Handout I

INSTITUT PERGURUAN BAHASA-BAHASA ANTARABANGSA

INTERNATIONAL LANGUAGES TEACHER TRAINING INSTITUTE

REFERENCING PROCEDURES

Source: American Psychological Association. (2001). Publication manual of the American Psychological
Association (5th ed.). Washington, DC: American Psychological Association.

Australian Centre for Educational Studies.(2004). Referencing procedures. Sydney: Macquarie

University, Sydney, Australia.

CONTENTS

GENERAL COMMENTS 2

IN-TEXT CITATIONS 3-7

CITATIONS IN REFERENCE LIST OR 8-12

BIBLIOGRAPHY

SOME GUIDELINES 13
GENERAL COMMENTS: REFERENCING AND BIBLIOGRAPHY PROCEDURES

In academic writing, authors are expected to acknowledge their sources of information. There are several reasons why this is required.
Among the reasons:

 it provides evidence that a thorough examination of the field in which one is writing has been undertaken,
 it provides support for the arguments one makes,
 it shows the quality of one’s support,
 it allows one to share one’s sources of information,
 it enables other writer’s to easily identify, locate and retrieve the sources of information in one’s writing, and
 to prevent plagiarism.

The act of identifying one’s sources of information in academic writing is usually referred to as referencing. Generally, one should
differentiate between the skills in writing in-text references (Referencing Skills) and the skills in writing references for the bibliography
(Bibliography Skills). In-text referencing refers to the citation of references within the body of the text while bibliography referencing refers
to the citation of references in the Reference List or Bibliography at the end of the text.

There are several accepted systems for referencing. Students in colleges and universities are generally expected to follow one of these
systems in all their formal written work. This document is based on the system as recommended by the American Psychological
Association (APA). It provides examples on how to cite sources based on the APA system. While the APA system is not the only
referencing procedure accepted internationally, it is noteworthy that the APA style is widely used by educators and other professionals in
their publications.

In the International Languages Teacher Education Institute (IPBA), the referencing procedures in use run parallel with that as laid out in
the Publication Manual of the American Psychological Association (APA) (2001). All students are expected to follow the referencing
procedures for all their written work. In addition, at least 20% of all references for all students’ work should be no later than the previous
five years.

The referencing procedures are as laid out in the following pages. The contents of this document were sourced from the “Publication
Manual of the American Psychological Association (5th ed.)” by the American Psychological Association (2001) and from the document
“Referencing Procedures” by the Australian Centre for Educational Studies (2004), Macquarie University, Sydney, Australia. However, it
is to be noted that there are one or two differences between the APA system and that practised in IPBA.

