1. Definitions

1.1 In this Procedure:

1. The Head of School / Centre Director (or nominee) shall be referred to as ‘the Academic Offences Officer’.
2. A student against whom an allegation of an academic offence is made, shall be referred to as ‘the Responding Student’.

2. Discovery of Suspected Academic Offence

2.1 Cheating

2.1.1 In this section, any reference to examination relates to invigilated exams; this includes class tests, laboratory tests, and practical tests.

2.1.2 An invigilator who suspects a student of cheating in an examination, or who is made aware that a student may be cheating, shall inform the senior invigilator or other appropriate staff immediately.

2.1.3 The senior invigilator or other appropriate staff shall observe the student and make appropriate notes for a report and may inform and consult the other invigilators about the incident.

2.1.4 The senior invigilator or other appropriate staff shall:

1. inform the student that they are suspected of cheating and that a report will be made;
2. record the incident on the student’s examination script; and
3. remove and retain as evidence any unauthorised material in the student’s possession.

2.1.5 The student shall then be allowed to finish the examination. This applies both to a student who is suspected of cheating and to any student who is suspected of having allowed their work to be copied or of having provided any form of assistance to facilitate cheating.

2.1.6 At the end of the examination, the senior invigilator or other appropriate staff shall:

1. ask the student to remain and offer them the opportunity to explain their conduct; and
2. take a record of the discussion.

2.1.7 The student shall be informed that a report will be made to the Examinations Office and / or to the Chair of the Board of Examiners.

2.1.8 Failure of the student to co-operate with the invigilator may result in the student being investigated for a misconduct offence under the Conduct Regulations.

2.1.9 The senior invigilator or other appropriate staff shall make a written report, on the appropriate form, to the University’s Examinations Office or to the Chair of the Board of Examiners within one working day of the examination.

2.1.10 Where applicable the University’s Examinations Office shall, within two working days of receiving a written report, forward the report, any accompanying evidence and any other relevant documentation to the Academic Offences Officer (AOO) within the relevant School.

2.1.11 The AOO shall ensure that the result is withheld until the Academic Offences Procedure is completed.

2.2 Other Offences

2.2.1 A member of staff who discovers a suspected academic offence in work that does not count towards the assessment of the module, or in drafts of work that have not yet been submitted for assessment, shall normally deal with this informally. This will involve re-advising the student of the academic conventions with regard to, for example referencing, reporting of results, applying in the discipline, and referring the student to advice, guidance and additional learning resources.

2.2.2 A member of staff who discovers a suspected academic offence in work submitted for assessment shall report the suspected offence in writing immediately.

2.2.3 Suspected academic offences shall be reported to the Academic Offences Officer.

3. Preliminary Consideration

3.1 Allegations of poor academic practice shall normally be dealt with as an educative issue within the School; the main aim being to provide the student with the necessary advice and guidance to ensure that the problem does not recur.

3.2 The Academic Offences Officer will appoint a member of staff to conduct a preliminary consideration of the academic work in question; this will include reviewing the documentation provided by the member of staff who identified potential poor academic practice. This may also include meeting with the student to discuss the documentation.

3.3 Following completion of the preliminary consideration, the relevant member of staff will make a decision in line with regulation 7.2 of the Academic Offences Regulations.

4. Investigation Stage

4.1 Initial Steps 

4.1.1 Where it is deemed that an investigation into the alleged academic offence(s) is necessary, an Investigating Officer will be appointed by the Academic Offences Officer. Normally this appointment will be made within five working days of the Preliminary Consideration decision.

4.1.2 The Investigating Officer shall initiate an investigation into the alleged academic offence(s). This will normally include the examination of all relevant documentation and evidence relating to the assessment(s), and documentation provided by the Responding Student and by relevant staff.

4.1.3 As part of the investigation, the Investigating Officer will notify the Responding Student that they are suspected of committing an academic offence.

4.1.4 This notification shall:

1. Outline the nature of the alleged academic offence (insofar as possible based on the evidence available at the time, and making reference to 4.1.7.4);
2. Identify the module or part of the module concerned, including the relevant assessment(s); or the piece of unpublished work concerned (Postgraduate Research students only);
3. Refer the Responding Student to the online Academic Offence Regulations and Academic Offence Procedure; and
4. Include a copy of documentary evidence of the alleged academic offence against the Responding Student.

