Preparing for an Academic Integrity Meeting

The Center for Student Conduct has the responsibility to resolve all alleged violations of the Code of Academic Integrity. We strive to have this process feel restorative and educational.

Academic Integrity Policy

If you have received notification of an Academic Integrity pre-council meeting, it means the Center for Student Conduct has received an incident report that alleges you have violated one or more of the University of Vermont Code of Academic Integrity standards.

The full academic integrity policy and procedures are available online in the Code of Academic Integrity.

The Code includes information about the 4 standards of academic integrity, how academic integrity cases are resolved, possible sanctions, the appeal process, and the retention and disclosure of student records.

If you are scheduled for an Academic Integrity Meeting, you have the right to:

Participate in pre-council and academic integrity council meetings, share your perspective, and answer questions from the academic integrity council
Respond to the information in any submitted report and alleged academic integrity policy violations
Receive a written decision letter outlining any final decisions and rationale for those decisions
Object to any academic integrity council member participating in any scheduled council meeting if you feel the council member may be biased or have a conflict of interest
Appeal the decision of the academic integrity council

Learn more about the academic integrity process below and by viewing the video, UVM's Academic Integrity Process.

Process in Brief

Faculty Report

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If an instructor believes a student may have cheated, plagiarized, or colluded, they are required to report the concern to the Center for Student Conduct. Students have the right to due process, meaning students can respond to and contest the allegation through the academic integrity process. Faculty cannot impose a grade penalty without submitting an academic integrity referral form.

Notification to the Student

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After a report is received, the Center for Student Conduct will email the student to schedule an informal meeting (pre-council meeting). The purpose of the meeting is to discuss the report and the instructor’s concerns about a possible academic integrity violation, explain the academic integrity process and options for resolution, and answer any questions a student may have about the process. Students have two options for resolving the alleged violation: informal resolution via the pre-council meeting and formal resolution via the academic integrity council meeting. These meetings are outlined below.

Options for Resolution

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The pre-council meeting is an informal meeting to discuss the instructor’s academic integrity report, explain the academic integrity process, talk through the student’s options for resolving the alleged policy violation, and answer any questions. Students have two ways for resolving their case:

Informal Resolution: Pre-council Meeting
If a student chooses to accept responsibility and the recommended sanction, the case is resolved and the process ends at this point.
Formal Resolution: Academic Integrity Council Meeting
If a student chooses to go forward to an academic integrity council meeting to determine the outcome, a council meeting will be scheduled.

The academic integrity council’s role is to determine whether a student is responsible or not responsible for an alleged violation of the Code of Academic Integrity. If the council finds a student responsible, the council also determines a sanction (consequence) for the violation. More information is available in the academic integrity council meeting section below.

Decision Letter

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Once a decision is made, either through the informal resolution of the pre-council meeting or the formal resolution of the academic integrity council meeting, the student will receive a decision letter. The decision letter explains whether the student is found responsible or not responsible for a violation and a rationale for that decision. If the student is found responsible, the letter will also outline the sanction(s) and a rationale for the sanction decision. If the student goes forward to an academic integrity council meeting, the decision letter also outlines the appeal process.

Available Support and Potential Outcomes

Advisors

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Students can bring an advisor with them to a pre-council meeting and/or an academic integrity council meeting. An advisor can provide advice and support, and also help students understand the alleged violation, prepare for meetings, and help prepare an appeal. Advisors are optional and it is completely up to the student to decide whether to have an advisor present.

Advisors may not have any other role (such as a witness) and must be a UVM affiliate. Any UVM student, staff, or faculty can serve as a student’s advisor, though family members and attorneys cannot serve as an advisor during an academic integrity council meeting.

If a student would like to bring an advisor to a meeting, they will need to notify the Center for Student Conduct before the meeting, so the advisor can be added to the meeting.

For help identifying an advisor, contact the Center for Student Conduct. We would be happy to make suggestions or connect a student with a possible advisor.

Additional Support Options for Navigating the Process

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If you would like additional support, there are many resources available to help you!

Center for Student Conduct: Contact any of the staff in Student Conduct for questions or concerns about the academic integrity process
Student Legal Services (SLS): SLS is a student-run organization with legal support from a Boston law firm to provide legal counsel. To connect with SLS, you can email them at legal@uvm.edu or attend virtual or in-person office hours.
CARE Team: Reach out to the CARE Outreach Coordinators at careoutreach@uvm.edu or 802-656-3380 for support.
Student Accessibility Services: for students utilizing accommodations through SAS.
Student Services office in your school or college.
Counseling and Psychiatry Services (CAPS): Scheduled appointments and drop-in times available.
Intercultural Centers and Programs: Interfaith Center, Mosaic Intercultural Center, Prism Intercultural Center, Women and Gender Equity Center, and the Men and Masculinities Program.