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IN-TEXT CITATIONS
All references to journals, books and other sources are to be identified at an appropriate point in the text by the name of author and year
of publication. Several different procedures are available to cover different categories.
Category Notes
Single author If the author's name is in the text:
If the author’s name is within brackets:
Two authors If the authors’ names are in the text:
If the authors’ names are within brackets:
Note the use of the ampersand “&” in
place of “and” for names in brackets
Three, four or five authors: If the authors’ names are in the text:
If the authors’ names are within brackets:
Note the use of “et al.” for
second and subsequent citations
Example
Throughout the study, Wong (2000) has
shown...
The education system in Malaysia supports
independent learning (Choy, 2006).
Reports by Harton and Smith (1995) suggest
that...
Students in IPBA have been found to be multi-
talented (Boon & Aeria, 2005).
Wood, Bruner and Ross (1992) (first citation).
Wood et al. (1992) (second and subsequent
citations).
The schools in the Klang Valley out-performed
the other schools in Malaysia (Brickwall, Purdue
& Mohan, 2003). (first citation)
The schools in the Klang Valley are generally
schools with a long history (Brickwall et al.,
2003). (second and subsequent citations)
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Category Notes
More than five authors: If the authors’ names are in the text:
If the authors’ names are within brackets:
Author is a body (e.g. If the author’s name is in the text:
government agency,
corporation):
If the author’s name is within brackets:
Note: Use of abbreviation is encouraged
if name is very long; abbreviation to be
used in subsequent citations
No author If the author’s name is in the text:
Anonymous author
If the author’s name is within brackets:
Use the first few words of the
reference list entry (usually the title)
and the year. Double quotation marks
are used for an article title or chapter;
italics are used for the title of a
periodical, book, brochure or report
Example
Beishuizen et al. (2001) when the reference is
actually Beishuizen, Van Putten, Bowmeester,
Asscher, Bochner, O'Brien and McLean (2001).
IPBA students are better at language games
than physical ones (Grady et al., 2005) when the
reference is actually (Grady, O’Hara, Lim,
Mustakim, Patrick, Warner & Ronstadt, 2005).
Ministry of Education [MOE] (2003) mentioned
that …
Subsequent citation: MOE (2003) advocated …
A number of important issues have been
covered, drawing on data from a Government
source (Ministry of Education [MOE] , 2005).
Subsequent text citation:
The education system received a welcome
boost (MOE,2005).
“Implications of KBSR” (1989) stated that …
…the implementation of both curriculums
(Cohort 3 Annual Report ,1989)
Only a limited number of teachers are
thoroughly trained with the skills required in the
classroom (Anonymous,2006).
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Category
Same surname authors
Citing multiple works
at one place in the text:
Two or more works in the
same year by same author(s)
Secondary source
Citing same source in one
paragraph more than once
Notes
Include the authors’ initials in all text
citations
For citations in the text:
For citations within brackets:
Separate each citation with a semicolon.
Citations arranged alphabetically
rather than chronologically
Use a, b, c, etc. to differentiate the works
Cite both the primary and secondary
sources; however, only secondary source
to be cited in Reference List
For second and subsequent citations,
omit the year unless citation is in brackets
Note that for a new paragraph, the year
has to be cited again
Example
H. W. Gomez (1997) and K. Gomez (1990) also
found …
Goromon (2003), Hector (2001) and Victor and
Michael (2006) mentioned that …
As numerous studies on the use of journals
have shown (for example, Francis, 1995;
Garmon, 1998; Goon & Koh, 2003)...
Studies by Abel (1995a; 1995b) showed that
The Malaysian education system is too exam-
orientated (Man, 1982, as cited in Lim, 1990).
According to Man (1982, as cited in Lim, 1990),
the Malaysian education system is too exam-
orientated.
Mohana (2001) asserted that the Malaysian
economy is fairly robust. However, 1997 was an
unusual year (Mohana, 2001). There were other
undercurrents at work then. Mohana further
adds that…. Mohana also noted that …
Mohana (2001) also mentioned that …
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Category Notes
No date Use “n.d.” in place of the date
Personal Communications Cite only in the text; do not cite in
(e.g. phone conversations, Reference List; also provide initials
emails, interviews) and other details
Paraphrasing from specific Include page numbers apart from the
page(s) name of author and year
Quotations As far as possible, paraphrase
rather than quote;
All quotations should be accompanied by
page number(s) apart from author’s name
and year
Quotations of 40 or more words should
be indented 5 spaces from the left
margin and left in a free-standing
block; no quotation marks to be used
Quotations should not be in italics;
Example
Azhar (n.d.) rebutted the arguments by …
In a phone conversation with K. Elizabeth
(personal communication, July 6, 2006)...
Recent findings on the characteristics of
portfolio as a tool for assessment (Teacher
Education Division, 1996, pp. 4-6) show that...
Hamachek (1981, as cited in Machargo, 1991, p.
24) explained that...
It was concluded (John, Maliki & Van-Huizen,
1998, p. 99) that "high self-concept students are
more popular, cooperative, and persistent in
class work."
Fidelis (1998) reported that "the 'Domino theory',
which had been frequently raised was found to
be untenable” (p. 159).
Fidelis (1998) stated that:
The "Domino theory", which had been
frequently debated in the past has a number
of weaknesses. One of the main
weaknesses was its inability to explain how
any of the countries could easily lose out in a
war of attrition. Another was its simplistic
nature, not taking into account the various
ramifications. (p.159)
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Category Notes
Internet, with author Same as with other sources
Internet, without author Same as with other sources:
Use the title of the article
Internet, no date Same as with other sources:
Use “n.d.”
Asian names Malay name
Chinese name
Indian name
In the Reference List, the full name
of the author is provided for Malay
and Indian names; for Chinese names
only the surname and initials are provided.
Note that the APA system does not
cater specially for Asian names;
Example
Kirkland (2005) mentioned that …
The world is round (Kirkland, 2005).
“Malaysia Boleh” (2004) mentioned that …
Malaysian sportsmen are getting better by the
day (“Malaysia Boleh,” 2004)
Kirkland (n.d.) mentioned that …..
Malaysian sportsmen are getting better by the
day (“Malaysia Boleh,” n.d.)
Mohd. Ali (2005) stated that …
The party was weak then (Mohd. Ali, 2005).
Lim (2006) asserted that …
The prime minister has the final say (Lim, 2006).
Krishnan (2003) verified that …
The political party has forged ahead (Krishnan,
2003).
Reference List:
Mohd. Ali Mohd. Bakar. (2005). The perils of one
party rule. Kuala Lumpur: Penerbit Fajar
Intelek Sdn. Bhd.
Lim, C. B. (2006). Political hegemony. Kuala
Lumpur: Arus Bakti Sdn. Bhd.
Krishnan Thambipillay. (2003). Where to go?
Kuala Lumpur: Maha Publications.
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CITATIONS IN REFERENCE LIST OR BIBLIOGRAPHY

