UVW 312: ENGLISH FOR

TECHNICAL COMMUNICATION
WEEK 5

Instructor:
FATEN KHALIDA BINTI KHALID

Centre for International Languages (CIL)

Semester 2, 2019/2020.
Using APA and IEEE style

In-text citation
References
Quoting, Paraphrasing, Summarizing
and Synthesizing.
WHY do we cite information sources?
• There are different types of university assignments
(e.g. essays, reports, oral presentations, blogs,
PowerPoint presentations and case studies.)
• When you write an assignment, you will usually be
expected to include the details of any sources you
have used as in-text citation and in a list at the end
of the assignment called references.
• Each time you “borrow” ideas, data,
information or illustration from other sources
to use in your assignment, you will need to
reference the source.
• WHY?
• Citing your sources acknowledges the origin of your
information.
– It lends CREDIBITILY to your work by showing the evidence
of your research.
– Demonstrate the AUTHENTICITY of your information.
– It enables your readers to LOCATE your information
sources.
– Avoid PLAGIARISM and its associate penalties.
• What should I reference?
– Hard copy (paper-based) sources e.g. books,
journal articles, newspapers, magazines,
brochures, pamphlets, etc.
– Electronic sources e.g. websites, videos, blogs,
file clips, audio files, notes and readings.
– Other sources e.g. phone conversations,
interviews.
– Visuals e.g. images, figures, tables.
 A citation…
• A fundamental research skills.
• Serves as a reference to the source of an idea,
information or image.
• Typically includes enough identifying
information:
– Author, Title, Publication, etc.
• Allow readers to access the original sources if
they want to use the information.
• To AVOID PLAGIARISM.
 What is Plagiarism?
• A serious academic offense.
• “taking someone else’s words or ideas as if they were
your own.”
• “a piece of writing that has been copied from
somebody else’s and is presented as being your own
word”
• Plagiarism:
– Copy/ paraphrase/summarize another’s words, ideas or opinion
without documenting your sources.
– Download something from the internet including graphic and using it
in your paper without citing the source.
– Copy somebody else’s paper and handing it as your own.
What are the consequences for
committing plagiarism?
 WHY ACKNOWLEDGE SOURCES?
• Reflect the careful and thorough work that you
have put in locating and exploring your sources.
• Acknowledge those authors who contributed to
your work.
• By citing sources, you demonstrate your integrity
and skills as responsible students and
researchers.
 Citation Styles
• APA : Psychology, Education and Sciences
/ Social Sciences, Literature
• IEEE : Engineering, Computer Science
• MLA : Literature, Art, Humanities
• AMA : Medicine, Biological Sciences
• Turabian : Designed for college students to use
for their subjects.
• Chicago : All subjects in the real world by books,
magazines, newspaper and other non-
scholarly publications.
 APA Style
(American Psychological Association)
 APA Style

• Originated in 1929.
• 2 levels:
– Sentence level (IN-TEXT CITATION)
– Reference list
 APA Citation (In-Text Citations)

What does it mean by in-text citations?

• Required when you use someone else’s
ideas, theories or research in your paper.
• In-text citation contains basic information
about the source:
– The source’s author(s).
– The year of publication.
– The page number (if available).
 APA Citation (In-Text Citations)
• In APA style, in-text citations are placed within
sentences and paragraphs so that it is clear what
information is being quoted/paraphrased and whose
information is being cited.
• Examples:
• Works by single author
• …from theory of bounded rationality (Simon, 1945)…
• Simon (1945) posited that…
• Works by two authors.
• …as has been shown (Leiter and Maslach, 1998)
• As Leither and Maslach (1998) demonstrated…
 APA Citation (In-Text Citations)
• Works by multiple authors .
• When a work has 3-5 authors, cite ALL authors the first
time the reference occurs.
• Shafiq, Srikandy, Wan Safuraa, Nazifah and Masturah
(2013) found….
• In all subsequent citation per paragraph, include only the
first author followed by “et al.” (Latin = and others) and
the year of publication.
• Shafiq et al. (2013) found…
 APA Citation (In-Text Citations)

