1. A reflection of enhancing the function of student records using PeopleSoft for tracking and studying breaches of academic integrity.
Cultures collide! Enhancing the student record through the Lens of Academic Integrity
SESSION 7005
NOV 5, 2019
Canada Alliance November 2019

2. presenters Sylvia Kogut Danielle Palombi Business Analyst, OTR
Sheridan
Manager, Learning Services
Sheridan
Welcome address
As a team member of the Office of the Registrar, I engage in systems, operations and special projects. Our department helps launch new initiatives. I’m a certified Project Manger and have a Bachelor of Business Commerce. I’m fluent in four languages.
In Library and Learning Services, I manage academic supports such as tutoring, academic integrity and first-year academic skills. I have a B.A. and M.A. in Rhetoric and Communication Design, am an O.C.T. and am studying a Doctor of Education through Western University.
Canada Alliance November 2019

3. Presentation Contributor
Angela Clark, Academic Integrity Facilitator
Angela has worked within post-secondary institutions for more than 10 years in both faculty and support staff roles. She has taught Communication at George Brown College and Communications and English as a Second Language courses at Sheridan. She has worked within Seneca College’s Centre for Faculty and Staff Development as a project and program coordinator.
Angela has a Master of Arts degree in Applied Linguistics from York University, a Bachelor of Education in Adult Education from Brock University, a Bachelor of Arts degree in English from Western University and a certificate in Teaching English as a Second Language (TESL) from Seneca College. She also has completed a post-baccalaureate certificate in Instructional Design through Athabasca University. Angela is currently earning her PhD in Higher Education at OISE University of Toronto.
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4. Sheridan
Degree, diploma and post-graduate granting institution of FTE and 18,500 part-time and continuing education students (About Sheridan, n.d.).
Over 120 programs, including 25 degree programs; known for commitment to creativity, purpose, problem-solving expertise and industry relevance (Sheridan Academics, n.d.).
Facts on Sheridan
Canada Alliance November 2019

5. everyone in the poll Using your cellphone, please go to www.slido.com
Enter event code
Questions:
How energized are you feeling this afternoon? (1-5)
Describe your role in one word.
Have you seen? Come from Away (Broadway hit); Blown Away (Netflix show); Bao (Oscar award winning short animation film).
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6. SHERIDAN & PEOPLESOFT Sheridan currently uses PeopleSoft, version 9.0.
Sylvia to note what version of PeopleSoft we use at Sheridan.
SHERIDAN & PEOPLESOFT
Sheridan currently uses PeopleSoft, version 9.0.
Canada Alliance November 2019

7. overview
Enhancing the function of student records for tracking and studying breaches of academic integrity:
ACADEMIC Sheridan’s culture of academic integrity
CULTURES COLLIDE! Academic Integrity Office & Records Management come together to build something new
LET’S GET TECHNICAL Approach, requirements, addition of records & automations
BEST PRACTICES & LESSONS LEARNED The benefits of implementation and next steps
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8. Academic Integrity @ Sheridan
Sheridan’s culture of academic integrity
Canada Alliance November 2019

9. More than two-thirds of college students are reporting that they have cheated at some point (Lang, 2013).
What is academic integrity? Honesty, Trust, Fairness, Respect, Responsibility, Courage (ICAI, 2014).
Why is it important? No unfair academic advantage; well-prepared for career; graduate with the knowledge, skills, & attitudes required for success; preserve Sheridan’s reputation.
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10. Academic integrity report (2016)
Includes:
a literature review
interviews with experts from post-secondary institutions across North America
Sheridan faculty survey results
best practices
proposed model for Sheridan
Presented to academic leadership team and executive
Find me!
academicintegrity.sheridancollege.ca
Extensive research carried out
Culminated in this report – published Spring 2016
Can be found on our Academic Integrity website
Find me on our AI website under Education and Remediation called “Academic Integrity Report”
Canada Alliance November 2019

