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Student Academic Conduct Standards and Procedures Handling Alleged Violations
Policy No. 71-5 Approved by Governing Faculty. Revised 5/78, 12/96, 5/04; Current version revised 8/08.
(Some portions of procedures are currently being reviewed; contact the Office of Academic Affairs with specific questions.)
I. Standards of Academic Conduct
The faculty of the School of Public Health expect the conduct of a student registered or taking courses in the school to be consistent with that of a professional person. Courtesy, honesty, and respect should be shown by students toward faculty, guest lecturers, administrative support staff, and fellow students. Similarly, students should expect faculty to treat them fairly, showing respect for their ideas and opinions and striving to help them achieve maximum benefits from their experience in the school.
Student academic misconduct includes behavior involving plagiarism, cheating, fabrication, falsification of records or official documents, intentional misuse of equipment or materials, and aiding and abetting the perpetration of such acts. The preparation of reports, papers, and examinations, assigned on an individual basis, must represent each student’s own effort. Reference sources should be indicated clearly. The use of assistance from other students or aids of any kind during a written examination, except when the use of books or notes has been approved by an instructor, is a violation of the standard of academic conduct.
Each student in the School of Public Health is required to complete an online training module on academic integrity. The SPH Registrar is notifed via e-mail when a student completes the training and a completion certificate is generated for them. This document will remain part of the student's academic record. For their part, faculty members are expected to devote time to defining and discussing ethical issues where appropriate in their classes.
II. Procedure for Handling Alleged Violations of Standards of Academic Conduct
A. Reporting of Alleged Violations by a Faculty Member
A faculty member who observes or suspects that a violation of the standards of academic conduct may have occurred has two courses of action available. He or she should either:
Although many incidents can be resolved through option 1, the faculty member has both options available. It should be noted that the unilateral application of a reduction in grade or other disciplinary action by a faculty member without the informed consent of the student is not considered an acceptable action.
Letters of resolution, signed by both the faculty member and the student involved, must be sealed in an envelope with (a) the student's name and identification number; (b) the name of the reporting faculty member; and (c) the date of the filing; on the outside. Copies of letters of resolution will be kept by the Director of OAA, and will be destroyed at the time of the student's successful completion of degree requirements. Letters of resolution will be opened by the Director of OAA only if a student is implicated in a second incident of alleged academic misconduct. In such cases, the Director will follow Sections II.C and II.D of Policy 71-5 (below). If the student is guilty of both violations reported by the letters of resolution, the normal action would be denial of the right to enroll, or to be not awarded any degree from the School of Public Health.
If, in pursuing option 1, a faculty member and a student cannot arrive at a mutually acceptable resolution to an instance of alleged or admitted violation of academic conduct standards, the faculty member should complete and submit a Report of Alleged Academic Misconduct form (Section II.C below).
II.B. Reporting of Alleged Violations by a Student or a Graduate Student Instructor
Students and Graduate Student Instructors (and Graduate Student Research Assistants if they are in a supervisory role) who observe activity they believe to be potentially in violation of the standards of academic conduct are encouraged to report such violations directly to the faculty member responsible for the activity. In situations where the students or Graduate Student Instructors are not satisfied with the faculty member’s response, or are not comfortable reporting to the faculty member, they may report the incident directly to the Office of Academic Affairs.
II.C. Action by the Office of Academic Affairs
A single report on will be investigated by the Director of OAA in accordance with this Section II.C and the following Section II.D of Policy 71-5.
Upon receipt of a second letter of resolution involving the same student, or an initial filing of an Alleged Academic Misconduct Reporting Form, the OAA shall take the following actions: (a) Inform, in writing, the student involved of the charges against him/her and provide a summary of the facts which support the charges; (b) Suspend submission of a grade for the student in any course to which the alleged violation is related pending the outcome of action taken with regard to the alleged violation; and (c) Establish an ad hoc committee of five members to receive testimony regarding the alleged violation and determine appropriate action. Three members of this committee shall be faculty selected by the Associate Dean for Academic Affairs, and two shall be students selected by the Public Health Student Association, or by the Associate Dean. Both faculty and student members of the committee shall be selected from study programs other than the one in which the student is enrolled and the one related to the alleged violation. No member of the OAA shall be a member of this committee, but may be consulted by it if necessary. However, a member of the OAA staff may serve as a non-voting member if the Committee so desires.
Within ten calendar days following notification by the OAA, the parties to the dispute may object to appointments made to the committee. If the objection is deemed reasonable by the remaining members of the ad hoc committee, or the Associate Dean, alternate members may be appointed as described in the paragraph above.
II.D. Action by the Ad Hoc Committee
When the final composition of the ad hoc committee is determined, the Associate Dean for Academic Affairs or his/her designee shall convene the committee as soon as possible and charge it with its task. The committee shall elect its own Chair at this meeting.
