Forms & Templates


Incident report

Use this form to report of an academic integrity violation. File this report only after you have met with your student and determined that a violation of the policy has occurred.

Incident report form

 

Communication templates

The Academic Integrity Office has developed templates for students and faculty to use when communicating with one another or with the Academic Integrity office about a suspected violation and/or academic misconduct decisions. To ensure all required pieces of information are included in communications, it is recommended that students and faculty use these templates.

Meeting request

Use this template to schedule a meeting with a student to discuss an issue of academic integrity. Copy the Academic Integrity office on the meeting request (aio@macewan.ca). If you intend to have an observer attend the meeting, include their name and role in the meeting request. (Contact aio@macewan.ca to learn more about having an observer attend the meeting.) 


Dear [student’s name]:

I am writing in regard to the [piece of work] that you submitted on [date] for [course]. I am concerned there may be a violation of MacEwan University’s Academic Integrity Policy in this piece of work. [Give more specific details of your concern. e.g. Specifically, I am concerned there may be an act of plagiarism on the third page.]

I would like to meet with you to discuss my concern. I have scheduled an appointment for [date, time, location]. If you are unable to attend this appointment, please reschedule by [date]. I will be making an appropriate decision regarding any further action after this date.

If you would like to have a support person attend the meeting with you, you can find out more about that option by contacting the Student Ombudsperson or the SAMU Advocacy

Sincerely,
[Instructor's Name
Contact information]

Notification: No violation

If an instructor decides, after meeting with a suspected student, that the Academic Integrity policy has not been violated, that decision needs to be communicated to the student. The Academic Integrity Office has prepared the following template to ensure instructors communicate all of the necessary information to the student.


Dear [student’s name]:
I am writing in regard to the [piece of work] that you submitted on [date] for [course]. After meeting with you, my assessment is that this [piece of work] does not involve a breach of the Academic Integrity Policy. [Give brief explanation of your decision.]
No record of this investigation will be passed on to the Academic Integrity Office.
Sincerely,
[Instructor name
Contact Information]

Notification: Violation and penalty

If an instructor decides, after meeting with a suspected student (or giving them the opportunity to meet), that the Academic Integrity Policy has been violated, that decision needs to be communicated to the student. The Academic Integrity Office has prepared the following template to ensure instructors communicate all of the necessary information to the student (e.g., right and deadline to apply for a Review Hearing; information on support). As well, the instructor completes an Incident Report, which is attached to the decision email sent to the student, copying the Academic Integrity Office (aio@macewan.ca) and the department chair.


Student Name
ID#

Dear [student’s name]:

I am writing in regard to the [piece of work] that you submitted on  [date] for  [course]. My assessment is that this [piece of work] involves a breach of the University’s Academic Integrity Policy.[Give brief details of misconduct. For example: Specifically, you were caught in possession of crib notes in a mid-term where none were allowed.]

The penalty for this offence is [provide details here]. If this is your first offence and it is not considered Severe Misconduct, no record of this incident will appear on your academic record. However, a record of the investigation and its conclusion shall be retained by the Academic Integrity Office and may be used should sanctions be considered in any future incidents involving violations of the Academic Integrity Policy. If this is not your first offence, the Academic Integrity Office will contact you after the appeal deadline has passed (10 working days) to set up a Repeat Misconduct Hearing.

Repeat and Severe Misconduct may result in more serious consequences, such as a notation on your transcript, a requirement to withdraw from your program or expulsion from MacEwan University.

If you wish to contest this decision, you may request a Review Hearing. However, you must do so within ten working days by submitting a written request for a hearing to the Academic Integrity Office, outlining a description of the decision being appealed, the grounds on which the appeal is based and a clear statement as to the outcome expected.

Guidance for students initiating Review Hearings and Appeals is available from Student Affairs, SAMU’s Student Advocacy Office, the Student Ombudsperson and the Academic Integrity Office.

[Instructor’s name
Contact information]


Support Guidelines

Student request for a review hearing

If a student disagrees with an instructor's decision that academic misconduct has occurred they can request an appeal by sending an email to the Academic Integrity Office. The appeal request will lead to a Review Hearing.


Dear Academic Integrity Coordinator:

I am writing to request a Review Hearing in regard to the [piece of work], which I submitted on [date] for [course]. [Instructor's name] has concluded that this [piece of work] involves a violation of MacEwan University's Academic Integrity Policy. My instructor has imposed a penalty of [specify penalty] for [specify the violation eg. plagiarism, cheating, etc.].

I am appealing the decision that academic misconduct occurred on the grounds that [explain your reasons]. I am asking that [explain your expected outcome of the Review Hearing].

Sincerely,

[Student’s Name]