Academic Discipline Procedures

Departmental Level

Instructors can consult with their Chairs/Directors or Lisa Devereaux, Manager, Academic Integrity & Affairs, if they have questions about the Code of Behaviour on Academic Matters or how to conduct the meeting with the student.  It is essential that all allegations of academic misconduct be reported to the Office of the Dean.

  • After discovering evidence of academic misconduct in a student’s work, instructors must inform their departmental undergraduate advisor who will complete a GWR (Grade Withheld Pending Review) form and check whether this is the student’s first allegation of an academic offence.  Placing a GWR on a student’s record prohibits him/her from dropping the course until the matter is resolved.

  • Sanctions/penalties cannot be assigned by the instructor, neither should the instructor suggest to the student what the sanction may be - it may tie the Dean's/Vice-Dean’s or the Tribunal's hands. Also, the instructor should not attempt to "bargain" with a student who is alleged to have committed an offence.

  • The Chair/Director or his/her designate (i.e. Associate Chair) may handle the matter if the assignment is worth 10% or less of the final grade in the course and it is a first offence and where the student admits guilt. The assignment of a penalty in this case, is limited to at most a mark of ‘0’ for the work in question.  Documents for cases handled at the departmental level still need to be processed (GWR etc.) and sent to the Office of the Dean.

  • The instructor should make reasonable efforts to contact the student for this meeting: at least three attempts by email and phone calls (8a.m., working hours, evening) should be made to the student.  If there is still no response, the matter will be referred to the Chair/Director who will then forward the matter to the Office of the Dean (the step of meeting with the instructor will be bypassed).  A Dean’s designate will review the case and, if appropriate, invite the student to come to meet with the instructor and himself/herself.   

  • The instructor should present the case objectively to the student, show the student the assignment in question and listen to the explanation. Instructors may also be advised to have a witness (another instructor, an Associate Chair or the undergraduate advisor) present at this interview if circumstances indicate that this would be beneficial (i.e. if the instructor is new to the process). 

  • If the student confesses, the fact should be noted but there is no need for a signed confession since this will be handled in subsequent correspondence or in the meeting with the Dean’s designate.

  • The instructor should prepare a brief written report as soon as possible and forward this, with original of the evidence, to the Chair/Director or Associate Chair. Include information on weight of assignment, course outline and any information given with regard to academic integrity.

  • With plagiarism, the instructor should make copies of the assignment and source(s) and highlight corresponding passages and include this information with the report.  Without this information it is difficult to clearly prove the matter. Your departmental Undergraduate Advisor can advise/assist you with the materials required to complete the case file.

  • Chairs should review materials and, as appropriate, either impose sanction or send materials with a brief note to the Office of the Dean.

  • Originals of assignments should be sent to the Office of the Dean; instructor/department may retain copies.