How to do it?
1. Quoting
2. Paraphrasing
3. Summarizing
4. Synthesizing
 1. Quoting
• COPY & PASTE.
• Take the exact words from the author and
place it in your writing.
• QUOTATION STYLES:
– SHORT quotation
– LONG quotation
a) Short Quotation
• Fewer than 40 words.
• Short quotations are incorporated into the text.
• E.g.:
Lee (2007) stated, “ The ability to think critically is needed
in this revolutionary age of technological change.” (p.88)
OR
One researcher emphasized that “the ability to think
critically is needed in this revolutionary age of
technological change” (Lee, 2007, p.88)

• Direct quotations are usually put inside quotation marks (“……”)

• All printed sources must include page number.
 b) Long Quotation
• 40 or more words.
• The long quotation is placed in a separate paragraph (and
indented) than the rest of the content.
• E.g.:
Lazar (2006) describes the delicate balance of survey design:
Only relevant types of demographic information should be
requested. Asking inappropriate questions in a survey,
interview, or focus group lessens the likelihood that users
will respond. Also, if too many questions are asked, users
are less likely to respond. (p. 52)
The number of questions depends greatly on…

• For longer quotations, no quotation marks are used and the

quotation is indented instead.
 2. Paraphrasing
• When you use author’s ideas, but express
them in different words, you are paraphrasing.
• To paraphrase, you must change some of the
words and change the sentence structure.
• A paraphrased item is not enclosed in
quotation marks because it is not a word-for-
word quotation.
• It is important that the sentence structure and
the vocabulary are NOT TOO SIMILAR TO THE
ORIGINAL TEXT.
 ORIGINAL PARAPHRASED
In American society, introverts are There are many extroverts than
outnumbered about three to one. introverts in America. This puts a lot
As a result, they must develop extra of pressure on introverts to fit in
coping skills early in life because and be like everybody else. Even in
there will be an inordinate amount school, teachers add to this pressure
of pressure on them to “shape up” by making class participation as part
to act like the rest of the world. The of the students’ grade.
introvert is pressured daily, almost Consequently, introverts have to
from the moment of awakening, to acquire additional skills to deal with
respond and to conform to the these pressure. (Marion, 2001, p.
outer world. Classroom teachers 143)
unwittingly pressure introverted
students by announcing that “ one
third of your grade will be based on
classroom participation.” (Marion,
2001, p. 143)
 Significance of Paraphrasing
• Challenge students’ intellect.
• Demonstrate students’ comprehension of the
text.
• Develop students’ vocabulary and grammar.
• Simplify the work of other people by replacing
them with easier vocabulary.
How to introduce quotations and
paraphrased sentences?
Signal words for use in in-text
citations.
 Say or Mean Argue Explain Other

State Add Dispute Describe Agree

Remark Assert Disagree Clarify Question

Maintain Confirm Question Justify Offer

Hold the view Find Debate Reason Predict

Point out Affirm Claim Show Identify

Highlight Imply Demonstrate

Emphasize Contend

Suggest
 How to Paraphrase?

1. Rearrange / change the word order/

sentence structure.
Although the weather is good, Fareez is in a bad mood.

Fareez is in a bad mood even though the weather is good.

2. Change the words with its synonyms.
The manager needs to find a solution for the company’s
problems.

The manager has to solve the company’s problems.

