Office of the Dean
Dealing with a Suspected Violation - The Basics
Basic Steps for Instructors
- Gather the Information
- Consult appropriate resources
- Talk with the student(s) involved
- Make a decision and communicate it
- Follow up conversation (as needed)
- 6. Second level review (as needed)
- Forward documentation to Student Affairs
When you observe or learn of an incident which causes you concern, gather all the information that you can to help you respond appropriately. You can deal with your concerns directly with student(s), within your department or at the university level, depending on the situation. Gathering evidence from the beginning is important in the event that you or the student asks for second-level review.
If you are a TA, present this information immediately to the course instructor. If you are a faculty member, you may want to consult your department head to decide how to proceed. Also, staff in the Eberly Center for Teaching Excellence or the Dean of Student Affairs office would be happy to discuss the situation with any faculty member or TA to determine an appropriate plan of action or to consult with you throughout the process.
Prepare carefully for the conversation(s) so that you state your observations objectively and, as much as possible, avoid blaming anyone immediately. One purpose of this initial conversation is to help you determine exactly what occurred and what penalty, if any, may be appropriate at the course level. Another purpose can be to warn students that a particular piece of work gave an appearance of dishonesty and that you are concerned enough to try to prevent a problem in the future. Consider whether another faculty member or department head should be present for this conversation.
"I have received a report that you were looking at someone else's paper during the exam."
"I've been looking at your assignment, and I noticed that your work and Joe's work are strikingly similar. I'm wondering how you can account for that."
"I observed you copying from another student's lab notebook. You have missed lab twice recently so I don't think you have collected data for the current lab. Can you explain to me what I saw?
If you believe after your conversation(s) that a violation has occurred, let the student know the severity of the situation in your view and explain what happens from here. As outlined in the student handbook, within one week of your determination of a violation, impose a penalty, and put that decision in writing to the student, copied to your department head and to the Dean of Student Affairs. You may wish to consult your department head and/or the Dean of Student Affairs as you compose this letter.
Expect that the student(s) will try to contact you to discuss your decision when he or she receives your letter. Even though these conversations may be uncomfortable, feel free to discuss the matter with the student. You may be able to help the student(s) understand your response and to see the rationale for their penalty. You may want to have another member of your department present if you are concerned about the dynamics of the conversations. It is possible for you to amend your original decision after a conversation with the student or if further information becomes available. It is important that you notify all of the recipients of the original notification of any amendments in outcome.
Students can appeal your decision to a second-level review by an Academic Review Board. You may also ask for such a review if you believe the penalty should be more severe than failure in the course which is the most severe penalty that you can impose. To prepare adequately for a possible second-level review, make note of your conversations with the student(s) involved and save copies of emails and work submitted. Even if the formal process does not involve a second level review, documenting the events can be very helpful in the event that other questions or problems arise with that student in the future.
Records concerning student academic integrity violations are kept centrally in the Office of the Dean of Student Affairs as a check point for possible repeated violations and also to provide confidentiality protections. University policy outlines the Dean of Student Affairs as a person to be copied on the faculty decision letter. Copies of any supporting documentation should also be forwarded to the Office of the Dean of Student Affairs for inclusion in the file about the incident.