Student Academic Integrity Procedure

Document Number000609
Date Approved8 October 2008
Date Last Amended18 December 2008

1.      Context

This procedure supports the implementation of the Student Academic Integrity Policy 000608 and must be read in conjunction with that document.

2.      Procedure

2.1.     Provision of Information and support to Students

Within the framework of the Code of Ethical Academic Conduct, students will be informed of the conventions in relation to expectations of academic integrity, as well as the specific requirements of the Faculty, School, Discipline or other teaching areas by the Program Convenor or Research Supervisor.

  1. All Course Coordinators and Assistant Deans (Research Training) are required to provide students and candidates with access to electronic text-matching software employed by the University to enable students to ensure their own work is properly referenced. This is required only when the format of the work in the course is capable of being assessed by such software.
  2. Program Convenors and Assistant Deans (Research Training) must ensure that support mechanisms exist for students to assist with the use of electronic text-matching software and that software is used as an educational tool to support academic integrity.
  3. Enrolment information and course outlines must contain clear advice to students that their work will be checked for academic dishonesty by manual and/or electronic means where this is practical.
  4. Every assessment item must have clear and explicit instructions as to the conduct of that assessment task.

2.2.     Appointment of Student Academic Conduct Officer and Advisors in Research Integrity

  1. The Student Academic Integrity Policy requires the Head of School to appoint the Student Academic Conduct Officer/s (SACO).
  2. This appointment would normally be at Level C or above. With justified reasons, and Deputy Vice-Chancellor (Academic) approval, a Level B academic may be appointed.
  3. The Assistant Dean (Research Training) in the relevant Faculty is the Advisor in Research Integrity for research higher degree candidature and for the research component for students enrolled in a professional doctorate.
  4. The Deputy Vice-Chancellor (Academic) will appoint an academic staff member at offshore campuses to liaise with students and the relevant Student Academic Conduct Officer when a case of alleged academic misconduct is identified.

2.3.     Role of the Student Academic Conduct Officer and Advisors in Research Integrity

Student Academic Conduct Officers and Advisors in Research Integrity are appointed to:

  1. provide advice to students, candidates and staff on matters of student academic dishonesty and research misconduct;
  2. ensure that staff are provided with appropriate training and induction on student academic integrity;
  3. consider reported instances of academic dishonesty, make determinations and apply penalties within the range of penalties available to the Student Academic Conduct Officer and refer more serious coursework cases to the relevant Head of School;
  4. refer reported instances of research misconduct to the Dean of Graduate Studies for consideration by the Research Training Sub-Committee and advise the Deputy Vice-Chancellor (Research);
  5. record all academic integrity activity on the Student Academic Conduct Officer Register including outcomes and any penalties imposed; and
  6. monitor the extent and nature of academic integrity related activity in the relevant area.

2.4.     Processes to be followed when a case of Academic Dishonesty is suspected

2.4.1.       Lecturer/tutor/supervisor/marker
If a staff member responsible for assessing or overseeing the assessment of a student suspects a case of academic dishonesty in any assessment item or is alerted to such a case, they must make an assessment as to whether a possible case exists. The staff member should consult with the Course Coordinator, supervisor, and/or SACO in making this assessment.

If a possible case of academic dishonest exists the matter must be referred to the Student Academic Conduct Officer or Advisor in Research Integrity with supporting material and/or observations.

2.4.2.       The Student Academic Conduct Officer shall investigate all referred cases by:

  1. advising the student in writing of the referral;
  2. inviting the student to make representations and advising the student of the support mechanisms available;
  3. examining the material in the light of the Policy on Student Academic Integrity;
  4. using any electronic text-matching software or other methods of detecting dishonesty made available by the University; and
  5. considering any evidence or representations from the student or students involved as well as the Course Coordinator, Supervisor or any other member of staff deemed necessary to make a determination.

2.4.3.       The Student Academic Conduct Officer may:

  1. dismiss the case;
  2. initiate remedial action;
  3. deal with the case by imposing a penalty; or
  4. refer the case to the Head of School for forwarding, via the Pro Vice-Chancellor, to the Vice-Chancellor for consideration under the Student Discipline Rules.
  5. refer the case to a SACO in another School following consultation with the SACO Coordinator in instances where there may be concerns about a conflict of interest.

2.4.4.       Bachelor of Medicine - JMP Students   

                Before any penalties are applied to BMed - JMP students, appropriate consultation must be held between Course/Unit Coordinators and SACO (UON) and Head of School (UNE).  

2.4.5        The Advisors in Research Integrity will:

  1. refer cases of research misconduct to the Dean of Graduate Studies for a review of candidature by the Research Training Sub-Committee in accordance with the Rules Governing Research Higher Degrees; and
  2. advise the Deputy Vice-Chancellor (Research) that an allegation has been referred to the Research Training Sub-Committee.

2.5.     Actions and penalties for undergraduate and coursework students

2.5.1.       In determining any penalty or further referral, the Student Academic Conduct Officer shall check the Student Academic Misconduct Register for the student’s record and use the following criteria for determining penalties:

  1. the nature and extent of the dishonesty;
  2. the level of the student;
  3. the student's knowledge of academic regulations; and
  4. the discipline's conventions.

