Academic Dishonesty Procedures

Effective Semester 2, 2012 (23 July 2012)

These procedures provide information for University staff in dealing with breaches of the Academic Honesty Policy either through misunderstanding or through intent.

Registers

Faculty Academic Honesty Register

When a breach of the Academic Honesty Policy is determined to be due to a genuine misunderstanding, the outcome will be recorded on the relevant Faculty Academic Honesty Register, which is maintained by the Faculty's Associate Dean (Learning & Teaching) or equivalent. This Register may only be referred to by a Course Coordinator or Head of School, through an Associate Dean (Learning and Teaching) or Student Policy and Appeals staff member, and only when evidence of a breach is presented.

These records will be destroyed three years after graduation from the relevant Faculty program or five years after the student was last enrolled in the University.

Central University Academic Dishonesty Register

When an alleged breach of the Academic Honesty and Academic Honesty Policy is substantiated, and is not due to a misunderstanding, it is recorded on a Central University Academic Dishonesty Register. This is maintained by the Student Policy and Appeals Office in the Division of the Deputy Vice-Chancellor and Vice-President (Academic), and stored in the Records Management Office.

These records will be destroyed 10 years after the entry was made on the register, or three years after graduation from the relevant Faculty program or five years after the student was last enrolled in the University, whichever is latest.

Aggravated offences

Where there are multiple breaches of the Academic Honesty Policy, or where the interests of other students or the integrity of the assessment scheme itself are prejudiced by the conduct constituting the alleged breach, the matter may be referred directly to the Head of School, who may submit a formal complaint to the Deputy Vice-Chancellor and Vice-President (Academic), for action under the Rules for Student Conduct...

Offences

Confidentiality

All investigations of academic dishonesty allegations must be confidential; and all information provided is confidential and must only be used for the purpose for which it was provided and by people within the process. Exceptions to this are:

• if access to the information is in accord with the Academic Dishonesty Procedures

• if the information gives the University reasonable grounds for concern about security of people or property

• if the parties give express consent

• when procedural fairness requires the information to be shared

• when access to information is required by law.

Process

1. Observe breach and prepare report

Responsibility: Exam official

a) If a suspected breach occurs during an exam, the Exam official:

i. Warns the student

ii. Provides the student with an Alleged Breach Notice

iii. May take other action in accord with supervisor authorities, such as confiscating prohibited materials;

Responsibility: Assessor

b) If a breach is identified as part of a non-exam assessment, the identifier (usually the assessor) collates the evidence of the breach.

2. Notify responsible person

Responsibility: Exam official/assessor:

a) Completes a Suspected Academic Dishonesty Incident Form immediately, or as soon as is practicable after the suspected breach is discovered or observed;

b) Provides full details of the allegation;

c) If the breach occurs at a centrally organised exam, the exam official also completes an Examination Incident Report, and sends both the Form and the Report to the Director, Student Administrative Services, who forwards it to the relevant Course Coordinator, with a copy to the relevant Head of School;

Responsibility: Assessor

d) For all other breaches, the Incident Form is sent directly to the relevant Course Coordinator, with a copy to the relevant Head of School;

Note: If the Course Coordinator is the person who observes or identifies the breach, the Incident Form is sent only to the relevant Head of School. The responsibilities of the Course Coordinator throughout these procedures then become the responsibilities of the Head of School.

3. Preliminary Review

Responsibility: Course Coordinator or Head of school [refer to note at 2d)]

a) This is a preliminary review only, to ensure that there is evidence to support the allegation of a breach of the Academic Honesty Policy, and does not require a determination that there has been a breach;

b) If the preliminary review concludes that there is:

i. No case to answer " Assessment is marked in the usual way. Keep the form for 6 months and then destroy it. No Further action required.

ii. Suspected breach " Proceed to Step 4.

4. Check Registers

Responsibility: Head of School

a) Refer the case to the Head of School (if the Head of School is also the Course Coordinator, refer to the Executive Dean of Faculty, who may appoint a nominee to this responsibility);

b) Check the Faculty Academic Honesty Register (usually in the Faculty Office), as well as the Central University Academic Dishonesty Register (e-mail academicdishonesty@adelaide.edu.au or phone Ext 37503 or 37572 for assistance) to see if there is an existing record for the student;

c) If there is:

i. No prior case recorded in either Register → Proceed to Step 5

ii. Prior case recorded only on the Faculty Academic Honesty Register (ie, confirmed breach, but through a misunderstanding of the Policy) " Proceed to Step 5.

iii. Prior breach on Central University Academic Dishonesty Register " Refer the case to the Academic Dishonesty Review Committee " Proceed to Step 6.