4.1.5 Alleged Collusion

4.1.5.1 If the alleged academic offence relates to collusion, each Responding Student involved in the alleged incident will be informed of the identity of all individuals with whom they are suspected of having colluded. Copies of the relevant assessment submissions comprising the evidence of the alleged collusion, will be shared with each Responding Student.

4.1.5.2 The decision regarding the alleged collusion for each Responding Student will be determined individually in light of the evidence relating directly to them.

4.1.6 Viva Voce

4.1.6.1 Where a Responding Student is suspected of an academic offence, they may be required to undergo a short viva voce (oral examination) with a member(s) of staff who has knowledge of the subject area. This is to provide the Responding Student with the opportunity to demonstrate that:

1. They produced the work;
2. They undertook the reading and research themselves;
3. They undertook the preparatory work and developed the assessment themselves; and
4. They understand what they have written.

4.1.6.2 Where a viva voce is to be carried out, the Responding Student will be notified of the date and time of the meeting in advance and will be advised of the purpose of the meeting. The Responding Student should also be asked to submit drafts of their work to show progression.

4.1.6.3 Following the viva voce, the member of staff shall prepare a short report of their findings which will form part of the evidence in the investigation.

4.1.6.4 If the student does not attend the viva voce without providing valid reason for their absence in advance, or if the student does not provide further information about the completion of their assessment e.g. when they have been advised to retain drafts as they progress their assessment, they will have deprived themselves of the opportunity to demonstrate that the work is their own, and the investigation will proceed as normal.

4.1.6.5 In addition to the viva voce, work previously submitted by the Responding Student may be compared to the piece of work in which the academic offence is suspected, to compare writing style.

4.1.7 Investigating Officer Process

4.1.7.1 As part of the investigation, the Investigating Officer may consider it necessary to meet with the Responding Student, any named witnesses, and / or any appropriate member(s) of staff. The decision on whether to invite relevant parties to attend an investigation meeting or to submit written statements will rest with the Investigating Officer.

4.1.7.2 Should a meeting be required with the Responding Student, any named witnesses, and / or any appropriate member(s) of staff, this may be carried out by telephone, face-to-face, or remotely.

4.1.7.3 The Responding Student will be notified of the date and time of the meeting in advance, and will be advised of the purpose of the meeting. The Investigating Officer will ensure that a record of the meeting is taken. Should the Responding Student fail to attend the meeting without providing valid reason for their absence in advance, the Investigating Officer will proceed with the investigation without offering the opportunity to reschedule the meeting.

4.1.7.4 During the course of an investigation, evidence may come to light which changes the nature of the alleged academic offence being considered. In such circumstances, the Investigating Officer will have the authority to investigate the additional or revised alleged academic offence.

4.1.7.5 Following the investigation meeting the Investigating Officer will set a deadline for the Responding Student to provide a response to the allegations raised; this includes collating and presenting all evidence (including any witness statements) in support of their case. Documentation submitted after this deadline, without good cause and / or prior approval for the delay, may not be considered.

4.1.7.6 Should the Responding Student include witness statements within their investigation submission, the witness(es) will be required to confirm the accuracy of the statement(s) and will be advised that their name and their statement(s) will be included as evidence within the investigation. If a witness does not confirm the accuracy of their statement, it will not be used in evidence. In confirming the accuracy of their witness statement, the witness confirms that they are content for their statement to be included and shared as part of the investigation.

4.1.7.7 Once the Investigating Officer has concluded their investigation, they shall make a written report of their findings to the Academic Offences Officer, providing copies of all supporting evidence.

5. Academic Offences Process

5.1 If, on consideration of the Investigating Officer’s report, the Academic Offences Officer requires additional information prior to making a decision on the case, the Academic Offences Officer may refer the case back to the Investigating Officer for further investigation.

5.2 After consideration of the Investigating Officer’s report, the Academic Offences Officer (and where appropriate, in consultation with a member of a Board of Examiners or School Postgraduate Research Committee (who may be from the same or a different school)), will make a decision in line with section 8 of the Academic Offences Regulations.

5.3 If applying a penalty, the Academic Offences Officer shall have regard to the Criteria for Consideration set out at regulation 8.2.1 of the Academic Offences Regulations.

5.4 The decision will be communicated to the Responding Student by email to their University email account within eight working days of the decision being made.

