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Student Academic Code of Ethics

Board of Trustees Policy: 3.3

Date: May 2024

Supersedes: June 2022, June 2019, May 2011, Fall 2002

Purpose

In the pursuit of knowledge and higher education, members of the academic community, specifically students enrolled in credit and non-credit programs, at Montgomery County Community College must maintain a constant commitment to academic ethics. The College cultivates an environment that fosters critical thinking and learning, and in order to safeguard the integrity of the institution, students are expected to follow the policies of the College. Students who practice academic honesty demonstrate respect for the educational process and support the accomplishments of fellow students, while upholding the College’s reputation. Therefore, it is expected that students will participate in a culture of academic honesty.

The Academic Code of Ethics and other College policies, such as the Student Code of Conduct and Acceptable Use of Technology Policy, create an integrated ethics policy for the College. With respect to these policies, some programs may have additional expectations students are required to meet. Students who do not adhere to all codes are subject to the consequences outlined in each respective policy.

Policy

By enrolling at the College, students agree to abide by this Student Academic Code of Ethics and to understand, value, and demonstrate academic honesty.

Assignments include, but are not limited to, hardcopy or electronic papers, homework, exams, laboratory exercises, projects, clinical experiences, performances, exhibits, and presentations.

Academic honesty includes, but is not limited to, the following.

Presenting verifiably accurate information and respecting documentation
  • Truthfully conveying the results, data, or conclusions for any assignment, without embellishment or misrepresentation.
  • Authentically sourcing and conveying information or quotations.
  • Respecting academic documentation, signatures of college personnel, institutional seals and all other records of achievement and activities.
  • Respecting the policies of course faculty as to whether the use of AI generators or AI chatbots is allowed, and if so, how it may be used.
Avoiding Plagiarism
  • Presenting work of one’s own, crediting any and all sources used to create it.
    • Representing any and all sources used accurately, with the proper citation.
    • Accurately and completely reproducing direct quotes from another’s work without altering the meaning, using quotation marks and proper citation.
    • Rewording (paraphrasing) ideas and concepts found in other sources with integrity, crediting the original authors with the proper source citation.
  • Submitting a student’s own single piece of work only once, unless an instructor has given permission.
    • Submitting the same paper or assignment during the same term to two instructors only if both instructors have given permission.
    • Submitting a previously graded paper, assignment, or speech only if the current instructor has given approval.
Avoiding Cheating
  • Ethically completing one’s own exams and assignments.
    • Only submitting one’s own work, never copying answers from another person, nor submitting work generated by AI or another person’s work as one’s own.
    • Completing assignments individually unless instructed to collaborate with others.
    • Never using any unauthorized resources during an exam or while completing assignments. Unauthorized resources include, but are not limited to, notes, electronic devices, solution manuals, generative AI tools or translation software, work generated artificially using technology, Cliff’s Notes, tutorial services or anything not permitted by the instructor or proctor.
  • Maintaining the fairness of assessment materials and methods.
    • Neither stealing, nor having in one’s possession without permission from the instructor, any exams, materials, or property belonging to faculty, staff, or another student.
    • Rejecting offered answers to exam questions or other assignments, without permission from the instructor.
  • Refraining from aiding and abetting the cheating of others.
    • Allowing a student to complete their own assignments, excluding collaborative learning assignments or joint assignments approved by the instructor. Some examples of cheating may include, but are not limited to, doing another student’s assignment or writing or re-writing a major portion of a student’s assignment.
    • Never giving another student answers to exam questions or to other assignments.
    • Never taking an exam or a class for a student, nor having another person take an exam or a class for the student.
Consequences for Violations of the Code of Ethics

Options for dealing with violations of the Code of Ethics are at the discretion of faculty. Instructor-imposed consequences for the student may include one or more of the following.

  • Requiring the completion of academic ethics training.
  • Repeating the assignment with a grade penalty.
  • Receiving a failing grade for the assignment.
  • Receiving a lower course grade.
  • Receiving a failing grade for the course.
  • Suspension from clinical settings.
  • Receiving an academic integrity flag within the College's retention software system.
  • Receiving an XF grade for the course, a notation of academic misconduct on the student’s transcript. 
  • Other appropriate consequences.

Procedures

Procedures-Academic Progress Committee

At the start of each academic year, the Associate Vice President of Academic Affairs (AVPAA) will assemble the Academic Progress Committee (APC) and a pool of alternates. The APC will be compromised of two full-time faculty members, a student representative, an Academic Affairs administrator, and an Academic Advisor/Counselor. Two additional full-time faculty members and one Academic Affairs administrator will be selected as alternates. 

Procedures-Notification of Violation

The following process must be completed in consecutive order within the published parameters. 

Step 1: Instructor Notifies Student of the Violation of the Student Academic Code of Ethics.
The instructor should inform the student of the violation of the Student Academic Code of Ethics via student email. In the email, the instructor explains the nature of violation, requests a discussion with the student, and shares the consequences for not responding. 

If the student does not acknowledge the receipt of the email nor meet with the instructor within three (3) business days*, the instructor will determine the consequences as per their syllabus policy and raise the Ethics Violation flag in Starfish. Instructors should provide the following information via comment section, (a) descriptions of the first and subsequent violations and (b) course consequences imposed. The student will then receive a notification via email that the flag has been raised, and that they have a right to appeal the violation. The student will also receive instructions on the appeal process, and a hyperlink to the Ethics Violation Appeal Form. 

Step 2: Student and Instructor Discuss Violation
The student and instructor will discuss the violation. Students and instructors should provide supporting documentation. During this discussion, the instructor can determine and impose sanctions, or may provide a remediation plan.   

