Regulations for Student Conduct and Academic Integrity

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08 Feb 2021
ALL
 

Regulations described in this section apply to all students. Specific regulations for undergraduate or postgraduate students are found in the respective sections.

(A) Student Conduct

(B) Academic Integrity

(C) Annex: Rules for the Conduct of Examinations

 

(A) Student Conduct

1. The University expects good conduct from students.

2. The University may take disciplinary action against a student who violates rules and regulations for good conduct, or the instructions of authorized persons and bodies responsible for ensuring good conduct, or where a student commits any misconduct including, but not limited to: 

  1. Defamation, assault or sexual harassment against the person of any member of the University;
  2. Discrimination against other members of the University, including racial, ethnic or gender discrimination;
  3. Theft, fraud or misapplication of University funds or property of any kind;
  4. Willful damage to or defacement of the property of the University or the property of other members of the University;
  5. Falsification or misuse of University documents or records, including breaches of the privacy of other members of the University community.

3. Complaints against a student for misconduct should be referred to the Academic Registrar. The Academic Registrar will, with the assistance of colleague(s) where appropriate, review the circumstances of the case and consult as appropriate with the student’s academic advisers. The student will be informed and provided with an opportunity to respond to the accusation and present any relevant evidence. In the event a complaint relates to the Academic Registry, the Provost will appoint the Head of an Office or other Officer to exercise the powers and duties of the Academic Registrar in implementing these Regulations.

4. Where the Academic Registrar is satisfied that there has been misconduct, he/she may impose one or more of the following sanctions: 

  1. A verbal or written reprimand that will be held in the student’s record until graduation;
  2. University community service;
  3. Requirement that the student makes good any damage to property;
  4. Withdrawal or suspension of academic or other University privileges, benefits, rights or facilities, except the right to continue with the student’s academic studies.

 

Student Appeals

5. A student who denies the charge of misconduct or who believes that sanctions imposed by the Academic Registrar are inappropriate may appeal the decision to the Provost. The appeal must be made in writing within fourteen days of the student receiving the decision of the Academic Registrar, stating the grounds for the appeal and including any evidence or documentation not previously submitted. 

6. The Provost will review the case or refer the case to colleagues for review. The student will be given an opportunity to explain the grounds for the appeal and to present any relevant evidence. Students asked to attend a meeting with the Provost or colleagues to whom the case has been referred may be accompanied by a member of their family or a member of the University community.

7. The decision of the Provost is final.

 

Student Disciplinary Committee

8. In serious cases, or where the Academic Registrar determines that the University’s interests will be best served, the Academic Registrar may refer the case to the Student Disciplinary Committee.

9. The Student Disciplinary Committee will review the complaint and may invite the student to attend a meeting of the Committee. Students appearing before the Committee may be accompanied by a member of their family or a member of the University community.

10. Where the Committee finds a student guilty of misconduct, it may impose one or more of the following sanctions: 

  1. A verbal or written reprimand that will be held in the student’s record until graduation;
  2. University community service;
  3. Requirement that the student makes good any damage to property;
  4. Withdrawal or suspension of academic or other University privileges, benefits, rights or facilities;
  5. Suspension from the University for a set period;
  6. Expulsion from the University.

11. The Committee may report the misconduct of a student to the Senate. Where there is good cause, on the resolutions of both the Council and the Senate, the student may be deprived of a degree or other award of the University.

 

Student Appeals

12. The student may submit an appeal against the decision of the Student Disciplinary Committee to the President. The appeal must be made in writing within fourteen days of the student’s receiving the Committee’s decision, stating the grounds for the appeal and including any evidence or documentation not previously submitted. Normally appeals will be considered only on the basis of procedural irregularities or new evidence.

13. The President will review the case or refer the case to colleagues for review. The student will be given an opportunity to explain the grounds for the appeal and to present any relevant evidence. Students asked to attend a meeting with the President or colleagues to whom the case has been referred may be accompanied by a member of their family or a member of the University community.

14. The decision of the President is final.

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(B) Academic Integrity

1. The University’s approach to cases of academic misconduct is fundamentally educational. The process for dealing with these cases is designed to enable students to better understand the nature of academic misconduct and the high standards of academic integrity that are expected. The sanctions available in confirmed cases of misconduct are intended to signal the importance that the University places on maintaining these high standards and to communicate this to students.

