Academic integrity allegation

Have you received an allegation of an academic integrity breach from Deakin University? Our experienced and professional Advocacy team are here to help you.

Please note: A new Deakin University Student Academic Integrity Policy and Procedure will be introduced in 2023. You can access the new Student Academic Integrity Policy here, and the new Procedure here. You can access the Historic Versions of the Policy here, and the Procedure here. Some of this information may not be applicable to you, depending on when you have received your Academic Integrity Allegation. If you are unsure which process and information is right for you, please contact us and we will provide further information and advice.

The below information is regarding the Student Academic Integrity Policy and Procedure effective from 23 January 2023. This information may be relevant for you if your allegation letter mentions a standard outcome. Please scroll further for information about allegations that are NOT standard outcomes.

How can DUSA Advocates help me? We can:

• Listen to you
• Assist you to understand the allegation and the evidence the Academic Integrity Committee has provided
• Support you to consider your options (including whether to admit/not admit to the allegation, and whether to accept the Standard Outcome or request a review)
• Advise you about aspects of Deakin policy that are relevant in your individual case.

If you wish to provide a written response to the Committee/attend a review meeting, we can:

• Suggest types of supporting documentation you could provide
• Review your draft written response and provide confidential feedback
• Attend your review meeting as your support person.
  

Contact us today to arrange a free Advocacy appointment for individualised advice and support. There’s lots more information below to help you too.

What is a breach of academic integrity standards?

Deakin University defines academic integrity as “part of the moral code of academia” and involving “using, generating and communicating information in an ethical, honest and responsible manner”. (Student Academic Integrity Policy, s6).
Examples of breaches include: Plagiarism, Contract cheating, Collusion, Impersonation, Falsification, fabrication or misrepresentation of data or information, Academic fraud, Non-compliance with instructions or requirements in an invigilated or supervised assessment, File-sharing, Promoting ways to breach academic integrity, and Reuse of previous work.

I have received a notice alleging an academic integrity breach. What should I do?

Read the allegation notice and attached documents carefully.
Consider making an appointment with a DUSA Advocate to discuss the allegation and talk through your options.
The allegation notice will propose a Standard Outcome. Different breach types have different Standard Outcomes. These can be found in Schedule A: Outcomes for Student Breaches of Academic Integrity. The allegation notice will give you the following options:

1. Admit to the alleged breach and accept the proposed Standard Outcome, or
2. Request a review

If you request a review, you can:

• Admit to the alleged breach and present difficult personal circumstances that were impacting you at the time you breached academic integrity and ask for a Mitigating Circumstances Outcome, or/and
• Not admit to the alleged breach and present information to show you did not breach academic integrity standards (or you did not breach the specific academic integrity standard that is alleged).
  You can also request to attend a review meeting.
• Please note that if you have accepted the Standard Outcome and would then like to request a review after the 5 day response timeframe, this is not possible. If you are unsure about your options, we recommend attending an appointment with a DUSA Advocate to discuss your circumstances.

Students generally need to respond to the allegation within 5 working days. Information about how to respond and the due date will be provided in the allegation letter.

What happens if I don't respond to the allegation letter?

• The Academic Integrity Committee will apply the Standard Outcome stated in the allegation letter.
  (Note: If your allegation involves other students, please read important information under My allegation involves other students)

What happens if I am late in responding to the allegation letter?

The Committee may accept a late response from you if:

• You submit it within 10 working days after the allegation was sent to you, and
• You provide supporting material/documents to show how exceptional circumstances prevented you from responding within 5 working days. You are welcome to contact DUSA Advocates for support and to discuss your options.

What should I include in my written response to the Committee?

• If you are not admitting to the allegation or if you want the Committee to consider your personal circumstances, you will need to attach a response letter and usually also supporting documents/materials to support the statements you have made in your response letter.
• DUSA Advocates have a Written Submission Template that you can use as a guide for writing your response. DUSA Advocates can suggest relevant supporting documentation/evidence and provide feedback before you submit to the Committee. If you would like a DUSA Advocate to review your Written Submission, please contact us as soon as possible.

Please click here to access our Written Submission Template for an Academic Integrity Breach.

I’m not able to collect my supporting documentation by the due date. Can I submit them late?

• DUSA Advocates recommend you complete the Academic Integrity Allegation Online Reply Form by the due date and you email the Committee Secretariat to explain why you are not able to submit the supporting documentation on time. Let them know the date you could provide the supporting documents and ask if this would be acceptable. You can find the contact details for the Committee Secretariat in the allegation email you received.

What are mitigating circumstances?

These are defined in Schedule A: Outcomes for Student Breaches of Academic Integrity (p. 6):
Mitigating circumstances are “exceptional circumstances outside the student’s control faced by the student that impaired their decision-making ability”. Examples include: “severe and acute mental distress” and “being the subject of blackmail or other coercion”.

• If you request a review and can show mitigating circumstances to the Committee, you may receive a Mitigating Circumstances Outcome instead of a Standard Outcome.
• If you think you may have Mitigating Circumstances, DUSA Advocates recommend you provide supporting documentation of your circumstances. Contact DUSA Advocates for individualised advice about supporting documentation you could provide and the various possible outcomes.