 Take note on these following aspects:
• Meaning: keep the ORIGINAL meaning.
• Words: use synonyms where appropriate. DO
NOT change the technical terms.
• If you want to retain unique specialist phrases,
use quotation marks (“ ”).
• Change the grammar and sentence structure.
– Break up a long sentence into 2 shorter sentences; OR
combine two short sentences into one.
– Change active-passive voice
– Change the order of information/ ideas presented as long as
they are still making sense.
 Paraphrase these sentences.
1. Always carrying heavy objects threw his back out of
whack.
2. The painkiller was administered to the boy since last
week to relieve his pain.
3. Ross (2012) pointed out that the economic slump in
Western countries has dragged down most of the Asian
countries.
4. Driving again after being hit badly by the other vehicle
requires Danny to have a lot of courage.
5. Due to the oppressive heat of the weather, the
spectators begin to leave the stadium although the
football match has not finished yet.
 Paraphrase these sentences: Answer
1. He hurt his back because he frequently lifts heavy
things.
2. The boy was prescribed with medicine since last week
to reduce his pain.
3. According to Ross (2012), the financial crisis in the West
has affected most countries in Asia.
4. Danny needs to be brave to drive again after he was
involved in the terrible accident.
5. Even though the football match is not over yet, the
audience started to get out of the stadium because of
the extremely hot weather.
 3. Summarising
• A condensed form of the information , keeping
the main point of the text but omitting detailed
examples.
• The original idea or meaning must be
maintained.
• Technical words remain.
APA Citation Style: Summarizing
• RESTATE the main idea of the text in FEWER
WORDS.
• Need to identify the gist/ main idea of the
whole passage.
The Titanic was a Main idea:
magnificent, well-
engineered ship. Because A. Radio contact was
it was considered difficult.
unsinkable, it did not carry B. Lifeboats are
enough lifeboats for all the important.
passengers. The Titanic hit C. Icebergs are dangerous.
an iceberg. Tragically, the D. The Titanic was
ship sank before other mistakenly considered
ships could reach it unsinkable.
because of poor radio
contact.
When you look for word Main idea:
meaning, your purpose will
guide you in using the best A. A thesaurus contain
resource. If you simply need synonyms.
a definition, you can find B. A dictionary is easier to
that in a dictionary. If you use than a thesaurus.
need to know another word C. A synonym for break is
that means the same as your crack.
word, you could look in a D. The type of resource
thesaurus. For example, if guide to use is
you wanted to know another determined by your
word for break, the need.
thesaurus could tell you
crack, fracture or shatter.
Ted’s old car looks Main idea:
dreadful. The exterior
looks dingy. The seats are A. Ted needs a new car.
torn and the windows are B. Ted’s seat’s are ripped.
cracked. But the engine C. Ted’s car is broken
operates smoothly. Ted down.
intends to repair the car so D.Even though it looks
it looks as good as new. bad, Ted loves his car.
In his eyes, it looks
excellent.
 Steps for Summarising
• Read the text carefully several times.
• Check the meaning of terms that you do not understand.
• Underline technical and specialised words, remembering that they should
not be changed.
• Reread the text and make notes of the main points, leaving out examples
and evidence.
• Consider the main points as a whole and your purpose for using the
information in relation to the structure of your assignment.
• Think of words or phrases which have similar meaning to those in the
original text.
• If the key words are specialised vocabulary for the subject, they do not
need to be changed.
• Develop an outline using short sentences written in your words. Rearrange
these sentences as you see the need for your purpose.
• Keep reminding your reader that you are summarising the work of
someone else by using their name in the summary (citation).
 4. Synthesizing
• Synthesizing is similar to summarizing and
paraphrasing in that it involves rewriting
other people’s ideas in your own words.
• But, unlike summarizing and paraphrasing, it
combines or draw together ideas from more
than one source at a time (It uses and cites
multiple sources).
How to do synthesizing?
1. Read mote than source of materials.
2. Make brief notes using key points/keywords.
This makes easier to compare and contrast
relevant information.
3. Identify common ideas.
4. Highlight and list similarities between the
materials. Each material should consist some
main point or brief summary of each work.
5. Write the ideas in your own words.
6. Give credit to the authors of the texts.
 Synthesizing a similar idea.
E.g.:
Contemporary second language writing
theorists such as Grabe and Kaplan (1996),
Kroll (2001) and Silva (1990) pointed out that
a substantial number of studies on English as a
second language (ESL) writing started to
emerge in the 1960s.
The example above shown that the writer has read from THREE SOURCES( Grape and
Kaplan (1996), Kroll (2001) and Silva (1990) to present his point (in blue).
 Synthesizing contrastive ideas.
• Source 1 (Bond, 2002)
– English is an international language for business.
– Used for international forums.
– Second language in many countries.
• Source 2 (Robertson, 2003)
– English is used worldwide in technology.
– Internationalization through education.