5. Organise meeting with Course Coordinator

Responsibility: Course Coordinator

a) Within 5 business days of receipt of the Incident Form:

i. Set up a meeting time with the student suspected of academic dishonesty, the Course Coordinator and any relevant academic staff member (if any) who has evidence that a breach of the policy may have occurred. The meeting date should be scheduled to take place within 5 - 20 business days of notifying the student of their suspected breach. If the Course Coordinator has brought the allegation of academic dishonesty, then refer the matter to the Head of School, so that they or their nominee may meet with the student.

ii. Send an e-mail to the student notifying them of the following:

* Proposed or agreed date, time and place of the meeting, and the names/positions of all persons who will be in attendance

* Details of the exam/assessment task

* Name of the person who submitted the Incident Form

* Evidence that relates to the alleged breach

* Student's entitlement to be accompanied by an Education & Welfare Officer or other support person or friend. If a support person is attending, the student must also attend, in person, or by teleconference [see b) ii below].

* Invitation for the student to respond to the allegation ahead of the meeting, in writing (refer to proforma letter in the Staff Support Kit);

N.B. The 20 business day maximum timeline for scheduling meetings may need to be extended during the long break between successive academic years.

For Rules of Meeting " proceed to Step 7.

6. Convene Academic Dishonesty Review Committee (ADRC)

Responsibility: Head of School

a) If there is a former confirmed breach on the Central Academic Dishonesty Register, the Head of School or nominee will convene an ADRC meeting, adhering to the same timelines and methods of communication that are applied in Step 5;

b) The ADRC comprises:

* Head of School (Chair)

* Course Coordinator (if the Course Coordinator lodged the original Notification form, then another academic staff member appointed by the Head)

* an academic staff member from the same or a cognate discipline.

An executive officer may be in attendance (eg, to take notes). The Committee may also speak with the person who completed the Incident Form, and with any other person who it considers might help it to reach a decision.

For Rules of Meeting " proceed to Step 7.

7. Rules of the meeting

For meetings with the Course Coordinator or for Academic Dishonesty Review Committees, the following rules apply:

i. ensure the student is given an opportunity to present their case, if they attend the meeting in person and/or provide a written submission; or by teleconference, if they are unable to attend.

ii. if the student indicates they will not attend, or they do not respond to the invitation to attend, the allegation can be considered in the student's absence, but any material that has been provided by the student must be taken into consideration.

iii. investigate the allegation fairly, objectively, without bias and strictly on its merits, making enquiries and seeking advice as necessary.

iv. apply the 'balance of probabilities' test, rather than the 'beyond reasonable doubt' test. Was the breach the result of an inadequate understanding or a genuine misunderstanding or misinterpretation of the Academic Honesty Policy, or a more planned or deliberate breach?

Note: A prior entry in the Faculty Academic Honesty Register would normally preclude a second finding of misunderstanding, except in exceptional circumstances.

8. Inform student of decision

Responsibility: Course Coordinator or Head of School

Inform the student in writing within 5 business days of the meeting of the outcome of the decision regarding the suspected breach. Provide a copy of the Incident Form and the Outcome Letter for confirmed breaches to Student Policy and Appeals per academicdishonesty@adelaide.edu.au, as soon as possible following confirmation.

a) No breach of the Policy

Notify the student that:

i. there is no breach, and therefore there will be no Faculty or Central Register entry.

ii. their assessment will be marked in the usual way.

iii. a Record of the incident must be kept for 6 months (but not on student file), and then it may be destroyed.

b) Confirmed breach, but through a misunderstanding of the Policy

Notify the student that one of the following outcomes has been decided:

i. if the work has been given a mark: deduct up to 10% of marks for inappropriate referencing or unfair academic benefit gained through breach of Academic Honesty Policy, or

ii. arrange a re-mark of the work as it stands, or

* request the student to re-write and re-submit the work, using appropriate referencing, or to re-sit the examination, in accord with the Modified Arrangements for Coursework Assessment Policy. Provide the student with a web link for the Academic Honesty Policy, and