What are exacerbating circumstances?

These are defined in Schedule A: Outcomes for Student Breaches of Academic Integrity (p. 6):
Exacerbating circumstances are “circumstances where a student’s actions are determined to be unethical beyond the nature of the breach in student academic integrity standards”.
Examples include: “the theft of information or devices from another person or student, repeatedly breaching academic integrity, blackmail or coercion, or managing or leading a business or organisation with the purpose to help others breach academic integrity”.

• If you request a review and the Committee determines there were Exacerbating Circumstances involved in your breach of academic integrity, you may receive an Exacerbating Circumstances Outcome instead of a Standard Outcome.
• Contact DUSA Advocates for individualised advice about the various possible outcomes.

What happens at a review meeting?

Review meetings usually happen via Zoom video conference. They are attended by either a single-member or a four-member Academic Integrity Committee (and secretariat). You will have the opportunity to talk about your case and the Committee will ask you some questions. You may also ask questions. If you have a support person at your review meeting, they may also be allowed to speak too. Have more questions about review meetings? You can find our Academic Integrity Review Meeting FAQ page here.

Can I take someone to the review meeting with me?

Yes, you can. DUSA Advocates often accompany students to review meetings. We can also provide advice about what to expect at the meeting. If you want an Advocate at your meeting, please contact us as soon as possible to arrange this.

When will I know the outcome?

If you attend the review meeting, you may be told the outcome at the end of your meeting.
In some cases, the Committee needs further time to deliberate or to gather further information before deciding the outcome. The Committee will email you an outcome letter within 5 working days.

What are the possible outcomes of an allegation of academic integrity breach after I request a review? And how will the Committee decide which outcome I get?

There are several possible outcomes:

1. The allegation is substantiated, and the Standard Outcome is applied.
2. The allegation is substantiated, and the Mitigating Circumstances Outcome is applied.
3. The allegation is substantiated, and an Exacerbating Circumstances Outcome is applied.
   
4. A different breach to the one originally alleged is substantiated and the relevant Standard Outcome or Mitigating Circumstances Outcome or Exacerbating Circumstances Outcome (for that breach type) is applied.
5. The allegation is dismissed (not substantiated).
   

Each type of breach has a different Standard Outcome, Mitigating Circumstances Outcome and Exacerbating Circumstances Outcome.
The Committee will consider the information and evidence you provide to them. They will decide whether the allegation is substantiated on the balance of probabilities (whether it is more likely to have occurred or not occurred). If they find a breach has occurred, they will determine what type of breach it is and whether to apply the relevant Standard Outcome, Mitigating Circumstances Outcome or Exacerbating Circumstances Outcome. To learn about the different possible outcomes, see Schedule A: Outcomes for Student Breaches of Academic Integrity and contact DUSA Advocates for individualised advice.

My allegation involves other students. Does this change the process?

Yes, it may do. If any student involved in the alleged breach requests a review, the allegations against all involved students are reviewed by the Committee (even if you have already accepted the Standard Outcome). If this happens, you will be given the opportunity to respond in writing and/or attend a review meeting. The Committee will consider the other students’ responses alongside your own response. Your outcome may change as a result. DUSA Advocates can provide you with advice and support throughout this process.

Can I appeal the outcome?

It depends on the circumstances. If you are eligible to appeal, you will have 20 working days from the date of being notified of the outcome to lodge an appeal to the University Appeals Committee. Find out more about the appeals process and eligibility here.

Will the University keep a record of the allegation?

The Office of the Dean of Students will keep a record of the allegation, investigation, and outcome. The allegation itself will not be recorded on your academic transcript.

The below information is regarding the Student Academic Integrity Policy and Procedure effective 30/07/2021 to 22/01/2023. This information may be relevant for you if your allegation letter mentions a specific meeting date, and does NOT mention a standard outcome.

What is a breach of academic integrity?

• Deakin University defines academic integrity as involving “using, generating and communicating information in an ethical, honest and responsible manner” (Academic Board Regulations, 1.4).
• All Deakin students have a responsibility to act with academic integrity and to encourage other students to also act with academic integrity (Student Academic Integrity Policy). A breach of academic integrity happens when these responsibilities are not met.
• Examples of breaches include: Plagiarism, contract cheating, collusion, re-use of previously submitted work, impersonation, not complying with the University’s directions regarding an assessment, fraud, and promoting ways to breach academic integrity.

My unit chair says they think I may have breached academic integrity. They have referred my assessment task to a faculty committee. What happens now?

