This document provides guidelines for citing and referencing sources in academic work, including: - Defining citing, referencing, quotations, and why they are important in scholarly work - Explaining the differences between references, bibliographies, and citing printed versus online sources - Providing examples of direct and indirect quotations and how to format block quotations, quotations within quotations, and omitted text - Describing several common referencing styles like APA, MLA, Chicago, and Vancouver - Detailing specific formatting guidelines for APA style papers regarding fonts, paragraphs, page numbers, spellings, bullets, and footnotes.

1. Professional Citing & Quotation,
References & Bibliographies,
etc-see program.
Agnes Namaganda
agnama@mulib.mak.ac.ug

2. Outline
 Professional citing and quotation
 Reference vs. Bibliography
 Citing printed vs. Internet publications
 Quoting authors vs.
Interviewees/informants/participants
 Referencing styles- Harvard, APA,
Vancouver, etc.

3. WHAT IS CITING?
•The act of referring to or giving formal credit to an original
source.
•In scholarly/academic work, the terms citing and
referencing are synonyms – when you cite an author you
are making reference to him or her.
•Citing an information source used in an academic work
means to employ a standardised method of
acknowledging that source and full details of the source
must be given in the reference section.

4. WHY CITE?
•To provide evidence for authors’ arguments and to add
credibility to their works by demonstrating a variety of
literature reviewed/consulted on a given subject.
•To give credit to / acknowledge authors for their ideas.
•To guide readers to locate and further explore the
sources the author(s) consulted.
•To be ethical and avoid plagiarism, piracy and other
intellectual property malpractices

5. INTRODUCTIONS, PREFACES,
FOREWORDS, AND
AFTERWORDS
• When citing an Introduction, Preface, Foreword,
or Afterwords in-text, cite the appropriate author
and year as usual.
•(Funk & Kolln, 1992)

6. WHAT IS A QUOTATION?
•NB: Because words and phrases taken out of context may give a
misleading impression of the whole, care must be taken in selecting
quotations.
•Direct quotations must be accurate. (Citation style used matters)
•A passage quoted incorrectly is a misquotation.
•Some publications provide guidelines on how to differentiate
between author and interviewee quotations.
Words or passages reproduced from a written work or repeated verbatim from
an oral statement word for word.

7. Direct Quotations
Direct quotations are another person's exact words--either
spoken or in print--incorporated into your own writing.
• Use a set of quotation marks to enclose each direct
quotation included in your writing.
• Use a capital letter with the first word of a direct
quotation of a whole sentence. Do not use a capital letter
with the first word of a direct quotation of part of a
sentence.
• If the quotation is interrupted and then continues in your
sentence, do not capitalize the second part of the
quotation.

8. Examples of Direct Quotations
Mr. and Mrs. Allen, owners of a 300-acre farm,
said, "We refuse to use that pesticide because it
might pollute the nearby wells.”
Mr. and Mrs. Allen stated that they "refuse to use
that pesticide" because of possible water
pollution.
"He likes to talk about football," she said,
"especially when the Super Bowl is coming up."

9. Indirect Quotations
Indirect quotations are not exact words but
rather rephrasing or summaries of another
person's words.
Do not use quotation marks for indirect
quotations.
Example:
According to their statement to the local papers, the
Allens refuse to use pesticide because of potential
water pollution.

10. BRIEF QUOTATION MARKS
In –text
•Use double quotation marks to enclose brief
quotations(fewer than 40 words) into text
Example
She stated, “The placebo effect…
manner”( Miele, 1993, p.276).

11. Block quotations
A quotation that extends more than four typed lines
(any quotations of 40 or more words), should be set
apart from the main text by indention one inch from the
left margin (the equivalent of two half-inch paragraph
indentations) and/or printed in a smaller type size
without quotation marks
Maintain double-spacing throughout. The parenthetical
citation should come after the closing punctuation
mark.

12. EXAMPLE
Start the quotation on a new line, indented 1/2
inch from the left margin, i.e., in the same place
you would begin a new paragraph.
Jones's (1998) study found the following:
Students often had difficulty using APA style,
especially when it was their first time citing
sources. This difficulty could be attributed to the
fact that many students failed to purchase a style
manual or to ask their teacher for help. (p. 199)

13. Quotation within a Quotation
Use single quotation marks for a quotation
enclosed inside another quotation.
Example:
The agricultural reporter for the newspaper
explained, "When I talked to the Allens last week,
they said, 'We refuse to use that pesticide.' "

14. Omitted words in a quotation
If words are omitted from a quotation, an ellipsis
mark to indicate the omitted words is used. If you
need to insert something within a quotation, use
a pair of brackets to enclose the addition.
Full quotation:
The welfare agency representative said, "We are
unable to help every family that we'd like to help
because we don't have the funds to do so."

15. Omitted Material with Ellipsis
The welfare agency representative said,
"We are unable to help every family . . .
because we don't have the funds to do so."
Added material with brackets
The welfare agency representative
explained that they are "unable to help
every family that [they would] like to help."