11. The Academic Facilitator
Image is a sample of infographic created to introduce the academic integrity facilitator to key stakeholders in the college once her role kicked off, eg. Academic Advisors, Student Services, Deans, Associate Deans, Vice Provost.
The Academic integrity or AI facilitator at Sheridan is responsible for:
providing knowledge on the policy and procedures
Data on academic integrity breaches
Assistance to faculty on investigating suspected breaches and sanctioning
Raising awareness of academic integrity at the college
Acting as a liaison to the college on AI matters
Academic Integrity Model-Four Pillars:
Culture
Data
Support & Education
Outreach
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12. Academic integrity offices
Introduction
There are Academic Integrity Office spaces at each campus within each of the Library and Learning Commons as part of the Learning Services department
Academic Integrity Facilitator + Student Academic Integrity Ambassadors
-Values of AI are prominently displayed
Decentralized model of integrity: typically colleges deal with issues of AI on a departmental basis; inconsistent
Sheridan has an AI Policy and Procedure for all members of the Sheridan community and the office services to provide education and resources to faculty, staff and students.
Outreach = promotion; We want everyone to know what academic integrity is and adhere to its values
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13. Essential Faculty support
Answer questions related to Academic Integrity Policy & Procedure
Help with investigation of a suspected breach of academic integrity
Provide advice on sanctioning
Host faculty workshops on AI, examine and discuss practices, identify strategies to implement AI in the classroom
Faculty Education & Support
In terms of faculty support, the facilitator helps faculty:
answer questions and explain Policy and Procedure
help investigate a suspected breach
facilitate discussions between faculty and students on suspected breaches
provide advice on applying appropriate sanctions
Engage in AI workshops
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14. Academic integrity tutorial
Getting Help vs Getting Too Much Help
Test/Exam Cheating
Communicating Test/Exam Answers
Unauthorized Collaboration
Contract Cheating
Accessing Old Tests/Exams
Using Unauthorized Tools
Citation Errors
Citation Confusion
Including Incorrect Citations
Resubmitting Previous Work
Academic Integrity Tutorial
In response to a faculty survey, the majority of faculty members reported that they wanted a mandatory academic integrity tutorial for all new students at Sheridan.
As a result, an pilot online AI tutorial for students rolled out in Fall 2017.
Interested faculty members add the tutorial to their LMS by contacting the academic integrity office.
Tutorial now embedded in all first year courses at Sheridan with the assistance of the liaison librarians for each faculty
Unauthorized Collaboration:
Contract Cheating:
Using Unauthorized Tools:
Citation Confusion:
Including Incorrect Citations:
Resubmitting Previous Work:
Communicating Test/Exam Answers:
Accessing Old Tests/Exams:
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15. AI remediation specialists
Academic integrity remediation provide students who have engaged in an academic integrity breach with an educational remediation session.
The session is provided by a library citation and reference specialist, who helps students learn about Sheridan’s expectations for academic integrity and why it matters to them as students and professionals.
It is an opportunity for students to learn from their experience.
Remediation
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16. Ai student ambassadors
academic integrity student ambassadors support peer-to-peer learning between students on academic integrity matters.
The ambassadors host events, contests and poster campaigns to promote awareness of academic integrity on campus.
We have 5 ambassadors working for our Office.
Ambassador run events
we’ve run a “What is originality” artifact submission contest
a “work with integrity” event, where students received a donut for participating in a “donut cheat” game
A hot chocolate and card on academic supports available to avoid cheating
A “shades of grey” integrity campaign
and an academic integrity superhero contest, where students engaged in creating a backstory on an academic integrity superhero; illustration now used for marketing materials and screen ads on campus.
Sieun Lee, Bachelor of Illustration ’18 Captain Scan
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17. CULTURES COLLIDE!
Records Management & Academic Integrity Office come together to build something new
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18. Collecting data
Centralized database through the Office of the Registrar (PeopleSoft)
All reported breaches, sanctions imposed, related paperwork
Faculty encouraged to report breaches
Data used to inform decision making and AI-related educational programming
Here’s the data for the last academic year (Sept 1, August 31, 2019):
1478 reported breaches in the system (total)
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19. Types of breaches recorded
Plagiarism
Cheating
Impersonation
Improper Research Practice
Falsification or Unauthorized Modification of an Academic Document/Record
Obstruction of the Academic Activities of Another
Inappropriate Use of Digital Technology
Aiding and Abetting
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20. process PROCEDURAL STEP RESPONSIBILITY TIMELINE
TIMELINE
1. Collect Evidence, Complete and
Student AI Breach Form (Section A)
Faculty
within 5 days of
breach discovery
2. Submission of Additional Evidence
Student
within 2 days of the
breach transmission
Faculty-Student Meeting (OPTIONAL)
3. Decide Whether a Breach Occurred
n/a
4. Check for Previous Breaches on the
Student Information System
Support Staff in program area
5. Decide and Impose Sanction
Faculty OR
Associate Dean
6. Complete AI Breach Form (Section B)
and to Student and to Program Support staff
5 days after original
to student or
optional meeting
7. Enter Breach Details on the Student
Information System
Support Staff
5 days after decision is sent to student
Canada Alliance November 2017

