PROCEDURES FOR POLICY: 2-07
VCCS POLICY NO: N/A
REVISED DATE: 07/07/2025

  1. Purpose:

    To uphold the academic integrity of the academic programs and courses at the institution and foster a high sense of integrity and social responsibility on the part of the college community.

    The procedures for implementation of this policy are provided below.

  2. Procedure and/or Process Definitions:

    Advisor: Any one person designated by the accused student to support the student through the conduct process. This person can include, but is not limited to a parent, friend, college faculty or staff member, or attorney (at the student's own expense).

    Artificial intelligence (AI): Any software or technology that can perform tasks that would normally require human intelligence, such as learning, decision-making, problem-solving, or composition. Students should only use Artificial Intelligence (AI) technology in consultation with and/or at the approval of class faculty. Additional usage of AI tools should be discussed with the instructor when applicable.

    Academic Dishonesty: This is when a student intentionally engages in deceptive conduct to gain an unfair advantage in their academic work.

    Cheating: The intentional use or attempted use of unauthorized materials, information, or study aids in any academic exercise. Examples may include but are not limited to the following:

    • using another person's work and then submitting as one's own work
    • allowing another to take an examination in one's name
    • having work to be graded that has been completed by a second party
    • submitting identical or similar papers in more than one course without obtaining permission from the instructors of all the courses involved
    • copying or using notes, examinations, or other instructional material during examinations, tests, or quizzes
    • purchasing all or part of examinations, papers, or other assignments
    • altering or falsifying examination results after they have been evaluated by the faculty member and returned to the student

    Facilitating academic dishonesty: The intentional or knowing help or attempt to help another to commit an act of academic dishonesty or seeking unauthorized answers for assignments, quizzes, or tests. Examples may include but are not limited to the following:

    • obtaining, using, or possessing unauthorized copies of an examination or any written work to be graded or receiving unauthorized information regarding examinations
    • writing, without authorization, the answer to an exam question outside class and submitting that answer as part of an in-class exam
    • completing, in whole or part, an examination or project in the name of someone else
    • permitting another student to copy one's work during an examination, test, or quiz
    • permitting another student to copy one's written work whenever the work is to receive a grade
    • illicitly collaborating with another individual or individuals in the completion of course assignments
    • taking an examination for someone else
    • giving test questions or answers to anyone else
    • writing all or part of a paper/assignment for another student
    • selling all or part of examinations, papers, or other assignments

    Plagiarism: The intentional or unintentional presentation as new and original an idea or product derived from an existing source without properly citing the source of the material. Examples may include but are not limited to the following:

    • unauthorized use of AI tools
    • duplicating an author's work (in part or whole) without quotation marks and/or accurate citations
    • duplicating an author's words or phrases or ideas with accurate citations, but without quotation marks as necessary
    • using an author's idea(s) in paraphrase without accurate citation(s)
    • submitting, without quotation marks, an essay or written work to be graded in which exact words are merely rearranged even though cited

    Data Misrepresentation: Fabricating data; deliberately presenting assignment data that were not gathered in accordance with assigned guidelines or are deliberately fabricated; or providing an inaccurate account of the method by which the data were gathered and generated. Examples may include but are not limited to the following:

    • falsifying lab results
    • inventing survey responses
    • misrepresenting experimental methods or data

    Formal Hearing: A process that is initiated when no resolution is achieved at the informal process level, or a student has previously violated this policy, a formal hearing committee will be composed to review the case.

    Formal Hearing Committee: a committee composed of three (3) members within the college community - one (1) teaching faculty from a similar discipline to the academic integrity case, one (1) staff member from Student Affairs, and one (1) student, who may be a student leader from any recognized student organization or a student trained to hear academic integrity cases.

    Informal Process: A process in which the faculty member for the course in which the alleged academic integrity is suspected, will meet with the student to discuss the allegations and determine if the matter can be resolved between the faculty member and the student.

    Interim Incomplete (I) Grade: An incomplete grade on the transcript to be used as a placeholder while a case is being adjudicated.

  3. Procedures:

    1. Informal process

      1. The faculty member will contact the Dean of Students Office by completing JSRCC Form 75-0020, Academic Integrity Report. The Dean of Students Office will contact the faculty member within two (2) business days to notify the faculty member they should follow the informal process or formal hearing procedures.

