A17 – Academic Integrity Procedures

Part 1: Introduction

1.0 Purpose

1.1

Academic Integrity is essential to ensure the quality and validity of the academic credentials granted by RRC Polytech (referred to as “RRC Polytech” or the “College”). These Procedures describe what constitutes an Academic Integrity Breach and how allegations of an Academic Integrity Breach are handled at RRC Polytech.

2.0 Application

2.1

The Procedures are subject to reasonable modifications, as may be dictated by the circumstances of the individual situation. In all cases, RRC Polytech will meet its obligation to respond to Academic Integrity Breaches in a consistent, fair and transparent manner. Specific responsibilities are outlined in Appendix A.

3.0 Definitions

“Academic Integrity” means acting with the values of honesty, trust, respect, responsibility, fairness and courage in learning, teaching and research to ensure that the credentials granted by RRC Polytech accurately represent demonstrated knowledge skills, and abilities. All members of the RRC Polytech community are expected to demonstrate these values through College learning activities, relationships and commitments.

“Academic Integrity Breach” is an action that does not demonstrate Academic Integrity and includes any behavior that does not allow RRC Polytech to fairly evaluate a student’s knowledge, skills and abilities in relation to admissions, assigned course work or assessment. An Academic Integrity Breach can occur during activities related to the admissions process, receiving academic credentials or representing academic accomplishments.

“Academic Sanction” is a response to an Academic Integrity Breach that applies a consequence. An Academic Sanction could include a required task, a grade penalty, course failure, and/or suspension, depending on the severity and recurrence of the Academic Integrity Breach.

“Academic Work” refers to all forms of student work intended to demonstrate the knowledge and skill a student has acquired during their studies. It refers to course work such as assignments and tests, materials or evaluations used to determine recognition of prior learning, various forms of research, as well as applied learning. All work produced by students during the course of their academic studies with RRC Polytech is considered academic work, whether or not it is eligible to receive a grade or evaluation, including without limitation text, ideas, research, images, drawings, diagrams, sound files, code, objects, concepts, or data.

“Balance of Probabilities” is the standard of proof in civil matters, such as a workplace or administrative investigation. It means that a set of facts is more likely than not to have occurred. A determination of a breach of College policy is made on the balance of probabilities (i.e., is it more probable than not that the alleged act was committed, based on the facts and evidence).

“Educational Intervention” is a response to an unintentional breach of academic integrity where a student is provided with further education to demonstrate the principles of academic integrity according to the course requirements.

“Exploratory Meeting” is intended to be a supportive conversation between the Instructor and student to discuss the Instructor’s identification of a potential Academic Integrity Breach. The intended outcomes of the Exploratory Meeting include (1) sharing information (2) understanding context (3) educating the student, if needed and (4) identifying next steps. The Exploratory Meeting is the first step in the process to share information about the concern, understand the student’s perspective and gather further information to help determine whether an Academic Integrity Breach has occurred.

“Intellectual Output” is material created by another person in any context, including an academic context, such as text, ideas, research, images, drawings, diagrams, sound files, code, objects, concepts, or data. Learning to use others’ Intellectual Output appropriately is an important part of Academic Integrity.

4.0 Classification of Academic Integrity Breaches

There are a number of forms of Academic Integrity Breaches including, but not limited to:

4.1

Plagiarism involves representing Intellectual Output created by or belonging to someone else as if it were one’s own. Plagiarism includes but is not limited to:

• Using other’s Intellectual Output without attribution, presented as one’s own work;
• Paraphrasing other’s Intellectual Output without attribution;
• Using paraphrasing, translation or other artificial intelligence software to modify text and present the modified text as new work.

Plagiarism is not the same as making an error in citation, referencing or attribution. When a student has inadequate skills such as academic or contextual inexperience that results in errors or oversight or the student, or the student unknowingly misattributed or forgot to create the appropriate attribution, an informal Educational Intervention is the most appropriate response.

4.2

Self-Plagiarism (also known as duplicate or dovetailing submission) involves submitting the same or similar work for credit in more than one course. A student who wishes to submit work that was prepared for another course must first receive Instructor permission, in writing.

4.3

Unauthorized Collaboration involves providing or receiving assistance in completing academic work and other academic activities without the instructor’s permission.

