Academic Offences

2.1 It is an academic offence to attempt to gain for oneself or another person an unpermitted advantage in an assessment. 

Without prejudice to the generality of the foregoing the following are academic offences:

2.2 Plagiarism   

2.2.1 It is an academic offence to present someone else’s work as being one’s own.  

2.2.2 Notes for guidance:  

• Work which is not undertaken in an Examination Room under the supervision of an invigilator (such as dissertations, essays, project work, experiments, observations, specimen collecting and other similar work), but which is nevertheless required work forming part of the degree, diploma or certificate assessment, must be the student's own and must not contain plagiarised material.  Proof-reading of written work by a third party is acceptable but the editing of a piece of work which results in substantial changes to content and structure may be deemed to be plagiarism. 
• Schools and/or Module Convenors are expected to provide a detailed and specific definition and examples of what constitutes plagiarism in respect of (as necessary) their courses, modules or particular pieces of work. This should enable any student enrolled for a module whether or not registered in the School offering the module to understand what is and what is not acceptable practice in relation to any assigned work. Communication may, for example, be effected by notices, course or module handbooks or documents or School web pages.
• The School responsible for offering a module is responsible for ensuring that all students (including students not registered in that School) sign a declaration that they have read and understood the relevant information on plagiarism and the penalties that may be imposed where an academic offence is committed.
• Submission of material that has been submitted on a previous occasion for a different summative assessment is unlikely to be academically appropriate.  The academic merit of such material will therefore be a matter of academic judgement and may attract fewer (or no) marks than would have been the case if it had not been previously assessed.  The multiple submission by a student of their own material does not, however, fit within the definition of plagiarism and is not, in itself, an academic offence.

2.3 Cheating in Examinations

2.3.1 It is an academic offence for a student to cheat or attempt to cheat in an examination.  

2.3.2 Note for guidance   

• Cheating occurs, for example, when an examination candidate copies from the examination script of another candidate; obtains any other assistance from another candidate, (or any other person); introduces into an examination room any unauthorised book (including mathematical tables), manuscripts or loose papers of any kind, unauthorised electronic devices or any source of unauthorised information; or when any person impersonates another examination candidate or allows himself/herself to be impersonated. 

2.4 Fabrication of results

2.4.1 It is an academic offence for a candidate to claim either to have carried out experiments, observations, interviews or any form of research which he/she has not in fact carried out or to claim to have obtained results which have not in fact been obtained.

In this regulation any reference to the Head of School is to be taken to include a reference to a member of staff authorised by the Head of School to act in such a case, which can include a delegate at the International Campuses. 

3.1 Suspected plagiarism and fabrication of results 

3.1.1 Where a member of staff suspects an offence of plagiarism or the fabrication of results in any work which forms part or all of a unit of assessment for a module, he or she shall report the matter to the Head of the School offering the module. 

3 .1.1 Where a member of staff suspects an offence of plagiarism or the fabrication of results in any work which forms part or all of a unit of assessment for a module, he or she shall report the matter to the Head of the School offering the module. 

3.1.2 Where the student is registered in a different School, the Head of that School shall also be informed.  

3.1.3 The Head of the School offering the module is required to interview the student and write a report (section 3.3).  

3.2 Suspected cheating in Examinations

3.2.1 When a candidate is suspected of cheating, the Invigilator shall inform the Chief Invigilator, if there is one, or the Academic Services Division or equivalent at the International Campuses, as appropriate. The Invigilator shall make a written record of the suspected candidate's activities, which may be taken into account in any subsequent enquiry.  

3.2.2 If the suspected candidate is discovered to be in the possession of any unauthorised book (including mathematical tables), manuscripts or loose papers of any kind or any source of unauthorised information, the Invigilator shall confiscate such material, and remove and suitably annotate any work which the candidate has done up to that time. The candidate shall then be allowed to continue working for the remainder of the examination without prejudice to the eventual outcome.  

3.2.3 At the end of the examination the Invigilator shall where possible ask the candidate for an explanation of his/her conduct and shall forward to the Head of the School offering the module, through the Chief Invigilator or the Academic Services Division as appropriate, all the written answers, together with any confiscated material, and a full written report of the circumstances of the episode. Where the student is registered in a different School, the Head of that School shall also be informed. 

3.2.4 The Head of the School offering the module is required to interview the student and write a report (section 3.3).

3.3 Investigation by the Head of School

3.3.1 The Head of School will ask the student to attend a meeting (see sample letters below). The meeting should be attended by a third-party, such as a module convenor, personal tutor or an Exams Officer, who should take notes. The student is entitled to have a person of their choosing attend the meeting with them, such as the Students' Union Education Adviser or equivalent at the International Campuses. It is not appropriate for students to choose to bring legally qualified representatives as their “friend”.  If a student is unwilling to attend the meeting in School without a legally qualified representative the Head of School will refer the case to the Academic Offences Committee without a School meeting taking place.