If the student and instructor agree to the sanction or the remediation plan, they should sign the remediation plan or agree to such a plan by email.  Faculty will inform the student that they will be submitting an ethics violation notification.   

Step 3: Faculty Raises Flag
The instructor will raise the Ethics Violation flag in Starfish. The Ethics Violation flag in Starfish is meant to provide a clear record of the incident and its outcome. Instructors should provide the following information via comment section, (a) descriptions of the first and subsequent violations, (b) a summary of the meeting’s discussion, (c) the proposed remediation plan, if applicable, (d) course consequences imposed. 

The student will then receive a notification via email that the flag has been raised, and that they have a right to appeal the violation. The student will also receive instructions on the appeal process, and a hyperlink to Ethics Violation Appeal Form. A student’s appeal will not proceed beyond filing until they have discussed the violation with the faculty member.  

Procedures-Ethics Violation Appeal

If the student and instructor are unable to reach a resolution, the student may appeal within five (5) business days* from the end of their discussion. (Step 2 above). Use of the Ethics Violation Appeal Form is required. 

Step 1: Student Files the Ethics Violation Appeal Form
The student must complete the Student Information section of the Ethics Violation Appeal Form and submit other supportive materials to the division dean Division Dean. While filing an appeal, the student is entitled to remain in the course (unless in a clinical setting) with all student rights intact until the hearing is completed and a final decision is reached. Students filing an appeal must have/or have had a discussion with the instructor regarding the violation before the appeal will proceed forward. (Please see Step 2 under Notification of Violation). 

Step 2: Instructor Files Appeal Documents
Once the Student Information section of the Ethics Violation Appeal Form is received by the dean, the dean will ask the faculty member to contribute to Section Two of the Ethics Violation Appeal Form and submit other supportive materials to the Division Dean within two (2) business days* of the request. 

Step 3: Student Meets with the Division Dean
The student must meet with the Division Dean within three (3) business days of the receipt of the information for the Ethics Violation Appeal form from the faculty member to assess the strengths and/or weaknesses of the violation. The student must bring all supporting documentation to the meeting.

If the student decides not to move forward with the appeal process, the student accepts the sanction and/or remediation action proposed by the instructor.

Step 4: Appeal Documentation is Sent to the Associate VP of Academic Affairs
If the student decides to continue with the appeal after meeting with the Division Dean, the Ethics Violation Appeal Form is forwarded to the Associate Vice President of Academic Affairs within two (2) business days* of the Division Dean meeting with a student.

Step 5: Appeal Hearing
The Associate Vice President of Academic Affairs (AVPAA) will convene the Academic Progress Committee to hear the violation appeal within five (5) business days* of receiving the completed appeal packet from the Division Dean. The AVPAA may request additional documentation.

Prior to the hearing, the AVPAA will electronically distribute to all involved parties the completed Ethics Violation Appeal Form, including supporting documentation.

At the hearing, the student and faculty will have an opportunity to further present their positions and address questions by the Committee and Vice President of Academic Affairs and Provost (VPAA/Provost). The student and faculty are both permitted to bring one (1) guest to the hearing who will serve as an observer.

No one may present documentation at the hearing that was not originally submitted during the appeal process; however, the VPAA/Provost may request additional documentation.

Step 6: APC Recommendation
The APC will have one (1) business day* from the end of the hearing to submit to the VPAA/Provost a committee-signed, evidence-based recommendation.

The VPAA/Provost will review evidence and take the Committee recommendation under advisement.

Step 7: VPAA/Provost Notifies the Student of the Final Decision
Within five (5) business days* of receipt of the APC recommendation, the VPAA/Provost will send their written appeal decision with a clear, detailed rationale, to the student and instructor with copies to all parties involved. This decision is final.

A permanent record of the proceedings, including a hardcopy of the final written decision of the VPAA/Provost, is maintained in a confidential file in the Office of Academic Affairs.

Procedure-Request to Change an XF Grade to an F Grade

After one year, a student may request to have an XF grade changed to an F grade if they have not committed any subsequent violations of the Code of Ethics, by completing the XF-to-F Request Form which will be reviewed by the APC.    
Students must:  

  • Demonstrate completion of Curriculum Committee-approved academic ethics training.
  • Submit a personal essay on the importance of academic honesty showing self-reflection and growth, suggestion of alternatives to demonstrating poor behavior, and identify those who have been affected by their behavior. 
  • Provide a not from a faculty member, coordinator, or dean testifying to the student's commitment to academic honesty.

Upon reviewing the request and submitted materials, the APC will make a recommendation to the VPAA/Provost. The VPAA/Provost issues the decision to the student. The decision of the VPAA/Provost is final. 

Procedure-Multiple Violations of the Academic Code of Ethics Policy

 At the end of each academic semester, the Director of Advising will run a report to identify students with multiple Ethics Violations.  The APC will convene within (30) calendar days of receiving the report. The APC contacts the student and requests a meeting. At the meeting, the APC will discuss the multiple infractions with the student. A recommendation for sanction/action is made to the VPAA/Provost.  If the student declines to present a case or have a meeting with the APC, the APC will make a recommendation without the student’s feedback.  

Possible consequences may include, but are not limited to:   

  • Academic Ethics Training
  • Exclusion from extracurricular activities
  • Transfer Report documentation
  • Disciplinary Suspension
  • Expulsion from the College

The VPAA/Provost issues the decision to the student. The decision of the VPAA/Provost is final.  

*Business day is defined as a day of College operation with classes in session (fall, spring, winter and summer), excluding weekends.