For instructors, one aspect of promoting academic integrity is understanding the referral process. The conduct process is educational, student‑centered, and designed to promote learning and accountability. The following information is designed to help instructors understand how to approach a suspected concern of academic misconduct and submit a referral to Student Conduct for review.
When to Refer a Student
Instructors should submit a report when they observe or suspect:
- Cheating, plagiarism, unauthorized collaboration
- Fabrication or falsification of academic work
- Disruption interfering with teaching or learning
- Other violations of the Student Code of Conduct
STEP 1: Approaching the student
Instructors are encouraged to discuss their concerns with students suspected of academic dishonesty and to inform the student of their decision to refer the suspected academic misconduct. However, instructors who wish to meet with students should remember to not ask the student any questions that could be considered self-incriminating and inform the student that they do not need to respond. As part of Student Procedural Rights, Students are afforded the right not to make self-incriminating statements about their behavior, actions, or decisions.
Instructors choosing to meet with students prior to referring their concern of academic misconduct should consider the approach and the types of questions they will ask and the nature of the information they will seek prior to meeting with the student.
Once confronted, some students may immediately accept responsibility; others may act completely surprised or strongly deny any involvement. It is helpful when Instructors notify students that a referral to Student Conduct has been made and that they will have an opportunity to provide their account and respond to the concerns and any alleged misconduct.
STEP 2: Gather and prepare all relevant material
You should gather all materials related to the concerns or allegations. All this information will be needed by the Student Conduct in the review of the incident. Materials to consider include:
- Copies of assignment(s) or exam(s) in question
- Instructions for assignment(s) or exam(s) in question
- Relevant email correspondence
- Course syllabus
- Other materials to support the allegation(s)
STEP 3: Making a referral
Any instructor may file a report directly with the Office of Student Conduct. A report should include:
- Description of the incident (involved parties will be able to view this)
- Course Syllabus and Exam/Assignment Directions
- Additional Evidence (assignments, screenshots, communications, narratives from factual witnesses)
- Names of involved students
- Any steps the instructor has taken so far
Anonymous reports may be submitted, though they cannot be the sole basis for disciplinary action.
STEP 4: Transcript Notation and Academic Progression of Student
Once a referral is made involving academic misconduct, Student Conduct will contact the Registrar to report an “NG” (No Grade) to place on the student transcript until the referral is resolved. Once a resolution is made, a professional staff member within Student Conduct will reach out to you for a grade. The final grade may include a penalty of grade as recommended through sanctioning or no penalty based on the academic misconduct concern (if they are not responsible or not charged).
Referring a student to OSC does not automatically stop their academic progress. However, a Student is not eligible to withdraw from the course while it is pending. Students should continue:
- Attending class
- Submitting coursework
- Participating fully in academic activities
While a case is pending, instructors should maintain normal grading practices unless otherwise advised.
What Happens After You Report a Concern
Below is a brief summary of the process:
- Notification: The student is provided an initial notice of the referral and given an opportunity to view the referral and respond.
- Preliminary Review and Charge Decision: A member of Student Conduct will be assigned as a Hearing Officer and will conduct a review of the information to determine whether the conduct allegations fall within the scope of the Student Code.
- Resolution: If the referral proceeds and the Student is notified a alleged policy violations, they will have the opportunity to select how to resolve the pending matter. This includes an administrative resolution, SIAR, LSCR or Formal Hearing. Students and Instructors will be notified of the outcome. Outcomes support learning and integrity.
Your Role in the Process
Instructors are copied on formal correspondence to the Student throughout the process. This may include the initial notice, the charge decision, and the notice of decision.
Throughout the process, Instructors may be asked to:
- Provide assignment instructions, rubrics, or other documentation
- Clarify details of expectations
- Serve as a factual witness if a hearing occurs or participate in SIAR, if applicable
- Provide academic sanction recommendation
- Apply appropriate academic outcomes into final grade
Know Your Rights
Referring parties, or complainants, have basic procedural rights protected by the Student Conduct Procedures. These rights outline the level of participation allowed and request of the referring party as well as the ability to make recommendations regarding sanctioning.
📥 Need Additional Support?
The Office of Student Conduct offers:
- Instructor consultations
- Syllabus reviews
For more information, contact Student Conduct.