Filing a Notice of Offence
This page provides faculty members with an outline of how to address suspected academic integrity violations (AIVs) in accordance with Section 8 of Algoma University's Disciplinary Regulations on Academic Integrity.
The process is designed to be fair, transparent, and timely. The goal is to resolve most academic integrity violations within 15–20 business days from the initial communication with the student.
Identifying and Responding to a Suspected Violation
If you suspect that a student has committed an academic integrity violation such as plagiarism, unauthorized use of AI, cheating, or falsification of data, you are expected to file a Notice of offence.
As the course faculty members, you may delegate specific investigative tasks related to a suspected academic integrity violation; however, you remain fully responsible for overseeing the investigation and for its final outcome. Use the balance of probabilities standard when evaluating evidence of an academic integrity violation. The balance of probabilities standard means determining whether it is more likely than not that a violation occurred, based on the available evidence. If this threshold is met, you should proceed to the notification stage. Click here for more information on the balance of probabilities standard.
Notifying the Student
You must contact the student via their official Algoma University email and copy the Academic Integrity Office at [email protected]. This initial communication should:
- Clearly describe the suspected violation and link it to a defined offence, outlined under Section and Appendix A of the Disciplinary Regulations on Academic Integrity
- Outline the evidence you are relying on
- Invite the student to meet with you (in person or virtually) within five (5) business days to discuss the matter. Additionally, allow the student to respond in writing, if they prefer.
This notification gives the student an opportunity to counter the violation and offer any explanations or additional context. Students are encouraged to respond but may choose not to engage.
Note that this step of notifying students must be followed even in instances where the student has been already notified by you verbally, such as when you discover and confront a student who has committed a violation, during an in-person exam. Creating an email trail ensures that the policy is consistently applied, documented and processed in a transparent manner.
Considering the Student’s Response and Deciding Whether to File
Once the student has responded, or the five-day window has passed, you must decide whether to proceed with filing a formal Notice of Offence. If the student’s explanation is sufficient, you may choose not to file. In that case, notify the student of your decision by email and copy the Academic Integrity Office.
If the student does not respond, declines to meet, or their response does not adequately address the concerns, you should proceed to file a formal Notice of Offence. This involves completing the electronic form available on the Employee Portal and submitting it with all supporting documentation within five (5) business days.
A complete submission must include:
- A description of the alleged violation
- Supporting evidence
- An explanation of how the violation breaches the policy
- A record of communication with the student (emails and/or meeting notes)
What Happens Next?
Once you submit the Notice of Offence:
- The Academic Integrity Office will review your submission for completeness and ensure all procedural requirements are met.
- The AIO will forward the case to the relevant Faculty Dean, who will issue the official Notice of Offence.
- If the student has prior violations, the AIO will flag this and recommend an escalated penalty in accordance with the Policy to the Faculty Dean.
Questions or Need Support?
If you are uncertain about how to proceed with a case or want to consult before filing, the Academic Integrity Office is here to support you.
📧 [email protected]
📅 Book a 30-minute consultation
You may also access templates, guides, and flowcharts on our Faculty Template page.