      2. The faculty member will send the student JSRCC Form 75-0021, Notification of Alleged Academic Integrity Violation, which will:

        1. Outline the details of the allegation;

        2. Notify the student of their rights and responsibilities;

        3. Request a meeting to discuss the alleged charges and evidence obtained;

        4. Provide a deadline for the student to respond (Note: Students should be provided no less than ten [10] business days); and

      3. The faculty member will meet with the student. At the meeting the faculty member will:

        1. Review JSRCC Form 75-0021, Notification of Alleged Academic Integrity Violation, provided to the student;

        2. Provide the student with the opportunity to review the relevant materials;

        3. Provide the student with opportunity to present relevant materials and/or relevant witnesses;

        4. Provide the student with the opportunity to respond to the charge(s);

        5. If the student accepts the charge(s) and sanction(s), the student will sign JSRCC Form 75-0021, Notification of Alleged Academic Integrity Violation, accepting the charges and sanctions. The faculty member will be responsible for seeing through the determined sanctions. The faculty member forward all case materials to the Dean of Students Office via email (academicintegrity@reynolds.edu) within five (5) business days and the matter will be considered resolved;

        6. If the student does not accept the charge(s) and/or sanction(s), the student will sign the appropriate field on JSRCC Form No. 75-0021, Notification of Alleged Academic Integrity Violation. The faculty member will send the completed form to the Dean of Students Office via email (academicintegrity@reynolds.edu). The Dean of Students Office will then escalate the case to the formal hearing process if the student does not accept the charge(s).

        7. Prior to a formal hearing being scheduled, upon receipt of the need to move forward with a formal hearing, the student will meet with the dean of the academic school in which the violation took place and the dean of students, as a pre-hearing meeting. During this meeting, the student will be:
          1. informed of their rights and responsibilities regarding the hearing procedures
          2. provided an opportunity to review relevant materials
          3. informed of the hearing process including information regarding witnesses, advisors, the standard of evidence, and flow of the hearing
          4. provided the opportunity to decide to resolve the matter informally, if the student and the Dean(s) approve.

    2. Formal hearing procedures

      1. Once the pre-hearing meeting is complete and the formal hearing process is moving forward, formal hearings for academic integrity cases will be facilitated by the Dean of Students Office.

      2. The conduct hearing committee will set the date, time and place for the hearing and the Dean of Students Office will notify the student by the student's college-provided email account and/or physical mail to the student.

        1. The notice will be sent within five (5) business days following confirmation of the hearing committee membership.

        2. The formal hearing committee will be composed of three (3) members of the college community - one (1) teaching faculty from a similar discipline to the academic integrity case, one (1) staff member from Student Affairs, and one (1) student, who may be a student leader from any recognized student organization or a student trained to hear academic integrity cases.

        3. The names of the hearing committee members shall be provided to the student at the time of selection. The student may object to a committee member on the basis of bias or other good cause shown and request that another person be chosen from the list in that same category. One student-requested substitution, with written justification, is permitted.

      3. The hearing will take place within ten (10) business days of the selection of the conduct hearing committee, unless an extension is mutually agreed upon between the student and the college and the Dean of Students Office will have the discretion to alter the arrangements of the hearing for good cause.

      4. The committee will proceed as follows during the hearing:

        1. The Dean of Students Office presents the college's case.

        2. Any person giving testimony may be questioned, at the completion of the witness's testimony, by the student. The Dean of Students Office has the right to ask questions of the witness at any time and to recall witnesses at their discretion.

        3. The student presents their defense and any mitigating circumstances. The committee shall not require the student to testify, nor shall the committee prevent the student from testifying. Any person giving testimony on behalf of the student may also be questioned by the Dean of Students Office.

        4. The Dean of Students Office and the student may present rebuttal evidence and argument.

        5. Committee members may freely question witnesses at any time.

        6. In a closed meeting, the conduct hearing committee will discuss the case and vote whether or not there has been a violation of the Conduct Code.In a closed meeting, the conduct hearing committee will discuss the case and vote whether or not there has been a violation of the Conduct Code. If most of the committee (at least 2 out of 3 voting members) find the student violated the Conduct Code, the committee will select and recommend an appropriate sanction from the list in the section entitled "Sanctions". Determination of the sanction must be approved by a majority of the committee members.

        7. The committee will notify the Dean of Students Office of the committee's decision and its recommended sanction in writing, if any, within 24 hours of the conclusion of the hearing.

      5. The Dean of Students Office and the dean of the academic school has the discretion to accept the hearing committee's recommended sanctions or impose another sanction supported by the evidence. After the Dean of Students Office and dean of the academic school makes the final determination on any sanctions, the officer will then prepare a decision letter and forward a copy to the student, the hearing committee, and other appropriate college personnel within five (5) business days of the conclusion of the hearing.

        1. The decision letter will set forth both the finding and rationale in support of the finding.

        2. The decision letter will outline any sanctions imposed (if a student is found responsible).

        3. The decision letter will become part of the student's conduct record.

        4. The decision letter will include information on the appeal process (if a student is found responsible).

        5. This notification will be sent via the student's college-provided email account and/or physical mail to the student.

        6. New information that becomes available after the conclusion of the hearing but prior to the final decision of the Dean of Students Office may, at the discretion of the Dean of Students Office, be referred to the conduct hearing committee for reconsideration of the case.

        7. In cases of suspension or dismissal, the student must also be notified of the outcome in compliance with the Code of Virginia § 23.1-412.