• The Chair of the Academic Integrity Committee in your faculty will look at the evidence the unit chair has provided and will decide whether there is sufficient evidence to go ahead with an allegation of academic integrity breach.
• If the Chair of the Committee decides to make an allegation, you’ll receive an email from the Committee with all of the details and evidence which you can then respond to.
• Once the unit chair has referred their concern to the Committee, the unit chair cannot reply to any questions you have about the concern/possible allegation. However, you can still contact your unit chair about other coursework and other assessment tasks as needed.
• Details about what happens after a unit chair refers an assessment task to a faculty committee can be found in the Student Academic Integrity Procedure.
• You may have a lot of questions and concerns at this time. The DUSA Advocates are here to support you and we can also refer you to other relevant services. Please contact us for support and more information. You can contact us now and do not need to wait until you have received an academic integrity allegation.

I have received a letter alleging an academic integrity breach, what should I do?

• Read the allegation letter carefully.
• Consider contacting a DUSA Advocate for support. We can arrange an appointment with an Advocate in person, via Zoom, telephone or email. Our experienced team can support you through the entire process.
• You have an opportunity to respond to the allegation but you must do this within certain timeframes. You can respond to the allegation and make your case either by written submission, attending a hearing, or both.
• You will need to complete and submit a reply form. The date you need to submit your reply form and your Written Submission will be in the allegation letter. The letter will also provide an indication of your hearing date.

What happens if I don't respond to the allegation letter?

• A faculty Academic Integrity Sub-committee will have a hearing in your absence using all the evidence it has gathered and will decide whether a breach of academic integrity has occurred and if so, they will then decide the outcome.

What should I include in my written submission?

• A written submission is a letter and, if relevant, supporting documents.
• If you accept the allegation, you can explain in your letter the circumstances that led to your actions. If you do not agree with the allegation, you can explain why the allegation is not true.
• We recommend students use our Example Written Submission Template for Academic Integrity Breach as a guide.

Please click here to access our Written Submission Template for an Academic Integrity Breach.

Can a DUSA Advocate help me with my written submission?

• Yes, DUSA Advocates can review your draft written submission and provide feedback before you submit it to the Committee. Please allow 1-2 working days for Advocates to provide feedback. Please contact us to arrange this.

What happens at the hearing?

• The hearing will happen in a meeting room on campus or via video-conference or phone.
• Most hearings are attended by a three member sub-committee and a secretary. (Note - some hearings are heard by a single member sub-committee).
• You will have the opportunity to talk about your case and the sub- committee will ask you some questions. You may also ask questions.
• If you have a support person at your hearing, they may also be allowed to speak.
  
• Have more questions about the meetings/hearings? Please click here for our Academic Meeting/Hearing FAQ page, which provides general information about what Deakin students can expect.

Should I attend the hearing?

• DUSA Advocates encourage students to attend hearings if possible, either in person, by phone or via video conference. Please contact us to arrange an Advocacy appointment and we can help prepare you for the hearing.

Can I take someone to the hearing with me?

• You can take a support person to your hearing. This person can be anyone who is not a practicing lawyer.
  DUSA Advocates often accompany students to hearings. If you want an Advocate at your hearing, please contact us as soon as possible.

When will I know the outcome?

• If you attend the hearing, it is likely you will be told the outcome at the end of your hearing.
• When the sub-committee believe they have all the information they need to make a decision, they will ask you (and your Advocate) to leave the room whilst they deliberate.
• You (and your Advocate) will then be invited back into the room and you will usually be informed of the outcome at this time. In some cases the subcommittee needs further time to deliberate or to gather further information before deciding the outcome. The sub-committee will email you an outcome letter within 5 working days of making a decision.

Will the University keep a record of the allegation?

• The university will keep a record of the allegation and outcome on a central database. The allegation will not be recorded on your academic transcript.

What are the possible outcomes of an allegation of academic integrity breach?

• The allegation will be either: not proven (and therefore dismissed) or proven.
• If the allegation is proven, the subcommittee will decide an outcome.
• The sub-committee uses a points system to decide the outcome. Points are added for the nature and seriousness of the conduct, the level of your experience as a student, any previous breaches of academic integrity, and intention to hide the breach of academic integrity. Different ranges of points result in different possible penalties.
• Once the sub-committee has calculated the points, they may lessen the severity of the outcome if there are ‘compassionate or compelling circumstances’.
• For details of the points system used to decide outcomes, see Schedule A: Outcomes for Student Breach of Academic Integrity.
  

Can I appeal the outcome?

• If you disagree with the decision of the Academic Integrity Sub-committee you may appeal the allegation being proven and/or appeal any outcomes imposed to the University Appeals Committee.
• You have 20 working days from the date of the outcome letter to appeal.
• To appeal you will need to have one or more of the grounds of appeal set by the University. Find out more about the appeals process and how a DUSA Advocate can help by clicking here.

How can DUSA advocates help?

• DUSA Advocates can assist you to understand the allegation, the written submission and hearing process, and the range of possible outcomes.
• DUSA Advocates can review your draft written submission and provide feedback.
• An Advocate can accompany you to your hearing as your support person (if given sufficient notice).
• Contact us today to arrange a Free Advocacy appointment.

“It was the best decision to contact the DUSA Student Advocacy. My DUSA Advocate very supportive and understanding and helped me comprehend my situation. I felt a whole lot relieved after talking to her.”