* information on any relevant workshops or other resources that may help the student gain the necessary skills to comply with the policy

iii inform the student that:

* the letter constitutes a Warning, and will be recorded on the Faculty Academic Honesty Register. Any future alleged breach will be assumed not to be due to a misunderstanding of the requirements of the Policy

* they may request a formal review of the decision under Stage 2 of the Student Grievance Resolution Process.

c) Confirmed breach with no previous record

If there are extenuating circumstances (going beyond a misunderstanding):

i. decide whether the student may have the option of re-submitting an assessment task or sitting an additional examination, and, if so, whether the maximum mark that may be awarded is 50%.

ii. notify the student that they will receive zero marks for their assessment task/examination, and decide on the following options:

* no re-submission of assignment or sitting additional examination

* re-submission of assignment or sitting additional examination permitted, including whether there is a maximum allowable mark.

iii. inform the student that the case will be recorded on the Central University Academic Dishonesty Register

iv. notify the student that they may request a formal review of the decision under Stage 2 of the Student Grievance Resolution Process.

d) Confirmed breach with one previous record

Notify the student that:

i. the penalty of zero marks will apply for the assessment/examination, and an overall Fail grade for the course

ii. the case will be recorded in the Central University Academic Dishonesty Register

iii. if they have any eligible grounds, they may apply for a student appeal against the decision under Stage 3 of the Student Grievance Resolution Process.

e) Confirmed third or subsequent breach

Notify the student that:

i. the penalty of zero marks will apply for the assessment/examination, and an overall Fail for the course

ii. the case will be recorded in the Central University Academic Dishonesty Register

iii. if they have any eligible grounds, they may apply for a student appeal against the decision under Stage 3 of the Student Grievance Resolution Process

iv. the breach may be referred to the Deputy Vice-Chancellor and Vice-President (Academic), for action under the Rules for Student Conduct. Action under these rules may result in suspension or expulsion from the University, or a fine.

Note: This course of action may be undertaken when serious, repeated breaches have occurred. For further advice, contact Student Policy and Appeals - Phone: Ext 37503 or 37572; or e-mail: academicdisdhonesty@adelaide.edu.au;

9. Entitlement and responsibilities of parties, following an allegation of academic dishonesty

For students	For person/committee dealing with allegation
Entitlements	Entitlements
1. To seek the assistance of an Education & Welfare Officer, or other support person.	1. To be treated courteously.
2. To have the matter considered promptly and in accord with the Assessment Dishonesty Procedures and timelines.	Responsibilities
3. To be treated courteously.	1. To determine whether they have any direct interest in the case, or any interest which would prevent their acting impartially. If so, they must exclude themselves from the case and refer it on to their supervisor or another appropriate person.
4. To be provided with all information relevant to the allegation.	2. To ensure the entitlements of students referred to above are met.
5. To have an opportunity to present their case, in person and in writing.	3. To carry out the administrative processes within the allotted timeframes.
6. To receive a written account of the decision, with details of the decision and a summary of reasons for the decision.	4. To investigate the allegation fairly, objectively, without bias and strictly on its merits, making enquiries and seeking advice as necessary. Note that a previous finding of a breach of the policy by the student is not evidence that the student has committed the breach under investigation. However, a previous breach can be taken into account when determining whether the breach under investigation is due to a misunderstanding and in determining the penalty.
7. To appeal against the decision, in accord with Stage 3 of the Student Grievance Resolution Process.	5. To apply the measure of balance of probabilities in determining whether academic dishonesty has taken place.
Responsibilities	6. Where the final decision requires action or implementation, ensure the appropriate actions are set in train promptly.
1. To respond to any communications from the University about the allegation, within specified timelines.	7. To maintain confidentiality about the case, i.e. to inform only those who are assisting or involved in the allegation and its investigation, and to abide by the University's Privacy Policy.
2. To attend a meeting unless the student has chosen not to attend and informed the relevant person/committee in writing.	8. To submit a record of the outcome to the Student Policy and Appeals Office, when required by the Procedures.

Please use the following URL instead of linking to individual documents:
http://www.adelaide.edu.au/policies/230