PLAGIARISM POLICY AND PROCEDURES
Ref CO/05/0412/09
Custodian:
Vice-Chancellor
Policy approved by:
COUNCIL
Policy effective date:
Policy review structure & date:
Registrar and Executive
Dean of Students
Implementation responsibility:
Senior Managers
* Revision recommended by:
Implementation procedures
approved by:2
4 December 2009
Date:
1 January 2010
Date:
January 2013
Date:
Senate or Council committee
* Revised policy approved by:
Date:
Senate
Date:
4 November 2009
Date:
* Delete if inapplicable
Plagiarism Policy and Procedures Council Approved 4‐Dec‐09 Ref: CO/05/0412/09 1
SUBMISSION IDENTIFIERS:
UKZN Plagiarism Policy and Procedures
Title
Author and position Prof Renuka Vithal
(DVC: Teaching & Learning; and Chair: UTLC)
APPROVAL HISTORY
Structure consulted
UTLC
Senate
Council
Target date for discussion
Date approved
13 Oct 2009
4 November 2009
4 December 2009
SUBMISSION CONTENT
Proposal
To consider and recommend for approval the University Plagiarism Policy and Procedures
Motivation and Background
The University requires a comprehensive policy and a clear set of related procedures on
plagiarism, applicable to both staff and students, to deal with all aspects of plagiarism and to do
so fairly, consistently, systematically and within the law.
The process of developing a university policy has had a long history. A first version served at the
Executive-Deans Forum on 2 August 2007 authored by the then Office of the Executive Director
for Access. It was referred to the then Office of the DVC: Governance and Administration and a
new version was developed.
The minutes of UTLC show that this item has been on its Agenda since 7 May 2008. UTLC
nominated Mr Trevor Wills; Prof Isobel Konyn; Ms Caroline Goodier on 30 Sept 2008 to finalise
the policy. Prof Vithal as Chair undertook to assist the team to complete the process at the UTLC
of 25 August 2009.
The Plagiarism Policy and Procedures document attached here represents the efforts of a wide
range of people and inputs from several Faculties. The policy section of the document derives
largely from the version developed through the leadership of Prof Konyn and has been
commented on by Faculties (6 Faculty responses) while the procedures section draws largely
from the earlier document developed through the process lead by Prof de Kadt which served at
the earlier Executive – Deans forum. The role of the Executive Dean of Students, Mr Wills, is also
acknowledged in the development of these documents. A main point raised by a number of
faculties was a request for clear guidance and details on procedures at School level.
There is some urgency for these Plagiarism Policy and Procedures to be finalised given the
escalating instances of plagiarism and the high profile cases the university has had to manage,
including legal challenges.
Financial implications
To be determined: Training costs in the use of plagiarism identification software
Attachments: University of KwaZulu-Natal Plagiarism Policy and Procedures
Plagiarism Policy and Procedures Council Approved 4‐Dec‐09 Ref: CO/05/0412/09 2
A: Policy statement
1.
Purpose statement
This purpose of this policy is to set down the stance of the University of KwaZulu-Natal
(UKZN) to “plagiarism”, as referred to in 2 below, as well as to reinforce existing systems,
policies, procedures, rules and regulations of UKZN aimed at deterring, preventing,
detecting, reacting to and reducing the impact of plagiarism.
2.
Introduction and background
The values and principles that underpin this policy are set out below.
2.1 The intention and spirit of this policy is to confirm that UKZN supports and fosters a
culture of zero tolerance to plagiarism in all its manifestations.
2.2 UKZN recognizes the fact that plagiarism on the part of its staff and students
seriously jeopardizes the academic integrity of the university.
2.3 UKZN also recognizes that plagiarism inhibits the ability of the university to achieve
its objective to be the premier university of African scholarship.
2.4 Plagiarism, if left unchecked, seriously impacts on: the public perception of UKZN;
the strength of relations with external stakeholders, including donors and potential
employers of UKZN graduates; staff and student morale; and the reputation and
image of UKZN internationally.
2.5 Plagiarism is viewed as a serious academic offence that is tantamount to academic
fraud and theft and will be treated as such.
2.6 While plagiarism may be viewed as a developmental and educational issue for
students in early undergraduate years, repeated or serious plagiarism committed by
more senior and postgraduate students as well as staff will be dealt with as a
disciplinary offence.
