Write letter to student including all of the following information:
Details of investigation
Student should be informed about the specific form of academic misconduct they are alleged to have breached.
All evidence should be provided to the student within the letter so they are able to understand the allegation and prepare for the discipline meeting.
Student may obtain copy of Bylaw & procedures
Provide a date by which the student must contact the decision maker to either set up a meeting OR advise once they have scheduled a meeting with Student Advocacy.
Right to advocacy
The letter should inform the student that it is beneficial to work with a Student Advocate, and include the contact information for Student Advocacy (204-474-7423).
Explain if and why a hold is being placed on the student’s account.
Absence of a response
The letter should be clear that if there is no response by the deadline then a decision will be made in abstention.
Who should be copied on the letter:
The Dean’s Office of the student’s home faculty
The instructor who instigated the investigation
The Department Head
Once the decision maker has concluded there is enough evidence to proceed to a full investigation, the letter should be sent out to the student immediately in order to ensure they are fully informed.
Ideally, the letter should not be sent to the student on a Friday. This is to allow the student the opportunity to immediately access University supports.
Delivery of letter
The letter can be sent to the student either through their U of M email address or by mail to the address listed on Aurora. It is recommended to use both methods to ensure the student receives this important and time-sensitive information.
Letter templates: This resource is under development.
Include the following information in the letter to the student:
Re-state the allegation.
Summarize the information that was received.
The decision maker should outline all the evidence they received from the instructor, from the student, and potentially from the witnesses.
Explain weight given to information for purpose of making the decision.
If there is evidence the decision maker found untrustworthy, this should be stated clearly in the letter. It is important for the student to understand exactly how the decision maker arrived at their decision.
Set out the reasons for the penalty, including aggravating and mitigating factors.
Provide information about the right to appeal, and where to receive further information and support.
If you have reason to believe that the misconduct was due to a lack of understanding, poor writing/research practices, and/or you feel the student would otherwise benefit from post-discipline education. Please see: new process for implementing educational outcomes.
Note: The materials on this page are intended to provide disciplinary authorities with guidance about how to investigate an allegation of academic misconduct. The information contained herein is not intended to replace relevant University of Manitoba governing documents. Please consult the Student Discipline bylaw and related procedures.
For questions regarding the Academic Integrity website or related resources, contact:
Loie Gervais, Academic Integrity Coordinator