Examples of collaboration that provide an unfair advantage to students include and are not limited to:

• Collaborating with one or more individuals to complete an assignment, test, exam, or other academic evaluation in a manner that is not authorized and where the submission of work does not credit all contributors;
• Using tools that have not been authorized for use in the course or context such as generative artificial intelligence technology;
• Reproducing and submitting another student’s work, with or without their knowledge;
• Sharing class recordings, course details, course outlines, assignments, tests, student-created (self- or other) assignments, assessments, learning materials etc., and/or any course related resources with individuals, organizations or services without permission of the instructor;
• Sharing personal log-in details for any RRC Polytech user account; or
• Providing RRC Polytech learning materials which include course outlines, instructional materials, assessments details, texts, exams, etc., to any organization including third-party websites and file sharing services without the instructor’s permission. Publicly sharing RRC Polytech learning materials is also a breach of Policy A10 – Intellectual Property and Copyright.

4.4

Impersonation involves falsely presenting oneself in a physical or virtual classroom, or an in-person or online exam.

4.5

Contract Cheating occurs when students have original academic work created by a third party and submit the academic work as if it were their own. An exchange (money, file sharing, etc.) may occur but is not required to fit this definition. (Lancaster, 2006)

4.6

Fabrication and Falsification involves misrepresenting, exaggerating, withholding information, or providing false information for academic, personal, or financial benefit. This includes fabrication and falsification during the application process and during the course of study. It may further involve forging or falsifying official College documents such as grade reports, transcripts or other records.

4.7

Accommodation Under False Pretenses is misrepresentation in order to receive any academic accommodation on disability-related or compassionate grounds. This may include obtaining medical or other certificates under false or misleading pretenses, altering medical or other certificates, or presenting them in a manner meant to deceive to receive accommodation.

Part 2: Academic Integrity Breach Procedures

5.0 Determining Whether Academic Integrity has been Breached within a Course

5.1

When an Instructor has reason to believe that an Academic Integrity Breach may have occurred, they will gather relevant documentation and may seek support from the Academic Integrity Specialist. The Instructor will hold an Exploratory Meeting with the student as a first step of reviewing the matter. The Instructor will advise the student of the purpose of the meeting. An Exploratory Meeting between the Instructor and student must occur before proceeding to Level 1 Breach procedures.

5.2

During the Exploratory Meeting, the Instructor will ask questions to determine the student’s knowledge, skills, and abilities in relation to the assessment and the observed potential Academic Integrity Breach. The student will provide clarification and additional details for the activity that occurred.

5.3

Within five days of the Exploratory Meeting, the Instructor will consult with the Chair to determine if the issue needs further investigation.

5.4

In the case where no Academic Integrity Breach is found (e.g., there has been a misunderstanding that was clarified through the Exploratory Meeting), or the breach was very minor and best dealt with through an Educational Intervention that may include restitution, the Instructor will notify the student in writing of the resolution. No further record of the incident will be kept.

5.5

Findings about whether a student engaged in an Academic Integrity Breach and decisions to impose any appropriate Educational Interventions, or any Academic Sanctions under part 6, will not involve the individual assigned to hear Student Appeals under Policy S-3 to ensure fairness in any appeal that may result.

6.0 Where an Academic Integrity Breach has been Found within a Course

6.1

Where an Academic Integrity Breach has been found, and there is reliable evidence to proceed, the Instructor and Chair will work together to determine the next steps. The Chair will review the student’s academic history to determine if the student has a previous Academic Integrity Breach on file. Where a Level One Academic Integrity Breach has been determined, the Instructor will advise the student that an Academic Integrity Breach is under investigation and that a meeting with the Chair has been scheduled. Where a Level Two Academic Integrity Breach has been determined, the Chair will work together with the Associate Dean to determine the next steps. Where a Level Three Academic Integrity Breach has been determined, the Chair will work together with the Dean to determine the next steps.

A Maestro report will be filed for each of Level One, Two or Three Academic Integrity Breaches.
Where there is a previous Academic Integrity Breach on file, the Chair or Associate Dean may augment the level of the Academic Integrity Breach according to the appropriate resolution process described in Section 7 of these Procedures and respond accordingly.

7.0 Determining the Level of Severity

7.1

Educational Intervention is conducted for minor Academic Integrity incidents that occur due to academic or contextual inexperience, error, or oversight. The Instructor shall provide feedback, resources and/or training to increase the student’s understanding of Academic Integrity. Guidance will be provided to the student through individualized discussions focused on answering questions on process or content, describing assessment criteria and standards, and clarifying expectations of academic integrity. The Instructor will support practices of restitution, additional education and or provision of resources to help address specific concerns.

The following factors may be used to determine if an Educational Intervention is needed.

1. The issue has minimal impact on the integrity of the academic work;
2. The student may need to develop sufficient post-secondary academic skills;
3. The Academic Integrity incident may be a result of inattention to detail, academic or contextual inexperience, error, or oversight;
4. The academic work demonstrates some of the student’s knowledge, skills, and abilities;
5. There are no previous Academic Integrity Breach records for the student.