Additionally, please consider contacting the Undergraduate Writing Center with questions specific to how artificial intelligence is intersecting with UVM academic integrity standards: Understanding Generative Artificial Intelligence (Gen AI)

Possible Sanctions

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If a student is found responsible for an academic integrity violation, a sanction will be applied. Here are some possible sanctions:

Grade penalty: grade penalties can include a zero on the assignment, a grade reduction on the assignment or final course grade, and an XF in the course.
Grade of XF: An XF is a failing grade for academic dishonesty and includes a notation on the transcript. Undergraduate and non-degree students may have the XF converted to a standard F and remove the notation by successfully completing a Seminar on Academic Integrity. Graduate students are not eligible for this option. A second XF will be a permanent notation on the transcript.
Educational sanctions: educational sanctions can include a reflection paper or other educational writing assignment, completing an academic integrity workshop, or completing a plagiarism workshop.
Separation from the University: in the most serious cases, sanctions can include suspension or dismissal.

What to Expect in an Academic Integrity Council Meeting

How Decisions are Made

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The Academic Integrity Council makes a decision using a standard of evidence called preponderance of evidence. This means the Council decides whether it is “more likely than not” that a student violated the Code of Academic Integrity. The Council carefully reviews all available information and evaluates the evidence to determine whether there is a preponderance of evidence that indicates the student violated a policy. Students are presumed not responsible until proven otherwise by a preponderance standard.

What Happens During the Meeting

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The Council listens carefully to all the information and testimony related to the case. Students and faculty attend the meeting together, but they do not speak directly to each other, and there is no “cross examination.” Instead, the instructor will share their perspective first and answer questions, then the student will share their perspective and answer questions. The meeting facilitator helps ensure everyone involved remains respectful, participants do not interrupt each other, and everyone has the opportunity to provide a statement.

Sharing Your Perspective (Student Testimony)

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Each student named in the report will have an opportunity to provide a statement and share any relevant information they believe is important before the Council makes its decision.

Step-By-Step Flow of the Meeting

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Introductions: An Assistant Director in the Center for Student Conduct will facilitate the meeting and invite everyone present to introduce themselves and explain their role in the meeting. Council members are the only participants who vote and determine the outcome.
Explanation of student rights: Students have five important rights in the process: the right to respond to the alleged violation, provide their own testimony, receive a decision letter explaining the outcome and rationale for decisions, object to any Council members they believe may be biased, and appeal the Council’s decision regarding responsibility and/or outcome.
Response to alleged violation: The student will be asked whether they believe they are responsible or not responsible for the violation(s). They may choose not to comment.
Faculty testimony: Faculty will be given an opportunity to share their perspective, comment on the information in the report, and explain why they believe the behavior violates the Code of Academic Integrity. Faculty may also recommend an outcome.
Questions from council members: Council members can ask clarifying questions of the faculty.
Questions suggested by student: If a student believes Council members should have asked questions that they did not, the student can suggest those questions be asked by submitting them to the Council in writing. Council members will ask any relevant and appropriate questions.
Student testimony: The student will be given an opportunity to explain their perspective, respond to the information in the report, and explain why they believe the behavior does not violate the Code of Academic Integrity. They may also comment on what they believe would be an appropriate outcome if found responsible.
Questions from council members: Council members can ask clarifying questions of the student.
Questions suggested by faculty: Faculty can recommend questions to be asked of the student by submitting them to the Council in writing. Council members will ask any relevant and appropriate questions.
Closing statements: Both the student and faculty have an opportunity to provide a final statement before the end of the meeting.

Appealing a Decision

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Students who choose to move forward to an academic integrity council meeting have the right to appeal the Council’s decision, both about responsibility and sanctions.

There are three grounds on which students can appeal the decision:
1. A procedural error unfairly and materially affected the outcome of the case;
2. Material evidence has been discovered that was not reasonably available at the time of the conduct meeting; or
3. There was a clear abuse of discretion on the part of the Academic Integrity Council.

Appeals must be submitted within 5 business days. Sanctions do not go into effect until the appeal process is completed.

The appeal is a written review, not a re-hearing of the case. There is not an additional meeting for the appeal. The appeals officer may uphold, modify, or overturn the original decision and/or sanction. The appeal decision is final.

