Faculty-Student Meeting Checklist

If you are a faculty or staff member, refer to this checklist when meeting with students about a possible academic offence(s) in your course.

• As soon as you suspect a student may have committed an academic integrity offence in your course, submit a grade of GWR (grade withheld pending the review of an alleged academic offence) as an amendment through eMarks for the student and request the department Chair to approve the grade amendment as soon as possible.

  • This will prevent the student from dropping the course.

  • If the suspected offence has occurred at the end of the term and final course grades are due before you have a chance to meet with the student, submit a grade of GWR for the student and send out an invitation to the student to meet with you.

• Prior to scheduling the meeting, make sure to compile all the necessary evidence so you may refer to it with the student during the meeting.
• Give students at least two opportunities to respond to your meeting invites and schedule a meeting time.
• On the day of the meeting, give the student a 15-minute grace period to arrive to the meeting location (online, in-person, etc.)
• If the student is a no-show to the meeting (after two attempts), forward all your case materials to the department Chair for their review. They will determine if it should be sanctioned internally or if it should be sent on to the Academic Integrity Office.
• If the student attends the meeting, in addition to discussing the potential offence, make sure to cover the following talking points:
  • Confirm student’s name, student number, course and term in which the possible academic offence has occurred.
  • Advise the student of the possible academic offence that has occurred and show them the evidence you have regarding the possible academic offence.
  • Provide the student an opportunity to offer an explanation and evidence.
  • Ask the student if there were mitigating factors leading up to the occurrence of the academic offence.
  • Help the student understand where the issue lies and how to avoid this in their work in the future.
  • Suggest any campus resources that may help them moving forward - Academic Advising and Career Centre, Writing Support, English Language Development Centre,  UofT Scarborough Library, AccessAbility Services, Health and Wellness Centre.

• During the meeting, if evidence supports an academic offence may have occurred by the student in your course, advise the student of the following:
  • They may not drop the course – if they do, they will be reinstated.
  • They may not CR/NCR the course.
  • They should continue working on all course assignments to the best of their abilities.
  • A GWR standing has been placed on their transcript for the course (in place of a grade) and will remain until the academic integrity matter is resolved.
  • They will not be able to convocate until the academic integrity matter is resolved and the GWR is removed from their transcript.
  • The academic integrity case will be forwarded to the appropriate person/department (please see section below).
  • The student should check their utoronto email account regularly and not ignore emails from the department Chair or Academic Integrity Office.
  • It is in their best interest to resolve the academic integrity matter as soon as possible.
• After speaking with the student, if evidence supports that an academic offence may have occurred, advise the student that you are obligated to forward the case materials on to the department Chair. Outline the possible next step(s):
  • If the assignment is worth more than 10%, it will be forwarded on to the Academic Integrity Office.
  • If the assignment is worth less than 10% and they have a prior offence, it will be forwarded on to the Academic Integrity Office.
  • If the assignment is worth less than 10%, the department will internally handle the case.
• After speaking with the student, if you come to the conclusion that an academic offence has not occurred, let the student know that further action will not be taken and the GWR on their transcript will be re-instated to a grade.

Note: For many students, an academic integrity allegation may be directly related to personal stress. Make sure to provide students with resources should the student indicate in any way that they need additional help, such as the Health and Wellness Centre, My SSP, or the Peer Support Program.

To support a student in crisis during hours of operation, please call the Health & Wellness Centre at 416.287.7065. For after-hours support, please call UTSC’s Campus Safety emergency line at 416.978.2222.