Special attention should be paid to the use of italics and periods. The second and subsequent lines should be indented five spaces from
the left margin. Reference List should be arranged alphabetically by author and should not be separated according of the type of source
of reference. Please note that some of the entries below are fictitious and merely serve as examples.

Category Examples Notes

Book, one author Arends, R. I. (2001). Learning to learn. Boston: Title of book in italics; all small
McGraw-Hill. caps except first letter. Note use
of the periods.

Book, two or more authors: Matthews, K., Bologna, S., & Franks, S., Jr. (2003). Note use of ampersand
Educational psychology for learning and teaching
mathematics. Southbank VIC: Prentiss.

Edited papers Richard, J., & Nunan, D. (Eds.). (2000). Second Note use of “Eds.”
language teacher education handbook. New York:
Cambridge University Press.

Book, revised edition Judge, J., & Harrison, A.K. (1986). Informed teaching Note “Rev. ed.” not in italics
processes (Rev. ed.). Sydney: Prentice-Hall.

Chapter in an Bailey, K. L. (1990). The use of diary studies in Title of book is italicized, not the
edited book: teacher education programs. In J. Richard & article; use of the word “In”.
D. Nunan (Eds.), Second language teacher Initials of authors of book come
education handbook (pp. 281-295). New York: before their names; page
Cambridge University Press. numbers should be provided; use
of comma after (Eds.)

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Category Examples
Book, Bahasa Melayu Fatimah Wagiman. (2006). Bagaimana mengajar
or language other than imbuhan [How to teach prefixes and suffixes].
English Kuala Lumpur: Preston Bakti Sdn. Bhd.
Book, specific edition Hill, W. F . (1994). Learning through observation
(3rd ed.). Thousand Oaks: SAGE Publications.
Secondary source Woodward, H. (1998). Reflective journals and
portfolios: Learning through assessment and
evaluation. Assessment and Evaluation in
Higher Education, 23, 415-423.
Journal article Young, J. P., Mathews, S. R., Kietzmann, A. M.,
& Westerfield,T. (1997).Getting disenchanted
adolescents to participate in school literacy
activities: Portfolio conferences. Journal of
Adolescent and Adult Literacy, 40 (5), 348-
360.
Journal article in Chua, L. P. (2005). Gaya pembelajaran pelajar
Bahasa Melayu IPBA [Learning styles of students in IPBA].
Jurnal Akademik IPBA, XI, 23-35.
Theses, doctoral Kang, W.C. (1995). The effects of internet
sessions on students’ attitudes towards
the internet: A case study. Unpublished
doctoral thesis, University of Malaya, Kuala
Lumpur, Malaysia.
Notes
Translation in square brackets is
needed; Translation is not
italicized.
In the text you wrote: Lowe
(1993, as cited in Woodward,
1998) mentioned that …
In Reference List you cite only
Woodward’s not Lowe’s work.
Title of journal is italicized, not the
title of the article; use of caps in
title of journal but not title of
article; italics used for volume no.
but not issue no.; page nos.
Translation required for title of
article not title of journal.
Title of thesis italicized
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Category Examples Notes

Theses, master’s Suseela Malakolunthu. (1994). A study of teacher

stress and its correlates. Unpublished master’s
thesis, University of Malaya, Kuala Lumpur,
Malaysia.

Government Department Teacher Education Division. (l997). Curriculum

policy and examination system. Kuala Lumpur:
Ministry of Education, Malaysia.

Educational Resources Samuelson, R. L. (1982). Cognitive conceptions of

Information Center (ERIC)
Documents
learning (Report No.CSOS-R-387). Baltimore.
MD:Johns Hopkins University, Centre for Social
Social Organisation of Schools. (ERIC
Document Reproduction Service No. ED
197482).