The committee shall schedule a hearing concerning the alleged violation. The student, or students, and faculty involved in the alleged violation of the standards of academic conduct shall be notified at least two business days in advance of the time and place their presence is requested at the hearing. A student alleged to have violated the standards of academic conduct shall have the opportunity to present a written statement regarding the circumstances of the event in question and/or may appear and present his or her case. The student shall be permitted to review all documents and written statements considered by the committee and may question any witnesses that testify. The student also may present evidence and witnesses on his or her behalf. The committee shall hold further hearings if it deems necessary.
The committee shall meet in closed session to evaluate the evidence and decide upon one of the following three courses of action:
First, find that a violation did not occur and dismiss the case. All documents related to the case shall be destroyed upon such a finding. The committee shall inform the Associate Dean and Executive Committee of the case and its decision.
Second, find that a violation did occur and:
II.D.a. If the nature of the violation warranted, recommend to the student specific action to be taken by the student to rectify the breach of standards. The student shall accept or reject the committee’s recommendation in writing within five business days. The student’s failure to act within the five day period shall be deemed a rejection of the committee’s recommendation. Or:
II.D.b. If the violation was more serious, or in any case in which the student rejects the committee’s recommendations as described in the preceding paragraph II.D.a., the committee shall recommend that the Dean and Executive Committee of the School of Public Health place the student on probation or suspend or dismiss him or her, or take other appropriate action which could include the rescission of a degree.
In any case in which recommendations are made to the Dean and Executive Committee, as decribed in the preceding paragraph (II.D.b.), a record of the recommendations, the outcome, and the documents relating to the case shall be retained by the School in a special locked file with a cross-reference in the student’s file.
II.E. Action by the Dean and Executive Committee
If the outcome of the case is a recommendation as described in paragraph II.D.b., the Associate Dean and the Executive Committee shall determine what action should be taken.
III. Procedures to be Followed in Cases of Alleged Theft or Vandalism of Library Materials.
Theft of, or acts of vandalism concerning, books and materials in the libraries of The University of Michigan are forbidden by Michigan laws and Regental Acts. Signs to that effect are posted in the library. If a member of the library staff discovers a suspected instance of theft or vandalism, the following procedures shall be followed:
The name of the student concerned shall be requested. A brief description of the incident must then be sent from the librarian to the student concerned and to the OAA with a copy retained in the library. However, if in the judgment of the OAA the incident appears to be a clear instance of attempted theft or vandalism, the OAA may choose to take disciplinary action. Such action can range from filing a charge under Section II above, or invoking the Regental Acts or the law of the State of Michigan.
If an incident occurs a second time with the same student, the same procedure shall be followed, and the student shall be invited, by the Associate Dean for Academic Affairs or his/her designee, to discuss the matter in person. If the student refuses, he or she will be informed in writing of the incident, and a copy kept by the OAA.
If an incident occurs a third time with the same student, the same procedures as before will be followed and disciplinary action taken. This action could be the invoking of the law of the State of Michigan or the Regental Acts, and could result in the expulsion of the student from the University.
Procedures to be Followed in Cases of Alleged Misuse of Information Resources.
(Information resources in this document are meant to include any information in electronic or audiovisual format or any hardware or software that make possible the storage and use of such information. As example, included in this definition are electronic mail, local databases, externally accessed databases, CD-ROM, motion picture film, recorded magnetic media, photographs, and digitized information such as the content of MIRLYN.)
In accordance with established University practices, policies and procedures, confirmation of inappropriate use of University of Michigan technology resources may result in termination of access, disciplinary review, dismissal, and/or legal action.
The University characterizes as unethical and unacceptable, any activity through which an individual:
If a student is accused of participating in any of the above activities, the procedures outlined in Section II of this document shall apply.
1. Supplementary Policies on Student Records
This document contains specific policies and procedures to be followed in this School.
It conforms to and supplements the University’s Policies on Student Records, the provisions of which shall govern in all matters not specified in this document. Copies of the University’s policy statement are posted on bulletin boards outside the Dean’s Office and the University Registrar’s Office.
School policies and procedures will be updated as often as necessary and will be reviewed annually by the Executive Committee of the School.
2. Purpose of Student Records
This School collects information about students and maintains student records for purposes of counseling students and assisting them in the completion of their academic program. The School also uses information from student records in conducting studies designed to improve instruction and service to students.
3. Information in Student Records
Four basis categories of information are included in student records:
4. Access to Student Records
By Students. Any student currently or formerly enrolled in the School may examine all materials in his/her records except:
Students who wish to examine their records shall file a written request with the Registrar, School of Public Health. Every attempt will be made to schedule an appointment for the student to review the records within three working days after the request is received, but in no event will access be delayed more than two weeks. Once a request has been received, no material shall be removed from the record until the student has reviewed it.
All records shall be examined in the presence of an office staff member of the Office of Academic Affairs.
Students may obtain copies of all materials in their files except:
By School of Public Health Staff. Faculty advisors shall have such access to student records as is required to perform their advising.
