ACADEMIC POLICIES & PROCEDURES

Academic Policies

Code of Academic Conduct

Students and faculty members at Rogers State University enjoy a shared commitment to the integrity of their learning environment and to well-established rights and responsibilities in their mutual pursuit of scholarship, knowledge, and skill. Common courtesy, mutual respect, reasoned discourse, intellectual candor, and openness to constructive criticism characterize the change and growth that result from academic endeavors at Rogers State University. Academic honesty is vital to these endeavors; it is essential to the life and meaning of any academic community. In the absence of acknowledged standards of honesty, faculty members, students, and our community cannot have confidence in either the intellectual achievement and knowledge or the implicit promise of potential for continued growth that higher education implies. All members of the University community are responsible, therefore, for maintaining the University’s standards of honesty and academic integrity. Students, faculty members, and staff members share the responsibility and authority for making known acts of apparent academic dishonesty.

Prohibited Conduct

The Code of Academic Conduct prohibits violations of academic integrity, including, but not limited to:

Cheating: In any work submitted for evaluation (tests or assignments), copying or attempting to copy from another student’s work; using or attempting to use unauthorized information, notes, study aids, or other materials; any unauthorized collaboration with others, who may or may not be students, in work to be presented for a grade; altering graded work after it has been returned, then submitting the work to be re-graded; tampering with the academic work of other students.
Plagiarism: Presenting the work of another as one’s own (i.e., without proper acknowledgment of the source or sources), or submitting material that is not entirely one’s own work without attributing the unoriginal portions to their correct sources. The sole exception to the requirement of acknowledging sources occurs when ideas or information are common knowledge.
Falsification and Fabrication: Altering, counterfeiting, or inventing information or material presented in an academic evaluation activity; "padding" a bibliography with made up titles or works not consulted, or providing false citations in footnotes; using inappropriate methods for collecting or generating data or including a substantially inaccurate account of the method by which the data were gathered or collected.
Abuse of Academic Materials: Destroying, stealing, or making inaccessible library, laboratory, or other academic resource material, or attempting to do so; stealing or otherwise obtaining advance copies of placement tests, examinations or other course materials or attempting to do so; duplicating copyrighted software without authorization or using such software on University computers; "hacking" on University computers or installing "virus" programs.
Complicity in Academic Dishonesty: Helping another to commit an act of academic dishonesty, especially providing material or information to another person with knowledge that this material or information will be used deceitfully in an academic evaluation activity; permitting one’s own work to be submitted by another person as if it were that person’s original work.
Falsification of Records and Official Documents: Altering transcripts, grade reports, or other documents affecting academic records; forging signature of authorization or falsifying information on any academic document, such as permission forms, petitions, or other documents.
Personal Misrepresentation and Proxy: Taking another person’s place in an exam, placement test, or other academic activity, either before or after enrollment; having another person participate in an academic evaluation activity or evaluation in place of oneself.
Bribes, Favors, Threats: Bribing or attempting to bribe, promising favors to, or making threats against any person, with the intention of affecting an evaluation of a student’s academic performance; conspiring with another person who then performs one of these acts in one’s behalf.

Who May File

Any University administrative, faculty, or staff member may bring a complaint of academic misconduct by submitting a written report as provided hereafter. Students who identify an act of academic misconduct should report the act to an administrative, faculty, or staff member so that a complaint may be filed.

Investigation of Misconduct

Before filing a complaint of academic misconduct, the faculty or staff member may initiate a preliminary inquiry to determine whether misconduct has occurred. During the course of this inquiry the faculty or staff member may discuss the matter with the student suspected of misconduct and with others who may have relevant information. The faculty or staff member should not promise to take or refrain from taking any action, except for the filing in good faith of an academic misconduct complaint, to induce a student’s participation in the inquiry. Under no circumstances should a faculty or staff member agree to refrain from investigating possible academic misconduct, to refrain from filing a complaint, or to withdraw a complaint once made in exchange for the student’s acceptance of any penalty, including without limitation grade reduction or additional assignments.

