involved than what I let on in my first post on any topic. In fact, entire books have been written about article writing. Entire college courses teach it. So, one simple post isn’t going to cover everything.

Articles that get in depth are what people want to read. Don’t simply answer the questions and move on to other questions. Get in depth information that goes deeper than anyone else writing on that topic. Otherwise, you are simply telling people what they already know.

Example:

Frederick Dominguez and his kids were lost for three days in the mountains of Northern California because they ventured out there to cut down a Christmas tree. They were found on Wednesday by a California Highway Patrol helicopter crew.

If you visit any news site or look in any newspaper where this story is told, you will find this information. Does it answer the six critical questions? Yes.

Who – Frederick Dominguez and his kids.

What – were lost and have been found.

When – Wednesday.

Where – mountains of Northern California.

Why – looking for a Christmas tree.

How – California Highway Patrol helicopter crew.

But if you can find this story anywhere, why would anyone read yours? It makes all the difference in the world that the mother of the children had no idea they were missing until she realized her youngest child didn’t go to school on Monday. It makes all the difference in the world that a new snow storm was about to come and the search was about to be aborted. It makes all the difference in the world that people like Cory Stahl who owns a pest control business shut his business down so that all the employees could help with the search.

There are plenty of answers to those six basic questions. Keep digging. Dig deeper. Make sure you have as much information as you can and discount nothing. Any bit of information can make your article more interesting than the others. That’s the essence of great article writing.

When to Use Who and Whom

Supaproofread — Tue, 25 Nov 2008 23:41:49 +0000

I thought it time to nobble this particular English language conundrum - when to use Who and when to use Whom.

Supaproofread has a section that goes into far more detail than I will here on this post and you can find it in the writing tips section here.

Who is a subjective pronoun that describes what or which person.

Whom is a pronoun that acts as an object for a verb or preceding preposition.

Phew!

In plain English please!!

A subjective pronoun is a word that is used when the person is a subject of the sentence. So, "I like fast cars but he doesn't" - "I" and "he" are subjective pronouns. We would ask "Who likes fast cars?" but not "Whom likes fast cars?"

A verb object is the person or thing the verb is acting on. So, "ERH flew the plane" has ERH as the subject, the verb is flying and the object is the plane. Except we would never refer to a plane as "whom" so how about "ERH flew her to Paris." In the latter case, "her" would be the object and so we would ask "With whom did ERH fly to Paris?"

Got that?

Here's a cheat tip then.

If you have a sentence using he/she then use "Who" and if it is him/her use "Whom".

MLA Versus APA Style

Supaproofread — Wed, 19 Nov 2008 23:27:35 +0000

Writing professionally, you run into things you may not have seen in awhile. The world is getting so informal and unprofessional that some of the old things go flying out the window. It takes a minute to catch up on concepts you learned years ago and get ready to apply them today.

The difference between MLA and APA is just one of those things. In fact, you just might at this moment be thinking what in the world they even are. Some of you might have a faint memory that they are documentation guidelines. But, you might not be able to remember much more than that.

If you have any kind of document to present in whatever venue you need, whether your boss needs a research journal or your professor needs an essay, you have guidelines to follow. They may have given you some guidelines on their own. But, you also have a style that your paper needs to conform to upon presentation. That style could either be MLA or APA.

MLA Style

The Modern Language Association (MLA) was formed in the late eighteen hundreds as a forum for the study of literature. Lasting throughout the years, it has become the authority on the format for documents written in scholarly pursuit. College students writing English papers or professional writers making their contribution to literature would use the MLA style.

The MLA publishes the MLA Style Manual, which answers every question for how to format your paper. If you want to know how to set the margins, it has the answer. It will tell you how to space your document and create a cover page. It will tell you how to paginate your pages and where to put the appendices. But, I think the most important role the MLA Style Manual serves is how to cite the works of others when you use them in your paper.

Plagiarism isn’t just a blatant disrespect for the work of others. It continues into cases where a work wasn’t cited properly. If you mention an author’s name in the paragraph where you are discussing that author’s work, you only need to add that work of literature to the “Works Cited” page at the end of your document. But, the guidelines are technical regulations so that there are no confusions. Plagiarism can definitely come into play when you quote or paraphrase another writer’s words, but the source of those words is unclear to the reader.

