Proposed
revision to Academic Integrity Policy
Faculty Manual Part IV
Prepared by the Judicial Process Task Force
Subcommittee on Academic Integrity:
Maggie
Olszewska, Director, Office of Student Rights and Responsibilities
William
Gee, Assistant Professor, Joyner Library, Interlibrary Loan
Dorothy
Rentschler, Associate Professor,
Wendy
Sharer, Associate Professor, Department of English
Beverly
Wright, Assistant Professor,
Atul Bhula, Student Representative
Principle
of academic integrity
Academic integrity is essential to social, cultural, and
intellectual life at
While academic integrity is required of students, maintaining the academic honor of ECU is the responsibility of all members of the academic community. Faculty should do all that they can to ensure that work submitted has been produced in a way that accurately reflects the abilities of the individual student who submits that work. Toward this end, faculty should—through both example and explicit instruction—instill in students a desire to maintain the university’s standards of academic integrity and provide students with strategies that they can use to avoid intentional or accidental violation of the academic integrity policy.
University-wide
responsibility to report academic integrity violations
Because academic integrity violations are unfair to honest students and because they damage the reputation of the entire university, ignoring academically dishonest behavior is almost as problematic as actively participating in a violation.
Faculty Responsibility. If a faculty member suspects that a student has violated the academic integrity policy, he or she should, as a matter of academic honor, follow the procedures outlined below, making sure that the Office of Student Rights and Responsibilities is aware of students who might be endangering the integrity of the university.
Student Responsibility. Students are also expected to promote academic integrity in the ECU community, both by upholding it in their own work and by taking the responsibility to report any suspected violations. A student knowing of circumstances in which an academic integrity violation may have occurred or is likely to occur is encouraged to bring this knowledge to the attention of a faculty member.
Definitions
of academic integrity violations
Cheating. Unauthorized aid or assistance or the giving or receiving of unfair advantage on any form of academic work.
Some examples of cheating (note that this is not an exhaustive list): Copying from another student's paper or receiving unauthorized assistance during a quiz or examination; using books, notes or other devices when these are not authorized; improperly obtaining tests or examinations before their official administration; collaborating on academic work without authorization and/or without truthful disclosure of the extent of that collaboration; sending a substitute to take an examination.
Plagiarism. Copying the language, structure, ideas, and/or thoughts of another and adopting same as one’s own original work.
Some examples of plagiarism (note that this is not an exhaustive list): Submitting a paper that has been purchased or downloaded from an essay-writing service; directly quoting, word for word, from any source, including online sources, without indicating that the material comes directly from that source; intentionally omitting a citation to a source when paraphrasing or summarizing another's work; submitting a paper written by another student (past or present) as your own work.
Falsification/Fabrication. Statement of any untruth, either spoken or written, regarding any circumstances relative to academic work.
Some examples of falsification/fabrication (note that this is not an exhaustive list): making up data, research results, experimental procedures, internship or practicum experiences, or otherwise claiming academic-related experience that you have not actually had; inventing or submitting deceptive citations for the sources of your information; submitting a false excuse for absence from class or other academic obligation.
Multiple submission. The submission of substantial portions of the same academic work for credit more than once without prior written authorization from all involved faculty.
Some examples of multiple submission (note that this is not an exhaustive list): Submitting the same essay for credit in two courses without first getting permission; making minor revisions to an assignment that has already received credit in a course and submitting it in another class as if it were new work.
Violation assistance. Helping or attempting to help someone else in an act that constitutes an academic integrity violation.
Some examples of violation assistance (note that this is not an exhaustive list): Knowingly allowing another to copy answers during an examination or quiz; distributing test questions or substantive information about material to be tested before the scheduled test without permission from the instructor of the course; writing an essay, or substantial portions thereof, for another student to submit as his or her own work; taking an examination or test for another student.
Violation attempts. Attempting any act that, if completed, would constitute an academic integrity violation as defined herein. In other words, it does not matter if a student succeeds in carrying out any of the above violations—the fact that a violation was attempted is itself a violation of academic integrity.