2.7 Plagiarism is defined in the act and not the intention. However, if it is found to be
intentional or deliberate, it will be dealt with more severely.
2.8 Plagiarism is ultimately the responsibility of the author of the work (student or staff),
and they must ensure they are adequately informed and act to avoid plagiarism.
3.
Definition of terms
Actions constituting plagiarism refer to, but are not limited to:
3.1 any attempt to present the ideas of another as if they are your own;
3.2 any attempt to represent the words or works of another as if they were your own;
3.3 utilisation of the
acknowledgement;
ideas,
words
or
work
of
another
without
appropriate
3.4 actions in terms of the above involving printed text, electronic text, images, computer
programmes, sound, performance or creative works;
Plagiarism Policy and Procedures Council Approved 4‐Dec‐09 Ref: CO/05/0412/09 3
3.5 work utilised in the learning process or submitted for publication or assessment
containing plagiarised material (work generated during a formal test or exam will not
require referencing).
In addition, any infringement of the following will constitute plagiarism:
3.6 where a group of students are required to all contribute to the creation of work, the
work must correctly reflect the contributions made (where a single piece of work is
collectively generated, all of the group must carry responsibility for that piece of
work);
3.7 where a published work contains the name of more than one author, each must have
made a contribution to the work;
3.8 where a published work contains material previously published, even if written by the
same author, such previous publication must be properly acknowledged.
4.
Objectives of the Policy
This policy aims to address and provide for:
4.1 prevention of acts of plagiarism through awareness and education opportunities;
4.2 detection through available and appropriate mechanisms;
4.3 reporting of plagiarism to relevant authorities; and
4.4 action on evidence of plagiarism
5.
Scope of the Policy
This policy applies to all staff and students of UKZN.
This policy must be read in conjunction with the UKZN Research Ethics Policy; the
Whistle Blowing Policy; Rules for Student Discipline; Procedures for investigation of
suspected plagiarism in examined thesis/dissertations (Senate; 6 Aug 2008); and Staff
Conditions of Service (Annexure A: Disciplinary Code)1 .
6.
The Policy
UKZN will not tolerate plagiarism within the institution and will apply appropriate
prevention and detection controls. Prevention measures will include a range of responses
aimed at educating the University community regarding plagiarism. The detection
controls include the utilisation of external examiners, plagiarism identification software
and other checking mechanisms as prescribed in the systems, policies, procedures, rules
and regulations of UKZN. Provision will be made for reporting of any suspected or actual
instances of plagiarism. All allegations of plagiarism will be investigated and, where
appropriate, followed up by the application of all remedies available within the full extent
of the law.
All staff within UKZN are responsible for the prevention, detection and reporting of
plagiarism.
1
An amendment may be needed to refer specifically to plagiarism as a dismissible offence
Plagiarism Policy and Procedures Council Approved 4‐Dec‐09 Ref: CO/05/0412/09 4
6.1 Prevention of Plagiarism: Education and Awareness
6.1.1 It is the responsibility of all senior staff and the overall responsibility of the ViceChancellor to ensure that all staff and students are made aware of and receive
appropriate training and education with regard to this policy
6.1.2 It is the responsibility of all academics to provide guidance to students to avoid
accusations of plagiarism and be vigilant in detecting irregular or unacceptable
acts of plagiarism.
6.2 Reporting of Plagiarism
6.2.1 It is the responsibility of all staff and students to immediately report allegations
or incidents of plagiarism to the relevant university authority, who must in turn
inform the Vice-Chancellor’s Office.
6.2.2. Allegations of plagiarism may be reported anonymously by staff and students
as provided for through the Whistle Blowers Policy. This policy is set up in
terms of the Protected Disclosures Act.
6.2.3 Members of the public who suspect or have knowledge of plagiarism are
encouraged to contact any of the university management and/or to utilise the
mechanism listed in 6.2.2 above.
6.3 Action on Allegations of Plagiarism
6.3. 1 The action taken by UKZN will depend on the nature of the concern. The
matters raised may be referred to:
6.3.1.1 any senior managers or the academic leadership, including the Head
of School, Deans of Faculty or Deputy Vice-Chancellors and Heads of
College for action or further referrals
6.3.1.2 the Registrar’s office, which will initiate an investigation into any matter
which involves a staff member;
6.3.1.3 the Executive Dean of Students’ office, which will initiate an
investigation into any matter which involves a student;
6.3.1.4 external forensic investigators for detailed investigation; or
6.3.1.5 the South African Police Services.
