ISC and instructor's responsibility
For ISG supported courses, ISCs will work together with course instructors in dealing with cheating cases. While the course ISC will be responsible for administrative procedures, instructors' involvement could be minimal or some of the following, based on an agreement between the course ISC and instructor(s):
- discuss suspected cheating cases and decide the ones that need to proceed further, i.e email students and/or meet with students;
- attend the meeting with students together with the course ISC;
- proofread the report that the ISC prepares for sending to the Academic Integrity Officer.
For non-ISG courses, dealing with cheating cases is one of the course instructors' responsibilities.
Penalty and time lines
Cheating cases will need to be processed as soon as possible within the time lines given in Policy 71, Appendix A - Academic Discipline Procedure . The penalty should be decided following the "Guidelines for the Assessment of Penalties".
Email to students
Once a cheating case is decided, a message to explain the situation and penalty should be emailed individually to students rather than to a group of students together. The latter violates Policy 46, in particular Principles and Practices regarding privacy and confidentiality. In the email you will also need to ask the student to reply and state whether or not they accept the penalty. The sample email below shows the template you could use to contact the students. If the students wants to meet with you to discuss the case, you will need to schedule a meeting with them. Otherwise, you can report the case directly to the Academic Integrity Officer (see section "Report to Academic Integrity Officer" below for more details).
I have reviewed your assignment_____ in CS______. [Brief explanation here about similarity]. It involves a charge of cheating through___________.(plagiarism, excessive collaboration)
The standard penalty for a charge of cheating is zero on [assignment question number(s)] and a 5% deduction off of the overall course grade. In addition, you would be placed on disciplinary probation for the remainder of your undergraduate studies at the University of Waterloo. The meaning of disciplinary probation is that any subsequent offences will meet with a significantly stiffer penalty. Although your grade in the course would be affected by the penalty imposed by the instructor, there would be no indication on your transcript either that the grade reflects a disciplinary penalty or that the disciplinary probation has been imposed.
If you accept that an offence occurred and this penalty, please let me know. If I do not hear from you by________, I will send your case to the Integrity Officer, Ana Freitas to review and proceed on the evidence I have.
Meet with students
- Same as the above, emails to students for scheduling a meeting will need to be sent individually rather than to a group of students together. The latter violates Policy 46, in particular Principles and Practices regarding privacy and confidentiality.
- It's recommended to meet with students individually due to privacy concerns as well. However, if for some reasons you prefer to meet with the students who are involved in the same case together, you will need to get their consent for doing so. Without their agreement in writing, you open up the Faculty to a lawsuit for privacy violations. For example, you can include the following question in your individual emails: Do you consent to have another student whose code looks highly similar to yours in your meeting? YES__ NO___
Report to Academic Integrity Officer
Write a memo to explain the case and send it to email@example.com, Academic Integrity Officer, Math Faculty. The memo usually includes a brief description of the situation, the students’ explanation (if any) and whether or not they accepted the penalty. If the students didn’t accept the penalty, attach their assignments to the memo. Students should get a copy of the memo (e.g. via email). The Academic Integrity Officer will send an official letter of the decision to the students, or contact the students for further investigation.
For non-ISG courses, please contact the Academic Integrity Officer through firstname.lastname@example.org