16. REFERENCES VS
BIBLIOGRAPHY
References is a list of works that are cited
by the author(s) in the document.
Such a list of works is normally put at the
end of a chapter or the article.
•Unlike a bibliography, references should
relate only to works cited within the article,
chapter, etc.

17. A BIBLIOGRAPHY
A bibliography is a list of works consulted while
writing an article, chapter, book, etc. and NOT
cited in the text. It usually appears at the end of
the work. In scholarly writing, one can have only
references in his/her work.
Note:
a) the different types of bibliographies-See ex.
from Africana
b) some institutions recommend that unpublished
works can only be put in footnotes and not in ref.
or bib.

18. BIBLIOGRAPHY OR
REFERENCES?
Publication manual of the American Psychological
Association. (2009). 6th ed. Washington, DC:
American Psychological Association.
Soderlund, L., & Brizee, A. (2010, May 5). General
format. Retrieved from
http://owl.english.purdue.edu/owl/resource/560/01/

19. CITING PRINTED VS
INTERNET
The APA 6th Publication Manual instructs authors using and citing
Web sources to observe the following guidelines:
•Provide URL references to specific documents rather than home or
menu pages.
•Provide URLs that work.
•To cite an entire Web site (but not a specific document on the site),
simply give the site's URL in the text.
•Breaking URLs: After a slash and before a period .

20. REFERENCING STYLES
Reference styles/formats vary by institution,
publisher and sometimes by field of study

21. EXAMPLES OF REFERENCING
STYLES
•APA (American Psychological Association)
•MLA (Modern Language Association)
•Chicago (University of Chicago)
•Vancouver (recommended by the Council of
Science Editors (CSE), is used in medical and
scientific papers and research)
•Harvard (recommended by both the British
Standards Institution and the Modern Language
Association)

22. APA STYLE
•APA is the documentation style recommended by
the American Psychological Association
• It is used in many social science and related
courses (anthropology, education, linguistics,
political science, psychology and sociology)
•APA requires information to be cited in two
different formats-within text and in a reference list
at the end of the paper

23. FORMATING-FONT
· Times New Roman typeface should be used.
· Title should be set in upper case, bold, 14-font size.
· Block quotations and footnotes should be set in 10-font
size.
· The abstract, acknowledgements, and the main body of
the essay
should be set in 12-font size.
· If there is a dedication, it should be in upper case, bold,
12-font size.

24. PARAGRAPHS / LINE SPACING
· The first line of all paragraphs should be
indented one tab key from the
left-hand margin.
· The main body text should be left aligned.
· In the main body, use 1.5-line spacing.
· Leave one line space before a heading.
· Do not leave a line after the heading.
· Do not leave a line between paragraphs.

25. PAGE NUMBERS
· Page numbers should be placed on the right
side at the bottom of the
page.
· Each page in the dissertation, from the body
onward, should be
numbered in consecutive order. This includes the
text, references, and
appendices.
· Preliminary pages carry lowercase Roman
numerals.

26. SPELLINGS
· British or American spellings may be
used; as long as they are used
consistently throughout the paper.

27. BULLETS
· Bullets should be aligned with the
paragraph i.e. they should be
indented one tab key from the margin.

28. REFERENCES
· The word ‘references’ should be left
aligned, bold, uppercase, 12- font
size.
· There should be one line space
between the heading and the first
reference, and between subsequent
references.

29. EXAMPLE: REFERENCES
Brown, J. D. (1998). Understanding
research in second language learning .
Cambridge: Cambridge University Press.
2AKU-IED requires all student assignments/
dissertations to have 1.5 line spacing.
3 ‘one’ line or ‘a’ line for AKU-IED p
purposes means 1.5 line spacing.

30. APPENDICES
· If the paper has only one appendix, it is labeled as
APPENDIX (Uppercase, bold, centered, 12-font size).
· If it has more than one appendix, each is labeled with
a capital letter such as APPENDIX A, APPENDIX B etc.
· Font size for the title and the text should be 12.
· Text should be justified.
· If, for example, there is more than one appendix for
APPENDIX A, then it will be titled APPENDIX A1,
APPENDIX A2, etc.
· Sub-title: Uppercase and Lowercase, bold,
centered

31. FOOTNOTES
· Footnotes should be numbered with
superscript, smaller font (size 10)
Arabic numerals (1, 2, 3 etc.).
Example:
Item analysis 1
The item analysis for each section was carried out as
follows:
1This section of the report has been edited in order to
maintain test confidentiality.

32. PAGE SETUP
· For the purpose of binding, a left
margin of 1.5 inches is required
· Other margins should be one inch
· These margin regulations should be
met on all pages

33. APA STYLE…
•When using APA format, follow the author-date method
of in-text citation. This means that the author's last name
and the year of publication for the source should appear
in the text, for example, (Jones, 1998), and a complete
reference should appear in the reference list at the end of
the paper.
Example : Book
Quenivet, N. N. R. (2005). Sexual offenses in armed conflict. New
York: Transnational Publishers.
Example : Print journal
Debattista, C. (2002). Legislative techniques in international
trade:madness or method?. The Journal of Business Law, 24, 626-
637. London :Sweet & Maxwell

34. IN-TEXT CITATION CAPITALIZATION,
QUOTES, AND ITALICS/UNDERLINING
•Always capitalise proper nouns, including author
names and initials: D. Jones. If you refer to the title
of a source within your paper, capitalise all words
that are four letters long or greater within the title of
a source: Permanence and Change. Exceptions
apply to short words that are verbs, nouns,
pronouns, adjectives, and adverbs: Writing New
Media, There Is Nothing Left to Lose .