It might be considered a small infraction to you when you miss a period or a comma in your listing of a work you cited. And authors could really care less about a small period in your “Reference” list even though it’s a significant part of the MLA Style of citation. They will make a note that you don’t know how to pay attention and don’t know what you’re doing, which takes away from your overall credibility. But, they really don’t care when you make a small mistake like that. What they get upset about is when you blur the lines and you don’t make it clear that you used their work to support your own. Of course, there is more to it. But, when you are writing a paper in the pursuit of Academia, it is my personal opinion that this is the main concern in the field of scholars.

APA Style

The American Psychological Association (APA) is an equally authoritative organization based out of Washington, D.C. USA. Among the many things APA does, it publishes what is profoundly looked upon as The Publication Manual of the American Psychological Association. It offers guidance for writers too, but it governs an entirely different body of writers.

The Publication Manual of the American Psychological Association is an editorial style manual for writers in the fields of the social and behavioral sciences. Just as in MLA Style, APA Style will tell you how to punctuate your paper and how to add tables. It offers guidance for present statistics and select headings. But, its main thrust again is to help writers properly cite works they use to support their own papers.

A well-written paper is not one that stands alone. This is debatable, but I don’t think one novel thought exists anymore. If you have a thought that is insightful or groundbreaking, I’m sure others have thought along those lines before. It’s called cumulative thinking. But, that’s not a bad thing.

When you write a paper that contributes your thoughts to the scientific community, there has to be thousands of other works that support your groundbreaking work. In other words, you’ve reviewed their works and come to your own conclusions. That’s your contribution. So, learn how to give other writers credit and get it right.

There are other editorial styles for formatting your paper. They include Associated Press, Chicago and Oxford among others. It is in my distinguished experience that if you work in journalism, the Associated Press Stylebook is the one that governs you. If you belong to an organization or work in a field like anthropology that prefers The Chicago Manual of Style, then that’s your style guide. Likewise, the Oxford Style to Guide is the UK’s equivalent to US’s Chicago Manual.

But as far as the US is concerned, MLA or APA is the editorial style you’ll most likely use. You should know what is required of you. If you haven’t been told, then follow the guidelines I just gave you. MLA is in the field of Academia. APA governs social and behavioral sciences. I guess this blog entry implicitly welcomes a view from the UK, one I cannot provide since I am a US based writer.

Common Mistakes Revisited

Supaproofread — Mon, 03 Nov 2008 23:13:38 +0000

I’ve written about common writing mistakes before, in several posts. But the more I read different writings posted all over the internet, the more I feel the need to point out the errors. It’s like the internet has devoured our ability to write.

Now, communication is not a problem. Anyone who has been talking in forums, chat rooms, or sending instant messages for any significant amount of time will be able to decipher the following conversation:

Girl #1: Btw, r u n T gtg gf

Girl #2: DEGT

Girl #1: ?

Girl #2: ihnc

Girl #1: brb

Girl #2: hb

Girl #1: muah

OK, that might be a little exaggerated. But, that is how bad it gets. Anyone coming in on that conversation who is not familiar with the language is lost unless they have the pocket-size internet slang handbook.

But see, that’s the thing. Communication is not in jeopardy. As humans, we will always know how to communicate. But, writing is different. Writing has rules and internet slang is starting to impose itself onto the written word.

So, I thought I would revisit the topic and make a few things clear. These are common mistakes so don’t feel alone. But, they are so common that they need highlighted…more than once…all over the place.

It’s and Its

This is actually a confusing rule that I don’t blame anyone for getting wrong. It’s the reverse of what you would think. So to make it easier for you to remember, just make a note to yourself that this is the rule opposite to all others.

When “It” owns something, the word to use is “Its.” There is no apostrophe even though there is ownership. In anything else, an apostrophe “s” would belong in an expression of ownership. While Bob’s ownership is proper with an apostrophe “s,” its ownership is not.

The contraction of “it” and “is” is written with an apostrophe “s.” That’s why this rule is so weird. But, ownership and contractions both have an apostrophe “s” when it comes to anything else like “that’s interesting” and “what’s the problem.” It would be very confusing if “it” and “is” were written the same as if “it” owned something. So, it’s easier this way.

Know and No

This is so common that it makes a person’s head spin. Sometimes people use “no” in place of “know” just to simplify things. That’s ok online in informal communication situations. But, this is one of those errors that bleed over into homework and work papers.

“Know” is having the knowledge of something. I know you know that.

“No” is the negative. There is no way the two should ever be confused again.

To, Two and Too

These three homonyms are often switched. It mainly comes from the substitution of “2” for any of these three words. I’d like it 2 stop.