Notification of Discovery of Irregularity

When a discovery of an irregularity occurs, the faculty member will notify the student of the discovery in writing within fifteen (15) days by certified or registered mail. By means of this notification the faculty member will provide the student a timely opportunity to meet to discuss the irregularity. At this meeting, the faculty member will determine whether the irregularity involves an opportunity for further instruction, a learning opportunity or an apparent violation of the Code of Academic Conduct. At the conclusion of the meeting, the faculty member will inform the student of his or her determination.

Learning Opportunity Procedure

When a faculty member determines that an irregularity is unintended, e.g., the result of the students misunderstanding of the assignment or ignorance of research conventions, then rather than invoke the code of Academic Conduct, he/she might consider it appropriate to use the opportunity to advance the student’s learning by requiring him/her to redo the work in question correctly. In such a case, the instructor may grade only the final product and may not impose any penalty.

Learning opportunities are to be settled between the faculty member and the student. A report of the learning opportunity will be filed with the Associate Vice President for Academic Affairs. The student has the right to refuse the Learning Opportunity Procedure, in which case he/she must be informed that, in consequence, the instructor may choose to file a complaint alleging academic dishonesty with the Associate Vice President for Academic Affairs.

Filing a Complaint

If the faculty member determines that a situation involves an apparent Code violation, he/she will confer with their Dean and will then forward a written complaint to the Associate Vice President for Academic Affairs within thirty (30) days of the discovery of misconduct. The Associate Vice President for Academic Affairs will:

Review the student’s file to determine if this is a first complaint;
Notify the student by certified or registered mail that the complaint has been filed (enclosing copies of the complaint and the Code of Academic Conduct) and invite the student to an initial meeting with the Associate Vice President to discuss the situation; and
Place the student’s registration on temporary hold, so that he or she can neither withdraw from the course in question nor register for future courses until the current question is settled.

End of Term

If the process cannot be completed before the end of the term, the instructor will assign the student a grade for the course based on evaluation of completed course assignments to that point, subject to change when the matter is resolved.

Continued Enrollment Pending Resolution

A student may continue his/her regular enrollment in the University pending administrative resolution of misconduct allegations; however, while a question of academic misconduct exists, a student may not graduate or receive a transcript without approval of the Vice President for Academic Affairs or his or her designee, and any transcript released during such period shall bear a notation that academic misconduct proceedings are ongoing.

Initial Meeting

At the Initial Meeting, the administrator will review both the complaint and the Code of Academic Conduct procedures with the student to be sure the student understands them clearly and is aware of the possible consequences. If the student agrees that he/she was involved in a violation of the academic conduct code, the administrator, depending on his/her judgment of the circumstances of the violation, may suggest that the Informal Hearing process would be an appropriate means of settling the matter, describing the range of possible sanctions and allowing the student to choose between the informal and formal processes. The student should understand that, in either case, a record of the procedures would be kept in his/her file for a period up to three years. If a student fails to respond to the Associate Vice President’s letter or to appear at a scheduled Initial Meeting, and makes no alternative arrangement, the Associate Vice President will arrange for a formal hearing to be scheduled.

Informal Hearing

When a student who has acknowledged a violation chooses to participate in an Informal Hearing, the Associate Vice President for Academic Affairs will facilitate the hearing with the student and the complainant. This meeting will occur at least a full day after the Initial Meeting. The violation cited in the complaint will be reviewed and discussed, and a sanction will be determined.

Formal Hearing

Any student may choose to participate in a Formal Hearing rather than participate in an Informal Hearing, and any student who denies complicity in an act of academic dishonesty must be afforded the due process of a Formal Hearing. When it is determined in the Initial Meeting that a Formal Hearing is appropriate, the Associate Vice President for Academic Affairs will appoint a hearing panel from the committee, set a hearing date within fifteen (15) regular class days, and notify the student by registered or certified mail of the alleged act of academic dishonesty (elements of notification are found in 5.2.15, 3).

Committee on Academic Integrity

The Committee on Academic Integrity will consist of twelve members: nine full-time faculty members selected by the Vice President for Academic Affairs, and three students selected by the Student government Association. The Associate Vice President for Academic Affairs will be responsible for coordinating the activities and records of the Committee on Academic Integrity: its meetings as a committee of the whole for periodic briefings and updates, its meetings as hearing panels, and all forms, files, and administrative activities related to its routine business.

