Sample Language for an Academic Honesty Violation

There are two basic communications to the student:

1. The first communication with a request to meet with the student

2. The decision email you would send if you are moving forward with a violation.

Examples for Communication #1

Example 1A

Dear ___

There is suspicion that you violated Western’s Academic Honesty Policy in lab assignment 4.1. Specifically, that several sentences of your assignment match word-for-word those written by another student for the same assignment during a previous quarter.

As the instructor on record it is my responsibility to investigate this incident. I will compare the two assignments to determine if plagiarism occurred. It is your right to request a meeting with me to address the allegations, in such case, I will make a determination and inform you of my findings within 5 days from our meeting. If I do not hear from you or if you do not want to meet with me, I will make a determination and inform you of my findings within 10 days from today. If no violation occurred, the process ends. If a violation occurred, I will offer a summary of my findings and submit an Academic Honesty Policy form to the university. You will have the right to appeal in such a case.

Example 1B

Dear _______________, 

I suspect you have violated Western's academic honesty policy on the <insert exam, paper, etc...> in my class, <insert course and number>, <insert term and year>. 

<Briefly describe the violation, including a reference?>. Such an act would constitute a violation of Western's academic honesty policy. It Is your right to request a meeting with me to discuss this incident within ten working days. Both of us may bring a support person to the meeting with prior notification. After our meeting, I will decide whether a violation has been committed. Failure to respond does not halt the process. If you do not wish to meet with me, I will move forward and inform you of my decision. 

(Use if you are filing final grades before resolved) Since we are at the end of the quarter and final grades are due, I have submitted to the Registrar a grade of X (no grade reported). That grade will be changed <per determined sanction> on <insert date ten class days later> if you do not contact me concerning this incident by that date.  

For more information about your appeal rights, please consult the university catalog, Appendix D, Academic Honesty Policy and Procedures. https://wp.wwu.edu/academichonesty/  By copy of this letter, I am informing the Registrar and the Vice President for Academic Affairs of this incident. I hope you will respond immediately so we may find resolution. 

Sincerely,


Professor <insert name>

Examples for Communication #2

Example 2A

Dear ___,

Thank you for coming into office hours today. On Monday, and today, we discussed plagiarism of the abstract of the article on which you completed the annotated bibliography. You admitted that it was plagiarized, but that it was unintentional. My decision is to give you a zero on this assignment, and to report this violation. As I said today, I encourage you to continue thinking about the meaning of plagiarism and ways that you can work to engage in ethical work in school and in the workplace once you graduate.

I will be submitting the appropriate eform, and I have cc’d our Department Chair, and the appropriate personnel in the Provost and Registrar’s office on this email. Should you want to appeal this violation the form is here: https://esign.wwu.edu/forms/Provost/acad_honesty_appeal.aspx (after filling it out, it would go to our Chair, ______.

Additional information about the Academic Honesty Policy and Procedure can be found in the University Catalog for 2019-20 here: https://catalog.wwu.edu/content.php?catoid=15&navoid=3367 or on the Provost's website https://wp.wwu.edu/academichonesty/

Please let me know if you have any questions.

Professor X

Example 2B

Sample letter for instructor to email decision to student.  Send copy to Registrar’s Office (Registrar’s Office  and Provost Office via AcademicHonestyBoard@wwu.edu, Chair or Unit Head, and Dean of College.

 

Dear Joe Doe,

After meeting with you on DATE; I have come to the conclusion that an incident of academic has occurred in your Quarter Year, Course class.  (Explain why you believe this to be the case and the sanctions levied, e.g. zero on test or F in class).  Alternative wording:  Record a summary of the findings and the sanctions levied, e.g. zero on test or F in class.

According to the Academic Honesty Policy, you can appeal my decision to the Chair of the <dept> Department (or unit head), Name of Chair within 5 working days of the date of my decision. For additional information on the policy, procedure and appeal process, consult the Academic Honesty Policy and Procedure, located in Appendix D of the University Catalog for 2019-20 here: https://catalog.wwu.edu/content.php?catoid=15&navoid=3367 or on the Provost's website https://wp.wwu.edu/academichonesty/

Look for the link under PRO-U2100.02B Appealing Academic Honesty Violations.  The appeal form is under https://esign.wwu.edu/forms/Provost/_acad_honesty_appeal_2.aspx.

Sincerely,

 

Prof Smith