5.5 The communication shall:

1. Set out the allegations against the Responding Student;
2. Detail the decision relating to each allegation, giving reasons for the decision;
3. Provide the Responding Student with a copy of the investigation report and evidence (where the decision is that the academic offence has been committed);
4. Explain the impact of the decision on the Responding Student’s academic progression (if any); and
5. Advise the Responding Student of their right to appeal the decision to the Academic Offences Committee (where appropriate).

6. Academic Offences Committee (AOC)

6.1 The membership of the AOC shall normally be drawn from a Panel of members from across the University, the Institute of Professional Legal Studies, St Mary’s University College and Stranmillis University College.

6.2 The AOC will be chaired by a senior member of University staff.  

6.3 Where the student is studying at the Institute of Professional Legal Studies, membership of the AOC will include, in addition, one member of the Inn of Court of Northern Ireland and one member of the Law Society of Northern Ireland nominated by the Council of Legal Education.

6.4 Member(s) of the Academic Services Directorate shall normally act as Secretary to the AOC.

6.5 The Secretary shall be responsible for:

1. Oversight of the administration of the AOC’s proceedings;
2. Circulating any written submissions and other relevant documents ahead of and during the AOC meeting;
3. Drafting and (once approved) circulating AOC outcome letters; and
4. Producing minutes as a formal record of the AOC meeting.

6.6 The Responding Student will be required to attend the AOC meeting, and will be given five working days’ notice of the date, time and venue of the meeting.

6.7 The Responding Student will be provided with copies of the documentation to be considered by the AOC, and will be informed of the AOC membership.

6.8 The Academic Offences Officer (or nominee) will attend the AOC meeting to explain the reason for their decision (to impose a penalty or to refer the case to the AOC). The Responding Student and Academic Offences Officer (or nominee) shall each be present while the other is speaking. The AOC meeting may continue in the absence of the Academic Offences Officer (or nominee). The Chair of the AOC may seek a statement from the Academic Offences Officer (or nominee) in advance of the meeting, if they are unable to attend.

6.9 Should the Responding Student fail to attend the AOC meeting without providing valid reason for their absence in advance, the AOC reserves the right to consider the case and make a decision on the basis of the paperwork alone.

6.10 In the case of appeals to the AOC (and subject to 6.14.3), if the Responding Student fails to attend the AOC meeting without providing valid reason for their absence in advance, the AOC reserves the right not to consider the case and to dismiss the appeal in its entirety.

6.11. Referrals to AOC by an Academic Offences Officer

6.11.1 Where the Academic Offences Officer makes a decision under Regulation 8.4.1(iv) or 8.5.1(iv) of the Academic Offences Regulations, the matter will be considered by the AOC.

6.11.2 The Responding Student will be permitted to submit any additional evidence in support of their case. The onus is on the Responding Student to collate and present this evidence at least two working days prior to the AOC meeting. Documentation submitted after this deadline, without good cause and / or prior approval for the delay, may not be considered.

6.11.3 If two or more students are alleged to have been involved in the same academic offence, the decision may be taken to hear their cases together. A student may object to having their case heard with another student’s case. Where an objection is raised, the cases will be heard separately.

6.11.4 The AOC will make a decision in line with regulation 9.1 of the Academic Offence Regulations taking account of the criteria outlined in regulation 8.2.1 of the Regulations.

6.11.5 The decision of the AOC will be communicated to the Responding Student by email to their University email account within eight working days of the decision being made.

6.11.6 The communication shall:

1. Set out the allegations against the Responding Student; 
2. Detail the AOC’s decision relating to each allegation, giving reasons for the decision; and
3. Advise the Responding Student of their right to appeal the decision to the Academic Offences Appeals Committee (see section 7.1).

6.12. Appeals to AOC against the decision of the Academic Offences Officer

6.12.1 Where a penalty is imposed by the Academic Offences Officer, the Responding Student shall have the right to appeal to the AOC.

6.12.2 Students wishing to appeal must submit an Appeal to an Academic Offences Committee Form and all supporting evidence to the Appeals, Conduct and Complaints Team (appeals@qub.ac.uk) within ten working days of notification of the decision of the Academic Offences Officer. Evidence submitted after the deadline may not be considered.

6.12.3 Late Appeals

6.12.3.1 As per section 13 of the General Provisions, appeals received after the deadline will not normally be accepted.  If the Responding Student can demonstrate that they were unable to submit their appeal before the deadline due to circumstances beyond their control (e.g. hospitalisation), the appeal may be accepted. The Responding Student must submit a written statement to this effect, along with any supporting evidence. This statement and supporting evidence must be submitted at the same time as their appeal documentation, and should relate to the entire period from notification of the original decision until submission of the late appeal. Failure to submit this documentation will result in the late appeal not being accepted.