Procedures
for responding to a suspected academic integrity violation
(Note that these procedures apply to both residential and distance education students. Accommodations will be made as appropriate for students who are unable to travel to campus for face-to-face meetings).
* In the procedures
that follow, “working days” means week days on which the university holds
classes or administers final exams. This definition includes summer sessions.
1. Faculty member notifies student(s) of suspected violation and requests meeting with student(s)*
When a faculty member believes an academic integrity violation has occurred in his or her class, the faculty member must request, in writing (delivery receipt-requested email or letter delivery in person or via receipt-request postal mail), that the student should come see him or her to discuss the situation. This written notice must be sent to the student(s) involved within 3 working days of the time the suspected violation comes to the attention of the faculty member. *Note that a student may not withdraw from a course if a suspected academic integrity violation is being investigated.
2. Student responds to notification
Upon delivery of the written notification from the faculty member, the student has 5 working days to contact the instructor and set up a meeting day and time. If the student fails to respond to faculty notification within 5 working days, the student will forfeit the opportunity to present his or her understanding of the situation to the instructor. In this case, the student might be found responsible of the violation, and any sanctions determined by the faculty member will go into effect.
3. Initial meeting occurs
Scheduling. The initial meeting between the faculty member and the student suspected of an academic integrity violation should be held within 10 working days of the time that the suspected violation has come to the attention of the faculty member.
Non-participating observer(s). The student and the faculty member may each have a nonparticipating observer at the initial meeting. The faculty member’s nonparticipating observer should be the chair of the department or his/her designee. The student may select a faculty member or student who is not involved in the suspected violation. The observer(s) is/are to watch the procedures impartially and take careful notes for reference in the event of an appeal of the decision made by the faculty member (see below).
Meeting procedures. At the meeting, the faculty member will explain the reasons for his or her suspicion of an academic integrity violation. The student will be given the opportunity to respond and to explain any circumstances that he or she believes the instructor needs to consider with regard to the situation.
4. Meeting outcomes
One of the following outcomes of the initial meeting will be communicated to the student within 10 working days of the meeting:
a. No violation found—no penalty. If the instructor believes that no violation occurred, he or she will impose no penalty. He or she will notify the student in writing of this decision.
b. Violation found—academic penalty assigned by instructor (XF Grade option)). If the instructor believes there has been a violation, he or she will assign an appropriate academic penalty; typically, this penalty will be failure for the course and a grade of “XF” recorded on the student’s transcript to indicate that failure in the course was the result of an academic integrity violation. Students may not exclude a grade from GPA calculations for any course in which they have received a grade with an “X” designation. The “X” designation must remain on the student’s transcript for at least one calendar year after the date on which the penalty is imposed and can only be removed upon the completion of an academic integrity training module and the approval of the Director of the Office of Student Rights and Responsibilities. The approval of the Director of the OSRR must be obtained through the submission of a formal written request for removal of the “X” designation.
The faculty member will impose an academic penalty by completing an Academic Integrity Violation Form (AIV form). The completed form will be submitted by the faculty member to the Office of Student Rights and Responsibilities within 5 working days of the initial meeting. The Office of Student Rights and Responsibilities will notify the student, in writing, of the instructor’s decision and penalty within 5 working days of receiving the AIV form. The AIV form will be kept for 7 years in the Office of Student Rights and Responsibilities, unless the student has been suspended or expelled, in which case the record is kept permanently.
c. Violation found—severe enough for referral to Academic Integrity Board. If the instructor believes that a failing grade in the course alone is inadequate disciplinary action given the severity of the violation, he or she may recommend to the Office of Student Rights and Responsibilities that the case be forwarded to the Academic Integrity Board (AIB) to pursue further action (see below). The Office of Student Rights and Responsibilities will inform the student of the referral to the AIB within 5 working days of receiving the instructor’s recommendation. Until the hearing is completed, the grade for the course shall be “Incomplete.”
If, upon receiving an AIV form from an instructor, the Office of Student Rights and Responsibilities discovers that the student has prior academic violations in his or her file, the case will be referred to the Academic Integrity Board for consideration of a more severe academic penalty, including suspension or expulsion from the university. Until the hearing is completed, the grade for the course shall be “Incomplete.” If the AIB determines that the violations merit suspension or expulsion, a record of the penalty will be kept permanently in the student’s file.