Conference Papers Kamal Ismail. (1996). The effectiveness of Name of Proceedings italicized;
computer instruction. In K. W. Lim (Ed.), page numbers provided.
Proceedings of the National Symposium on
Computer Education (pp. 546-576). Kuala
Lumpur: Malaysian Council for Education in
Computers.

Unpublished paper Shirley Marimuthu. (2004, February). Early

presented at a meeting childhood experiences. Paper presented at the
meeting of the Malaysian Society for Child
Care, Kuala Lumpur.

Newspaper article Paandiyan, M.V. (2006, June 13). Using satellite Title of newspaper italicized
technology to enhance life. The Star, p. N8.

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Category Examples Notes

Government Report Malaysian Examination Council. (1999). SPM

performance for all subjects for 1998. Kuala
Lumpur: Malaysian Examination Syndicate.

Motion picture Yasmin Ahmad. (Producer/Writer/Director).

(2006). Sepet [Motion picture]. Malaysia:
MHz Film Production.

Video Recording Loganathan Subramaniam., & Chin, Y. K. (1995).

Free at last [Videorecording]. Kuala Lumpur:
Sarikata Productions.

CD-ROM Malaysian encarta [CD-ROM]. (2005). Kuala

Lumpur: MHI Productions in association with
Ministry of Education, Malaysia.

Internet newspaper article Ee, L.T. (2006, June 1). Quality education.The Star Title of newspaper in italics
Online. Retrieved June 16, 2006, from
http://thestar.com.my

Internet periodical Owston, R.O. (1997, March 7). The world wide web:
A technology to enhance teaching and learning?
Educational Researcher, 26 (2). Retrieved
June 16 , 2006, from http://links.jstor.org/
journals/0013189x.html
Title of periodical in italics
Break URL at appropriate
oblique “/”, if the URL is too long

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Category Examples Notes

Internet document Trochim, W. M. K. (1996). Evaluating websites.

Retrieved November 11, 1997, from
http://trochim.human.cornell.edu/webeval/
webintro.htm

Internet document, Constructivism bares its head. (n.d.). Retrieved Title of article in italics
no author, no date January 16, 2004, from
http://www.constructivist.com.my

Internet document, IPBA. (2005, June 6). Action research. In

chapter or section Research for all IPBArians (chap. 3).
Retrieved August 16, 2006 from
http://www.ipba.com.my

Message posted to Mohd. Firdaus Mohd. Amin (2002, June 30).

a newsgroup Who is responsible for the economic ruckus?
[Msg 234]. Message posted to
news://soc.culture.malaysia

Internet Database James, K. L., & Williams, P. D. (1995). The

dissection of the human mind. Journal of
Psychic Psychology, 256, 567-590. Retrieved
February 16, 2003, from the PsychicARTICLES
database

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SOME GUIDELINES ON WRITING ASSIGNMENTS

 As far as possible, there should be at least three different sources of references, for example, web-sites, theses,
books and journals

 Use font size 12, Arial or Times New Roman

 Double spacing should be used with an extra double-spaced blanked line between paragraphs

 Avoid having paragraphs which are too long or too short; perhaps a useful gauge is to have two paragraphs per
page.

 Use subheadings to organize your writing

 There should be uniformity in all formatting throughout the writing

 Leave a left, right, top and bottom margin of at least 3 cm.

 Right justify your work; however ensure that there are no strange spacing between words

 Use quotations sparingly

 Avoid breaking (i.e., hyphenate) words at the end of a line, unless the word is hyphenated one

 Your References List should begin on a new page at the end of your text, with a centred underlined heading
labeled References; the References List entry should begin aligned with the left-hand margin while the
second and subsequent lines should be indented five spaces

 All tables and figures should be numbered and titled at the top; the source for the table or figure can be
written as a footnote at the bottom; the title should be brief but self-explanatory; avoid using vertical lines in
tables

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  Use italics for statistical tests, for example, t-test, r, p.

 When using abbreviations, always give the full name the first time the abbreviation is cited; for example,
Computer-Aided Instruction (CAI)

Visit the APA website at: http://www.apastvle.org/elecref.html

Prepared and compiled by:

Dr. Boon Pong Ying

Dr. Lawrence Aloysius Aeria

Institute of Teacher Education,

International Languages Campus,
Lembah Pantai, Kuala Lumpur.

Jan 2011

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