Each allegation or formal grade appeal forwarded to this committee via the Associate Vice President for Academic Affairs will be adjudicated either through an informal process, or through a formal hearing by a three-member hearing panel. The hearing panel will be assigned by the Associate Vice President for Academic Affairs from the committee. A committee member may decline this assignment if there is an apparent conflict of interest. Each hearing panel will consist of one faculty member from within the School that the allegation has originated, one additional faculty member, and one student. The panel will elect a presiding officer. The presiding officer of each committee shall exercise control over the hearing to avoid needless consumption of time and to prevent harassment or intimidation.

Attendance

The student and faculty member making the accusation or his/her designee have the right to attend this hearing and present evidence. Student attendance at the hearing is regarded as mandatory, but if the student does not appear (or in the event of absence, does not submit a written statement), the student is deemed to have pled guilty to the charges against him/her and the hearing panel may reach a finding on the case solely on the basis of the evidence provided by the faculty member who made the allegation.

Scope of Hearing

The focus of inquiry shall be the guilt or innocence of those accused of academic misconduct. The panel will consider the information and arguments presented, make findings of facts of matters in dispute, and determine whether the student did engage in academic misconduct. The panel will also hear all evidence and argument concerning extenuating circumstances that may affect decisions about what disciplinary sanctions, if any, might be imposed.

Formal Hearing Procedures

Once the Associate Vice President for Academic Affairs determines that a formal hearing is necessary, the hearing panel shall convene within fifteen (15) regular class days, excluding intersession, except that the Vice President for Academic Affairs or his or her designee may grant extensions of this time upon receipt of a request from the student, or the complainant.
If the Vice President for Academic Affairs grants the request, release of transcripts during the extension shall be permitted as follows:
1. If the request was made by the student, the provisions of section 5.2.8 regarding graduation and the release of transcripts shall remain in effect.
2. If the request was made by the complainant or the School, notwithstanding the provisions of section 5.2.8, during the extension period the student may receive transcripts without notation of the pending case.
Written notification of a hearing must be distributed at least five (5) regular class days in advance of the hearing date, and should include:
1. The authority for the hearing and the hearing body;
2. Reference to the specific rule or rules involved;
3. Date, time, nature, and place of the hearing;
4. A brief factual statement of the charges and issues involved.
Students who fail to appear after proper notice will be deemed to have pled guilty to the charges against them.
Parties must provide a list of witnesses to be called in the hearing, along with the nature of their expected testimony, and must allow examination of any documents to be submitted in the hearing. Failure to disclose such information in a reasonable and timely manner may be grounds for delaying the hearing, suspending the provisions of this section concerning transcripts and graduation, and, in the case of repeated or egregious noncompliance, dismissing the case or declaring guilt by default. The University may adopt such other procedural rules as it deems necessary and proper to expedite hearings and promote fairness.
Hearings will be closed to the public and shall be confidential.
The presiding officer of each panel shall exercise control over the hearing to avoid needless consumption of time and to prevent harassment or intimidation.
Hearings shall be tape-recorded.
At the beginning of the hearing, any party may challenge any panel member, one at a time, on the grounds that he/she is unable to give the student a fair and impartial hearing. The remaining members of the hearing body shall decide the challenge by secret ballot. However, if the entire panel is challenged, the entire panel shall rule on the challenge.
Witnesses shall be asked to affirm that their testimony is truthful.
Prospective witnesses other than the complainant and the student may be excluded from the hearing during the testimony of other witnesses. All parties and witnesses shall be excluded during panel’s deliberations.
The burden of proof shall be upon the complainant, who must establish the guilt of the respondent by a preponderance of the evidence.
Formal rules of evidence shall not be applicable in these proceedings. The presiding officer of each panel shall give effect to the rules of confidentiality and privilege.
The panel shall not receive or consider arguments about the legality of any provision under which a charge has been brought or the legality of the procedures under which the hearing is proceeding. Such questions should be presented in writing to the Vice President for Academic Affairs.
All parties shall have reasonable opportunity to question witnesses and present information and argument deemed relevant by the panel.
Final decisions of the hearing panel shall be by majority vote of the members present and voting. The final decisions shall contain a written statement setting forth with reasonable particularity, findings of fact, the decision on each of the charges, its recommendations for disciplinary sanctions, and the reasoning behind these decisions.
Depending upon the gravity of the case, the panel, at its discretion, may require the parties to submit written briefs and responses, including supporting documents, setting forth the respective positions dealing with all issues.