7.2

Level One Breach describes a Minor Academic Integrity Breach that represents an attempt by the student to deceive or unfairly represent their knowledge, skills, and abilities. The following factors may be used to determine a Level One breach, although not all factors need to be present:

1. The Academic Integrity Breach has an impact on the integrity of the academic work;
2. The academic work does not demonstrate the student’s knowledge, skills, and abilities (i.e., demonstrates knowledge, skills, and abilities gained from another source including person, resource or artificial intelligence); or resubmission of an assignment (self-plagiarism);
3. The Academic Integrity Breach is an effort to deceive;
4. The student has received related Academic Integrity education and opportunities to develop post-secondary academic skills;
5. A previous Academic Integrity Breach has been investigated for the student and an Educational Intervention has occurred.

7.3

Level Two Breach describes a Moderate Academic Integrity Breach that is a deliberate attempt to deceive. The following factors may be used to determine Level Two breaches, although not all factors need to be present:

1. The Academic Integrity Breach has a serious impact on the integrity of the academic work;
2. The academic work was completed by a source other than the student (i.e., other person, resource, artificial intelligence, self-plagiarism, contract cheating, and may represent a third-party resource found online);
3. The Academic Integrity Breach is a deliberate effort to deceive;
4. The student has received relevant Academic Integrity education and opportunities to develop post-secondary academic skills;
5. A Level One Academic Integrity Breach has been recorded for the student and an Educational Intervention has previously occurred.

7.4

Level Three Breach describes a Significant Academic Integrity Breach. Level Three Breach is a deliberate attempt to deceive that occurs following a previous sanction due to an Academic Integrity Breach.

8.0 Determining the Response to Academic Integrity Breaches

8.1 Resolution Process for Educational Intervention

Educational Intervention is a response to an unintentional breach of academic integrity. The Instructor may consult with the Chair or Academic Integrity Specialist for support in determining how to proceed.

1. Within 10 days of the Exploratory Meeting the Instructor will meet with the student to:
   1. Identify the academic issue or incident;
   2. Clarify the course expectations including the process, content, assessment criteria and standards for academic work;
   3. Assist in identifying and supporting practices of restitution, to address specific concerns;
   4. Provide referrals to relevant and appropriate academic supports;
   5. Identify the potential resolution or sanctions:
      • i. Resubmit or redo the assessment to incorporate the new learning without a grade penalty, or
      • ii. Complete a different assessment without a grade penalty;
   6. Conduct an informal follow up within a designated (reasonable) timeframe.

8.2 Resolution Process for Level One Academic Integrity Breach

Level One Academic Integrity Breach is evidence based and requires a formal report. Where appropriate the Instructor shall provide course-relevant support to address academic skill gaps and refer students to additional supports. Consultation with the Academic Integrity Specialist is available to support this process.

A Level One Academic Integrity Breach report is a formal record of both the breach and the intervention that supports academic integrity. The record is accessible by staff with designated access to student records. If another Academic Integrity Breach occurs in the future (Academic Integrity Breach Levels 2 or 3) this record will be reviewed to determine whether the new occurrence meets the criteria for an elevated response (i.e., a Level Two or Level Three Academic Integrity Breach.)

1. Based on evidence provided by the Instructor that determined a Level One Academic Integrity Breach has occurred, the Chair will:
   1. Confirm the academic integrity breach;
   2. Meet with the student to notify that an Academic Integrity Breach report will be filed;
   3. Confirm that the student received clarification on the course expectations including the process, content, assessment criteria and standards for academic work;
   4. Where appropriate, confirm that the student received referrals to relevant academic and student supports;
   5. Identify the resolution or sanctions imposed:
      1. Resubmit or redo the assessment to incorporate the new learning with a grade penalty, or
      2. Complete a different assessment with a grade penalty;
   6. Confirm the deadline for fulfilling resolutions identified; and
   7. File a Maestro report for a Level One Academic Integrity Breach within five (5) business days of notifying the student.

8.3 Resolution Process for Level Two Academic Integrity Breach

A Level Two Academic Integrity Breach report is a formal record of a deliberate attempt to deceive. The record is accessible by staff with designated access to student records. This record will be used to augment the level of Academic Integrity Breach if a similar incident occurs in the future. Where a student has a previous Level One Academic Integrity Breach, this subsequent breach will be a Level Two Academic Integrity Breach and will lead to a Level Two Resolution Process. Any decision to impose Academic Sanctions that involve discipline that includes a suspension must be made by the designated Academic Manager set out in Policy S2- Student Discipline.

