This template was adapted from the UBC Ombuds’ Guidelines for Faculty. The Ombuds’ guidelines also include useful information about communicating and meeting with students.
For UBC Vancouver
Dear [student’s name]
I have completed <marking the exams/papers/assignments from course #>. I have noted some irregularities in your <exam/paper/assignment>, specifically <describe the irregularities>. I would like to discuss my concerns with you and give you an opportunity to provide me with your side of the story.
I am available to meet you at my office on <date and time>. If you are not available on this <date and time>, please provide me with some alternatives. It is important that we meet as soon as possible. If you do not respond to this email by <date and time>, your <assignment, paper, exam, etc.> will be forwarded for review to the Dean’s Office to determine whether any further action needs to be taken.
If, following our meeting, I determine that there may be issues of academic misconduct, there will be a fair process followed before a decision is made. Further information about that process can be found in the UBC Academic Calendar, and an overview of the academic misconduct process for students is available through the Academic Integrity website.
If you require some advice or support, I encourage you to access the following resources:
- Student Health & Wellbeing
- Counselling Services
- AMS Advocacy Office
- GSS Advocacy
- The Office of the Ombudsperson for Students
You are welcome to bring someone with you to the meeting, although you will be expected to speak for yourself and your support person will not be permitted to speak for you. A note-taker will also be present. I will look forward to hearing from you by <date and time> to confirm our meeting.
Best regards,
[Professor’s name]
For UBC Okanagan
Dear [student’s name]
I have completed <marking the exams/papers/assignments from course #>. I have noted some irregularities in your <exam/paper/assignment>, specifically <describe the irregularities>. I would like to discuss my concerns with you and give you an opportunity to provide me with your side of the story.
I am available to meet you at my office on <date and time>. If you are not available on this <date and time>, please provide me with some alternatives. It is important that we meet as soon as possible. If you do not respond to this email by <date and time>, your <assignment, paper, exam, etc.> will be forwarded for review to the Dean’s Office to determine whether any further action needs to be taken.
If, following our meeting, I determine that there may be issues of academic misconduct, there will be a fair process followed before a decision is made. Further information about that process can be found in the UBC Academic Calendar.
If you require some advice or support, I encourage you to access the following resources:
- Student Wellness
- Counselling and Mental Health
- SUO Advocacy Office
- The Office of the Ombudsperson for Students
You are welcome to bring someone with you to the meeting, although you will be expected to speak for yourself and your support person will not be permitted to speak for you. A note-taker will also be present. I will look forward to hearing from you by <date and time> to confirm our meeting.
Best regards,
[Professor’s name]