Findings

If a majority of the formal hearing panel finds that the facts do not support the allegation, the charges will be dismissed. The hearing panel shall transmit the decision in writing to the Associate Vice President for Academic Affairs within fifteen (15) regular class days of the conclusion of the hearing. All other records of the case shall be destroyed after twenty (20) regular class days of such transmittal. The Associate Vice President for Academic Affairs shall then notify the student within fifteen (15) regular class days by certified or registered letter of the decision of the hearing panel. The matter is then ended.

If a majority of the hearing panel finds that the facts support the allegations against the student, the student shall be found guilty. After a finding of guilt, it is the duty of the hearing panel to determine appropriate disciplinary sanctions. In determining a sanction, the hearing panel may consider any prior academic misconduct on the part of the student. The hearing panel shall set forth its recommendation, together with its determination of appropriate sanction(s), in writing and transmit these written findings to the Associate Vice President for Academic Affairs within fifteen (15) regular class days of the conclusion of the hearing. The Associate Vice President for Academic Affairs will then communicate the recommendation to the Vice President for Academic Affairs for approval. Once approved and submitted to the Registrar’s Office for execution, the student, appropriate Dean’s Office, and faculty will be notified.

The Associate Vice President for Academic Affairs shall then provide the student a copy of these written findings within fifteen (15) regular class days by certified or registered letter of the decision of the hearing panel.

Sanctions

If the hearing panel determines that a violation of the Code has indeed occurred, the panel will direct that one or more of the following sanctions be administered:

Be assigned a zero for the activity in which the violation occurred;
Be assigned an “F” grade for the course in which the violation occurred and immediately dismissed from the course.
Be assigned a course grade of “F” that is not subject to the University Forgiveness Policy and have attached to the transcript a letter indicating that the student has been found to have violated the Code of Academic Conduct. This letter will remain in the student’s file for a minimum of one year and a maximum of three years, as determined by the hearing panel;
Be placed on disciplinary suspension for at least one or more semester(s), either:
1. the semester in which the violation occurred, or
2. the subsequent semester(s) following the violation;
Be placed on extended disciplinary suspension from the University with a letter attached to the transcript indicating that the student has been found to have violated the Code of Academic Conduct. This letter will remain in the student’s file for up to five years, as determined by the hearing panel; the student must petition the Associate Vice President for Academic Affairs in order to be re-admitted.
Withdrawal from Class: Administrative withdrawal from a class or classes in which a student is enrolled for the current and/or subsequent semester. Administrative withdrawals do not provide for the refund of tuition and fees.
A written reprimand placed in the student’s file outlining a disciplinary probation for violation of specified regulations. Probation is for a designated period of time and includes the probability of more severe disciplinary sanctions if the student is found to be in violation of the Code of Academic Conduct during the probationary period.

In the case of a violation occurring during a placement test, the student or student applicant may:

Be limited in registering for the next term to only the course(s) indicated by the new placement score(s);
Be required to take the course(s) indicated by the new placement test score(s) in addition to any others in the next term’s schedule;
Be restricted from registering for any courses for a semester or longer, as determined by the hearing panel;
Be immediately withdrawn from any courses in which he or she might be enrolled currently, without refund of tuition or fees;
Be immediately withdrawn from any courses in which he or she might be enrolled currently, with a letter attached to the transcript indicating that the student has been found to have violated the Code of Academic Conduct. This letter will remain in the student’s file for a minimum of one year and a maximum of three years, as determined by the hearing panel;
If not a student at the time of the violation, be prevented from taking classes at Rogers State University for up to five years, and required to petition the Associate Vice President for Academic Affairs in order to be admitted or re-admitted.

Discipline Records

Except as specified above, disciplinary sanctions will not be made part of the student’s permanent academic record, but will become part of the special file on “Violations of the Code of Academic Conduct” and the student’s confidential record maintained by the Office for Academic Affairs. Ordinarily, cases involving the imposition of sanctions will be expunged from the student’s confidential record three years after final disposition of the case only after cause has been shown to do so through a hearing requested by the student to the Associate Vice President for Academic Affairs.

