GUIDELINES AND RULES ON STUDENT PLAGIARISM

HANDBOOK FOR STAFF

INSERT

1.

FLOWCHARTS

This appendix provides flowcharts for dealing with cases of student plagiarism at UNSW. 1.1 1.2 1.3 1.4. What Should I Do if I Suspect Plagiarism? Determining the Appropriate Response to Plagiarism. Managing Assessment Items and Suspected Plagiarism. Managing Plagiarism for Heads of School or Faculty Student Ethics Officers (FSEOs).

2.

CORRESPONDENCE TEMPLATES

This appendix provides templates for letters to be used in dealing with cases of Student Academic Misconduct (plagiarism) at UNSW. 2.1 2.2 2.3 2.4 2.5 Sample letter to Student from Head of School for cases involving use of the Similarity Detection Tool. Sample letter to Student from Head of School for cases not involving use of the Similarity Detection Tool. Sample Letter to Student from Head of School confirming finding of Student Academic Misconduct. Sample Letter to Student from Head of School confirming no finding of Student Academic Misconduct. Sample Letter (Report) from Head of School/FSEO to Director, UNSW Student Services.

3.

ASSESSMENT COVER SHEET DECLARATION

.1

WHAT SHOULD I DO IF I SUSPECT PLAGIARISM?

Step 1: Carefully consider the suspect material. Is it really plagiarism according to the official UNSW definition? (See What is Plagiarism? Also, see Guide for Determining Actions or Penalties for Academic Dishonesty). If plagiarism is not identified, mark the assessment in the usual way. No further action under this policy is required, and it is not necessary to complete the steps below. Step 2: If plagiarism is identified, ask: Is it Significant plagiarism when all the relevant factors have been taken into account (and particularly whether the student has completed the relevant online tutorial or test in this area)? (See Determing the appropriate response to Plagiarism at UNSW). Step 3: If the answer is no, an Informal Educative Response is appropriate. Counsel the student and no further immediate action is required (See Significant Plagiarism and the Four Levels of Plagiarism: Informal Educative Responses). If in doubt, refer to Procedures for Cases Not Referred to the Head of School and/or seek advice from the Head of School/FSEO. Step 4: If the answer is yes, check the Central Plagiarism Register and ask whether the matter can be handled appropriately either as a Formal Educative Response or as a Formal Offence? Step 5: If a Formal Educative (and not punitive) Response is considered appropriate for a first occurrence of Significant plagiarism, undertake the steps outlined in Level 1 of the Four Levels of Plagiarism. If in doubt, see Criteria for referring Cases to the Head of School and/or seek advice from the Head of School/FSEO. Step 6: If a Formal Educative (and not punitive) Response is considered appropriate for a second occurrence of Significant plagiarism, undertake the steps outlined in Level 2 of the Four Levels of Plagiarism; Step 7: If treatment as a Formal Offence is appropriate, refer the matter to the Head of School or FSEO for consideration as a Level 3 or 4 Formal Offence (see Four Levels of Plagiarism). No further involvement with the student on this matter is advised. Step 8: For advice for Heads of School/FSEOs concerning treatment of Formal Offences (Levels 3 and 4), see Guidelines for Academic Staff and The Investigation Process. General notes: For all Formal Offences, Academic Staff should: provide information to the relevant Head of School/ FSEO regarding that staff members identification of the plagiarism as Significant e.g. quantify the plagiarism (if possible) and note relevant details e.g. sources, content, nature, extent, etc, and provide necessary comment as to relevant factors which resulted in the determination; and provide the Head of School and Investigating Officer copies of relevant material to assist the investigation e.g. copy of originality report generated by the Similarity Detection Tool and/or copies of other source material identified. When the matter has been determined, the Head of School/FSEO will consult with the staff member regarding appropriate penalty, and the staff member will be advised of the outcome. In all cases: preserve confidentiality and respect the privacy of the student; and continue to provide the student appropriate educative assistance where required. Note, a matter may at any time be referred for action as a Formal Offence where an Academic Staff member considers that a breach is gross in nature. If so, the Academic Staff member should refer the matter immediately to the relevant Head of School or FSEO for joint consideration (See Four Levels of Plagiarism).

.2

FLOWCHART: DETERMINING THE APPROPRIATE RESPONSE TO PLAGIARISM

Is it really Plagiarism according to the approved UNSW plagiarism definition?