Appeals
of Decisions Reached by the Instructor
Conditions for Appeal. If an instructor imposes an academic penalty for a first violation of the academic integrity policy, the student may appeal the decision to the Academic Integrity Board if:
· The student contests the decision of the faculty member on the basis of the issues and materials discussed during the initial meeting and/or because he or she believes that the faculty member has not sufficiently supported his or her decision.
· The student believes the penalty is not appropriate for the violation and/or is in conflict with course policies as stated in the syllabus. Note that if specific penalties are indicated in the course syllabus, it is expected that students who have violated the Academic Integrity Policy will be held to those penalties.
A student may appeal a faculty member’s imposition of a penalty even if the faculty member has not properly followed the steps outlined above for responding to an academic integrity violation. In the event that a faculty member has not followed the proper steps at the time of an appeal, he or she must fill out the AIV form at the time of the appeal and must participate in the appeal process as outlined below.
Process for Appeals. Students wishing to appeal a faculty member’s imposition of a penalty for an Academic Integrity Violation must complete the “Academic Integrity Violation Appeal Form,” available from the Office of Students Rights and Responsibilities. Upon receipt of the completed appeal form, a three-member panel, consisting of one administrator from the OSRR and two trained students, will review the appeal request to determine if it is appropriate to forward to the Academic Integrity Board (see below) or, if preferred by the student and approved by both the student and faculty member involved, through the Expedited Appeal Process (see below). If the three-member panel determines that there are valid grounds for appeal, it will forward the appeal request to the appropriate party. If the three-member panel determines that there is no clear basis for appeal in the student’s request, it will report this finding to the student, who may, if desired, revised his or her appeal request and submit it for reconsideration. Request for appeal through the “Academic Integrity Violation Appeal Form” may only be made twice. If a student’s request for an appeal is found to be without sufficient basis for a second time, the instructor’s initial academic penalty shall stand and no other avenues of appeal may be pursued.
Time limit on appeals. A student wishing to appeal an academic integrity penalty must submit the “Academic Integrity Violation Appeal Form” to the Office of Student Rights and Responsibilities within five working days after receiving notification of the decision made by the faculty member.
Alternative Expedited Appeal. A student who wishes to appeal an academic penalty may request that his or her appeal be handled by a trained staff member of the Office of Student Rights and Responsibilities rather than going through the Academic Integrity Board hearing process. A student wishing to pursue this option must sign a statement at the Office of Student Rights and Responsibilities indicating the decision to pursue the expedited appeal process rather than the process overseen by the Academic Integrity Board. The instructor who has imposed the academic penalty for the alleged violation must also sign a statement agreeing to this expedited form of appeal. Under the expedited appeal, the staff member from the Office of Student Rights and Responsibilities will review the information relating to the suspected violation and seek the perspectives of both the instructor and the accused student. Upon completion of the review of information, the staff member from OSRR may take any of the actions elaborated below in Section G.3: “Actions of the Academic Integrity Board.” Within 10 working days of receiving an appeal from the 3-member panel that has reviewed the student’s appeal form, unless extenuating circumstances prevail, the staff member will notify in writing both the faculty member and the student of his or her decision on the appeal. This decision will be final, and no other avenues of appeal may be pursued.
University
Academic Integrity Board
Composition/Membership
1. Faculty members—at least one representing each college/school—who have been nominated by Deans and Directors from colleges and schools across campus and who have been appointed by the Provost for Academic and Student Affairs, in consultation with the Director of the Office of Student Rights and Responsibilities, for three-year, staggered terms.
2. Students nominated by the SGA Executive Council and elected by the SGA Legislature. These students shall serve for a year and may be reelected for one additional year.
3. The chair, elected for a one-year term, shall be a faculty member of the board, elected by members of the entire board, and may be reelected.
4. Director of the Office of Student Rights and Responsibilities shall serve as administrative officer of the board.
A quorum shall consist of three faculty members and two students. With the written permission of the accused student and the faculty member who has brought the accusation forward (if applicable), quorum can be waived.