Appeal Rights and Process

If through a hearing, there is a finding that a student has violated the Code and sanctions imposed, that student has the right to appeal the finding or the sanctions, or both. A student who wishes to appeal the outcome of the hearing should do so within five (5) regular class days of the date of the notification letter that he or she will receive from the Associate Vice President for Academic Affairs. The appeal is to be addressed to the Vice President for Academic Affairs. It must be in writing, and it must state the grounds for appeal. If the student wishes to appear in person before the Vice President for Academic Affairs, he or she should say so in the written appeal, and the Vice President for Academic Affairs will arrange a meeting convenient to both parties.
In the event of appeal, the decision(s) of the Vice President for Academic Affairs will be final. In the event the student does not appeal within the allowable period, the decision(s) of the hearing panel will be final.

Grade Appeal Process

Students may appeal a final grade after it has been posted through an informal or formal procedure. Students wishing to informally appeal a final course grade must adhere to the following steps:
1. The student must discuss the grade with the Instructor.
2. If dissatisfied, the student must next make an appointment with the Dean of the School in which the course is offered. The student is expected to bring a written statement of the problem(s) to this meeting. If the Instructor involved is the Dean, the appointment must be made with the Associate Vice President for Academic Affairs.
3. The Dean may elect to hold a conference with both the Instructor and the student to mediate the problem(s). If the Instructor involved is a Dean, the Associate Vice President for Academic Affairs may mediate with the student’s request.
If no satisfactory resolution results from the informal grade appeal, the student may file a formal grade appeal to be considered by a hearing panel of the Committee on Academic Integrity. The panel will consist of two faculty members, at least one of whom must be from the School in which the appeal is filed and a student (see section 5.2.12). The appeal form must be filed with the Dean of the School in which the course was offered within sixty (60) days of the grade being officially posted. Appeal forms are available in the Office for Academic Affairs and in each of the School Dean’s office. The following steps will be followed:
1. The Associate Vice President for Academic Affairs will contact the student to complete a formal grade appeal form and to gather the appropriate documentation. The student should be prepared to provide the following:
  1. Records in support of grade appeal claim;
  2. Medical records to support grade appeal claim;
  3. Any other records, documentation, or supporting evidence supporting the grade appeal claim.
2. When all supporting information has been submitted by the student, the hearing panel will review the grade appeal documentation. The hearing panel’s review will be within the scope of whether or not the request has met at least one of the following criteria:
  1. Did the Instructor communicate to the student the method by which the grade would be determined?
  2. Was the method communicated to the student followed by the Instructor in calculating the grade?
  3. Was the calculation of the grade mathematically correct?
  4. Was the student graded in the same manner as other members of the class?
  5. If the method of determining the grade was altered after the semester began, was the method communicated and applied uniformly?
  6. Was the student subject to extraordinary extenuating circumstances beyond their control, for which documentation is available?
3. During their review, the hearing panel will review written documentation submitted by the student and the Instructor. The Committee will have fifteen (15) regular class days to render a decision. The Committee does not take into consideration approving or disapproving an instructor’s teaching methods or choice of assignments. At the conclusion of this review the hearing panel will propose one of the following courses of action:
  1. Render a judgment of upholding the posted grade;
  2. Recommend an appeal hearing to review and render a decision.
  3. If the Committee decides to hold a formal hearing, the Associate Vice President for Academic Affairs is responsible for notifying all concerned parties of the time, date, and place of the hearing. The Committee will hold a closed hearing with the student, the instructor, and any witnesses. Names of witnesses must be submitted to the Associate Vice President for Academic Affairs at least 48 hours before the hearing. Neither the student nor the Instructor should discuss the appeal with the appeal panel members, opposing witnesses, or each other before the hearing.
4. The Academic Integrity Committee will submit its recommendation in writing to the Associate Vice President for Academic Affairs who will then communicate the recommendation to the Vice President for Academic Affairs for approval. Once approved and submitted to the Registrar’s Office for execution, the student, appropriate Dean’s Office, and faculty will be notified.
5. If the appeal results in a decision to change a grade, the Dean of the School is responsible for notifying the student, the Instructor, and the Registrar of the approved grade change. All decisions of the Committee on Academic Integrity will be final.