See What is Plagiarism p.3

YES

Is it Significant plagiarism in light of all relevant factors particularly whether student has completed approved online tutorial or test?

No further action required.

NO

Assist student. Treat as an Informal Educative Response.

YES

Check Central Plagiarism Register

YES

Is treatment as a Formal Educative Response appropriate? (See Four Levels of Plagiarism)

YES

See Levels 1 or 2 (Four Levels of Plagiarism)

NO

Treat as a Formal Offence (see Levels 3 and 4). Provide supporting material to HoS/FSEO.

.3

FLOWCHART: MANAGING ASSESSMENT ITEMS AND SUSPECTED PLAGIARISM

Assessment Item Submitted for Formal Assessment (Not Assignment Reviews)

Contains unattributed material?

NO

Mark & Return Assessment Item

YES
In context, is the plagiarised material Significant?
YES

NO

Counsel Student

Mark & Return Assessment Item

Has student completed ELISE or the appropriate TLC online tutorial?

YES

NO

Counsel Student

Mark & Return Assessment Item

Assess Level: 1,2, 3, or 4? If in doubt, consult HoS/ SSEO/FSEO

Level 1?

YES

1. Counsel Student; and/or 2. Refer Student to TLC; and/or 3. Require resubmission.

Mark & Return Assessment Item

NO
YES

Level 2?
NO

1. Refer Student to HoS or FSEO for counselling; & 2. Require resubmission; and 3. HoS/FSEO to issue written warning; and 4. Refer Student to TLC 1. HoS/FSEO to issue written warning; or 2. Reduce marks for item and Offer resubmission; or 3. Reduce marks to ) and No resubmission offered; or 4. Reduce Marks in Course; or 5. Fail Student in Course Refer to Vice-Chancellor (Director, UNSW Student Services)

Mark & Return Assessment Item

Level 3?
NO

YES

Liaise with FSEO; & 1. Record result & remark; or 2. Record results; or 3. Record Failure

Level 4?

YES

.4

FLOWCHART: MANAGING PLAGIARISM FOR HEADS OF SCHOOL OR FACULTY STUDENT ETHICS OFFICERS (FSEOS)

Assessment Item referred to HoS/FSEO

Possibly too serious for Faculty/School penalties?

YES

Consult with FSEO re: referral to Vice-Chancellor

YES

Refer to Vice-Chancellor

NO

NO

Head of School or FSEO contacts student using standard form letter and attaching marked up assignment

Student attends meeting / hearing including Head of School/FSEO

Plagiarism confirmed?

NO

Assignment marked and result recorded

YES

After completion of investigation: Student advised in writing of finding and penalty; Student has 14 days to appeal to Deputy Vice-Chancellor (Academic) After finalisation of appeal: Director, UNSW Student Services, Student Ethics Coordinator, and relevant FSEO, HoS to be advised.

.1

SAMPLE LETTER TO STUDENT FROM HEAD OF SCHOOL FOR CASES INVOLVING USE OF THE SIMILARITY DETECTION TOOL

<DATE> Dear <INSERT NAME OF STUDENT>

NAME
TITLE School/Department

We have subjected assessment items in the course <INSERT COURSE NAME> to a standard electronic test for plagiarism. In light of all relevant factors, the unattributed material identified in that assessment item is considered to be Significant and is therefore being considered for formal action and penalty under Student Misconduct Rules. The report of that test is attached. University policy states that any piece of assessment containing Significant plagiarism may constitute Student Academic Misconduct. I suggest that you consult the UNSW Undergraduate or Postgraduate Handbook regarding Student Academic Misconduct and Student Misconduct for more details regarding the UNSW policy on plagiarism. Please contact this office by phone, fax or email as soon as possible arrange a meeting with <me/FSEO [delete as applicable]> to discuss this matter before <INSERT DATE> so that this matter can be dealt with under the UNSW Student Misconduct Rules. These procedures are described in the document Guidelines for Faculties and Schools on Student Plagiarism, available on the UNSW web site. You may bring a friend or witness to this meeting. If you wish to be represented by a legal advocate, you may do so at your own expense and arrangement, but you must provide the School with at least two full working days notice of this intention. In this event, it may be necessary for the timing of the meeting to be delayed until the University can arrange its own legal representation. Alternatively, the matter may be referred directly to the Vice-Chancellor for consideration. We also advise that free counselling support services continue to be available to you as a UNSW student via the UNSW Counselling Service. Further information can be obtained on those services on (02) 9385 5418. <INSERT SIGNATURE BLOCK> Head, School of <INSERT SCHOOL>

