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Academic Misconduct Process: Information for Faculty
Faculty members play an important role in educating students about academic integrity as well as in the academic misconduct process. Instructors are usually the first to review an allegation of academic misconduct and are responsible for reporting allegations in accordance with their Faculty’s procedures.
The usual academic misconduct process is outlined in the Academic Calendar, Discipline for Academic Misconduct (Vancouver and Okanagan). A general overview of the academic misconduct process is provided below, though this may vary depending on the circumstances of each case and procedures established by each Faculty Dean’s Office.
Instructors should be aware of and review their Faculty procedure for managing allegations of academic misconduct, which may include specific procedures for reporting and recommended templates to use. Any questions should be directed to their Faculty contact responsible for academic misconduct in the Dean’s Office or to their department (usually the Associate Head).
Instructor Toolkit
Academic Misconduct Process Overview
1. Allegation of academic misconduct
The instructor is often the first to become aware of possible academic misconduct. For instance, they might observe academic misconduct as it is occurring or suspect it based on their evaluation of the student’s academic work. The allegation might also arrive as a report from another person.
2. Instructor review and meeting
The instructor is typically the first to review the facts of the allegation, which will usually involve providing the student with an opportunity to discuss the allegation and any extenuating circumstances. Instructors should follow any guidance from their Faculties about communicating and meeting with students. They may also wish to review the best practices and the email template. It is generally recommended that a note-taker be present during the meeting. The student is usually also allowed to bring a support person, but the student is expected to meet within a reasonable period of time and, if a support person attends, they are present as a support for the student and not as the student’s representative; the student is to speak for themselves.
Instructors may consider submitting an Early Assist notification to help connect the student with additional academic or wellbeing supports.
As stated in the Calendar, if after reviewing the facts of the allegation the instructor concludes that misconduct has occurred, the instructor must report the allegation in accordance with their Faculty’s reporting procedures (Vancouver and Okanagan). Any questions about what constitutes academic misconduct or the evidentiary standards for reporting misconduct should be directed to the Dean’s Office (Faculty Academic Integrity contact). Some Faculty procedures might involve a review of the allegation at the department or program level.
Where the instructor has met and discussed their concerns with the student and is of the view that misconduct did not occur and will take no further steps, the instructor should inform the student of that.
Note that for graduate students, “The Dean” means the Dean of the Faculty in which a graduate student is registered.
Reevaluation of the academic work
The instructor may reevaluate the academic merit of the student’s work at issue but is not permitted to impose disciplinary measures beyond this academic assessment. The Calendars state that the instructor may require the student to re-do the work at issue or to do supplementary work in order to properly assess the academic merit of the student; or assign a reduced grade (including a zero) for the work based on the academic assessment of that work (Vancouver and Okanagan).
3. Dean’s Office review
Academic Hold
The Dean’s Office may report the allegation to the Registrar, with notice to the PACSD, and request an academic hold pending the outcome of the review. The Registrar may place the student on academic hold – if so, the Registrar will notify the student of the hold by email or traditional mail.
Verification of prior incidents of academic misconduct
When an allegation is reported to the Dean’s Office, the Dean or delegate will verify whether the student has received any prior warning letters or has a previous academic misconduct record at UBC. For the purposes of that verification, this includes: Warning Letters, Integrity Plans, allegations of academic misconduct referred to the President’s Committee that have yet to be determined, and findings of academic misconduct by the President’s Committee and the President’s decision letter as to the appropriate discipline, if any (Academic Calendar: Vancouver and Okanagan).
Dean’s Office reviews the allegation
The Dean’s Office reviews the allegation, which may include further review of the matter and gathering of additional information. Students will have the opportunity to respond to the allegation and to discuss any extenuating circumstances with the Dean’s Office, if this has not already been offered by the instructor.
4. Outcomes
After reviewing the allegation, the Dean’s Office determines the appropriate outcome:
If the Dean’s Office determines that no academic misconduct has occurred, then the matter is closed. A record of the decision will be kept in the student’s file in the Faculty but the allegations will not be considered if any subsequent allegations of academic misconduct are made against the student. The student and the instructor will be notified of this outcome by email.
If the Dean’s Office determines that academic misconduct has occurred, there are three possible pathways to resolve the misconduct: a Warning Letter, the Diversionary Process (Integrity Plan), and review by the PACSD.
