English for Academic and Professional Purposes

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Citation And Documentation in Academic Writing

Week 0014: Citation And Documentation in

Academic Writing

This module presents the styles of documentation and

citation systems, differentiates the MLA and APA format,
and demonstrates the two most widely used styles on
referencing. Academic writing especially in the field of
research constitute rules. These rules require proper
citation. Familiarity of these rules is critically important to
safeguard against plagiarism, also refers to as an academic
offense. It is an act of taking either intentionally or
unintentionally other’s words as one’s own. On the other
hand, proper citation gives integrity to one’s work.
At the end of this modules, you will be able to,
a. apply appropriate citation format in research skills;
b. compare differences of the two citation formats;
c. use correct citation format in referencing

Styles of Citations and Documentations

Documentation provides a list of relevant materials gleaned
from other sources in writing a research paper or other
writings done in academic or professional contexts. The
value of a paper is seen in the documentation. Whether
primary or secondary sources, they should be cited to reflect
accuracy of information.
Reasons for Citation:
1. Defense against plagiarism
 Citing sources is a tool any writers or researchers
must do to avoid accusations of plagiarism. However, Olson
(2013) suggested citation should be taken as a “
mechanism” when writing a paper not just a “defense
against plagiarism accusations”. In doing so, students will be
motivated to choose better sources, incorporating them
into their works and citing them properly.
2. To acknowledge indebtedness
 citation is a sign of respect because it recognizes the
work and achievements of previous scholars. The researcher
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or writer has to acknowledge sources of materials whether
in a form of paraphrase and summary, quotation (either
directly or indirectly) whether primary or secondary source.
It is done for ethical concerns that the writer is indebted to
the different ideas and works of others which contribute to
the completion of his or her paper.
3. To establish validity of evidence
 citing the sources gives the reader veracity of
information which support his or her ideas.
5. To provide cross –references
 readers can trace the origin of ideas for further
research. Furthermore, citations guide the readers
into works that have been done and pointing to the
gaps still needed for further study.
6. To establish an “intellectual network”
 According to Feak and Swales (2009), citation
informs the reader of the relevant works of the
writers , thus establishing an “intellectual network”.
7. To establish authority of work
 Citation persuade readers on the ideas contributed
to the academic field.

Styles of Documentation

Most researchers uses the following styles:

A. Note Citation

Note citation is the older style of citing authorities. There

are two kinds of notes in documenting sources materials: the
endnotes and footnotes.

a. Endnotes - refers to notes indicated at the end of the

sentence in parenthetical documentation
format.

b. Footnotes - document source materials of a page. This is

now seldom used.

Examples of Footnotes:

For a book:

¹ Carter, Michael. “Ways of Knowing, Doing, and Writing in the

Disciplines.” College Composition and Communication 58.3
(2007): 385-418.
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Citation And Documentation in Academic Writing

For a magazine article:

² Josephine B. Anderson, “ Foods to Avoid when You Have

Kidney Stones”, Training Manual for Health Focus, November
15, 2016, p.2

For a newspaper article:

³ Johnny Manalo, “ – Post Dated Politics,” Manila Standard,

September 20, 2014, p.25

For an encyclopedia:

William Markowitz, “ Time, Measurement and Determination

of,” Encyclopedia Americana (2005), XXVI, 633a – 33c.

Special forms of footnote references:

These are the Author –Latin – abbreviation format.

1. Ibid. – stands for ibidem, which means “ in the same

place”. This is used to refer to the same reference material
used by the same author to avoid repetition. Underline ibid
to show italics.

Examples:
____________________
¹ Laurentina P. Calmoorin, 1984, Educational
Measurement and Evaluation, (Manila:
National Book Store, Inc.,),p.157

² Ibid. (Page cited the same from the first reference)

³ Ibid. page 202.(Page cited different page number

but the same source material from the first reference)

2. Op. cit. – Latin, opere citato, meaning , “the work cited”. It

is used when the same reference material to the same author
is cited not consecutively to different page to refrain from
repetition. The author’s surname must be repeated to identify
the work cited, followed by the abbreviation op.cit. The pages
are abbreviated, followed by a period.