2. Academic misconduct includes, but is not limited to:
Cheating: conduct designed to mislead those responsible for making a judgment on a student’s academic performance or standing, including: 

  1. Unauthorized conveyance or receipt of examination or test questions;
  2. The giving, receiving or utilizing of unauthorized information or assistance in completing an assignment, test or examination;
  3. Breaches of the regulations for examinations set out in the Annex;
  4. Impersonating another student or allowing oneself to be impersonated by another student in participating in a test or examination;
  5. Submission of academic work containing purported statements of fact or references to sources that have been fabricated;
  6. Presenting for credit work that has already been accepted for credit in another course.

Plagiarism: the presentation of work which originates from other sources, including the work of other students, as the student’s own work, without appropriate attribution to the source.

Reporting Cases of Academic Misconduct

3. Where an instructor detects plagiarism or other irregularities in the submission of assignments or other student work for credit the case should be reported to the Head responsible for the course.

4. Where the invigilator of an examination or test believes that a student has committed an act of academic misconduct the student should be asked to stop writing and leave the examination/test venue. If the student denies the charge of academic misconduct, the invigilator should draw a line on the examination/test script to indicate the point when the alleged academic misconduct is suspected and allow the student to complete the examination/test. The invigilator should complete a Report on Student Academic Misconduct indicating the circumstances of the case and forward the Report to the Head of the department responsible for the course.

5. Where a student’s supervisor or other member of the University community has reasonable grounds to suspect that a research proposal, components of a thesis or other submitted work contributing to earning an award of the University has been fabricated, falsified or plagiarized, the case should be reported to the Head, except for research postgraduate students, whose cases should be referred to the relevant Dean.

6. For other research misconduct not covered above (“Research Misconduct”),  such cases should be referred and dealt with under the ‘Policy on Research Conduct and Integrity’.

If there is any discrepancy between the ‘Regulations for Student Conduct and Academic Integrity, Section B on Academic Integrity’ and the ‘Policy on Research Conduct and Integrity’ for research related work or issues, the latter will take precedence over the former.

 

Review by Head of Department/Division

7. The Head will review cases of alleged academic misconduct (other than the "Research Misconduct" mentioned in Section 6 above), or may refer the case to colleagues for review.

8. Where the case involves students who are not enrolled on the course or program under the Head, or there is a possible conflict of interest for the Head, the case should be referred to the Dean responsible for the student’s program who will follow-up as necessary.

9. Where the case involves persons who are not members of the University community, the case should be referred to the Provost.

10. The student accused of academic misconduct should be informed of the circumstances of the case and provided with an opportunity to respond to the accusation and to present any relevant evidence.

11. Where the Head is satisfied that the student has committed an act of academic misconduct, the Head may impose one or more of the following sanctions: 

  1. A verbal or written reprimand;
  2. A make-up assignment or test/examination;
  3. A requirement to resubmit work contributing to an award;
  4. A reduced grade for a component of the course assessment or a reduced grade for the course, including a failed grade;
  5. Require the student to undertake a period of mentoring or instruction to enhance the student’s ability to make good ethical choices.

12. Where a student is confirmed to have committed an act of academic misconduct, the Head will complete a Report on Student Academic Misconduct and forward the Report to the Dean responsible for the student’s program and the Academic Registrar who will keep a record. Unless otherwise instructed, these records will be discarded when the student graduates.

13. Where the Academic Registrar is asked to record a second act of academic misconduct, the Academic Registrar will inform the Dean responsible for the student’s program.

 

Referral of Cases to the Dean 

14. Where the Head has taken action under Sections 7-12 above, but believes that the best interests of the University will be served, or where there has been a previous act of academic misconduct, the case may be referred to the Dean for review. The Dean will review the case, or ask colleagues to review the case, and may impose one or more of the following additional sanctions: 

  1. A verbal or written reprimand;
  2. University community service;
  3. Withdrawal or suspension of academic and non-academic benefits and privileges provided by the School/AIS such as scholarships and eligibility for exchange;
  4. Require the student to undertake a period of mentoring or instruction to enhance the student’s ability to make good ethical choices;
  5. Require the student to take a reduced maximum credit load;
  6. Request the Academic Registrar to make a notation of academic misconduct on the student’s transcript to be removed on graduation.