6.3.2 Any prima facie case of plagiarism committed by a staff member or student of
UKZN will be thoroughly pursued, including one or more of the following as
appropriate:
6.3.2.1 taking appropriate disciplinary action;
6.3.2.2 initiating criminal prosecution by reporting the matter to the SAPS or
any other relevant law enforcement agency; and/ or
6.3.2.3 any other appropriate and legal remedy available.
Plagiarism Policy and Procedures Council Approved 4‐Dec‐09 Ref: CO/05/0412/09 5
6.3.3 The Vice-Chancellor may determine whether, in his or her discretion, the staff
member should be suspended. The University regards plagiarism as a
dismissible offence. The Executive Dean of Students may, in accordance with
due process, determine whether a student should be suspended.
6.3.4 Any person who has reported plagiarism is entitled to an acknowledgement of
receipt of the report. UKZN accepts that those people, including staff and
students who reported the alleged plagiarism, need to be assured that the
matter has been properly addressed. Thus, subject to legal constraints,
information about outcome of any investigation will be disseminated to them.
6.4 Protection of Persons Reporting Plagiarism
6.4.1 The Whistle Blowing Policy is intended to encourage staff and students to raise
concerns relating to specific matters, including plagiarism, without fear of
victimisation.
6.4.2 No person will suffer any penalty or retribution for reporting in good faith any
suspected or actual incident of plagiarism.
6.4.3 Where false allegations, made with malicious intent, are discovered, the person
who made the allegations will be subjected to firm disciplinary or other
appropriate action.
6.5 Confidentiality in Reporting
6.5.1 All information relating to alleged plagiarism that is received and investigated
will be treated confidentially. The progression of investigations will be handled
in a confidential manner and will not be disclosed or discussed with any
person(s) other than those who have a legitimate right to such information.
This is important to avoid harming the reputations of suspected persons who
are subsequently found innocent of wrongful conduct.
6.5.2 No person is authorised to supply any information with regard to allegations of
plagiarism by an individual to the media without the express permission of the
Vice-Chancellor and the knowledge of those accused.
6.6 Publication of Sanctions
Publication of sanctions in respect of students will be dealt with in accordance with
the Rules of Student Discipline. The Vice-Chancellor or appropriate DVC will decide,
in consultation with appropriate senior staff, whether any information relating to
corrective actions taken or sanctions imposed regarding incidents of plagiarism
should be brought to the direct attention of any person or made public through any
means.
6.7 Plagiarism Reports and Policy Review
Annual reports to senate and council will be made by the Registrar on all
investigations into cases of plagiarism involving staff; and by the Executive Dean of
Students on all cases involving students.
Plagiarism Policy and Procedures Council Approved 4‐Dec‐09 Ref: CO/05/0412/09 6
B: Procedures and guidelines for implementation
1.
Prevention and Detection of Plagiarism
Prevention of plagiarism requires attention to opportunities for education and awareness
of acts of plagiarism and information about this policy including mechanisms and
procedures for detection.
Plagiarism detection software programmes will be made available and maintained by the
ICT division.
The responsibility for prevention and detection of plagiarism lies, in the main, with all staff
and students at School level, within disciplines and programme delivery.
1.1 To prevent plagiarism all staff are required to:
1.1.1 Ensure they have a good working knowledge and understanding of what
constitutes plagiarism; and be scrupulous in avoiding plagiarism in their own
work, including but not limited to research, teaching materials, policies, etc.
1.1.2 Know and understand the University policy on plagiarism and be consistent in
its application.
1.1.3 Provide all students with adequate information and refer them to resources
about plagiarism.
1.1.4 Provide sufficient opportunities, with structured feedback, for students to gain
the necessary knowledge and develop the necessary skills to avoid plagiarism,
especially first-year students (or those new to the University)
1.1.5 Pay particular attention to the use of sources and to referencing when
supervising and giving feedback to students on drafts of theses/dissertations,
research articles or assignments, and alert students to any improper use of
sources, or lack of acknowledgement of sources.
1.1.6 Ensure a signed declaration accompanies all submitted work,including
theses/dissertations. This declaration must state that: all work of other parties,
where relied upon, is clearly referenced; and that the student has checked the
work, to ensure that there are no instances of plagiarism contained within.