“To” is actually a preposition that begins a prepositional phrase. So if you’ve heard the rule, you can’t end a sentence with a preposition. That’s because if it’s supposed to begin a phrase, how can it do that at the end of a sentence? Therefore, “to” is basically a connector from one part of a sentence to another that adds more meaning.

Remember the cloud analogy? A preposition is anything you can do to a cloud. You can go “under” a cloud, “over” a cloud, “around” a cloud and “through” a cloud. Technically, you can also go “to” a cloud. So, these words give you a general understanding of the purpose of a preposition. There are other prepositions like the word “of,” but you can’t “of” a cloud. So, our cloud analogy only gives you a general rule that helps you learn the basics. It’s a starting point and you build from it.

It’s probably easier to understand the word “to” if you learn the other two. “Two” is the spelling of the number. We’re going over three homonyms, but we’ve only covered “two” so far.

“Too” is an adjective. It comes before a noun or an adverb. I’ve written way too much about these three homonyms.

Once you start to see how your informal communication practices are bleeding into your actual work, you’ll look at your papers a little closer. Supa proofreaders already know these common errors and many others. We’re geared to pick them up instantly.

But, it’s not hard to catch them yourself if you put your work up for a few days and then come back to it just before the due date. You’ll see your errors much clearer and I’ve said that over and over. I think I’ll keep saying it just to keep reminding you guys.

Planning a Document

Supaproofread — Thu, 16 Oct 2008 20:18:34 +0000

Anyone who travels around a lot knows that planning contributes towards making the trip a success. Certainly, the unplanned jaunts and routes taken in a trip come as side-kicks or bonuses--- in both ways, making your trip ripe in experience. However, without the bone structure of planning you will fall face-down-in-the-earth.

The foundations of any document are the planning of its "rhetorical strategy". To get one's point across to an array of audiences, as wide as possible, is the main focus of most document writers. One needs to be clear in purpose of the message to be conveyed through the project. When the purpose of the writing becomes clear, this becomes easily possible. Some of the major points involved in creating a successful document presentation include the following:

PURPOSE

AUDIENCE/READER/VIEWER

SPEAKING/WRITING TECHNIQUES

The PURPOSE here involves in asking yourself the aim of your report and the final effect that you want to convey .The essence of the writing depends on the way it is an effective deliverance of its content. A good writer sticks to the point without unnecessary dalliance though minute digressions, and is effective in supplying related anecdotes and examples to draw parallels.

While writing, keep in your thoughts who you are writing for. This is where the importance of READERS arise. Research and surveys on the needs and tastes of your readers can become a direction to taka, as well as making notes of your overview. You must not focus on a wider range, but target a particular group. You might even have to change your style and adjust your vocabulary in trying to cater towards your target readership. However, the basic aim and structure of your report fails if you make too many core compromises.

In the case of WRITING TECHNIQUES, you must adapt a strategic approach, categorize the different parts of your report taking time to think, and answer questions pertinent to each category. After you have done this initial stage of preparation, you will be confident and focused to go on with your writing. Organize your planning stages thinking about questions that are about to rise, resolving them and provide further clarification. Set the style, design, format and lay-out to attract the inquisitive mind.

Now, let us illustrate the above mentioned approach to writing, through the example of composing a job letter. Considering the purpose of the writing it is to be kept in mind that a resume highlights your strengths without indulgence into false-praise of yourself, which could lead to much embarrassment and ultimate rejection. However, you’ll also want to set up some positives that will help you stand out from a flurry of other applicants. Do your homework well, so that you’re not grounded in qualifications, abilities and mental strength required for the job. A half-hearted application will yield no responses.
In case of a job resume, your reader is probably a panel of very well-qualified and well-experience professionals in their field, so be wary of this.

Wanna Study in the UK?

Supaproofread — Wed, 20 Aug 2008 19:47:30 +0000

The UK is actually made up of four separate countries – England, Scotland, Wales and Northern Ireland. When you arrive in the UK, you're assured of warm welcome and high levels of personal and academic support. If you are not sure whether you want to head to the UK for higher education, these are the reasons why you should go ahead.

An educational system that speaks for itself

UK education is respected throughout the world for its quality and consistently high standards. UK Universities and colleges provide a research-active environment, with the opportunity to learn from their academic mentors. It allows you to think for yourself and become independent (that’s important). It encourages skills which are in demand, and this is what attracts organizations from all over the globe (that’s important too). The unique quality assurance system that education in the UK gives you ensures accountability in all areas.