3.3.2 In the meeting the Head of School should:  

1. Ensure the student understands the definition of an academic offence (section 2 above)

2. Ensure the student understands the nature of the alleged academic offence. All material relating to the suspected offence should be made available to the student (this does not have to be provided to the student in advance).

3. Ask the student whether they plead guilty or not guilty to the suspected offence.

4. Ask the student to explain their plea and/or provide any mitigating circumstances.

5. Ask the student to provide a written statement which:

• acknowledges that he or she has understood the nature of the alleged offence
• states whether he or she pleads guilty or not guilty
• provides an explanation for the plea.

3.3.3. In the case of research students, if the School is satisfied that an offence has been committed it should send a written report to the Secretary of the Academic Offences Committee (including therein the penalty recommended by the School).

3.3.4 In the case of taught students, if the School is satisfied that an offence has been committed, and the student admits the offence, the School may apply one of the following penalties:

1. No marks to be awarded in relation to the specific material which is the subject of the academic offence (thus leading to a reduced overall mark for the piece of course work, dissertation, examination question or examination script in which the specific material appears).

2. A mark of zero for the entire piece of course work, dissertation, examination question or examination script in which the academic offence has occurred.

3. A mark of zero for the entire module in which the academic offence has occurred.

The School should communicate its decision to the student in writing (see example letter - Academic Matter and example letter - Academic Offence).

3.3.5 If the School wishes to recommend a penalty other than those in 3.3.4 above, or the student either does not admit the offence or does not accept the penalty applied by the School (in which case the student must communicate this in writing to the School within seven working days of receiving the outcome letter), the School should send a written report to the Secretary of the Academic Offences Committee (care of the Academic Services Division), which should be received by the Secretary within 30 days of the meeting within the School.

The report should detail the investigation by the Head of School, stating why the case is being referred to the Academic Offences Committee, and either:

• include a request to apply a penalty more severe than those permitted to the School under 3.3.4

or

• state the penalty that the School wanted to apply but the student did not accept this penalty

or

• state that the student did not admit the offence.

3.3.6 In determining which of the actions in 3.3.4 to take, the School should consider whether:

(a) it believes that the student did not commit the act of plagiarism intentionally and therefore wishes to treat the act as an academic matter (in which case, Action 1 in 3.3.4 should be taken).

A student who states that they have not understood that their act constituted plagiarism can be deemed by the School to have committed plagiarism intentionally (and the School can therefore apply or recommend a penalty other than Action 1) if:

(i) the student has been provided with a detailed and specific definition of what constitutes plagiarism in respect of (as appropriate) their course, module or particular piece of work, and

(ii) the student has signed a declaration in respect to the relevant module or piece of work that they have read and understood information on plagiarism and the penalties that may be imposed where an academic offence is committed, and

(iii) the student's act of plagiarism is clearly covered by the information on plagiarism which the student has received.

if (a) is not the case (and so Action 1 is not taken), whether

(b) there are significant mitigating circumstances or, where plagiarism has occurred, the amount of copied material is relatively small (in either case, Action 2 in 3.3.4. is likely to be most appropriate).

if neither (a) nor (b) is the case (and so neither Action 1 nor Action 2 is appropriate), whether

(c) it is the student’s first offence (in which case, Action 3 in 3.3.4 is likely to be most appropriate).

Where none of the above circumstances exist, it will be most appropriate for the School to refer the matter to the Academic Offences Committee. 

3.3.7 Where Action 1 in 3.3.4 is taken, a conviction for an academic offence will not be recorded by the University. A record of the matter should, however, be kept by the School until the end of the student's course in case of future allegations of an academic offence against the student.

3.4 The Academic Offences Committee

3.4.1 Where a case is reported to the Secretary of the Academic Offences Committee, the Head of School should inform the relevant Board of Examiners. The Board of Examiners must defer consideration of the work in question until the Committee has made a decision on the case. The results for modules unaffected by the suspected offence should be considered by the Board of Examiners and released to the student. In the case of research students, the Board of Examiners comprises the Internal and External Examiners, and the Joint Report Form should be deferred until the Academic Offences Committee has made its decision.

3.4.2 The Secretary is responsible for convening the hearing of the Academic Offences Committee. 

4.1 Notification to a student of the proceedings

4.1.1 Where a case is referred to the Academic Offences Committee the student will be provided, by recorded delivery, with written details of the alleged academic offence, a copy of the rules of procedure and the timing of the hearing at which the case will be considered. 

4.1.2 The student will be given not less than four days notice of the hearing. In the case of a student taking examinations at the time proceedings are instituted, such notice will take effect from the date of the last paper of their suite of examinations.  

4.2 Circulation of documents

4.2.1 Members of the Academic Offences Committee will be given copies of the written report from the Head of School, in confidence, together with the statement from the student.  