35. IN-TEXT…CONT’D
•When capitalizing titles, capitalise both words in a
hyphenated compound word: Natural-Born
Cyborgs.
•Capitalize the first word after a dash or colon:
"Defining Film Rhetoric: The Case of Hitchcock's
Vertigo."
•Italicise or underline the titles of longer works
such as books, edited collections, movies,
television series, documentaries, or albums:

36. EXAMPLE
•The Closing of the American Mind; The Wizard of
Oz; Friends. Put quotation marks around the titles
of shorter works such as journal articles, articles
from edited collections, television series episodes,
and song titles: "Multimedia Narration:
Constructing Possible Worlds"; "The One Where
Chandler Can't Cry."

37. CITING AN AUTHOR OR
AUTHORS
A Work by Two Authors:
Name both authors in the signal phrase or in the
parentheses each time you cite the work.
Use the word "and" between the authors' names
within the text and use the ampersand in the
parentheses.
Example:
Research by Wegener and Petty (1994) supports...
(Wegener & Petty, 1994)

38. A WORK BY THREE TO
FIVE AUTHORS
•List all the authors in the signal phrase or in
parentheses the first time you cite the source.
•(Kernis, Cornell, Sun, Berry, & Harlow, 1993)
•In subsequent citations, only use the first author's
last name followed by "et al." in the signal phrase
or in parentheses. (Kernis et al., 1993)
•In et al., et should not be followed by a period.

39. SIX OR MORE AUTHORS
•Use the first author's name followed by et al. in
the signal phrase or in parentheses.
•Harris et al. (2001) argued...
•(Harris et al., 2001)

40. UNKNOWN AUTHOR
•If the work does not have an author, cite the
source by its title in the single phrase or use the
first word or two in the parentheses.
•Titles of books and reports are italicised or
underlined; titles of articles, chapters, and web
pages are in quotation marks.

41. EXAMPLE
•A similar study was done of students learning to
format research papers ("Using APA," 2001).
Note:
•In the rare case the "Anonymous" is used for the
author, treat it as the author's name
(Anonymous, 2001). In the reference list, use the
name Anonymous as the author.

42. ORGANIZATION AS AN AUTHOR
•If the author is an organization or a government
agency, mention the organization in the signal
phrase or in the parenthetical citation the first time
you cite the source.
•According to the American Psychological
Association (2000),...

43. IF THE ORGANISATION HAS
A WELL-KNOWN
ABBREVIATION
•Include the abbreviation in brackets the first time
the source is cited and then use only the
abbreviation in later citations.
Example:
•First citation: (Makerere University Library
[MakLib], 2000)
•Second citation: (MakLib, 2000)

44. TWO OR MORE WORKS
•When your parenthetical citation includes two or
more works, order them the same way they
appear in the reference list, separated by a semi-
colon. (Berndt, 2002; Harlow, 1983)
•Authors With the Same Last Name: To
avoid confusion, use first initials with the last
names.
•(E. Johnson, 2001; L. Johnson, 1998)

45. TWO OR MORE WORKS BY THE
SAME AUTHOR IN THE SAME
YEAR
•If you have two sources by the same author in the
same year, use lower-case letters (a, b, c) with the
year to order the entries in the reference list. Use
the lower-case letters with the year in the in-text
citation.
•Research by Berndt (1981a) illustrated that...

46. UNKNOWN AUTHOR AND
UNKNOWN DATE
•If no author or date is given, use the title in your
signal phrase or the first word or two of the title in
the parentheses and use the abbreviation "n.d."
(for "no date").
•Another study of students and research decisions
discovered that students succeeded with tutoring
("Tutoring and APA," n.d.).

47. ELECTRONIC SOURCES
•Cite an electronic document the same as any
other document by using the author-date style.
Example:
Kenneth (2000) explained...

48. IF PARAGRAPHS ARE NOT
NUMBERED BUT…
• the document includes headings, provide the
appropriate heading and specify the paragraph
under that heading. Note that in some electronic
sources, like Web pages, people can use the Find
function in their browser to locate any passages
you cite.
Example:
According to Smith (1997), ... (Mind over Matter
section, para. 6).

49. CITING INDIRECT
SOURCES
•If you use a source that was cited in another
source, name the original source in your signal
phrase. List the secondary source in your reference
list and include the secondary source in the
parentheses.
•Johnson argued that...(as cited in Smith, 2003, p.
102). Note: Set off the citation with a comma. Also,
try to locate the original material and cite the original
source.

50. EXERCISE
•Book
•Electronic journal article (Retrieve any
from the online journals)
Using APA 6th, Harvard and Vancouver style formats, create a hypothetical
reference list for the following sources.

51. END
THANK YOU!