NOTES: 1) These PROCEDURES shall apply to all academic offences relating to undergraduate studies involving, but not
limited to, those students who either have been or who are enrolled at Memorial University. Notification of an allegation of
academic dishonesty will be forwarded to the last known mailing address of the student as noted on the files of the
Registrar. The University reserves the right to implement action under these PROCEDURES where an allegation has been
made against a student but where reasonable efforts to contact the student fail.
2) While a student can continue in a programme of studies, if eligible, while an investigation under these PROCEDURES is being carried out, the University does not accept liability for any consequences to the student's progress including retroactive effect on grades and promotion within a programme, arising from an investigation and any negative decision rendered. However, the University may take these consequences into account, as appropriate and to the extent feasible, in cases where charges are dropped or the student is not found guilty.
1. General Procedure
a) When a member of the University Community (faculty, staff, student) has grounds for belief that an academic offence has been committed, he/she shall report the matter without delay to the Head of the Department, or in the case of non-departmentalized academic units, to the Dean or Director. In the case of non-academic units, such as the Registrar's Office, Library and Computing and Communications, the matter shall be referred to the University Officer in charge of that unit. There should then be a direct attempt to resolve minor offences between the instructor or staff member and the student(s) concerned. Only if resolution proves impossible, or one party is dissatisfied with the resolution, should the Department Head, Dean, Director or Officer become further involved.
b) If, in the judgement of the Department Head, Dean, Director or University Officer, the alleged offence against University regulations is such as to warrant resolution through formal procedures, the Department Head (via the Dean of the Faculty), Dean, Director or University Officer will refer the matter to the Chairperson, Committee on Undergraduate Studies of the Faculty or School, and PROCEDURES FOR FORMAL RESOLUTION will be implemented.
c) If, in the judgment of the Department Head, Dean, Director or Officer, the offence warrants resolution through informal procedures, the individuals involved will be advised to attempt to resolve the matter without proceeding to a formal hearing. In the event that no resolution is possible through informal procedures between the individual parties, the Department Head, Dean, Director or Officer will institute formal proceedings. In all cases, it is the responsibility of the Department Head, Dean, Director or Officer to ensure that fairness and impartiality are achieved in the treatment of students.
NOTE: In the case of the Sir Wilfred Grenfell College, for Dean, read Principal of the College; for Head of Department, read Co-ordinator of the Department; for Committee on Undergraduate Studies of the Faculty or School, read Academic Committee of the College; for Senate Committee on Undergraduate Studies, read Corner Brook Sub Committee of the Senate Committee on Undergraduate Studies.
2. Academic Offences
NOTE: In the following section the plural shall be deemed to include the singular.
Academic offences shall be deemed to include, but shall not be limited to, the following:
a) Cheating on examinations, theses, assignments, work term reports, projects, internship reports, or any other tests
Cheating includes copying from another student's work or allowing another student to copy from one's own work, consulting with any unauthorized person during an examination or test, or using unauthorized aids; or knowingly recording or reporting false empirical or statistical data. The work referred to includes examinations, theses, assignments, work term reports, projects, internship reports, or any other tests which are to be used in judging the student's performance in a course or programme of study, or on any special tests which the University may offer.
b) Impersonating another student or allowing oneself to be impersonated
By impersonation is meant the imitation of a student or entrance into an arrangement with another person to be impersonated for purposes of taking examinations or tests or carrying out laboratory or other assignments.
Plagiarism is the act of presenting the ideas or works of another as one's own. This applies to all material such as essays, laboratory reports, work term reports, design projects, seminar presentations, statistical data, computer programmes and research results. The properly acknowledged use of sources is an accepted and important part of scholarship. Use of such material without acknowledgement, however, is contrary to accepted norms of academic behaviour.
d) Theft of examination papers or other material
By theft is meant obtaining by any improper means examination papers, tests, or any other such material.
e) Use and/or distribution of stolen material
The use of material which the student knows to have been improperly obtained and/or the distribution of such material is considered to be an academic offence.
f) Submitting false information
This offence includes falsifying academic forms or records, submitting false credentials, medical or other certificates, or making a false, misleading or incomplete declaration to the University.
g) Submitting work for one course which has been or is being submitted for another course without express permission to do so
This includes the presentation of an essay, report or assignment to satisfy some or all of the requirements of a course when that essay, report, or assignment has been previously submitted or is concurrently being submitted for another course without the express permission of the professor(s) involved.
3. Procedures for Informal Resolution
If, upon receiving a report of an alleged academic offence, the Department Head, Dean, Director or Officer decides that an attempt should be made to resolve the matter informally the following procedures shall apply:
a) The Department Head (Dean, Director or Officer) shall request that the accusor and the accused meet with him (or her) and at the meeting the Department Head (Dean, Director, or Officer) shall state the allegation, indicate the range of applicable penalties, and arrange a second meeting between the accusor and the accused only.
b) At the second meeting the parties (accusor and accused) shall endeavour to obtain a mutually satisfactory resolution of the matter.
c) The parties (accusor and accused) shall report jointly to the Department Head (Dean, Director or Officer) on the result of their second meeting.
d) If the report is of a resolution which the Department Head (Dean, Director or Officer) considers to be fair and equitable the matter shall be considered closed. If the Department Head (Dean, Director or Officer) considers the reported resolution to be unfair and/or inequitable he or she will endeavour to obtain an alternative satisfactory resolution directly with the parties.
e) Should all reasonable efforts to obtain an informal resolution fail, the Department Head (Dean, Director or Officer) will refer the case to the Chairperson of the Faculty Committee on Undergraduate Studies and shall inform the accusor and the accused accordingly. From this stage onward procedures for formal resolution will apply.