Clerical staff in the Office of Academic Affairs and departmental student services staff shall have direct access to such student records as their particular responsibilities require.
Other faculty members shall have access to student records consistent with a demonstrated need to know.
By Other University Staff. The Director of Student Services or his/her designee may provide information from student records to other University staff members who demonstrate a need to know consistent with their official functions for the University and consistent with normal legal and professional practices.
By All Others. Other than public information, persons outside the University shall be given personally identifiable information from student records only upon the specific written authorization of the student involved except:
All persons or organizations receiving such information shall be notified in writing that they may use it only for the purpose for which it was furnished, that they may not make it available to others without obtaining the written consent of the student involved, and that they must destroy it when it has served the purpose for which it was intended.
5. Record of Access to Student Records
The School of Public Health shall maintain a record of all persons or agencies from outside the University who have requested information (other than public information) from a student’s records. This record shall indicate what information was requested, and whether the request was granted. The record shall be available for inspection by the student and it shall be retained as long as the unit retains the record of that student.
6. Hearing Procedure
A student currently or previously enrolled in the School of Public Health may seek a hearing because (a) he or she has been improperly denied access to non-exempt student records, (b) he or she wishes to challenge the content of such non-exempt student records and to obtain the correction or deletion of such material, or (c) all or part of his or her record has been released to third parties contrary to the provisions of these policies.
The student’s appeal shall employ the following procedure:
Whatever the final outcome, the student shall have the right to insert a written explanation concerning the matter at issue in his or her record. Such explanation shall be include with any authorized disclosure of that record.
Student Grievance Appeals Procedure
The Student Grievance Appeals Procedure is the formal mechanism within the School of Public Health for reviewing student grievances after all efforts between the parties involved has proved unsuccessful.
It is the primary intent of this formal procedure to provide a means for dealing with a number of questions relating to student grievances.
Before the formal procedures are invoked, it is strongly recommended that every effort be made by all parties to resolve differences informally. Procedures and remedies at the departmental level should be exhausted before appealing the case. Subject matter for appeal includes, but is not limited to, the following areas if they are within the jurisdiction or control of the School of Public Health:
The grievant should make every reasonable effort to discuss the complaint with the faculty member(s) involved. If this discussion is not satisfactory, the grievant should next submit a written statement to the Associate Dean for Academic Affairs, and/or the Director of Student Services, requesting the appointment of an ad hoc appeals committee. This written statement must describe the specific nature of the complaint, the facts which support the complaint, and the previous efforts made to discuss the complaint with the faculty member(s) involved. The statement must be submitted within 60 calendar days after the last day of the term in which the alleged cause for the grievance occurred. The student is not required to be physically present to file; filing by mail is acceptable.
Copies of the Grievance Appeals Procedure are available upon request from the Office of Academic Affairs.
University Policy on Sexual Harassment by Faculty and Staff (March 14, 1994)
It is the policy of the University of Michigan to maintain an academic and work environment free of sexual harassment for students, faculty, and staff. Sexual harassment is contrary to the standards of the University community. It diminishes individual dignity and impedes equal employment and educational opportunities and equal access to freedom of academic inquiry. Sexual harassment is a barrier to fulfilling the University’s scholarly, research, educational, and service missions. It will not be tolerated at the University of Michigan.
Sexual harassment violates the University’s long-standing policy against discrimination on the basis of sex. Sexual harassment is also illegal. It is prohibited in the employment context by Title VII of the 1964 Civil Rights Act, in the education context by Title IX of the Educational Amendments of 1972 and, in both employment and education contexts, by Michigan’s Elliot- Larsen Civil Rights Act, adopted in 1976.
A claim under this policy may be brought by the University or by a faculty, staff or student member of the University community based on the conduct of any University employee. Complaints based on conduct by students who are not also employees of the University are addressed in the Interim Policy on Discrimination and Discriminatory Conduct by Students in the University Environment, which is administered by the Office of Student Services.
Sexual harassment can be a very serious matter having far-reaching effects on the lives and careers of individuals. Intentionally false accusations can have similar impact. Thus the charge of sexual harassment is not to be taken lightly by a charging party, an accused party, or any member of the University community. A person who knowingly and intentionally files a false complaint under this policy is subject to University discipline.
More detailed information on the University’s Policy on Sexual Harassment can be obtained from the Director of Student Affairs.
Degrees are granted in December, May and August. The University of Michigan has graduation ceremonies in May and December; the School of Public Health has its own Commencement ceremony at the end of April. August graduates are invited to participate in the May ceremonies. December graduates may participate in the School of Public Health ceremony the following April. No graduate student will receive a diploma until all financial obligations to the University have been fulfilled.
Frequently Used Forms
Obtain these forms at the UM Office of the Registrar, SPH Office of Academic Affairs, or from your department:
Alexis Thompson, SPH Registrar