There are two basic communications to the student:
1. The first communication with a request to meet with the student
Example: Request to meet
Dear _______________,
I suspect you have violated Western’s academic honesty policy on the <insert exam, paper, etc…> in my class, <insert course and number>, <insert term and year>.
<Briefly describe the violation, including a reference?>. Such an act would constitute a violation of Western’s academic honesty policy. It Is your right to request a meeting with me to discuss this incident within ten working days. Both of us may bring a support person to the meeting with prior notification. Within five days after our meeting, I will decide whether a violation has been committed. Failure to respond does not halt the process. If you do not wish to meet with me, I will move forward and inform you of my decision.
(Use if you are filing final grades before resolved) Since we are at the end of the quarter and final grades are due, I have submitted to the Registrar a grade of X (no grade reported). That grade will be changed <per determined sanction> on <insert date ten class days later> if you do not contact me concerning this incident by that date.
For more information about your appeal rights, please consult the university catalog, Appendix D, Academic Honesty Policy and Procedures. https://academichonesty.wwu.edu/ By copy of this letter, I am informing the Registrar and the Vice President for Academic Affairs of this incident. I hope you will respond immediately so we may find a resolution.
Sincerely,
Professor <insert name>
2. The decision email you would send if you are moving forward with a violation.
Example: Moving forward with a violation
Sample letter for instructor to email decision to student. Send copy to Registrar’s Office (Registrar’s Office and Provost Office via AcademicHonestyBoard@wwu.edu, Chair or Unit Head, and Dean of College.
Dear _______________,
After meeting with you on <insert date>; I have come to the conclusion that a violation of the academic honesty policy has occurred in your <insert term and year> class. (Explain why you believe this to be the case and the sanctions levied, e.g. zero on test or F in class). Alternative wording: Record a summary of the findings and the sanctions levied, e.g. zero on test or F in class.
According to the Academic Honesty Policy, you can appeal my decision to the Chair of the <dept> Department (or unit head), <insert name of chair> within 5 working days of the date of my decision. For additional information on the policy, procedure, and appeal process, consult the Academic Honesty Policy and Procedure, located in Appendix D of the University Catalog for <insert year> here: https://catalog.wwu.edu/content.php?catoid=15&navoid=3367 or on the Academic Honesty website https://academichonesty.wwu.edu/.
Look for the link under PRO-U2100.02B Appealing Academic Honesty Violations. The appeal form is under https://esign.wwu.edu/forms/Provost/_acad_honesty_appeal_2.aspx.
Sincerely,
Professor <insert name>
Contact Information:
Contact Melinda Assink (x3480) for general questions about reporting or appealing an alleged Academic Honesty violation.