4 .2.1 Members of the Academic Offences Committee will be given copies of the written report from the Head of School, in confidence, together with the statement from the student.  

4.2.2 The student will be given a copy of the written report from the Head of School and their statement.  

4.2.3 The Academic Offences Committee will receive no written material which is not also available to the student.  

4.3 Attendance and accompaniment at the Academic Offences Committee hearing

4.3.1 The student has the right to attend the hearing, to put their case in person, and to hear the evidence against them.

4 .3.1 The student has the right to attend the hearing, to put their case in person, and to hear the evidence against them.

4.3.2 The student is entitled to have a person of their choosing attend the hearing with them, and is permitted to have that person speak on their behalf. The student should confirm the name and status (e.g. relationship to student or occupation) of the person accompanying them in writing to the Secretary.

4.3.3 The candidate's Head of School and appropriate School examiner(s), and any other staff relevant to the case are required to attend the hearing.

4.3.4 Exceptionally, the Committee may call upon other members of staff with relevant expertise to provide advice. 

4.4 Composition of the Committee  

4.4.1 The Committee will comprise a minimum of three members, including:  

i. At least two members of Quality and Standards Committee, one of whom shall act as Chair. Neither of them will have been involved in the original decision.

ii. A student delegate who is a member of a Learning Community Forum nominated by the Students' Union. If no panel member is available, the Committee shall instead include a sabbatical officer of the Students' Union, or corresponding organisation on an International Campus, who is not the Education Officer.  

The Committee will be serviced by a Secretary who is not a member, but will be present throughout the proceedings.

4.4.2 Any member of the Committee who knows of any possible conflict of interest or who has been personally involved in the individual student's case at any prior stage will not be eligible to be a member of the Committee for that case.

4.4.3. In the event that no student delegate and no sabbatical officer of the Students' Union is available for a hearing, the Committee shall include a third member of Quality & Standards Committee.

4.4.4 The student should inform the Secretary if they do not wish, or if they want to insist, that a student delegate is included on the Committee for their hearing.

4.5 Absence of the student or staff 

4.5.1 If the student has indicated that they do not wish to attend, the Chair has a duty to ensure that members of the Committee are fully aware of all the facts, and will rehearse the points made in the student's letter. The Chair will ensure that the Committee follows the relevant procedures set out below.

4.5.2 If the student chooses not to attend, a representative may attend, at the discretion of the Chair.

4.5.3 If the student has indicated their intention to attend but is prevented from doing so for good reason and contacts the Secretary before the meeting to that effect, the Chair will agree to defer consideration of the case and will agree alternative arrangements for the hearing. The Chair will have discretion as to what constitutes "good reason".

4.5.4 If the student has indicated their intention to attend, but fails to attend without reasonable explanation, the Committee will consider the case in the student's absence. The Chair will have discretion as to what constitutes a "reasonable explanation".

4.5.5 If any member of staff has indicated their intention to be present, or has been required to attend, but is absent from the Hearing, the Chair will have discretion as to whether the Hearing should proceed in their absence, or should be deferred.  

4.6 Procedure during the meeting

4.6.1 This section defines the steps which should be followed during the hearing itself. The Chair has discretion to vary these arrangements as they think fit.

4.6.2 The Secretary will meet the student (if attending) outside the meeting before the hearing and will offer to explain the procedure, check that the student has copies of the documents circulated to members of the Committee and, if not, provide a set.

4.6.3 The Chair will ask if any member has been personally involved in the student's case at any prior stage and, if so, will ask them to withdraw for the duration of the case.

4.6.4 The Secretary will escort the student (if attending), and/or the friend, and the staff into the meeting.

4.6.5 The Chair will introduce by name and explain the function of the members of the Committee, the staff, and any others present.

4.6.6 The Chair will read the charge which has been communicated to the student by letter, which incorporates what constitutes an academic offence, and the specific details of the allegation.

4.6.7 The student will be asked whether they understand the definition of an academic offence (section 2 above).

4.6.8 The student will be asked whether they understand the nature of the alleged academic offence.

4.6.9 The student will be asked whether they plead guilty or not guilty to the alleged academic offence.

4.7 Plea of guilty

4.7.1 In the event of a student pleading guilty, the Chair, if satisfied that the student understands the significance of the plea, may then seek information from the student and/or the members of the staff in order to determine what penalty is appropriate. The Academic Offences Committee will then proceed direct to section 4.10 of the procedure.

4.8 Plea of not guilty  

4.8.1 In the case of a student pleading not guilty, the Chair will explain that the purpose of the Academic Offences Committee is:  

• to hear the facts and the various points of view of staff and of the student, by giving each a full opportunity to explain them
• to establish the full details of the circumstances which are relevant to the alleged academic offence
• to decide whether or not the student is guilty of the alleged academic offence and recommend the appropriate course of action to Examiners
• to decide, in cases where the student is found guilty of an academic offence, on the appropriate punishment. 