 

Student Appeals to the Provost

15. The student should be informed of the right to appeal a decision of the Head or of the Dean and should be referred to the Dean of Students’ Office for assistance.

16. A student who denies the charge of academic misconduct or who believes that the sanctions imposed by the Head of department or the Dean are not appropriate may appeal the decision to the Provost. The appeal must be made in writing within fourteen days of the student’s receiving the decision, stating the grounds for the appeal and including any evidence or documentation not previously submitted.

17. The Provost will review the case or refer the case to colleagues for review. The student will be given an opportunity to respond to the accusation and to present any relevant evidence. A student asked to attend a meeting with the Provost or colleagues to whom the case has been referred may be accompanied by a member of their family or a member of the University community.

18. The decision of the Provost on student appeals under Sections 15-17 is final.

 

Referral of Cases to the Provost and the Student Disciplinary Committee

19. Where the Dean has taken action under Section 14, but believes that the best interests of the University will be served, the case may be referred to the Provost. The Provost will review the case, or ask colleagues to review the case and may impose one or more of the following additional sanctions: 

  1. University community service;
  2. Withdrawal or suspension of academic and non-academic benefits and privileges such as scholarships and eligibility for exchange and student housing;
  3. Request the Academic Registrar to make a notation of academic misconduct on the student’s transcript to be removed on graduation, or to be a permanent record.

20. Where the Provost believes that the best interests of the University will be served, the case may be referred to the Student Disciplinary Committee. The Student Disciplinary Committee will review the case and may invite the student to attend a meeting of the Committee. Students attending such a meeting may be accompanied by a member of their family or a member of the University community.

21. The Student Disciplinary Committee may impose one or more of the following additional sanctions: 

  1. Cancellation of academic credits already earned;
  2. Ineligibility for honors on graduation;
  3. Suspension from the University for a set period;
  4. Dismissal from the University.

22. Where an allegation of research misconduct against a student has been confirmed under Section 6 above, the charges shall be referred to the Student Disciplinary Committee to decide on the sanction to be imposed, which may include those in Section 21 above and any other sanction(s) deemed appropriate by the Student Disciplinary Committee.

23. The Committee may report the academic misconduct of a student to the Senate. Where there is good cause, on the resolutions of both the Council and the Senate, the student may be deprived of a degree or other award of the University.

 

Student Appeals to the President

24. Where a case of alleged academic misconduct has been referred to the Provost or the Student Disciplinary Committee, students may appeal against the decision to the President. The appeal must be made in writing within fourteen days of the student’s receiving the decision, stating the grounds for the appeal and including any evidence or documentation not previously submitted, with an explanation as to why such evidence/documentation was not previously submitted. Normally appeals will be considered only on the basis of procedural irregularities or new evidence where there are good reasons for the latter not being submitted earlier.

25. The President will review the case or refer the case to colleagues for review. The student will be given an opportunity to explain the grounds for the appeal and to present any relevant evidence. Students asked to attend a meeting with the President or colleagues to whom the case has been referred may be accompanied by a member of their family or a member of the University community.

26. The decision of the President on student appeals under Sections 24-25 is final.

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(C) Annex: Rules for the Conduct of Examinations

[Includes tests and other assessments held under examination conditions but excludes examination of theses, final year projects or other similar assessments]

 

On Campus Examinations

1. Only students who are enrolled in the course and able to present their student identity cards (or in exceptional circumstances their HKID cards) are allowed to sit for a course examination.

2. Only in exceptional circumstances are examinees (a) permitted to leave the venue in the first 30 minutes of an examination or (b) permitted to join an examination after the first 30 minutes. Examinees admitted late to an examination will not be given extra time for the examination.

3. Except for items explicitly permitted for an examination, all books, bags, papers, mobile phones and communication devices, etc. must be placed so that they cannot be accessed, ideally at the front, rear or side of the venue. These items may be placed under desks and seats only where they are easily visible and with an invigilator’s permission.