Common idea from these TWO sources: English is the global world
language.
 Synthesizing contrastive ideas.
• Source 3 (Havir, 1999)
– Small number of speakers worldwide.
– Importance of English linked to political power.
– More people speak Chinese worldwide.
• Source 4 (James,2001)
– Minority of speakers in the world.
– Chinese will be dominant in the future after the
decline of English.
Common idea from these TWO sources: English is NOT the global world
language.
Syntheses:

Supporting the contention that English is the

dominant world language, Bond (2002) and
Robertson (2003) pointed out its importance as the
medium of international communication in
business, technology and other global forums.
However, others argue that despite its apparent
dominance, English is not the global language when
the number of native speakers of other languages,
e.g. Chinese, are considered (Havir, 1999; James,
2001)
 Reference List (APA Style)
References

Emanuela, (2012) Beauty Ideals Around The World.

Retrieved from www.allvoices.com/contributed-
news/3798150-beauty-ideals-around-the-world

Ligon, C. (2009) This Beautiful World: Standards of Beauty

Around The World. Retrieved from
http://www.hercampus.com/school/tulane/beautiful-
world-standards-beauty-around-world

Weber, C.(2014) Geography of Beauty. Retrieved from

geography.about.com/od/culturalgeography/a/Geogra
phy-of-beauty.htm
APA Citation (Reference List)

Books

Book with 2
Website authors
RL
Book with
Journal
‘Edition’
 APA Citation (Reference List)
1) BOOKS (single author)
• Author’s Name, Year, Title of Publication / Book,
Place of Publication (Location: City & State),
Publisher
Author’s Year. Title. Place Publisher.
name.
Example: (City,
State:)
Calfee, R. C. (2007). APA guide to New York, Pearson
preparing United Longman
manuscripts for States:
journal publication.
 APA Citation (Reference List)
2) Book with 2 Authors (or more)
- Authors: Calfee, R. C. and Valencia, R. R.
1 2 3 4 5 6 7
A’s & A’s name. Year. Title. Place Publisher.
name. (City,
State:)
Calfee & Valencia, (2007) APA guide to New Pearson
, R. C. R. R. . preparing York, Longman
manuscripts United
for journal States:
publication.
 APA Citation (Reference List)
3) Book – With ‘Edition’
1 2 3 4 5 6
A’s Year. Title. Edition Place Publisher
name. (ed.) (City, State:) .
Calfee, (2007) APA guide to (2nd ed.). New York, Pearson
R. C. . preparing United Longman
manuscripts for States:
journal
publication
 APA Citation (Reference List)
4) Journal
1 2 3 4 5 6
A’s Year. Title. Journal’s Issue and/ Page
name. Name or Volume
Wargh, J. (2003). English as a Journal of 7(4), 556-578
lingua franca: A Sociolingu
threat to istics,
multilingualism.
 APA Citation (Reference List)
5) Website
1 2 3 4 5 6
A’s (n.d. Title. Date of Name of Source’s
name. ) Retrieval the URL
(Retrieve Website
d on…) (…from…
)
Bread, (n.d. Elements of a Retrieve from http://w
F. H. ) bussiness plan: d on July Entrepen ww.entre
An executive 23, 2007 eur peneur.c
summary. om/starti
ngbussin
ess
 Reference List in APA Citation
• The name of authors must be arranged
according to alphabetical order.(A,B, C Z)
 Author’s name.
Author’s Real Name In-text Citation References
Race

Malay/Muslim Abdul Rahim bin According to Abdul Abdul Rahim Abdul

names Abdul Malik Rahim (2002),…. Malik. (2002)

Chinese names Tan Lee Keong According to Tan Tan Lee Keong (2003)
(2003),….

Indian names Agilan a/l According to Agilan Agilan

Subramaniam (2004) Subramaniam,(2004)

Western names Emily Dickinson According to Dickinson Dickinson, E. (2005)

(2005),…..

