Editorial: Academic Integrity and the Role of the Office of the Ombudsperson for Students  

An editorial for the Academic Integrity Digest by Shirley Nakata and Cindy Leonard  

Students who come to the Office of the Ombudsperson for Students are facing diverse sets of challenges in their university life, often compounded by personal circumstances. It is common for us to get questions about academic integrity or how to navigate the academic misconduct process. The hypothetical scenario below is an example of a typical student who might access support from the Ombuds Office.  

Kai was a first-year international student living away from home for the first time. They struggled, became depressed and increasingly detached from their studies. In early December, Kai learned that their grandfather had suddenly died. Kai had a major assignment coming due but worried about approaching their instructor to ask for an extension. They handed in the assignment, including excerpts copied from various websites, with only one general citation.   

The instructor noticed the copied portions and asked Kai to explain. Kai shared their story and asked for a chance to re-write the assignment. While sympathetic, the instructor thought that she had no choice but to assign a grade of 0 and refer the case to the Dean’s Office, as any special consideration would be unfair to the other students. After all, Kai had broken the rules.   

The Office of the Ombudsperson for Students is independent, impartial and confidential. We help students navigate campus-related fairness concerns. The Ombuds Office is not influenced by the university, does not take sides and does not share information unless authorized to do so. We help students explore options, identify resources, and problem-solve constructively. Our sound, practical advice empowers students to advocate for themselves. 

Our work is centred in the principle of procedural fairness, which is informed and shaped by UBC’s strategic commitments on equity, inclusion, Indigenous human rights, and wellbeing. Under this umbrella of fairness, we advance goals such as:   

• accessibility – how UBC communicates its policies and standards for academic integrity, (e.g. hard-to-navigate websites, complex policy language), and  
• proportionality – how UBC responds to issues of academic misconduct. (i.e. unintended consequences flowing from a decision that might have disproportionate impacts on a particular student) 

What the Ombuds Office says to students:   

• Every day, people make mistakes. Don’t let the mistakes define you. Learn from them and move forward; our experiences teach us what we need to know. You are not the only one this has happened to; you are not alone. 
• Ask for help. Your instructor needs to know your circumstances in order to support you. Asking takes some vulnerability, but we can help you prepare for those conversations.    
• Make use of resources. There are supports to help you through this process and get back on track. Seek guidance and advice. We can help you connect with the right people and places.  
• The Ombuds Office is here to help you understand the process, answer your questions and plan a path forward. 

What the Ombuds Office says to decision-makers:  

• Fairness doesn’t mean sameness. Treating everyone the same (equality) can perpetuate inequity and unfairness. You can and should consider extenuating circumstances and make decisions based on the student’s unique situation, on a case-by-case basis.  
• Your decision can be proportionate, equitable and responsive to the particular case before you.  Consider that there may be circumstances of which you are not aware. The student may have ongoing health issues, may have suffered a family tragedy, and may be disengaging from UBC. For international students, consequences of a decision may have different impacts when considering study permit, future immigration, and financial implications. What is a fair decision for the student that also upholds academic integrity?
• All students come to UBC with different understandings of academic integrity, how to relate to instructors and when and how to ask for help. How might you use university resources to support students from diverse backgrounds, experiences and capacities?  
• What supports can UBC provide to you as an instructor to build and foster a culture of academic integrity with a diverse body of students? 

The Ombuds Office is a resource for all UBC community members. We invite you to contact us for confidential consultations and advice on how to foster fairness for students that advances UBC’s strategic commitments and core values at both the individual and institutional levels. 

About the Authors