6.12.3.2 The statement and supporting evidence detailing the reasons for the late appeal will be considered by the Head of Academic Affairs (or nominee), who will determine:

1. That the Responding Student has evidenced sufficient cause for their late appeal to be accepted for consideration; or
2. That the Responding Student has not evidenced sufficient cause for the late appeal to be accepted for consideration, and the appeal will not progress.

6.12.3.3 The decision of the Head of Academic Affairs (or nominee) will be communicated to the Responding Student within eight working days of the decision being made. In the case of the late appeal not being accepted for consideration, the decision letter will explain the reasons for the decision and will advise that there is no further internal right of appeal. The Responding Student will be signposted to their right to submit a complaint of maladministration in the procedure to the Northern Ireland Public Service Ombudsman (NIPSO) within six months of notification of the final decision.

6.12.4 Sifting and Review

6.12.4.1 As per regulation 9.2.2.1 of the Academic Offences Regulations, where on receipt of an appeal it is not clear that sufficient evidence and /or a sufficiently compelling case has been presented to warrant consideration of the appeal under the Academic Offences Regulations, the appeal will be considered by a Sifting Panel.

6.12.4.2 The Sifting Panel, comprising two senior members of staff, will consider the appeal and supporting evidence, and will make a decision in line with regulation 9.2.2.4 of the Academic Offences Regulations.

6.12.4.3 If the Sifting Panel determines that the Responding Student has not presented sufficient evidence and / or a sufficiently compelling case to warrant consideration of the appeal, the appeal will be reviewed by the Review Panel.

6.12.4.4 The Review Panel will comprise two senior members of University staff, who will make a decision in line with Regulation 9.2.2.5 of the Academic Offences Regulations.

6.12.4.5 No further documentation will be accepted at this stage, and the decision of the Review Panel shall be final.

6.12.4.6 The decision of the Review Panel will be communicated to the Responding Student within eight working days of the decision being made to their University email account.

6.12.4.7 Where the decision is to reject the appeal, the outcome letter will explain the reasons for the decision and will advise that there is no further internal right of appeal; signposting the Responding Student to their right to submit a complaint of maladministration in the procedure to the Northern Ireland Public Services Ombudsman (NIPSO) within six months of notification of the final decision.

6.13 School Response

6.13.1 Where the decision is to accept the appeal, the appeal will be sent by the Appeals, Conduct and Complaints Team to the Responding Student’s School for a response.

6.13.2 The decision to refer the appeal to the AOC should not be taken as an indication that the appeal will be upheld.

6.13.3 Once the School Response is received, a meeting of the AOC will be convened to hear the appeal.

6.14 AOC Meeting to Consider Appeal

6.14.1 In considering appeals, the AOC shall not attempt to re-assess the Responding Student’s work or to question the examiners’ academic judgement. The AOC will only consider the grounds for appeal submitted by the Responding Student and will not carry out a re-hearing of the case.

6.14.2 The Responding Student may request that the AOC deals with their case summarily (on the paperwork alone). However, the Chair of the AOC reserves the right to request additional information from the Responding Student and / or the Academic Offences Officer or to require the Responding Student to attend in person, should this be deemed necessary in order to make an informed decision on the case.

6.15 Decision of the Academic Offences Committee

6.15.1 The AOC will make a decision in line with regulation 9.2.3 of the Academic Offences Regulations.

6.15.2 The Responding Student will be notified of this outcome, along with reasons for the decision, by email to their University email account within eight working days of the decision being made.

6.15.3 The Responding Student will be advised that there is no further right of appeal, and signposted to their right to submit a complaint of maladministration in the procedure to the Northern Ireland Public Services Ombudsman within six months of notification of the final decision.

6.15.4 The Academic Offences Officer shall ensure that the student’s assessment results are dealt with in accordance with the decision of the AOC.

7. Academic Offences Appeals Committee (AOAC)

7.1 Appeals to the Academic Offences Appeals Committee

7.1.1 Where a penalty is imposed by an AOC (following a referral), the Responding Student shall have the right to appeal the decision of the Academic Offences Appeals Committee, in accordance with Regulation 11 of the Academic Offences Regulations.