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Example:
__________________
¹Fred Lindon, Reflection of an Entrepreneur
(New York: Harper, 2010,p.5)

²Antonita Rividad, The Banes and Bones of

Technology ( California: Milton Inc.,
2004)pp.55- 70

³Avelino, op.cit.,p.283.(references to Avelino are

not consecutively, and different pages in his work cited.)

3. Loc. cit - Latin, loco citato, meaning “the page cited”. It is

used when the same reference material of the same author is
cited not consecutively in the same page. The only difference
between the two is that op.cit. is cited to different page
while loc. cit. is cited in the same page.

Example:
__________________
¹Dan Melzer, “Writing Assignments Across the Curriculum: A
National Study of College Writing.” College Composition and
Communication ( C& E Book Store, 2009), pp. 240- 261.

² MacDonald, Susan Peck. “Data-Driven and Conceptually-

Driven Academic Discourse.” Written Communication
(Thomson Publishing, 1989) , pp. 411-435.

³ Swales, loc.cit. ( This abbreviation is used because the

reference is to page 415 also).

4. Infra. – refers to the place “after place cited” and is applied

when the same source material has been discussed or stated
after the page. For example, in page 153 or Chapter 4 of a
research paper, Friedman’s two –way analysis of variance
(ANOVA) value is presented. In page 300 and 301 (Appendix),
Friedman’s two –way ANOVA is also presented, hence,
footnote is infra, pp. 300 -301.

Example:
_________________

¹³ Infra,pp.300 – 301

5. Supra – means “ before place cited.” This is used when the

source has been cited and discussed before the place. For
instance, in page 62 of a research paper in Chapter 4, the
frequency of subject is discussed but this has been presented in
page 30 or Chapter 3 , thus the footnote is supra, p. 30.
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Citation And Documentation in Academic Writing

Example:
_________________
¹ Supra, p.30

B. Parenthetical Citation - most commonly used today

because of the method of documenting the resources are
organized. It is commonly used in the sciences, Language
and literature.

Forms of Parenthetical Citation

1. Author and Work – the format used in the Modern

language Association ( MLA) style for Language and
literature researches.

2. Author and Date – the style used in the American

Psychological Association (APA), common in science and
business researches.

Two Citation Systems used in Academic Writing

1. Modern Language Association (MLA) - the author and work

format. use in Humanities, Languages and literature

Guidelines for this format:

a. Write the author’s last name in the text of your paper,

followed by the page number in parentheses. However, in
the first reference, indicate the author’s full name in the
beginning while the page number is enclosed in
parentheses after the borrowed material. Subsequent
citation will refer simply to the author’s surname.

Example:

Janet Emig pioneered the technique of the “think aloud”

procedure for collecting information about student writing
processes (220- - 221).

b. Place in parenthesis the author’s name and the page

reference immediately following the text material.

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 Example :

Comprehensible input is sufficient for language acquisition

( Krashen 39)

c. In citing the entire work and not a specific passage or text

material, write only the author’s name in the text and omit
any page number .

Example:

Frodesen summarizes current controversies about the role

of grammar in writing.

2. American Psychological Association (APA) –the author and

date format , use in Social Sciences

Guidelines for this format:

a. Write the surname of the author and the year of publication

enclosed in parentheses.

Examples:

Little (1994) states that a high level of correctness is

required for effective communication in formal and written
discourse.

Or

In his findings (Little, 1994), a high level of correctness is

required for effective communication in formal and written
discourse.

Or

In 1994, Little revealed that …

Distinguishing Between MLA and APA Format

APA has a publication date while MLA has none.

APA format places emphasis on publication date due to the
timeliness of published articles in the social sciences.
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Citation And Documentation in Academic Writing

For instance, a study on cancer cells from 1956 may not be as

relevant as a study on cancer cells from 2012. Thus, whenever
evidence in the form of citation is introduced in an APA-style
paper, the date is included to alert the reader to the timeliness
of the piece. In MLA, which is commonly used in the
humanities, timeliness isn’t as important. For example, a
literary interpretation of Hamlet from 1972 is just as relevant
and significant as one from 2011.

To date, even Language and literature follows an APA format

especially in Research, thesis or dissertation due to the
timeliness of the date being given importance. Citation
system depends on the format followed or recommended
by your institution. For a comprehensive guidelines using
APA format, refer to APA manual -6th edition, second
printing.