Inherited names Engku Haliza binti According to Engku Engku Haliza Engku
Engku Ibrahim Haliza (2009),… Ibrahim. (2009)

Names with Datuk Prof. Emeritus According to Kamarudin Kamarudin Hussin

Conferred Titles Dr. Kamarudin (2012), … .(2012)
Hussin
 IEEE Style
(Institute of Electrical and Electronic Engineers)
 IEEE Style
• A citation rule used in the preparation of research
papers, reports and journal articles, in the
TECHNICAL FIELDS of electrical, electronics and
computer science engineering as defined by the IEEE.
• Different from APA because IEEE DOES NOT REQUIRE
THE AUTHOR OR DATE OF PUBLICATION to be
mentioned within the text.
• Information cited within the text through the use of
simple sequential number. [1], [2], [3]…
• Numbers must be enclosed with square bracket [ ]
to indicate specific reference.
 1. Quoting
• To repeat or copy the words usually with
acknowledgement of the source.
• Take the exact words from the author
(changing them by using your own word
would change the meaning)
• EXACT reproduction of spoken/ written words.
• QUOTATION STYLES:
– SHORT quotation
– LONG quotation
 Quoting
• Short quotation
• E.g.:
[1] stated, “ The ability to think critically is needed in
this revolutionary age of technological change.”
OR
One researcher emphasized that “the ability to think
critically is needed in this revolutionary age of
technological change” [1]
 Quoting
• Long quotation
• E.g.:
[2] described the delicate balance of survey design:
Only relevant types of demographic information
should be requested. Asking inappropriate
questions in a survey, interview, or focus
group lessens the likelihood that users will
respond. Also, if too many questions are asked,
users are less likely to respond.
The number of questions depends greatly on…
 2. Paraphrasing
• A restatement of a text/ passage in another
form/ other words.
• Involves putting a passage from source material
into your own words.
• The same meaning is kept, but using different
words and phrasing.
• PARAPHRASE may result in longer or shorter
version of original text.
 Paraphrasing
e.g.:
According to [7], citing is the only way to
acknowledge the ideas of others.

A clear link has been found between

smoking and skin cancer among men
without any other risk factor [9].
How to Paraphrase?

• Read and understand the text carefully.

• Identify the main point(s) and key words.
• Rewrite in your own words. Check that you
have included the main points and essential
information.
• Write the paraphrase in your own style.
 Take note on these following aspects:
• Meaning: keep the ORIGINAL meaning.
• Words: use synonyms where appropriate. DO
NOT change the technical terms.
• If you want to retain unique specialist phrases,
use quotation marks (“ ”).
• Change the grammar and sentence structure.
– Break up a long sentence into 2 shorter sentences; OR
combine two short sentences into one.
– Change active-passive voice
– Change the order of information/ ideas presented as long as
they are still making sense.
 3. Synthesizing
• Used when there are two or more sources
(from different authors) needed to support a
stand.
• Use:
i. To COMBINE SIMILAR IDEAS from two different
authors/ more.
E.g.:
• Several recent studies [1,2] concur that public
examination are not reliable way of gauging the true
ability of students.
ii. To show CONTRASTING IDEAS on a similar topic.
e.g.:
According to [4-7] writing a term paper
is a good way to evaluate writing ability
among students. Nevertheless, this type
of assessment as unreliable as it is hard
to know whether the students themselves
wrote the essay.
 IEEE Citation (Print References)

• Books
Author(s). Book title. Location: Publishing
company, year, pp.
Example:
W.K. Chen. Linear Networks and Systems.
Belmont, CA: Wadsworth, 1993, pp. 123-35.
 IEEE Citation (Print References)

• Book Chapters
Author(s). “Chapter title” in Book title, edition,
volume. Editors name, Ed. Publishing location:
Publishing company, year, pp.
Example:
J.E. Bourne. “Synthetic structure of industrial
plastics,” in Plastics, 2nd ed., vol. 3. J. Peters, Ed. New
York: McGraw-Hill, 1964, pp.15-67.
 IEEE Citation (Print References)

• Article in a Journal
Author(s). “Article title”. Journal title, vol., pp,
date.
Example:
G. Pevere. “Infrared Nation.” The International
Journal of Infrared Design, vol. 33, pp. 56-99,
Jan. 1979.
 IEEE Citation (Print References)

• Articles from Conference Proceedings

(published)
Author(s). “Article title.” Conference
proceedings, year, pp.
Example:
D.B. Payne and H.G. Gunhold. “Digital sundials
and broadband technology,” in Proc. IOOC-
ECOC, 1986, pp. 557-998.
 IEEE Citation (Print References)