Responses to Level Two Academic Integrity Breaches involve Academic Sanctions.

1. Based on evidence provided by the Instructor that determined a Level Two Academic Integrity Breach occurred, the Chair will:
   1. Confirm the Academic Integrity Breach;
   2. Meet with the student to notify that an Academic Integrity Breach report will be filed;
   3. Confirm that the student received clarification on the course expectations including the process, content, assessment criteria and standards for academic work;
   4. Where appropriate, confirm that the student received referrals to relevant academic and student supports;
   5. Identify the resolution or sanctions imposed:
      1. Receive a score of 0 for the assessment with no opportunity to redo or resubmit (this penalty may result in the student failing the course), and/or
      2. Receive a failing grade for the course (which indicates a need to retake the course), and/or
      3. Receive a notation of Academic Integrity Breach – Suspension from RRC Polytech for a period of time (see Policy A22 Academic Standards);
   6. Confirm the deadline for fulfilling resolutions identified; and
   7. File a Maestro report for a Level Two Academic Integrity Breach within five (5) business days of notifying the student.

8.4 Resolution Process for Level Three Academic Integrity Breach

A Level Three Academic Integrity Breach report is a formal record of a deliberate attempt to deceive that occurs following a previous sanction due to an Academic Integrity Breach. The record is accessible by staff with designated access to student records. This record may be used to determine additional sanctions if a similar incident occurs in the future. Where a student has a Level Three Academic Integrity Breach already reported, and another deliberate attempt to deceive occurs, the Executive Director, Academic will be notified. Any decision to impose Academic Sanctions that involve discipline including suspension or expulsion must be made by the designated Academic Manager set out in Policy S2- Student Discipline.

Responses to Level Three Academic Integrity Breaches involve Academic Sanctions.

1. Based on evidence provided by the Instructor that determined a Level Three Academic Integrity Breach occurred, the Chair will:
   1. Confirm the Academic Integrity Breach;
   2. Meet with the student to notify that an Academic Integrity Breach report will be filed;
   3. Confirm that the student received clarification on the course expectations and where appropriate, referrals to relevant academic and student supports;
   4. Confirm the resolution or sanctions imposed:
      1. Receive a failing grade for the course (which indicates a need to retake the course), and/or
      2. Receive a notation of Academic Integrity Breach – Suspension from RRC Polytech for a period of time (see Policy A22 Academic Standards), and/or
      3. Receive an expulsion from RRC Polytech.
   5. File a Maestro report for a Level Three Academic Integrity Breach within five (5) business days of notifying the student.

9.0 Responding to Academic Integrity Breaches Outside a Course

9.1

A member of RRC Polytech community who has reason to believe that an Academic Integrity Breach has occurred should consult with their manager. The Academic Integrity Specialist is available as a resource. Concerns include, but are not limited to:

• reports of students using Contract Cheating;
• observations of fabrication and falsification of student records;
• reports of Academic Integrity Breach by other students; and
• reports of Academic Integrity Breach that occurred during a course that is now finished.

9.2

Academic Integrity Procedures will apply to individuals who have breached Academic Integrity in their application to RRC Polytech. RRC Polytech may rescind an offer of admission, impose conditions on a future application, or take any other action it deems reasonable if a student is found to have engaged in an Academic Integrity Breach.

9.3

Academic Integrity Procedures will apply to individuals who are no longer studying at RRC Polytech or who have graduated from RRC Polytech and are found to have engaged in an Academic Integrity Breach. An incident may have occurred in activities related to the admissions process or representing academic accomplishments. RRC Polytech may act upon the discovery of an Academic Integrity Breach regardless of when such discovery is made. RRC Polytech may rescind credit for courses and/or credential awarded to the student.

10.0 Confidentiality

10.1

RRC Polytech will respect the confidentiality of students who are involved in a matter falling under this Procedure and will comply with all applicable privacy laws. The Freedom of Information and Protection of Privacy Act, prevents RRC Polytech from disclosing to third parties “personal information,” which has been defined to include specific findings, outcomes and disciplinary measures in relation to Academic Integrity investigated in accordance with these Procedures. Student academic information, including as it relates to an Academic Integrity Breach, can be shared internally where necessary and appropriate.

11.0 Student Records

11.1

Student records of Academic Integrity Breach will be held in a centralized system with access provided to members of RRC Polytech community involved in maintaining student records.

12.0 Appeals

12.1

Sanctions imposed under this policy may be appealed in accordance with Policy S3 – Student Appeals. Not all actions are appealable, and the right to an appeal is not automatic.

Appendix A: Roles and Responsibilities

RRC Polytech members have specific responsibilities for Academic Integrity Procedures as identified: