Preparing for an academic misconduct meeting

The burden of proof lies with the university to demonstrate that misconduct has taken place; you are not required to prove your innocence. However, seeking clarification and evidence in advance is crucial for building your defence.

Request Documents

Confirm receipt of the formal written notification (often referred to as the ‘Letter’) and immediately ask for all documentary evidence the panel will consider

Clarify Allegation

Ensure the notification specifies the exact breach(es) (e.g., Plagiarism, Collusion, False Authorship) and clearly outline the next steps in the procedure.

Review Plagiarism Evidence

If the concern relates to plagiarism, demand to see the Turnitin or similarity reports, clearly annotated to show the alleged source(s) and specific passages of concern.

Identify Accusers

If the allegation is collusion or concerns the use of another student's work, request the identity of all other individuals involved in the alleged incident.

Seek Support

Immediately contact your Students' Union Advice Centre. The university is required to direct you to sources of advice and support.

Check Adjustments

If you have a disability or specific needs, immediately disclose this and request reasonable adjustments to the process (e.g., alternative formats for materials or extended deadlines).

The ultimate purpose of a meeting (such as an Investigatory Viva) is to give you the opportunity to demonstrate that you produced the work and fully understand its content, especially in cases of suspected False Authorship or Generative AI misuse.

Master the Content

Read and review your submitted work carefully, paying special attention to core arguments, methodology, and the relationship between ideas and sources. You must be able to demonstrate that you produced the work, undertook the research yourself, and understand what you have written.

Gather Authorship Evidence

Collect all digital and physical preparatory documents, including early notes, experimental records, drafts, and initial plans. A lack of preparatory work may be considered evidence of false authorship by the panel.

Prepare Explanations

Be ready to verbally explain the development of your assessment, showing how you moved from initial research and ideas to the final product. The University will ask questions designed to give you the opportunity to demonstrate you are the sole author.

Review AI/Third-Party Use

If you used any third-party tool (including Generative AI) for assistance (e.g., paraphrasing, translation, idea generation), ensure its use adhered to the stated assignment rules. The use of GenAI tools that exceeds what is permitted in the assessment brief constitutes plagiarism/academic misconduct.

Do not be absent

Attend the meeting or provide evidence of a compelling reason (e.g., hospitalisation) for postponement. Failure to attend without a valid reason means the case will proceed in your absence, and you will have deprived yourself of the opportunity to demonstrate that the work is your own.

Adhere to rules

Bring your chosen supporter. The supporter usually provides moral support and ensures the process is followed correctly. Your friend/supporter may advise you and ask questions on your behalf, but they typically may not answer questions in place of you.

Be Honest

Answer questions truthfully and provide information and explanations honestly. Falsification of evidence, statements, or documentation is a separate, grave academic misconduct offence.

Provide Mitigation

If you believe your actions stemmed from poor judgement caused by circumstances (e.g., illness, personal crisis), present this information, supported by evidence, at the penalty stage. Mitigating circumstances will not exempt you from a finding of misconduct but will be taken into account when determining a proportionate penalty.

Be Consistent

If you deny the allegation, ensure any verbal account and prior written statements are factually consistent and unwavering.

To help you learn and understand your work, and anticipate questions, consider actively reviewing your material using digital tools.

Use your notes, drafts, and sources to create an indexed resource (for example, in a local or private Generative AI large language model tool, such as NotebookLM, or a similar personal knowledge base). The goal is to practice quickly retrieving and cross-referencing information to simulate the rigorous questioning you might face, which tests your true knowledge of the subject and research journey. This practice helps ensure that when asked about a specific concept or reference during the meeting, your answers reflect genuine understanding, demonstrating that the work is your own.