21. Otr database
The OTR maintains the database which tracks student who have been suspected of a academic breach
The academic remediation incomplete and complete options added in 2017
If no action has been initiated by the faculty, breach in in active state
If student is appealing the academic breach the breach is in “In Appeal” state
If the appeal is approved, the breach is placed in “Delete” state
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22. Approach, requirements, addition of records & automations
LET’S GET TECHNICAL
Approach, requirements, addition of records & automations
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23. Peoplesoft functionality
Canada Alliance November 2019

24. Canada Alliance 4 - 6 November 2019

25. PeopleSoft Messaging
Once the Remediation Incomplete has been assigned to student’s record, the system triggers 5 different processes:
Remediation Incomplete e- mail – when the remediation is assigned
Remediation Reminder after 2 weeks of assigning the remediation to students record
Remediation Reminder after 1 month of assigning the remediation to students record
Remediation Reminder to faculty member about the student failing to complete the Remediation
Remediation Complete E – mail once the remediation has been completed
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26. Before entering the breach the support program specialist has to check if the student might have breached before.
If a student has a prior breach, the sanction levied by the associate dean is reflective of the repeated behaviour.
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27. Support staff copy the content found on the Breach of Academic Integrity form to the PeopleSoft Academic Integrity Breaches page.
Canada Alliance November 2019

28. The user can also add additional attachments associated to the breach.
Support staff add the final electronic version of the Academic Integrity Breach form (with signatures). The page will not save unless they have uploaded a document.
The user can also add additional attachments associated to the breach.
The breach is finalized and attached to the student record once the user clicks Save.
Canada Alliance November 2019

29. The user can select the record and click on the ‘+’ sign to add a future next breach
Note the “dummy” names (not real records) are covered up in case anyone may think they are personal data.
Canada Alliance November 2019

30. If an existing breach needs to be updated, the second plus sign from the top is selected
If the breach needs to be deleted or appeal has been granted the breach needs to be deleted. This request needs to be sent to me or Angela and we action the request.
Note the “dummy” names (not real records) are covered up in case anyone may think they are personal data.
Canada Alliance November 2019

31. The data cannot be removed from PeopleSoft because of:
Different user access rights
Data audits
Reporting
Reporting gives us the insight into breach trends.
We can see which faculty has the most breaches
We can see which breach types are the most frequent ones
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32. LESSONS LEARNED & Next Steps
The benefits of implementation and next steps
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33. Best practices
In some instances, breaches are stored in local files and folders for the student in question by support staff.
As a best-practice, if faculty/support staff are working with a student that is suspected of a breach of Academic Integrity, we ask they:
Utilize any local (archived) and online breaches when reporting on past breaches on the Academic Integrity Form.
Record and upload any local breaches for the student in question into PeopleSoft.
Canada Alliance November 2019

34. Lessons learned & Next Steps
Make the breach form electronic
Notify the faculty/professors once the student has completed remediation
Build in a reflective component that gets saved to the system: eg. A paragraph on “What did you learn from this?”
Value from pedagogical point of view; adds detail in event of future breach/appeal
@reggiemarable (2018, Sep 30).
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35. Concluding thoughts
Any questions?
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36. presenters
Sylvia Kogut
Danielle Palombi
Business Analyst, OTR
Sheridan
Manager, Learning Services
Sheridan
all Alliance presentations will be available for download from the Conference Site
Canada Alliance November 2019

37. References
About Sheridan (n.d.). Welcome. Retrieved from
International Centre for Academic Integrity (2014). The fundamental values of academic integrity (2nd ed.). Retrieved from pdf
Lang, M. J. (2013). Cheating lessons: Learning from academic dishonesty. Cambridge, Massachusetts: Harvard University Press.
@reggiemarable (2018, Sep 30). “I never lose. I either win or I learn.” [Twitter Post] Retrieved from
Sheridan Academics (n.d.). Programs & Courses. Retrieved from
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38. Thank you!
Canada Alliance November 2019