7.1.2 Students wishing to appeal must submit an Appeal to an Academic Offences Appeals Committee Form together with all supporting evidence to the Appeals, Conduct and Complaints Team (appeals@qub.ac.uk) within ten working days of notification of the decision of the AOC.

7.1.3 Evidence submitted after the deadline may not be considered.

7.1.4 Late appeals

7.1.4.1 As per section 13 of the General Provisions, appeals received after the deadline will not normally be accepted. Appeals to the Academic Offences Appeals Committee submitted after the specified deadline will be considered in line with the late appeals procedure detailed in section 6.12.3.

 7.1.5 Sifting and Review Process for Appeals to the Academic Offences Appeals Committee

7.1.5.1 As per regulation 11.2.1 of the Academic Offences Regulations, where on receipt of an appeal to the Academic Offences Appeals Committee, it is not clear that sufficient evidence has been presented and/ or that the case is sufficiently compelling to warrant consideration of the appeal under the Academic Offence Regulations, the case will be sent to a Sifting Panel for consideration.

7.1.5.2 The case will be considered in line with the Sifting and Review process for appeals detailed at section 6.12.4.

7.1.6 Notice of Meeting of Academic Offences Appeals Committee

7.1.6.1  Where it is considered that the evidence presented is sufficiently compelling and/or that the case is sufficiently compelling, and subject to section 7.1.7, the Responding Student will be required to attend the next available Academic Offences Appeals Committee meeting.

7.1.6.2  The Responding Student will be provided with five working days’ notice of the date and time of this meeting. Prior to the meeting, the Responding Student will be provided with a copy of the paperwork to be considered.

7.1.7 Request to Deal with Case Summarily

7.1.7.1 The Responding Student may request that the Academic Offences Appeals Committee deals with their case summarily (on the paperwork alone). However, the Chair of the Academic Offences Appeals Committee reserves the right to request additional information from the Responding Student and/or the Chair of the AOC (or nominee) or to require the Responding Student to attend in person, should this be deemed necessary in order to make an informed decision on the case.

7.1.8 Academic Offences Appeals Committee (AOAC) Meeting

7.1.8.1 When convened, the AOAC will normally consist of senior members of University staff (which may include a Pro-Vice Chancellor, Dean, Head of School and Director of Education).

7.1.8.2 Where the Responding Student is studying at the Institute of Professional Legal Studies, membership of the AOAC will include one member of the Inn of Court of Northern Ireland and one member of the Law Society of Northern Ireland nominated by the Council of Legal Education.

7.1.8.3 At all meetings of the AOAC, three members shall constitute a quorum.

7.1.8.4 Members of the Academic Services Directorate shall normally act as Secretary to the AOAC. The provisions of section 6.5 shall apply in this regard.

7.1.8.5 The AOAC shall have access to the record of the AOC meeting.

7.1.8.6 The Chair of the AOC (or nominee) will normally attend this meeting to explain the reason for the penalty imposed and to respond to the grounds of appeal.

7.1.8.7 The Responding Student and the Chair of the AOC (or nominee) shall each be present while the other is speaking. The Committee meeting may continue in the absence of the Chair of the AOC (or nominee). The Chair of the AOAC may seek a statement from the Chair of the AOC (or nominee) in advance of the meeting, if they are unable to attend.

7.1.8.8 The AOAC will only consider the grounds of appeal submitted by the Responding Student and will not carry out a re-hearing of the case.

7.1.8.9 Subject to section 7.1.7, should the Responding Student fail to attend the meeting of the AOAC without providing valid reason for their absence in advance of the meeting, the Committee reserves the right to consider the case on the paperwork alone or not to consider the case and to dismiss the appeal in its entirety.

7.1.9 Decision of the AOAC

7.1.9.1 The AOAC will make a decision in line with regulation 11.4 of the Academic Offences Regulations. The Responding Student will be advised of this outcome and reasons for the decision by email to their University account within eight working days of the decision being made.

7.1.9.2 The Responding Student will be advised that there is no further right of appeal, and signposted to their right to submit a complaint of maladministration in the procedure to the Northern Ireland Public Services Ombudsman (NIPSO) within six months of notification of the final decision.

7.1.9.3 The Head of School / Centre Director shall ensure that the student’s assessment results are dealt with in accordance with the decision of the AOAC.

8. Templates, Forms and Guidance

8.1 The relevant templates, forms and guidance can be found at: Academic Offences