4.8.2 The Chair will remind all present that the statements and questions from the members of staff and the student will take place in the presence of the other persons attending.

4.9 Presentation of case

4.9.1 The Chair will ask the student's Head of School to present the case against the student, asking any appropriate examiner, member of staff or witness to comment on the details of the case, and presenting such evidence as they think fit. If the student has been previously found guilty of an academic offence this should not be disclosed to the Committee. The School should make the Secretary aware of previous offences, and the Secretary will ensure the Committee is only told of the offence after a verdict has been reached, but before a penalty is decided upon.

4.9.2 The Chair will tell the student that they may assume that members of the Committee have read the documents, including the student's statement. The Chair will ask the student if they wish to make a statement to the Committee, or if they would prefer to answer questions from members of the Committee. The student may call and question such witnesses as they think fit, and submit other evidence.

4.9.3 The Chair will give both the student and the members of staff an opportunity to ask questions of each other, and the members of the Committee to ask questions of the staff, student and any witnesses. The Chair has discretion to allow the person accompanying the student to ask questions.

4.9.4 If a member of staff with special expertise has been invited to attend, the Chair will invite them to speak, and will offer both student and staff, and members of the Committee, an opportunity to ask questions.

4.9.5 The Chair will ensure that the members of the Committee have completed their questioning.

4.9.6 The Chair will ask each member of staff, in turn, and finally the student (or the person accompanying the student) if they wish to make any closing statement, and if they are satisfied that they have had a full opportunity to convey the facts and their point of view to the Committee.

4.10 Deliberations of the Committee 

4.10.1 The Chair will ask everyone except the Committee members and Secretary to leave the meeting and will ask them to wait pending the Committee's decision.

4.10.2 The Committee will discuss the case and consider whether on the balance of probabilities the allegation has been proven.

4.10.3 If for any reason during its discussion the Committee requires clarification of any aspect of the case, by further questioning either of the student or the staff, they must all be invited back into the meeting while the questioning takes place. They will then all leave the meeting again.

4.10.4 The Committee will make its decision.

4.10.5 If the student is found guilty the Academic Offences Committee will consider what penalty, if any, is to be imposed (section 4.11). If the student has been previously found guilty of an academic offence the Committee shall only be told of the offence after a verdict has been reached, but before a penalty is decided upon.

4.10.6 The decision, including any penalty to be imposed, will be conveyed to the student and the other parties in writing by recorded delivery, within two working days.

4.10.7 If the student is found guilty of an academic offence this decision will be communicated in writing to the Chair of the appropriate Board of Examiners, which will act according to the decision of the Committee.

4.10.8 A report on the outcome of the hearing will be made to Quality & Standards Committee.

4.10.9 The Committee may, if appropriate, provide a written report to Quality & Standards Committee raising such matters as shortcomings in School procedures or requesting advice on dealing with technical matters in hearings.

4.11 Powers of the Academic Offences Committee 

 

4.11.1 The Academic Offences Committee has the power to apply one or more of the following penalties: 

• any of the penalties listed in 3.3.4 above
• award a mark of zero for all the assessments in the semester (even where this will lead to a reduction in degree class). In the case of year-long modules, this penalty may affect both semesters
• award a mark of zero for the whole year (even where this will lead to a reduction in degree class)
• require the student to take reassessments (as a result of being awarded zero marks) in the following session before being allowed to progress or complete their course
• require the student to register with the University and enrol on modules in which they need to take reassessments (as a result of being awarded zero marks) in the following session before being allowed to progress or complete their course  

Any of the above penalties may also be applied to a student found guilty of an academic offence during a reassessment. Where the penalty would lead to the termination of the student's course through the automatic application of University regulations (i.e. because the student has exhausted his or her reassessment opportunities), the Committee may decide additionally to grant the student one further reassessment opportunity notwithstanding regulations. 

• require a research student to resubmit a thesis
• require a research student to register for a period of supervision before being allowed to resubmit a thesis
• terminate the student’s course

• withdraw the award of a degree or other qualification from, and issue an amended transcript to, a former student of the University.

5.1 A Student who is unhappy with the outcome of a hearing may request a completion of procedures letter and put their case to the Office of the Independent Adjudicator (OIA). For more information see http://www.oiahe.org.uk

5.2 Students who consider that there has been a procedural irregularity which has disadvantaged the student in the manner in which the academic offences process has been conducted may write to the Director of the Academic Services Division to request a review of their case.  Such requests should be sent within 30 days of the student being notified of the decision.

5.3 Where the penalty awarded by the Academic Offences Committee is to terminate the student's programme, the student may refer to Ordinance XXIII, Council Grievance Procedure.