Procedures
The Director of the Office of Student Rights and Responsibilities, on behalf of the chair, shall notify the parties involved of a meeting of the Academic Integrity Board within ten working days after an appeal that has been forwarded by the three-member appeal review panel. The faculty member, the student, and witnesses, and the independent nonparticipating observer(s) shall be provided not less than seven days’ notification of the date, time, and place of the meeting. If a grade for the student in the course must be submitted, the faculty member shall record a grade of incomplete, pending a decision by the board.
Those present at the hearing shall be
1. The student, who has the right to be accompanied by a non-participating support person
2. The faculty member, who has the right to be accompanied by a non-participating support person
3. Independent nonparticipating observer(s) if present at the primary interview
4. Any other person called by the chair
5. Witnesses for the faculty member(s) or student(s)
Should the student or the faculty member fail to appear without prior approval of the administrative officer, the Academic Integrity Board shall proceed with an absentia hearing.
The Academic Integrity Board will follow the hearing procedures established for the university Conduct Board.
A majority of the board shall decide the issue. The chair shall vote only in the case of a tie.
The Director of the Office of Student Rights and Responsibilities shall serve as administrative officer for maintaining accurate and complete records of the proceedings.
The administrative officer of the Academic Integrity Board shall, on behalf of the chair, notify each party in writing of the decision of the board within 5 business days after the conclusion of the hearing.
Possible Actions by
the Board
1. Determination that the evidence is insufficient to sustain the charge or charges. In this case, the academic penalty imposed by the faculty member will be removed. When this action is taken, in order to protect both the student and the faculty member, continuation in the class(es) and other related issues must be resolved by the dean or department chair in consultation with the student and the faculty member. Any special arrangements for continuation in the course (e.g., switching the student into another section of the course for the remainder of the semester, arrangements for outside assessment/grading of student work, etc.) should be communicated in writing to the Office of Student Rights and Responsibilities. Signed agreements to these arrangements should also be kept by the faculty member and the student involved.
2. Determination that the evidence is sufficient to support the charge or charges. The board may then take one or more of the following actions:
a. Sustain the academic penalty imposed by the faculty member, or, in the case where a faculty member has directly referred a case to the AIB, recommend to the faculty member that the student receive a failing grade for the course(s) or some portion thereof.
b. Issue a revised academic penalty in cases where the penalty is deemed too severe for the violation. This action may only be taken in cases where course syllabi do not state specific penalties for specific violations. In all cases in which specific penalties for violations are clearly stated in course syllabi, those penalties will be upheld.
c. Impose disciplinary suspension from the University for a designated period of time.
d. Impose the grade of "F" with a designation "X" on the academic transcript indicating that the failing grade in the course is due to academic dishonesty. Students may not exclude a grade from GPA calculations for any course in which they have received a grade with an "X" designation. The “X” designation must remain on the student’s transcript for at least one calendar year after the date on which the penalty is imposed and can only be removed upon the completion of an academic integrity training module and the approval of the Director of the Office of Student Rights and Responsibilities. The approval of the Director of the OSRR must be obtained through the submission of a formal written request for removal of the “X” designation.
e. Impose expulsion from the University. The academic transcript records the expulsion permanently. A record will be kept in the disciplinary file for five years.
f. Revoke a degree should a violation be discovered after graduation.
g. Remove the student from employment as a graduate assistant.
h. Require a period of counseling with a member of the university staff or a counseling professional of the student’s choice. It will be the responsibility of the student to provide evidence to the board of having fulfilled this requirement.
i. Prohibit the student from officially representing the university in any capacity (as a member of an athletic team, as a member of a campus organization or group, etc.)
j. Take any other action commensurate with the findings.
Appeals
of Decisions Reached by the Academic Integrity Board
An appeal of a decision of the Academic Integrity Board may be submitted to the Provost and Vice Chancellor for Academic and Student Affairs. The Provost and Vice Chancellor for Academic and Student Affairs shall review the decision and take appropriate action.
The Academic Integrity Board shall submit a summary report of its proceedings to the Faculty Senate, the SGA Legislature, and the Provost and Vice Chancellor for Academic and Student Affairs.