Process for Faculty/Staff

Step 1: Submit a grade of GWR (grade withheld pending the review of an alleged academic offence) with the class grades and/or as an amendment through eMarks and request the department Chair to approve this 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.

Step 2: Compile all the information that is relevant to the matter, including but not limited to:

• the student’s piece of work in question
• any sources of plagiarism or copying (Ouriginal report, online sources, other students’ work, etc.)
• original assignment, exam or test with instructions and/or cover sheets
• answer keys and/or grading rubrics 
• course syllabus and other information containing directions
• course grades for the student to that point
• a record of all Quercus or email communication with student related  to the academic integrity matter
• for further details, refer to Guide to Supporting Documents/Evidence.

Step 3: Invite student to a meeting to discuss the situation, as per C.I.(A)2-5 under the Code. Refer to the faculty-student meeting checklist for helpful tips.  

• The meeting can be via phone, video chat or email conversation.
• Discuss concerns about the piece of work and how to avoid this in future. Show student their work where possible. 
• If this meeting clarifies the matter, you do not need to forward the case to the department Chair or to the Academic Integrity Office.
• If it is determined that an offence was committed, inform the student:
  • The case is being reported to the Chair and the Academic Integrity Office (if applicable)
  • They may not drop the course
  • If they do, they will be reinstated into the course
  • They may not CR/NCR the course
  • They should continue working on all of their course work
  • A grade of GWR (grade withheld pending the review of an alleged academic offence) will stay on their transcript for the course until the matter is resolved
  • The Chair or Academic Integrity Office will be in touch via email with next steps
• If the student does not respond to at least two meeting invites, do not delay your report to the Chair - include the email attempts to set up the meeting in your supporting evidence.

Note: instructors are not empowered to sanction students under the Code of Behaviour on Academic Matters.

Step 4: Complete and submit the Coursework Offences Allegation Form with as much detail as possible along with supporting evidence and documentation to the Chair. A comprehensive guide on what documents to submit can be found via this link. Please also include the following information:

• all course grades for the student to that point
• a record of all Quercus or email communication with the student to discuss the matter
• a copy of the course syllabus

Step 5: Once the case is sent to the Chair:

• Continue to mark the student’s other coursework, including the piece of work in question.
• If the course is ongoing, continue to mark all of the student’s course work and provide the marks when requested by the Academic Integrity Office.

Step 6: Once the Chair reviews and signs off on the case, submit the case and all relevant evidence and supporting documentation via the Office of Academic Integrity SharePoint.

Step 7: Once the matter is resolved by the Academic Integrity team, the instructor and department Chair will be informed via email and asked to update the marks to reflect the Dean’s Designate’s decision.