Table 1 shows the differences between MLA and APA Format

APA MLA

Sample in-text Wilhoit (2009) explains that a Wilhoit explains that a simple
citations simple claim is when “you have a claim is when “you have a single
single assertion to report” (p. 59). assertion to report” (59).

Sample works cited Wilhoit, S. (2009). A brief guide to Wilhoit, Stephen. A Brief Guide to
and reference list writing academic arguments. New Writing Academic Arguments.
citations York: Longman. New York: Longman, 2009. Print.

Table 2 shows the guidelines in the Bibliographical references for the two format.

BIBLIOGRAPHY APA MLA

Guidelines - Author’ surname and initials - The bibliography must be

for the first and middle names. written in a separate page.
- Followed by the year of - Type the title “Works Cited” one
publication enclosed in inch from the top of the page.
parentheses, then place a period. - Name of authors should be
- Start your reference list on a arranged alphabetically,
new page and type the title “ surname first.
References” at the center of the - Leave at least two spaces
page. between the title and the
- Entries should be written first entry. Use double space
alphabetically, according to the throughout and observe
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 author’s surname. hanging indention.
- both in the parenthetical and
references: write the
abbreviation n.d. means “no
date” for no publication date.
(small letters n.d.).
Example References Works Cited

Davies, A. (1991). The Native Wilson, Rob and Ariel Foreman.

Speaker in Applied Linguistics. Literature in Critical Perspective. 3rd
Edinburgh: Edinburgh University ed. New York: Simon, 1980.
Press

Glossary
Bibliography – refers to the list of source materials used by the writer or
researcher in which the surname of authors are arranged in alphabetical order.
Citation – is an indication (signal) in the text that this (material) is not ours; we
have “borrowed” it (as a direct quote, paraphrase or summary) from someone or
somewhere else.
Documentation – is the stylized process of indicating sources in the text
(citation) and giving full details (references) to enable another reader to locate
the sources.
Endnotes – refers to notes indicated at the end of a sentence in parenthetical
documentation.
Footnotes – refers to a kind of note in documenting sources placed at the foot
or bottom of a page with a superscript.
Ibid. – refers to “in the same place”. It is applied to consecutive footnote with
similar reference material to the same author in order to avoid repetition.
Infra . – refers to “ after place cited”. It is applied when the same source material
has been discussed or stated after the page.
Literature cited - refers to the list of source materials cited in the text of a
research paper, thesis or dissertation which is applicable for publication
purposes and the surnames of authors are alphabetically arranged.
Loc. cit . - refers to the “place cited” It is used when the footnote of the same
reference materials to the same author is cited not consecutively in the same
page to avoid repetition.
Op. cit. – refers to “in the work cited” . It is employed when the footnote of the
same reference material to the same author is cited not consecutively to
different page number to refrain from repetition.
Reference – gives full details of the source cited in the work; the parts or
elements of the reference should be noted in a consistent order.
Research – maybe defined as a scientific investigation of phenomena which
includes collection, presentation, analysis and interpretation of facts that links
man’s speculation with reality.
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Citation And Documentation in Academic Writing

Style guide – is a published manual that gives guidance on citation and

references to help ensure that documentation is expressed consistently,
including all the elements needed for sources to be identified. Commonly used
style are APA and MLA.
Supra. – This means “ before place cited. It is a footnote employed when the
source material has been cited and discussed before the page.

References

Book and Journals

Dapat, JR, O( 2013) Applied English for Academic and Professional Services.
Manila , Philippines. JFS Publishing
Vanderwuode, A. The Teaching Toolbox: Reconciling theory, practice and
language in a teacher training course. English Teaching Forum. Vol.50. Issue
4. 2012
Online Supplementary Reading Materials
Genre and Academic Writing in the Disciplines.
https://www.researchgate.net/publication/231964872. Retrieved August 13,
2016
Handout on Citation.
https://www.adelaide.edu.au/writingcentre/.../learningguide-
toparaphraseorquote.pdf. Retrieved November 11, 2016
Citations: Overview
http://academicguides.waldenu.edu/writingcenter/apa/citations. Retrieved
on 27 July 2017

Online Instructional Videos

Methods to Madness: Creating Citations from Reference Entries
http://academicguides.waldenu.edu/writingcenter/apa/citations#s-lg-box-
10295051. Retrieved on 20 July 2017

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