Attachment: Copy of Report generated by SDT

U N S W SYDNEY N S W 2 0 5 2 A U S T R A L I A Te l e p h o n e : + 6 1 ( 2 ) 9 3 8 5 x x x x Facsimile: +61 (2) 9385 xxxx Email: xxxx@unsw.edu.au ABN 57 195 873 179

.2

SAMPLE LETTER TO STUDENT FROM HEAD OF SCHOOL FOR CASES NOT INVOLVING USE OF THE SIMILARITY DETECTION TOOL

<DATE> Dear <INSERT NAME OF STUDENT>

NAME
TITLE School/Department

I write to advise that your assessment item <INSERT NAME OF ASSESSMENT ITEM> submitted for the course <INSERT COURSE NAME> appears to contain material very similar to <INSERT SOURCE Examples: information on the Internet, other students assessment items)> or other sources. <INSERT INFORMATION ON WHAT HAS BEEN COPIED>. <IF MATERIAL CAN BE ATTACHED, INSERT>. The unattributed material in that assessment item is considered to be Significant and is therefore being considered for formal action and penalty under Student Misconduct Rules. A copy of the relevant material, highlighting sections of concern, is attached. University policy states that any piece of assessment containing Significant plagiarism may constitute Student Academic Misconduct under the Universitys Student Misconduct Rules. I suggest that you consult the UNSW Undergraduate or Postgraduate Handbook for more details regarding the University policy on plagiarism. Please arrange a meeting with <me/FSEO [delete as applicable]> to discuss this matter before <INSERT DATE> so that this matter can be dealt with under the UNSW Student Academic Misconduct Rules. These procedures are described in the document Guidelines for Faculties and Schools on Student Plagiarism, available on the UNSW web site. You may bring a friend or witness to this meeting. If you wish to be represented by an advocate however, you may do so at your own expense and arrangement, but you must give the Head of School at least two full working days notice in writing of this intention. In this event, it may be necessary for the timing of the meeting to be delayed until the University can arrange for its own legal representation. Alternatively, the matter may be referred directly to the Vice-Chancellor for consideration. We also advise that free counselling support services continue to be available to you as a UNSW student via the UNSW Counselling Service. Further information can be obtained on those services on (02) 9385 5418. <INSERT SIGNATURE BLOCK> Head, School of <INSERT SCHOOL>
U N S W SYDNEY N S W 2 0 5 2 A U S T R A L I A Te l e p h o n e : + 6 1 ( 2 ) 9 3 8 5 x x x x Facsimile: +61 (2) 9385 xxxx Email: xxxx@unsw.edu.au ABN 57 195 873 179

.3

SAMPLE LETTER TO STUDENT FROM HEAD OF SCHOOL CONFIRMING FINDING OF STUDENT ACADEMIC MISCONDUCT

NAME

<DATE> Dear <INSERT NAME OF STUDENT>

TITLE School/Department

Thank you for attending the meeting held on <INSERT DATE OF HEARING> to discuss possible plagiarism in your assessment item for the course <INSERT NAME OF COURSE>. As I indicated verbally to you at the conclusion of our meeting, I am writing to formally confirm the outcome of that meeting. In this case, it has been determined that you have committed plagiarism in relation to the above assessment The penalty imposed for this misconduct is that you will receive <INSERT PENALTY: a mark of zero for this assessment item; a grade of fail for this course; other penalty>. The date of this decision is <INSERT DATE OF DECISION>. Under the UNSW Student Misconduct Rules, you have the right to appeal this decision. Any appeal must be lodged in writing with the Deputy Vice-Chancellor (Academic) within 14 days of receiving this notification. Advice on the appeal process can be obtained from the Faculty Student Ethics Officer. The Faculty Student Ethics Officer for <ENTER FACULTY NAME> will be informed and details of this offence will be recorded on the University Central Plagiarism Register. You are advised that, for all students, the severity of any penalty for a future occurrence of plagiarism will take into account any details contained on that Register. I have also attached a copy of my notes on our meeting, to which you have already agreed. <INSERT SIGNATURE BLOCK> Head, School of <INSERT SCHOOL>

