Teaching Policies & Resources — Guidelines for E-mail Notification of Academic Fraud

As the first step in reporting academic fraud, the instructor (or supervisor if the instructor is a teaching assistant) informs the suspected student of the concern in an e-mail at the uiowa.edu account, asking the student to discuss the situation in person if at all possible.

When discussing an incident of academic fraud committed by more than one student, please be sensitive to the issue of student privacy and confidentiality. Do not mention the names of the other involved students in the e-mail and do not include their ID numbers.  Please send an e-mail to each involved student.

The following points should be included in the initial e-mail; an email template is below for your convenience.

  • Describe the academic fraud that occurred and when it was discovered.
  • Briefly describe the documentation or proof supporting the claim that academic fraud has been committed.
  • Describe the penalty that will be given.
  • Invite the student to discuss the situation in person as soon as possible.
  • Remind the student of the seriousness of academic fraud.
  • Inform the student that he or she may also speak to the DEO about the fraud policy or the action taken.
  • Inform the student that a formal report concerning the fraud must be submitted to the College as required by College policy.

Optional Email Template

I am willing to discuss this situation with you in person as soon as possible. I have time available during my office hours on ________ at __________ in ____________. If that will not fit your schedule, please call me at _____________ and we can make another appointment or we can discuss the matter by phone.

I would like to remind you that the CLAS Academic Policies Handbook summarizes the seriousness of academic dishonesty in the following way:

“All students suffer when academic misconduct takes place. Academic fraud disturbs the mutual respect that should exist between instructors and students and among students and can poison the atmosphere of a classroom. Perhaps most seriously, those who commit academic fraud are robbed of the educational experiences that are the primary purpose of course work in the College of Liberal Arts and Sciences. The College of Liberal Arts and Sciences considers all instances of academic fraud as serious academic misconduct.”

Please review the College of Liberal Arts and Sciences fraud policy at this link: https://clas.uiowa.edu/students/handbook/academic-fraud-honor-code.

If you have further questions about this situation, you may also make an appointment with our DEO,______________, the Departmental Executive Officer, at _________________ to discuss the situation. Please see the CLAS Academic Policies Handbook for more information on student rights and responsibilities: https://clas.uiowa.edu/students/handbook.

I am required by CLAS policy to submit a report concerning this incident to you, to the Departmental Executive Officer, and to the Associate Dean for Undergraduate Programs in the College of Liberal Arts and Sciences. The Associate Dean will inform you of the action the College will take concerning this incident. Your instructor, the DEO, your academic advisor, and the associate dean of any other college of which you are a member will also be notified of this action. At that time, if you would like to discuss the report, you may do so in 120 Schaeffer Hall, Academic Programs and Student Development. Please call 335-2633 for an appointment.