4. Conversation is not allowed during an examination, unless specifically permitted by an invigilator. Any questions must be addressed to an invigilator.

5. Examinees should write only on their answer books or on any supplementary sheets provided for the purpose. All answer books, examination papers and supplementary sheets must be handed in at the end of the examination. Examinees are permitted to remove printed or written materials from the examination room only with the permission of the examiner.

6. Examinees may leave examination venues to visit washrooms or for any other reason only with an invigilator’s permission, and must be accompanied by an invigilator. Examinees may not take examination materials or electronic devices to washrooms; other personal items may be taken only with an invigilator’s permission.

7. Examinees are not allowed to leave the examination venue during the last fifteen minutes of an examination and must remain seated until the invigilator has collected all examination answer books and examination papers at the end of the examination.

8. Where an examinee leaves the examination venue due to illness or other extenuating circumstances and is unable to complete the examination, the Academic Regulations Governing Undergraduate Studies (7.5) and the Academic Regulations Governing Postgraduate Studies (7.4) shall apply, as appropriate.

9. Invigilators are authorized to expel students from an examination if they discover cheating or repeated misconduct and should submit a Report on Student Academic Misconduct, indicating the circumstances of the case, to the Head of the Department/Division responsible for the course, via the Course Instructor where applicable, for consideration under the Regulations for Academic Integrity.

 

Online Proctored Examinations

10. Only students who are enrolled in the course are allowed to sit for a course examination and to access examination materials. All logins to any software involved in the examination should be made using the student’s own ITSC account, and no VPN should be used except with the explicit prior written permission of the instructor (for example where an instructor authorizes the use of a Proxy service provided by ITSC for improved internet connection from the Mainland).

11. An examinee must take an examination by him/herself in a private room, unless with the prior written permission of the instructor. The use of virtual backgrounds is prohibited.

12. Only equipment explicitly permitted can be used during an examination. It is the responsibility of examinees to ensure that their equipment is functioning properly, and to follow the invigilator’s instructions to set up the proctoring environment.

13. Only in exceptional circumstances are examinees permitted to leave the examination venue and/or turn off their cameras in the first 30 minutes. In such circumstances, Rule 18 below shall apply.

14. Only in exceptional circumstances are examinees permitted to join an examination after the first 30 minutes. Examinees admitted late to an examination will not be given extra time for the examination.

15. Examinees cannot use any program or access any website that provides answers tailored to the user’s input; and cannot use any material, whether in hard copy, electronic or other form, except where explicitly permitted.

16. Conversation or other communication, whether at the examinee’s workstation or remotely through electronic or other means, and whether it is related to the examination or not, is not allowed during an examination unless specifically permitted by an invigilator. Any questions must be addressed to an invigilator.

17. Except where explicitly permitted, examinees are not allowed to save or distribute copies of examination questions in any form either during or after the examination. Any questions that an examinee had downloaded onto his/her hard-drive, external drive or other device in order to work on during the examination must be deleted immediately at the end of the examination.

18. Examinees may leave examination venues to visit washrooms or for any other reason only during designated periods, where scheduled, or with an invigilator’s permission, and only after they have uploaded their examination answers before leaving. Once uploaded, answers cannot be revised/modified unless explicitly permitted for the specific examination. Examinees may not take examination materials or use electronic devices when they leave their workstations; other personal items may be taken only with an invigilator’s permission.

19. Examinees who leave the examination venue to go to the washroom or due to illness or other extenuating circumstances without uploading their answers will be deemed to have been unable to complete the examination: in such cases, the Academic Regulations Governing Undergraduate Studies (7.5) and the Academic Regulations Governing Postgraduate Studies (7.4) shall apply, as appropriate.

20. Notwithstanding Rules 13, 18 and 19 above, examinees are not allowed to leave the examination or turn off their cameras until an invigilator announces that the examination is over.

21. Invigilators are authorized to expel students from an examination if they discover cheating or repeated misconduct and should submit a Report on Student Academic Misconduct, indicating the circumstances of the case, to the Head of the Department/Division responsible for the course, via the Course Instructor where applicable, for consideration under the Regulations for Academic Integrity.

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(Updated version of July 2023)