1.2 For detection of plagiarism staff are required to:
1.2.1 Be familiar with the available plagiarism identification software and encourage
students to use it to detect plagiarism before submission of work
1.2.2 Be alert to and document any instances of plagiarism when examining any
work
1.2.3 Ensure allegations of plagiarism are based on sound, well-documented
evidence.
1.2.4 Follow the correct procedure of this policy if plagiarism is alleged and not take
any unilateral, punitive action against any student without first following
procedure.
Plagiarism Policy and Procedures Council Approved 4‐Dec‐09 Ref: CO/05/0412/09 7
1.3 For the prevention and detection of plagiarism Heads of School are required to:
1.3.1 Ensure that all curricula (disciplines and programmes) address issues of
plagiarism and contain opportunities for the implementation of actions as
stipulated above at all levels of study.
1.3.2 Ensure the University policy on plagiarism is publicly displayed on School
notice boards.
1.3.3 Ensure staff take up opportunities for education and training in plagiarism, are
familiar with, understand and comply with the plagiarism policy and procedures
1.3.4 Be alert to and act on any indications or allegations of plagiarism in moderation
and external examination and similar reports
1.3.5 Deal with plagiarism matters referred to them
1.4 To prevent any allegation of plagiarism against their work students are required
to:
1.4.1 Read, understand and respect the University plagiarism policy and procedures.
1.4.2 Familiarize themselves with the concept of plagiarism and observe the
conventions of referencing and academic writing made available through the
teaching processes.
1.4.3 Develop the academic literacy required to avoid plagiarism.
1.4.4 Request assistance from staff for any concerns about plagiarism in their own
writing.
1.4.5 Ensure they do not submit work that can be considered plagiarised.
1.4.6 Attach the required signed declaration with each piece of work that is submitted
for assessment purposes.
1.4.7 Ensure they do not deliberately or negligently allow their work to be copied.
1.4.8 Ensure that ideas generated in group discussions are expressed in their own
words.
1.4.9 Utilize the plagiarism identification software programmes prior to submitting
their work for assessment and is compulsory for postgraduate students prior to
submission of their thesis/dissertation.
2.
Reporting and Action on Allegations of Plagiarism
A central University database will be instituted on the SMS system, in which short reports
of every incident of plagiarism will be registered against the student numbers of
offenders.
The following procedures will be adopted when a staff member suspects that a student
has committed plagiarism (See attached flow diagram):
Plagiarism Policy and Procedures Council Approved 4‐Dec‐09 Ref: CO/05/0412/09 8
2.1 For students in undergraduate studies
2.1.1 The lecturer will enter the student’s name onto the database which will indicate
whether the student has previously committed plagiarism at the University.
2.1.2 If there is no record of the student having committed this type of offence
previously, that is if it is a first offence, the lecturer will:
2.1.2.1 meet with the student to explain the offence;
2.1.2.2 retain the work concerned;
2.1.2.3 register the student’s name and student number on the database
indicating the offence that has been committed;
2.1.2.4 issue a written warning to the student (this warning will be
automatically generated from the database once the student’s details
have been entered as required above);
2.1.2.5 give the student an opportunity to redo and re-submit the work after
which a mark will be awarded for the new submission. If the student
chooses not to resubmit the work, he/she will be awarded 0% for the
work.
2.1.3 If there is a record of the student having previously committed a similar offence,
that is if it is a second offence, or if a first offender denies the allegation of
plagiarism; or if the student has submitted the work of another student; or if the
lecturer has some uncertainty about the matter, it must be referred to the Head
of School (HoS).
2.1.4 In cases of minimal or border-line plagiarism, the HoS has the discretion to rule
that the matter is a minor infringement and should rather receive an educative
response. (In exercising his/her discretion in this way, s/he may choose to
consult with the Faculty Management and/or the proctor)
2.1.5 Should the HoS agree that the matter be taken further, s/he will meet with the
student who may then either admit or deny the allegation.
2.1.6 If the student admits to having committed the offence, and the mark awarded
for the work concerned constitutes less than 25% of the total mark for the
course, the HoS must ensure that:
2.1.6.1 the student signs an admission of guilt under Rule 45 in the Rules for
Students
2.1.6.2 the HoS enters the details of the offence on the University database,
and on the student’s academic record;
2.1.6.3 the HoS awards 0% for the work;
2.1.6.4 the HoS retains the plagiarized work.
