Sample Emails for Instructors
Initial Email: Prior to Investigation
[If an instructor has reason to believe a student has committed an academic offence, the instructor will so inform the student within a reasonable time and invite the student to meet to discuss the matter.]
CONFIDENTIAL [should appear in subject line and in body]
Dear
I am writing to inform you that I have indication that you may have committed the academic offence of [plagiarism/cheating] on [assignment]. Under the University’s Undergraduate Academic Integrity Policy the instructor’s role is to meet with the student and investigate the situation. I refer you to Trent’s Academic Integrity website: www.trentu.ca/academicintegrity.
I am inviting you to meet with me at my office to discuss this matter. I am available on [give several dates/times]. Please let me know which of these times you would like to meet.
Follow Up Email: After Completion of Investigation
cc Chair/Director; Dean (academicintegrity@trentu.ca)
CONFIDENTIAL [should appear in subject line and in body]
Dear
Further to our meeting on [date] I am writing to inform you that I have completed my investigation and have concluded that you appear to have committed the academic offence of [plagiarism/cheating]. I do not play a decision-making role and further to Trent’s Undergraduate Academic Integrity Policy I have prepared a report to the Chair of the ** Department, [name, email address].
A copy of the report is attached [OR a copy is available for you to pick up from the ** department office located at ** as of this afternoon]. Please note that under the policy you have seven days from today’s date to send any responding comments to ** so you are encouraged to pick up your copy of the report as soon as possible. The office is generally open **.
As stipulated in the Academic Integrity Policy you will not be allowed to drop this course unless it is determined that you did not commit the integrity offence.
I again encourage you to review the policy posted on Trent’s Academic Integrity website: www.trentu.ca/academicintegrity. Also found at that website is a list of FAQs for students aimed at assisting you in understanding the process.