Skip header navigation

Academic Misconduct meetings - Covid-19 information

The following information has been produced to provide guidance on how the Academic Misconduct policy will be managed in light of the Covid-19 pandemic where it is not possible to hold on campus meetings.

Information for students

Academic Misconduct offences continue to be considered and addressed per the Academic Misconduct policy and procedure.

How will the Academic Misconduct meeting be held?

The meeting will be held remotely via video or phone conferencing taking into consideration the time-zone in which you are located, if you are no longer in the UK.

As much as possible, meetings should be conducted using visual interaction, not just audio platforms, such as:

  • Microsoft Teams
  • Skype
  • Canvas conferencing
  • Canvas Chat/Discussion

What should I be aware of in advance of the Academic Misconduct meeting?

  • The platform via which you will be required to access the meeting will be advised by the University in the meeting request that you will receive. If you think you may have difficulty in accessing the platform or the meeting, please let us know as soon as possible.
  • You should check that you know how to access voice and video on the relevant platform in advance of the meeting.
  • You will be advised of the start time of the meeting (where relevant in both UK time and the time in your location) and an indicative end time of the meeting so that you can identify a quiet space to attend the meeting. Please ensure in advance that you are aware of the time the meeting is scheduled to start.
  • That you are permitted to be accompanied by one other person at the meeting.
  • That the meeting will not be recorded by staff and should not be recorded by you either.

I don’t have the appropriate technology to join the meeting visually. Will the meeting still be scheduled?

The meeting will still be held via a voice-only platform.

Can the meeting not wait till the University buildings reopen?

No. It is important the meeting goes ahead as this ensures that you have the opportunity to explain your position, where appropriate, to learn from an offence, and also that the matter is dealt with as promptly as possible.

I cannot attend the meeting on the scheduled date. What will happen?

Should you not be able to attend a meeting due to a reasonable cause then another meeting date will be arranged where possible. You must advise the University as soon as possible if the date is not suitable for you.

Can I ask someone to attend the meeting with me?

You are permitted to be accompanied to an Academic Misconduct meeting by a maximum of one other person. While acknowledging that you may be living with other family members, it is important that you follow this rule so that the meeting may proceed smoothly.

I did not attend an Academic Misconduct meeting, but I have received the decision relating to the offence. Is that correct?  

Yes. If you do not attend a meeting this does not prevent the Chief Examiner from progressing action in accordance with the policy.

When will I know the outcome of the meeting?

You will be advised of the outcome by Academic Registry staff, normally within five working days of the date of the meeting.

Information for staff

Academic Misconduct offences continue to be considered and addressed per the Academic Misconduct policy and procedure.

How should I hold the Academic Misconduct meeting?

The meeting will need to be held remotely taking into consideration any time-zone differences that may arise from students no longer being in the UK, and therefore the time-zone in which the student will be located at the proposed time of the meeting.

As much as possible, meetings should be conducted using visual interaction, not just audio platforms, such as:

  • Microsoft Teams – all University students and staff have access to this platform. There is also an app that can be downloaded onto a smart device.
  • Skype 
  • Canvas conferencing
  • Canvas Chat/Discussion

What should I advise students when inviting them to an Academic Misconduct Meeting?

  • You should determine the  platform that will be used to conduct the meeting and seek confirmation from the student of their ability to use or access the proposed platform
  • Request that the student checks in advance of the meeting that they can access voice and video on the platform
  • You should advise of the start time of the  meeting, where relevant setting out both UK time and the time in the student’s location, and provide an indicative end time of the meeting so students can identify a quiet space to attend the meeting
  • The student should also be advised that they are permitted to be accompanied by one other person at the meeting.
  • That the meeting will not be recorded by staff and should not be recorded by the student.

The student has advised that they don’t have the appropriate technology to join the meeting visually. What should I do?

The meeting should still be held. In such instances, it would be appropriate for the meeting to take place via a voice-only platform.

Can I wait till the University buildings reopen to hold the meeting?

No. It is vital that the policy continues to operate and therefore that meetings go ahead without delay. Students need to have the opportunity explain their position, where appropriate, to learn from an offence, and meetings continuing to progress ensures that matters of academic misconduct are dealt with as promptly as possible.

The student cannot attend the meeting on the scheduled date should I just hold the meeting without them?

Should the student not be able to attend a meeting due to a reasonable cause then another meeting date should be arranged.

The student has requested that they be accompanied to the meeting. Is this acceptable?

Students are permitted to be accompanied to an Academic Misconduct meeting by one other person. Whilst acknowledging that students may now be co-located with other family members it is important for the smooth running of the meeting that this policy point is adhered to.

The Chief Examiner and/or the Module Co-Ordinator is not available should I reschedule?

Should the situation arise where neither the Chief Examiner nor the Module Co-ordinator are available for the remote meeting, then a Chief Examiner and a Module Coordinator from another programme can hold the meeting in their absence. Only where the subject expertise of the Module Co-ordinator is required should the meeting be rescheduled.

In such circumstances, advance notice should be given to the student as to who will be present at the meeting. 

The student has not responded to the Academic Misconduct meeting request, what should I do?

At least one further attempt to contact the student should be made. However, if there continues to be no response, the meeting can go ahead without the student in attendance.

Is there anything I should do differently for a remote meeting?

At the start of the meeting you should agree on the action to be taken should the IT connection be lost or find that the sound quality is impaired. You should agree upfront that either a new date is arranged, or establish that this meeting can continue without the attendance of the student.

How should I conclude the meeting if the student appears distressed?

Where a student is distressed during a meeting, they should be offered the opportunity to have a short break. If the student seems distressed at the end of the meeting, the Chief Examiner/Module Co-Ordinator should provide details of sources of support as they would do if the meeting was conducted face to face. In addition, the student seeming distressed and support being offered should be noted in the Academic Misconduct report form submitted. In the penalties communication that is sent from Academic Registry, sources of support available to the student will be reiterated.  

When will the student receive the outcome of the meeting?

Academic Misconduct Reports continue to be processed normally within five working days of the date of the meeting.

Scroll back to the top