• Papers Presented at Conferences

(unpublished)
Author(s). “Paper’s title,” Conference name,
Location, year.
Example:
B. Brandli and M. Dick. “Engineering names
and concepts,” presented at the 2nd Int. Conf.
Engineering Education, Frankfurt, Germany,
1999.
 IEEE Citation (Electronic References)

• Books
Author. (year, Month day). Book title.
(edition). [Type of medium]. Vol. (issue).
Available: site/path/file [date accessed].
Example:
S. Calmer. (1999, June 1). Engineering and Art.
(2nd edition). [On-line]. 27(3). Available:
www.enggart.com/examples/students.html
[May 21, 2003].
 IEEE Citation (Electronic References)

• Journal
Author. (year, month). “Article title.” Journal title.
[Type of medium]. Vol. (issue), pages. Available:
site/path/file [date accessed].
Example:
A. Paul. (1987, Oct.). “Electrical properties of flying
machines.” Flying Machines. [Online]. 38(1), pp. 778-
998. Available:
www.flyingmachjourn/properties/fly.edu [Dec. 1,
2003].
 IEEE Citation (Electronic References)

• World Wide Web

Author(s). “Title.” Internet: complete URL,
date updated* [date accessed].
Example:
M. Duncan. “Engineering Concepts on Ice.
Internet: www.iceengg.edu/staff.html, Oct. 25,
2000 [Nov. 29, 2003].
 IEEE Citation (Odd Sources)

• Newspaper
Author(s). “Article title.” Newspaper (month,
year), section, pages.
Examples:
B. Bart. “Going Faster.” Globe and Mail (Oct.
14, 2002), sec. A p.1. “Telehealth in Alberta.”
Toronto Star (Nov. 12, 2003), sec. G pp. 1-3.
 IEEE Citation (Odd Sources)

• Dissertations and Theses

Author. “Title.” Degree level, school, location,
year.
Example:
S. Mack. “Desperate Optimism.” M.A. thesis,
University of Calgary, Canada, 2000.
 Reference List in IEEE Citation
• The names of authors are arranged according
to the order they appear in the in-text
citation. [1,2,3…]
• Do not follow alphabetical order.
• Authors’ names:
– First name
– Last name
* If there are more than 6 authors, use et al. after
the name of the first author.
 Author’s name
Types of Names Real Names References

Western Marilyn Monroe M. Monroe

William Shakespeare W. Shakespeare
George Abraham Yules G.A. Yules

Malay Norhana binti Zainal Norhana Zainal

Ahmad Aziz bin Gonawan Ahmad Aziz Gonawan

Chinese Ch’ng Zhen Zhou Z.Z Ch’ng

Daniel Bong Kim Boon D.K.B. Bong
Frankie Loh Chen Guan F.C.G. Loh

Indian Agilan Subramaniam A. Subramaniam

Yogeswaran Ramachandran Y. Ramachandran
• TITLE:
– Book and journal = italics
– Article, patent, chapter, conference paper, etc=
enclosed in (“ ”)

• PLACE and PUBLISHERS

• City, Province/State: Publisher
– If a book is published in several cities, choose the FIRST
CITY listed.
– If the place of publication is outside the United States,
include the country (Kuala Lumpur, Malaysia).
 Reference List (IEEE Style)
[1] B. Klaus and P. Horn, Robot Vision. Cambridge, MA: MIT Press,
1986.
[2] L. Stein, “Random patterns,” in Computers and You, J. S. Brake,
Ed. New York: Wiley, 1994, pp. 55.
[3] R. L. Myer, “Parametric oscillators and nonlinear materials,” in
Nonlinear Optics, vol. 4, P. G. Harper and B. S.Wherret, Eds. San
Francisco, CA: Academic, 1977, pp. 47.
[4] M. Abramowitz and I. A. Stegun, Eds., Handbook of Mathematical
Functions (Applied Mathematics Series 55).Washington, DC: NBS,
1964, pp. 32-33.
[5] E. F. Moore, “Gedanken-experiments on sequential machines,” in
Automata Studies (Ann. of Mathematical Studies, no. 1), C. E.
Shannon and J. McCarthy, Eds. Princeton, NJ: Princeton Univ.
Press, 1965, pp. 129.
Let’s try the exercise!!