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If you are an engineering student at UTM, UMP, UTP, or UniMAP, you are most probably forbidden from using APA style. You live in the world of IEEE (Institute of Electrical and Electronics Engineers).

Unlike the “Author-Date” system used in social sciences, IEEE uses a Numeric System. It looks cleaner, saves lots of word count, and allows for rapid reading of technical data.

However, it is not so simple. Many students think, “Oh, I just put a number in brackets. Easy.”

It is not that easy. The biggest reason for “Major Corrections” in engineering theses is often a messed-up numbering sequence. Here is a guide to mastering IEEE for your Malaysian PhD or Master’s thesis.

1. The Golden Rule: Sequential Numbering

In APA, you cite “(Ali, 2023)” because the References list is alphabetical. In IEEE, you cite [1] because the References list is Sequential.

The Rule: The first source you mention in Chapter 1 is [1]. The second source is [2].
The Trap: If you cite Ali in Chapter 1 as [1], and then you cite him again in Chapter 5, he is still [1]. You do not give him a new number like [55] just because he appears later throughout the text.
The Nightmare: If you insert a new paragraph in Chapter 1 with a new citation, every single number after it must change. (e.g., [2] becomes [3], [3] becomes [4]).
- Solution: Never type numbers manually. Always use a citation management system like EndNote or Mendeley.

2. In-Text Citation Rules (Grammar Matters)

IEEE citations are not just labels; they function grammatically as Nouns or Footnotes.

Correct Usage

As a Noun: “As shown in [1], the voltage drops significantly.” (You read it as: “As shown in Reference One…”).
At the End: “The algorithm optimizes the flow rate [2].”
Multiple Sources:“Several studies [1], [3], [5]–[7] have addressed this issue.”
- Note: Use an En-dash (–) for ranges, not a hyphen (-).

Incorrect Usage (Don’ts)

Don’t write: “In reference [1]…” (Redundant. Just say “In [1]…”)
Don’t write: “Ali [1] stated that…” (In strict IEEE, you rarely mention the author’s name. Just use the number. However, some Malaysian supervisors allow “Author [x]” format. Check your thesis manual.)

3. How to Cite Specific Engineering Sources

Engineering theses rely heavily on Conference Proceedings and Standards, not just journals.

A. Conference Proceedings (The Bread & Butter)

Format: Initials. Name, “Title of paper,” in Abbrev. Name of Conf., City, State, Country, Year, pp. xxx–xxx.
Example: J. K. Ali and M. Tan, “Optimization of PID controllers for robotics,” in Proc. IEEE Int. Conf. Robot. Autom. (ICRA), Kuala Lumpur, Malaysia, 2025, pp. 120–125.
Critical Detail: You must use the official abbreviation for the conference (e.g., Proc., Int., Conf.).

B. Technical Standards (MS, IEEE, ISO)

Format: Title of Standard, Standard number, Date.
Example:Wireless LAN Medium Access Control (MAC) and Physical Layer (PHY) Specifications, IEEE Standard 802.11, 2024. Malaysian Standard for Concrete, MS 523: Part 1: 2023, Dept. of Standards Malaysia.

C. Datasheets (For Electronics)

Format: Title of Datasheet, Part Number, Manufacturer, City, State, Year.
Example:LM741 Operational Amplifier Datasheet, Texas Instruments, Dallas, TX, USA, 2023.

4. The “Equation Trap”

In engineering, you often cite equations.

Rule: Equations are numbered in parentheses (1), while citations are in square brackets [1]. Do not mix them up.
Correct:“Substituting [3] into (4) yields the result…”
- [3] = The Reference.
- (4) = The Equation Number.

5. Reference List Formatting

Your bibliography needs to look like a computer code list: clean, aligned, and efficient.

Alignment: The bracket [1] sits in a column on the left. The text hangs to the right.
Authors: List up to 6 authors. If there are 7 or more, list the first author followed by et al.
Journal Titles: Must be Abbreviated.
- Wrong: IEEE Transactions on Power Electronics
- Right: IEEE Trans. Power Electron.
- Tip: EndNote does this automatically if you install the “Journals Term List.”

6. Summary Checklist for UTM/UMP Students

Check the Brackets: Are they square [ ] or round ( )? IEEE must be square.
Check the Order: Is [1] the first thing mentioned in your Introduction?
Check the Re-use: Did you accidentally label the same paper as [5] and [102]?
Check the Abbreviations: Did you shorten “International Conference” to “Int. Conf.”?

Struggling with your [1]s and [2]s? A broken numbering sequence can ruin a 200-page thesis.

[Citations & References Adjustment] – We fix your broken EndNote libraries and ensure your IEEE numbering is flawless.
[Manuscript Style Formatting] – We ensure your thesis meets the strict UTM/UMP Thesis Manual layout requirements.

The IEEE Citation Style: A Guide for Engineering Theses in Malaysia

1. The Golden Rule: Sequential Numbering