1 / 7

Academic Honesty Red Bag: DOCUMENTATION

Academic Honesty Red Bag: DOCUMENTATION. Carolyn Heald Information & Privacy Office May 6, 2011. What documentation is in an academic honesty file?. What documentation is created in the academic honesty process? Formal complaint Notice of exploratory meeting Admission summary

kylie-bird
Download Presentation

Academic Honesty Red Bag: DOCUMENTATION

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. Academic Honesty Red Bag: DOCUMENTATION Carolyn Heald Information & Privacy Office May 6, 2011

  2. What documentation is in an academic honesty file? • What documentation is created in the academic honesty process? • Formal complaint • Notice of exploratory meeting • Admission summary • Summary of matter • Formal charge • Admission / waiver of hearing statement • Student response • Intention to call witnesses • Notice of penalty hearing • Penalty submission • Written decision • Consistency of terminology • Documentation standards

  3. How to manage “active” documentation • Why manage the documentation • Maintain confidentiality of sensitive personal information • Avoid privacy breach • FIPPA-able • Keep control over who creates and receives documentation • Avoid proliferation of copies; secretary should retrieve paper copies from committee members and send out reminders to destroy e-copies • Share on a need-to-know basis • Establish rules for record-handling • Maintain records confidentially • Keep files in locked office / cabinets or on a restricted drive • Avoid taking files home or storing on a home computer • If you must, take extra precaution to avoid losing files, flash drives, etc.

  4. How to manage “semi-active” and “closed” documentation • Where is documentation stored? • Paper (storage should be secure; environmentally sound) • Electronic (drive should be limited access; backed up; avoid portable storage media) • Email? • Make sure email is either printed and filed in a hardcopy file, or filed in a separate folder (i.e., not left randomly in your Inbox / Sent) • Consult the Common Records Schedule to determine • Who holds the official record • How long to retain records • What to do with the records when the retention period expires (either destroy or retain permanently)

  5. Common Records Schedule • STU36: Academic Honesty – Case Files • formal “Record of Proceeding” retained permanently in the Office of the Dean of the student’s home faculty • where applicable, copy of decision retained permanently by Registrar • STU36-05: Academic Honesty – No Finding – Case Files • for exploratory meetings: destroy all records • for formal hearings at the faculty level: • records held by the student’s home faculty until appeals procedures exhausted or abandoned • thereafter, complaint and decision letter retained permanently in confidential file in the Dean’s Office; all other records destroyed • ADG12-06: Senate Appeals Committee (SAC) – Case Files • request to appeal and decision letter retained permanently • all other documentation destroyed after 10 years

  6. Disposing of Documentation • Destroy documentation confidentially • Keep a record of destruction (use Records Destruction Approval form) • Put in confidential bins or use a cross-cut shredder • Ensure copies are destroyed • Faculty members and departments must be instructed to destroy their copies • Make sure email records are deleted

  7. Information and Privacy Office • Carolyn Heald • Director and Coordinator, Information & Privacy Office • tel: 416-736-2100 ext. 20398 • email: cheald@yorku.ca • Website: http://www.yorku.ca/secretariat/infoprivacy • General email: info.privacy@yorku.ca

More Related