U N S W SYDNEY N S W 2 0 5 2 A U S T R A L I A Te l e p h o n e : + 6 1 ( 2 ) 9 3 8 5 x x x x Facsimile: +61 (2) 9385 xxxx Email: xxxx@unsw.edu.au ABN 57 195 873 179

.4

SAMPLE LETTER TO STUDENT FROM HEAD OF SCHOOL CONFIRMING NO FINDING OF STUDENT ACADEMIC MISCONDUCT

NAME
TITLE School/Department

<DATE> Dear <INSERT NAME OF STUDENT> Thank you for attending the meeting held on <INSERT DATE OF HEARING> to discuss possible plagiarism in your assessment item for the course <INSERT NAME OF COURSE>. As I indicated verbally to you at the conclusion of the meeting, I am writing to formally confirm the outcome of that meeting. In this case, I am pleased to advise that the allegation has NOT been determined. The date of this decision is <INSERT DATE OF DECISION>. Accordingly, no penalty has been imposed for the alleged Student Academic Misconduct and your assessment item has been resubmitted to the lecturer responsible for delivering your course for formal assessment. You will be advised the final mark for this assessment item in due course. I attach for your information a copy of my notes on our meeting, to which you have already agreed. I thank you for your cooperation in the investigation process and wish you well in your studies.

<INSERT SIGNATURE BLOCK> Head, School of <INSERT SCHOOL>

U N S W SYDNEY N S W 2 0 5 2 A U S T R A L I A Te l e p h o n e : + 6 1 ( 2 ) 9 3 8 5 x x x x Facsimile: +61 (2) 9385 xxxx Email: xxxx@unsw.edu.au ABN 57 195 873 179

.5

SAMPLE LETTER (REPORT) FROM HEAD OF SCHOOL/FSEO TO DIRECTOR, UNSW STUDENT SERVICES

<DATE> Dear <NAME> Student Ethics Coordinator University of New South Wales Re: <INSERT STUDENT NUMBER AND NAME> Finding of Student Academic Misconduct

NAME
TITLE School/Department

I am writing to inform you that, in accordance with the Guidelines for Faculties and Schools on Student Plagiarism, a case of plagiarism has been established concerning the above named student. The details of this case are: Assessment item: <INSERT NAME OF ASSESSMENT ITEM AND DUE DATE> Submitted in the course: <INSERT COURSE NAME AND NUMBER> Penalty awarded: <INSERT PENALTY>. Details of the nature of the plagiarism, which I have investigated and determined to exist, are <INSERT BRIEF DETAILS OF THE CASE>. I report that the student was advised of their right of appeal and given 14 days in which to respond. All matters relating to the original decision and the appeal have been finalised in accordance with UNSW procedures. A copy of the reasons for the decision are retained on file in this office should they be required. The Faculty Student Ethics Officer has been informed. Please make an entry on the appropriate Plagiarism Register. <INSERT SIGNATURE BLOCK> Head, School of <INSERT SCHOOL NAME>/Faculty Student Ethics Officer, Faculty of <INSERT FACULTY NAME> Cc: Faculty Student Ethics Officer/Head of School (as applicable)
U N S W SYDNEY N S W 2 0 5 2 A U S T R A L I A Te l e p h o n e : + 6 1 ( 2 ) 9 3 8 5 x x x x Facsimile: +61 (2) 9385 xxxx Email: xxxx@unsw.edu.au ABN 57 195 873 179

3
SAMPLE ASSESSMENT COVER SHEET LETTER DECLARATION

The following declaration should be incorporated into all assessment cover sheets in unaltered form. If necessary, additional text may be provided to students to assist with clarification and to suit the intended context (e.g. take home examinations, laboratory experiments, etc).

I declare that this assessment item is my own work, except where acknowledged, and has not been submitted for academic credit elsewhere, and acknowledge that the assessor of this item may, for the purpose of assessing this item:

reproduce this assessment item and provide a copy to another member of the University; and/or, communicate a copy of this assessment item to a plagiarism checking service (which may then retain a copy of the assessment item on its database for the purpose of future plagiarism checking).

I certify that I have read and understood the University Rules in respect of Student Academic Misconduct.