2.5.2.       Remedial actions that may be determined by the Student Academic Conduct Officer include:

  1. counselling or training on proper academic conventions and techniques; and
  2. allowing the student to attempt the assessment item again without  loss of marks.

2.5.3.       Penalties that may be determined by the Student Academic Conduct Officer include:

  1. allowing the student to attempt the assessment item again with a capped mark;
  2. allowing completion of a new piece of work with a capped mark;
  3. excluding any parts resulting from dishonest practices and referring the work for a remark appropriate to the work completed; and
  4. awarding no marks for the assessment item.

2.5.4.       If a student does not make representations to the Student Academic Conduct Officer when invited, or fails to cooperate with the investigation into the alleged academic dishonesty within the time frame specified by the Student Academic Conduct Officer, the Student Academic Conduct Officer will write to the student a second time advising them that penalties may be awarded. If the student does not take the opportunity to respond as requested, the Student Academic Conduct Officer may determine the appropriate penalty and advise the student in writing of the outcome.

2.5.5.       Penalties that may be determined by the Vice-Chancellor or Discipline Committee include:

  1. awarding of a grade of fail in the course;
  2. exclusion from enrolment in a particular program and/or course(s) permanently or for a lesser period;
  3. exclusion from the University permanently or for a lesser period; and
  4. such other penalty as is deemed appropriate.

2.5.6.       All activity, including the outcome and any penalty imposed, will be recorded by the Student Academic Conduct Officer or Advisor in Research Integrity on the Student Academic Conduct Officer Register (SACOR).

2.5.7.       If a penalty is imposed by the Student Academic Conduct Officer, they must record the penalty on the central Student Academic Misconduct Register, (SAMR) and advise the student that an offence and/or penalty entry has been entered on the SAMR.

2.5.8.       Referral to the Vice-Chancellor

A case may be referred to the Vice-Chancellor under the University’s Student

Discipline Rules. These Rules are available at:

http://www.newcastle.edu.au/policylibrary/000341.html

The Vice-Chancellor may refer a case to a Student Discipline Committee. The Discipline Committee shall fulfil the requirements of the Student Discipline Rules including:

  1. imposing any penalty; and
  2. recording the student’s name, the nature of the offence and any penalty imposed, on the Student Academic Misconduct Register (SAMR).

2.5.9.       When misconduct is found to have occurred, the SAMR may be consulted by a Student Discipline Committee in considering the level of penalty to be imposed.

2.6.     Actions and penalties for research students

2.6.1.       Allegations of research misconduct will be referred to the Research Training Sub-Committee via the Dean of Graduate Studies for a review of candidature in accordance with the Rules Governing Research Higher Degrees.  Penalties that may be determined by the Research Training Sub-Committee may include:

  1. continuation of candidature with conditions;
  2. termination of candidature; or
  3. such other penalty as deemed appropriate.

2.7.     Appeals

2.7.1.       A penalty imposed by the Student Academic Conduct Officer may be appealed in writing by the student, to the Pro Vice-Chancellor, within 14 days of the decision. No new material may be considered in the appeal against the penalty. The Pro Vice-Chancellor must advise the Deputy Vice-Chancellor (Academic) of the outcome of any appeal.

2.7.2.       In the case of a matter where the Pro Vice-Chancellor has already been consulted, the Deputy Vice-Chancellor (Academic) will consider the appeal.

2.7.3.       The Deputy Vice-Chancellor (Academic), with the delegated authority of the Vice-Chancellor, may conduct a review of a student academic integrity or appeals process and may alter the outcome on the basis of the review. The decision of the Deputy Vice-Chancellor (Academic) is final.

2.7.4.       A penalty imposed by the Research Training Sub-Committee may be appealed in writing by the candidate, to the Deputy Vice-Chancellor (Research) within 14 days of the decision.  The Deputy Vice-Chancellor (Research), with the delegated authority of the Vice-Chancellor, may review the Research Training Sub-Committee’s deliberations and may alter the outcome on the basis of the review.  The decision of the Deputy Vice-Chancellor (Research) is final.

2.7.5.       A penalty imposed by the Vice-Chancellor or the Student Discipline Committee may be appealed using the appeal procedures outlined in the Student Discipline Rules.

3.      Essential Supporting Documents

Student Academic Integrity – Policy 000608

4.      Related Documents

Student Discipline Rules – Rule 000341

Rules Governing the Administration of Assessment Items – Rule 000113

Rules Governing Research Higher Degrees – Rule 000830

Rules Governing Postgraduate Coursework Awards - Rule 000306

Rules Governing Undergraduate Academic Awards - Rule 000311

Formal Examinations – Policy 000127

Code of Practice for Research Higher Degree Candidature – Policy 000061

Code of Ethical Academic Conduct – Policy 000607

Responsible Conduct of Research Policy – (under development)

 

The University is bound by the Privacy and Personal Information Protection Act 1998 (NSW).

 

 

Approval AuthorityAcademic Senate
Date Approved8 October 2008
Date Last Amended18 December 2008
Date for Review8 October 2011
Policy SponsorVice-Chancellor
Policy OwnerDeputy Vice-Chancellor (Academic & Global Relations)/Deputy Vice-Chancellor (Research)
Policy ContactAssociate Director, Centre for Teaching and Learning
Amendment History

Updated Academic Senate 8 October 2008

Amended December 2008 to include reference to BMed-JMP students