The Dean’s Office notifies the student of the outcome of the review in writing and should also notify the instructor of the outcome of their review.
Academic Calendar: Vancouver and Okanagan
Warning Letter
The Dean’s Office issues a written reprimand to the student with a warning against engaging in any further incidents.
A record of the Warning Letter is kept in the Faculty’s file and the Dean’s Office must send a copy to the PACSD (to the assistant for the PACSD at student.conduct@ubc.ca (UBC Vancouver) and pacsd.ubco@ubc.ca (UBC Okanagan)).
Diversionary Process (Integrity Plan)
If a student has admitted to the academic misconduct, has no previous record of academic misconduct at UBC, and the Dean’s Office determines this option is appropriate, the Dean’s Office may propose to resolve the matter through the Diversionary Process and an Integrity Plan.
An Integrity Plan is a voluntary agreement between student and Dean’s Office that includes a description of the incident and agreed-upon outcomes to respond to the misconduct.
The Dean’s Office may consider a variety of factors in determining selected outcomes, including options to support a student’s understanding of academic integrity and avoiding future instances of academic misconduct.
Examples of Integrity Plan outcomes include, but are not limited to, re-doing the work, a reduced grade in the course, attendance at a workshop or program for academic integrity, an apology, and transcript notation (Academic Calendar: Vancouver and Okanagan).
A copy of the signed Integrity Plan is retained in the student’s file in the Faculty and is sent to the PACSD.
Learn more about the Diversionary Process:
- Campus-specific information: UBC Vancouver and UBC Okanagan
- Academic Calendar: Vancouver and Okanagan
PACSD
The President’s Advisory Committee on Student Discipline (PACSD) is the formal, impartial committee that considers allegations of misconduct against students normally through a hearing. The PACSD communicates their findings to the President of the University, who decides on disciplinary measures (if any).
Examples of disciplinary measures include, but are not limited to, a grade of zero on the assessment, a failing or reduced course grade, a notation of academic misconduct on the student’s transcript, loss of UBC scholarships or bursaries, a letter of reprimand, or a period of suspension up to and including expulsion (Academic Calendar: Vancouver and Okanagan).
A copy of the President’s decision letter will be provided to the student, the Registrar and Dean’s Office.
Learn more about the PACSD:
- Information about PACSD procedures and rules
- Annual Summaries of Student Discipline
- Academic Calendar: Vancouver and Okanagan
5. Student appeals of discipline
If the President imposes disciplinary measures, a copy of the President’s decision letter is sent to the applicable Senate committee for each campus that hears appeals from the President’s discipline decisions, to whom the student has the right to appeal. For UBC Vancouver, the relevant Committee is the Senate Committee on Student Appeals and Academic Discipline (Vancouver); at UBC Okanagan, the relevant Committee is the Senate Committee on Appeals of Standing and Discipline (Okanagan). The Academic Calendars outline the permitted grounds of appeal, time periods for bringing an appeal, and the appeals procedures (Vancouver and Okanagan).
Best practices for communicating with students
- Review any templates on this website, those suggested by your department, Faculty, or those provided by the Ombuds Office.
- Keep an open mind, reflect on biases, and approach the issue with neutrality and curiosity.
- The first contact with students regarding a misconduct allegation should not be accusatory in tone and should not threaten punishment.
- Use plain language and avoid jargon or acronyms where possible.
- Academic misconduct allegations may be distressing to students. Consider the timing of the email and avoid sending it at a time when a student might not be able to quickly access support resources (such as before a weekend or other university closure).
- Let the student know who will be present in the meeting (for example, an instructor for notetaking and observing).
- Respond and discuss allegations of academic misconduct in a timely manner.
- Keep students informed of the outcome of the meeting.
- Share links to university resources in your communications and consider submitting an Early Assist request to help the student connect with academic and/or wellbeing supports.
Resources
This is an educative website intended to support understanding of the topics and associated processes and does not constitute legal advice nor impose legal obligations on the University. The content of this site may be updated. The Academic Calendar is the official governing document, and where there is any inconsistency or contradiction between this educative website and the Academic Calendar provisions governing academic integrity and academic misconduct, the Academic Calendar governs.