NOTES: 1) A student may request, during the procedures for an informal resolution, that his or her case be referred to the
Chairperson of the Faculty Committee on Undergraduate Studies, and thereafter the procedures for formal resolution will
2) Procedures for Informal Resolution will not be applied to cases involving alleged offences on final examinations.
3) If at any stage of the procedure for either informal or formal resolution, the accused fails to appear or to respond to a charge, without reasonable cause, within two weeks of notification of an allegation, action may be taken on the charge in the absence of the accused.
4) If at any stage of the procedures for either informal or formal resolution, the accusor fails to appear at a scheduled hearing to defend an allegation, without reasonable cause, within two weeks of notification by the Department Head, Dean, Director or Officer, the action will be dismissed.
4. Procedures for Formal Resolution
If the matter cannot be resolved following the Procedure for Informal Resolution as outlined above, or if the allegation involves a major breach of University regulations, the following procedures shall apply:
a) If the Department Head (in consultation with the Dean), Dean, Director or Officer is satisfied that the student has a serious case to answer, he or she shall inform the student in writing of the nature of the case against him or her. In addition, the Department Head, Dean, Director or Officer shall report to the Chairperson of the Faculty Committee on Undergraduate Studies, or delegate, who will interview separately the accusor, the accused and relevant witnesses. At this interview the Chairperson of the Faculty Committee on Undergraduate Studies, the accusor, the accused and relevant witnesses all have the right to be accompanied by a registered student or a member of the Faculty or staff of the University.
b) Upon completion of these interviews, the Faculty Chairperson, or delegate, shall submit a written report of all findings to the Chairperson of the Senate Committee on Undergraduate Studies.
c) The Chairperson of the Senate Committee on Undergraduate Studies shall present this report to both the accusor and accused for perusal and comment. Once in receipt of this report, the accusor and accused shall have two weeks in which to submit to the Chairperson of the Senate Committee on Undergraduate Studies any additional comments on the report that he or she wishes to be considered in the deliberations of the Senate Committee.
d) The Chairperson of the Senate Committee on Undergraduate Studies shall present to the Committee for decision all information received from the Faculty Chairperson as well as comments from the accusor and accused. The Faculty Chairperson who submitted the written report shall remain at the meeting held to consider the case to answer questions raised by the Committee and to provide information pertinent to the case, but shall be absent from the voting process.
e) The Senate Committee on Undergraduate Studies shall take appropriate action in accordance with the section headed "Penalties".
NOTES: 1) If at any stage of the procedure for either informal or formal resolution, the accused fails to appear or to
respond to a charge, without reasonable cause, within two weeks of notification of an allegation, action may be taken on
the charge in the absence of the accused.
2) If at any stage of the procedures for either informal or formal resolution, the accusor fails to appear at a scheduled hearing to defend an allegation, without reasonable cause, within two weeks of notification by the Department Head, Dean, Director or Officer, the action will be dismissed.
A student who has been found guilty of an academic offence will be subject to a penalty or penalties commensurate with the offence. The range of penalties and their determination is given below. Enforcement of penalties resulting from Formal Procedures will be overseen by the Registrar. Some cases may warrant more than one penalty for the same offence, and previous academic misconduct will be taken into account in determining penalties. Penalties resulting from informal resolution shall be limited to 5(a) and 5(b).
This shall be in the nature of a warning by the Department Head (Dean, Director or Officer) or the appropriate Committee to the student that his/her behaviour has been unacceptable to the University.
b) Reduction of grade
A reduction of grade will apply to an examination, test, or assignment to which an offence is relevant, and will be decided by the Senate Committee on Undergraduate Studies upon the recommendation of the Department concerned in the case of a formal resolution, or by a Department Head, (Dean, Director or Officer) in the case of an informal resolution.
The period of probation will be determined by the Senate Committee on Undergraduate Studies. The impact of being placed on probation is that the commission of any further academic offence during the period of probation may lead to suspension or expulsion.
Suspension will apply to a course, department, faculty, school, or the University. The period of suspension will be determined by the Senate Committee on Undergraduate Studies and shall not exceed six consecutive semesters.
The recommendation for expulsion from the University will be made by the Senate Committee on Undergraduate Studies to the President for his/her final decision. Prior to the President's decision, the Senate Committee will notify the accused, in writing, of the recommendation for expulsion from the University. The accused will be allowed a period of two weeks following the date of release of such notification to lodge an appeal before the President's final decision concerning expulsion from the University. Any such appeal should be made in writing to the Executive Committee of Senate.
6. Transcript Entries
Transcript entries shall relate to the penalty(ies) imposed as follows:
|Reprimand||No transcript entry|
|Reduction of Grade||Entry of final grade for course|
|Probation||"On probation at the University for academic misconduct until Day, Month, Year"*|
|Suspension||"Suspended from the University/ Faculty/School/Programme/Course for academic misconduct until Day, Month, Year"*|
|Expulsion||"Expelled from the University for academic misconduct"|
* These entries will be removed entirely upon the expiry of the period of Probation or Suspension.
7. Disposition of Documentation
The disposition of documents relating to allegations under these procedures shall be as follows:
a) In cases where the allegation was either found "not proven" or "unfounded" no documentation shall be retained.
b) In the case of a resolution effected through the PROCEDURES FOR INFORMAL RESOLUTION, all documentation shall be retained in the office of the relevant Department Head, Dean, Director or Officer.
c) In the case of a resolution effected through the PROCEDURES FOR FORMAL RESOLUTION all documentation shall be forwarded to the Office of the Registrar.
8. Right of Appeal
Appeals of decisions of the Senate Committee on Undergraduate Studies resulting from PROCEDURES FOR FORMAL RESOLUTION may be made to the Executive Committee of Senate.
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