Read more about how to prepare for an appeal on the Student Conduct website.

The full appeal process is outlined in the Code of Academic Integrity and included in the academic integrity council decision letter.

FAQs for Students

I didn’t cheat or I don’t agree with the proposed sanction. What do I do?

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If you believe you did not violate the police, you can discuss your concerns during the pre-council meeting and learn more about their options for resolving the allegations. One option is to participate in the formal academic integrity process with an academic integrity council meeting. The council meeting is your opportunity to contest the allegations or the proposed sanction and to share your perspective of what happened. The council will then determine responsibility and assign sanctions (if you are found responsible).

What goes on my record?

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Students can have different student records, including an academic record (academic transcript) and student conduct record. When an academic integrity report is submitted, a student conduct record is created. This conduct record stays on file until the student graduates.

Unless a student receives a sanction of XF, there is no notation on the academic transcript about an academic integrity violation.

Records of dismissal from the University, as well as grades of unconverted XF, are permanent. When a student receives a sanction of suspension, their records will be sealed upon the earlier of either graduation or four consecutive years of absence from the University. Records of all other sanctions imposed under the Code of Academic Integrity will be sealed upon the student's graduation, or in the case of a student who has voluntarily withdrawn from the University, after two consecutive years of withdrawal.

A sealed record will continue to be maintained by CSC and will only be disclosed directly to the student or as otherwise directed by law. Records are personal and confidential. Students may inspect their records at any reasonable time. These records may also be shared with other University officials who have a legitimate educational interest in the information they contain. Under no circumstances will any personally identifiable information be released to any external individual, agency, or organization except with the prior written consent of the student or as otherwise required by law.

Who gets notified about my case?

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When a decision letter is sent from the Center for Student Conduct, the instructor of the course and the student’s College/School Dean’s office are copied on the letter. No one else is copied or notified.

The Center for Student Conduct may release information to other University officials who have a legitimate educational interest, but this disclosure is very limited. Student Conduct may also release information if a student gives written permission to disclose this information when applying for UVM study abroad or a student leadership position (e.g., RA in University Housing and Dining Services).

Will my scholarship be affected?

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The Center for Student Conduct does not notify Student Financial Services of an academic integrity violation.

Can this report be withdrawn so that nothing is on record?

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In most cases, the answer is no. The only time there will not be a conduct record is if an instructor chooses to withdraw a report. Otherwise, the incident will be part of the student’s conduct record. If the instructor does withdraw the report, any information regarding the academic integrity case will be deleted.

Can I bring a witness for my academic integrity council meeting?

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Yes, students can have a witness attend the council meeting or submit a written witness statement. A witness is any person who has relevant, direct knowledge of the alleged conduct. Character witnesses are considered irrelevant and are not permitted. If a student would like to have a witness or witness statement for their council meeting, they should contact the Center for Student Conduct to make arrangements.

Can the sanction get worse if I go to an academic integrity council?

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The academic integrity council has a full range of sanctions to choose from when determining sanctions. The council will consider any recommendations made by the instructor and the student and will consider any aggravating or mitigating factors when sanctioning. While it is possible the council could choose a sanction that is greater than what the instructor has recommended, it does not happen often.

Can I withdraw from a course if I have a pending academic integrity case?

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Yes, students can withdraw from a class even with a pending academic integrity case, however, the Center for Student Conduct will still resolve the allegations. Withdrawing from a course does not end, delete, or cancel a pending case. If the sanction is an XF in the course, the XF will override the W (withdrawal) grade. If the sanction is anything other than an XF, the grade on the transcript will be a W.

Can I repeat a course if I have an academic integrity violation in the course?

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Yes, a student can repeat the course under the policy and procedure for Repeated Courses.

What is an XF in a course?

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An XF is a grade penalty sanction applied in some cases. The XF is a failing grade for academic dishonesty and includes a notation on the transcript. Undergraduate and non-degree students may have the XF converted to a standard F and remove the notation by successfully completing a Seminar on Academic Integrity, which requires completing reading and writing assignments. Graduate students are not eligible for this option. The XF notation can only be removed up to one semester after graduation. A second XF will be a permanent notation on the transcript.

If a student converts the XF to an F and repeats the course, the standard policy and procedure for repeated courses applies and the F will be replaced with an R (repeated course) when the student receives a grade for the repeated course.

Get in Touch

Deanna Garrett-Ostermiller

Assistant Director for Academic Integrity

Deanna.Garrett-Ostermiller@uvm.edu (802) 656-4360