A home away from home

The added attraction of the UK is that outside the lecture hall it offers a very varied cultural and social life. It is also a safe and welcoming place for international visitors. Studying here allows you to meet students from all over the world and each student makes a unique contribution to the life of the institution, both academically and culturally.

Value for money

International education is a long-term investment. Considering the quality and international recognition of British qualifications, studying in the UK is excellent value for money. Tuition fees and living expenses are the two important factors to consider when selecting a college/University. These vary from one part of the UK to another. Students are attracted to the south, especially London, although the costs of living in the north are much lower than in the South of England. There are scholarships available for students as well, and it is also worth mentioning that there are many benefits available to international students that can make life in the UK more affordable:

* NUS Discounts

The NUS or National Union of Students allows discounts on behalf of their members which can add upto almost 50% off anything such as books, clothes, stationery, food, travel and entertainment.

* Free Healthcare

All international students staying in the UK for a period of six months or more qualify for free health-care through the National Health Service. Yes, and that means FREE HEALTH SEVICES.

Diversity of choice

A wide range of subjects are on offer in UK. Art and design, business, engineering and law to name a few; other interesting courses like Art history, Pop culture and other literary theory courses are also available. Current environmental issue related courses have also given students more choice to work with.

Earn while you learn

Students are permitted to work part-time during academic terms to support their stay in the UK. Finding a part-time job on campus or off campus is of no major concern as the University's Student Union and other related departments provide full support to students. This reduces the expenses incurred by International students in a big way.

Once you are admitted to a UK University/College, you can earn about £4 - £5 per hour working a pert-time job. During term-time, you can work for 20 hours per week and during vacation time you can work as a full-time worker - 40 hours per week. So, this amounts to almost £5,500 in a year for people who opt to work. Quite a tidy sum of money considering it’s just part time work.

If these reasons satisfy you then get your bags packed and head for the UK to discover it and unravel its mysteries.

Not sure if the UK is for you? Don't just take our word for it, visit international student's UK blog. Here, Stephen (from Australia) tells us of his experiences whilst studying at Leeds University, in the UK.

Student Writing Advice: What You Need to do to Write Better

Supaproofread — Mon, 18 Aug 2008 19:45:06 +0000

It is essential for student writers to maintain a schedule when they are enrolled in a college/university course that involves writing. You should set aside time to research and write everyday, I know it sounds strange but it'll help, otherwise what generally happens is commotion and drastic things happend when you're about to submit your paper (it gets worse when it's your dissertation/thesis!). Far too many students (and I was always one of them) to finish their work the night before submission, making a mess in the presentation of the document and causing numerous 'slip-ups' in their written material.

Did you ever wonder why your lecturer/professor gives you assignments three months in advance? Its to give you time to pace out your research and writing, make a plan for the particular essay or report and then execute it. Successful writers always plan their schedule before starting to write; most writers do not believe in an outline before the actual writing, but an outline in the form of a list of points to cover, or in fact, a mental image of a finished paper.

Most student writers find it difficult to begin when they are writing for an assignment or a project, and for them, using an outline helps them immensely. Whatever form of outline you take, it will generally have its advantages. It helps you to keep track of what you intend to write and what you are actually writing. It helps you make sure that everything you wanted to write has been covered. Therefore, you can structure your writing material and be more open to changes you wish to make in your writing. When you have a plan at hand, you are aware of what will follow, and this will help you to write more clearly and logically.

If you think you can write an excellent paper at the first shot, then you're wrong. It is important, especially for student writers to make a rough draft first, and then begin their final written paper. What this does is, it helps writers to actually see their mistakes and finally correct it when the final writing is being done. It lets young writers experiment with language and structure, and gives them confidence to type away, knowing they can re-structure later.

It is also important to recognise and to follow what your professor requires from you when writing your assignment paper. Remember that although every topic question can be researched, developed and written to be formed and produced as a book, what really matters is that you clearly express your ideas concisely. Do not unnecessarily write more to impress your professor and try to show everyone that you know everything about the topic, because you are more likely to make mistakes that way. Stick to what the assignment question requires of you and you will see that it will begin to be appreciated by your professors.

Revise your paper at least twice and check for errors. Every sentence should speak for itself and it should direct readers towards what you want in the end. When you’re done with your first draft, your understanding of your subject will be much greater than it was when you started writing; use this knowledge to clarify and enrich your writing. You'll also need to proofread your paper thoroughly; this is where you will have to check your grammar and spelling errors as well as the construction of your sentences.

Take a look at a tip in the Supaproofread writing tips section and its 10 tips to proofreading your paper.