2.1.7 If the student denies having committed the offence, and/or the mark awarded
for the work concerned constitutes more than 25% of the total mark for the
course, the HoS must refer the matter to the Student Discipline Office who will
attempt to explain to the student why the student should admit to the act of
plagiarism and what the consequences of refusing to do so will be. The
Plagiarism Policy and Procedures Council Approved 4‐Dec‐09 Ref: CO/05/0412/09 9
Student Discipline Office may in turn refer the matter to the Proctor. If the
student at this stage admits to plagiarism, the matter will be referred to and
dealt with by the Executive Dean’s Tribunal. If the student denies having
committed plagiarism, the matter will be referred to and dealt with by the
Executive Dean’s Tribunal or the Student Discipline Court as the case may be.
2.1.8 Any subsequent instances of plagiarism by the same student are immediately
referred to the proctor (via the Head of School).
2.2 For students in postgraduate studies
2.2.1 Such students are immediately referred to the HoS, who must decide whether
the plagiarism is so minimal that an educative response is more appropriate; an
entry to this effect is made on the University database.
2.2.2 Should the HoS rule that the matter be pursued further; and a database check
confirms that this is a first offence; and the work concerned is worth less than
25% of the final mark; the student is offered the opportunity of signing an
admission of guilt and receiving 0% for the assignment; the offence is entered
on the database and on the student’s academic record.
2.2.3 Should the student deny having plagiarised, or should the student be a repeat
offender, the Head of School refers the matter to the Proctor, who will deal with
the matter as outlined above.
2.2.4 All instances of submission of another student’s work (which constitutes fraud)
are dealt with, by the HoS or the Proctor respectively, in terms of the above
guidelines.
2.2.5 In cases of suspected plagiarism in examined theses/dissertations the matter is
referred to the respective Faculty Higher Degrees Committee and will follow
approved procedures (see Procedures for investigation of suspected
plagiarism in examined thesis/dissertations, Senate; 6 Aug 2008)
2.3 Alleged Plagiarism by UKZN Staff
All staff have a responsibility to report allegations of plagiarism to their line managers,
a senior manager or through available mechanisms (e.g. Whistle Blowing Policy)
Alleged plagiarism by any member of staff will be investigated with a view to
disciplinary action.
2. 4 The College and Faculty has an obligation on behalf of the university to:
2.4.1 Publish and disseminate to all staff and students the university policy and
procedures on plagiarism.
2.4.2 Provide opportunities for training, information and advice to staff and students
on how to avoid plagiarism.
2.4.3 Inform all parties of their rights and responsibilities.
Plagiarism Policy and Procedures Council Approved 4‐Dec‐09 Ref: CO/05/0412/09 10
2.4.4 Ensure disciplinary procedures against both
implemented in a fair and consistent manner.
staff
and
students
are
2.4.5 Use all possible methods of plagiarism identification and detection.
2.4.6 Nominate a staff member to function as a College/Faculty expert and adviser
on plagiarism; this person is to receive training and to liaise regularly with the
proctors.
Plagiarism Policy and Procedures Council Approved 4‐Dec‐09 Ref: CO/05/0412/09 11
RESPONDING TO PLAGIARISM BY STUDENTS
Focus on
plagiarism in the
teaching and
assessments of
students
LECTURER
SUSPECTS
PLAGIARISM
Refers back to Lecturer
No prosecution warranted
Lecturer enters
student’s name
into database
No previous entry
Undergraduate
Student
FIRST
OCCURRENCE
Previous Entry
Repeat Offender
Post-Graduate
Student
PG Student
Evidence of
Plagiarism
Work of another
student submitted
(Cheating)
HEAD OF
SCHOOL
Prosecution warranted
Denies Problem
Acknowledges Problem
* Student advised
of plagiarism
* Warning letter
given and work
NOT MARKED
* Student given
opportunity to
resubmit work
* Name added to
database
Work is worth
<25% of final
module mark
* Completes
Admission of Guilt
Form
* Conviction
recorded
* Name added to
database
Does not
re-submit
Re-submits work
Plagiarism Policy and Procedures Council Approved 4‐Dec‐09 MARK AWARDED
Ref: CO/05/0412/09 ZERO MARKS
Admits Guilt
Work is worth
>25%, or repeat
offender
Denies Guilt
PROCTOR
Admits Guilt:
Repeat Offender
Executive Dean’s
Tribunal (EDT)
Admits Guilt
Denies Guilt
Student
Discipline
12
Court/EDT