      6. The following provisions will be taken regarding the permanent hearing record:

        1. All relevant evidence will be given to the committee during the hearing and be made part of the hearing record.

        2. The hearing record will also include a copy of the notice of the hearing that was provided to the student.

        3. The hearing record will be forwarded to the Dean of Students Office and securely maintained.

    3. Sanctions

      Violations of this policy and procedure can result in one or more of the following sanctions as deemed appropriate. All sanctions become part of the student's conduct record. The list of sanctions is not a progression.

      1. Disciplinary Warning: A written warning to a student that their conduct violated the Conduct Code, and that further misconduct will result in more severe disciplinary action. Disciplinary warning may include but not limited to a behavior agreement or contract.

      2. Program Dismissal: Administrative withdrawal from an academic program due to violation of the program's specific conduct standards, which may include violations of this Conduct Code or other program specific policies as set forth in its Handbook. Effects and eligibility of a program dismissal are set forth in the specific program's policies. Tuition refunds for dismissed students are governed by Reynolds Policy 1-02, Tuition Refunds and are not guaranteed.

      3. Disciplinary Probation: A specified period of time which is intended to foster reflection, responsibility, and improved decision making. During this period, the student is not in good standing with the college and may be barred from participating in certain college activities. Future violations of the code of conduct while a student is on disciplinary probation may result in additional and more severe sanctions, including suspension or dismissal.

      4. Suspension: A specific period of time, which may extend for up to two calendar years, during which a student is not permitted to participate or enroll in college classes. A student assigned this sanction will be administratively withdrawn from all enrolled classes upon the expiration of the appeal period. Tuition refunds for suspended students are governed by Reynolds Policy 1-02, Tuition Refunds and are not guaranteed.

      5. Dismissal: A permanent separation of a student from the college which is assigned to the most serious conduct cases. Dismissals are permanently notated on a student's transcript. A student assigned this sanction will be administratively withdrawn from all classes upon the expiration of the appeal period. Tuition refunds for dismissed students are governed by Reynolds Policy 1-02, Tuition Refunds and are not guaranteed.

      6. Character Development: Required attendance at an educational workshop, research and writing assignments, or participation in a mentorship program.

      7. Other Sanctions: Including, but not limited to:

        1. Additional work: an assignment or test to provide evidence of the student's academic performance and/or evidence that the student knows and understands the course materials.

        2. A lower or failing grade or score on the assignment or examination.

        3. Removal of the student from the class and the assignment of the grade "F" or "U" in the course;

        4. Revocation of degree, in cases where an offense is discovered after the degree is posted as described: Reynolds Policy 1-05, Revocation and/or Withholding an Award

    4. Appeals

      The student has the right to appeal a formal hearing decision to the Vice President of Academic Affairs within five (5) business days from the date the decision letter was sent to the student's college-provided email account. In cases where the decision letter is sent by physical mail, the student must appeal within five business days from the mail delivery date. Appeals are not available for the informal process.

      Appeals must be submitted in writing and include a detailed explanation of the grounds for the appeal. Appeals should be submitted to the Dean of Students Office at deanofstudents@reynolds.edu and the Dean of Students Office will provide the Vice President for Academic Affairs with all necessary information.

      The grounds for an appeal are as follows:

      1. Procedural error, meaning the college conduct process as outlined herein, was not followed. The student must state how the alleged procedural error caused undue harm.

      2. New information, meaning information became available after the Disposition of the Violation that was not reasonably available prior to, and which is of a character that, if known, may have affected the outcome of the case.

      3. Fundamental unfairness, meaning the sanction is disproportionate to the Code violation(s). A student's disagreement with a finding of responsibility or a particular sanction does not constitute fundamental unfairness.

      The Vice President of Academic Affairs (or designee) will review the appeal request and determine if grounds for an appeal have been met.

      The Vice President of Academic Affairs (or designee) may:

      1. Find that the appeal is not timely or does not state adequate grounds for appeal according to the listing above and dismiss it. The decision is final.

      2. Affirm the finding and sanction imposed. The decision is final.

      3. Affirm the finding and reduce, but not eliminate, the sanction. The decision is final.

      4. Remand the case back to the Dean of Students Office or conduct hearing committee for consideration of new evidence or a procedural error.

    5. Records

      In the event that a final grade needs to be submitted before the completion of either the informal process or formal hearing, an interim incomplete (I) grade should be requested to hold the place of the final grade until the outcome of the hearing is determined.

      Records will be maintained in the Dean of Students Office in accordance with Reynolds Policy 4-38, Record Retention and Disposition.

      At the conclusion of the case, all case materials will be uploaded into Maxient by the Dean of Students Office within five (5) business days.

      If a student is dismissed, the student's record will be maintained permanently by the Dean of Students Office.

  4. Other Information:

    Reynolds Policy 1-26, Student Privacy and Release of Student Information

    Reynolds Policy 2-06, Grades Plan,

    Reynolds Policy 4-38, Record Retention and Disposition

    JSRCC Form 75-0020, Academic Dishonesty Report

    JSRCC Form 75-0021, Notification of Alleged Academic Dishonesty