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Frequently Asked Questions (by Faculty members)

What do I do if I think I have an Honor Code violation?
Contact the Office of Judicial Affairs at 725-2485 or judicialaffairs@stanford.edu.

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If I call Judicial Affairs, is that equivalent to filing a concern?
NO. You have not committed yourself to filing a concern. The Office is available to support and assist you in making the decision to file an official concern or not.

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Do I have to confront the student?
NO. If you are not comfortable speaking to the student about your concern, for any reason, forward it to the Judicial Officer. If you would prefer to speak with the student first, please do so. No two students or cases are the same -- you need to approach it in a manner that is most comfortable for you. Please feel free to call any member of the Judicial Affairs staff with questions or concerns about your choices or your interactions with the student.

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Can the student contact me?
We advise them not to contact you directly (about the case). We ask that if s/he wishes to speak to you that a request is put in writing and if you agree, then of course, you can meet.

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Can I just fail the student and not go to Judicial Affairs?
NO. The Honor Code prohibits penalty grading.

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Can I consider this a teachable moment and not go to Judicial Affairs?
If you believe an Honor Code violation occurred, you should contact a member of the Judicial Affairs staff and discuss your concern. Consistency and education are very important to the institution and the effectiveness of the Honor Code relies on participation of both faculty and students.

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Does the process require a lot of my time?
Usually, the process requires that you document your concern, speak with the Judicial Officer once or twice, and attend a hearing (if the case is charged). If a student contests the allegation, the Judicial Officer may need to consult more with you about the position the student has taken, given your expertise on the subject matter and the expectations of your class. The amount of time involved varies depending on the position of the student and their approach to the case.

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How long does this process take?
The Judicial Officer will notify the student immediately (unless it is during the end-of-quarter period or final exams). The student typically meets with the Judicial Advisor and interviews with the Judicial Officer within a week of receiving the notification. When a student does not contest the allegation, the Judicial Officer charges the student with the alleged Honor Code violation within 1-2 days of the interview. When a student contests the allegation, the investigation (from the date of your written report) to the Officer's decision (to charge or not charge) averages 29 days. The average time it takes to hear a case from the date of your report is 42 days.

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Am I the prosecutor?
NO. However, you are the expert witness. Any information you believe to be relevant to the facts of the case need to be shared with the Judicial Officer in order to ensure that those issues are considered in her decision and presented to a panel if the case is charged.

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How much evidence do I need?
The amount of evidence required depends a lot on the type of case and your goals in bringing forward the case. The burden of proof is "beyond a reasonable doubt." Our goal is that the process be educational regardless of the outcome of the case. Do not forget that additional evidence may be discovered during the investigation. If you have questions about the amount of evidence you have or the burden of proof, please call a member of the Judicial Affairs staff.

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What do I do about the grade? Can the student continue to attend class?
You should simply leave the grade in question blank. The student should be allowed to continue in the course because if the case is not charged, i.e., does not go to a hearing, or if the student is found not responsible, you must give the student the grade that was earned. If the student is found responsible, you will need to submit the grade change form, as you deem appropriate.

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Will I be informed of the outcome?
YES. If no charge is filed, the Judicial Officer will inform you of her decision and ask if you agree. If you do not agree, then you have the right to request an Evidentiary Hearing. If the case is heard by a judicial panel, then the Judicial Advisor will email you the results of the hearing and ask what your plan is for the student's grade.

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Does the student automatically fail the course?
The grade is your decision. When a student has been found in violation of the Honor Code, the majority of faculty fail the student. Some faculty fail only the assignment in question and averages the grade. The Judicial Advisor can tell you of alternative grading decisions made by other faculty members.

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What does the Honor Code say about Take-Home Exams?
A number of faculty give take-homes because they believe it is more likely they can find out what students really know when time pressures are largely eliminated and the students can then consult written sources and try to put together real arguments. In this sense take-homes are more like final papers than exams, and encourage students to be creative -- thus arguably representing a more valuable learning experience for them. If you give take-homes, you should give very clear and specific rules about what students are allowed and not allowed to do -- including that the exams are subject to the provisions of the Honor Code. Be explicit. One faculty member has, for instance, successfully used something like the following admonition:
Being subject to the provisions of the Honor Code means in part that you must observe the rules established for this exam, which are: you may consult only inanimate sources. You may not consult or collaborate with anyone about the questions. Such collaboration is a violation of the Honor Code.
Announce your rules in class before the take-home is administered. Ask if there are questions about the rules. Explain the reasons why you set each of the rules. If students understand and respect your rules, then they are more likely to follow them. Write the rules down and attach them to the exam. Let students know how to get in touch with you, or a TA, during the take-home period, should they have any questions about the exam (so they won't be tempted to ask their classmates).

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Can course staff be present during laboratory practical-style exams?
YES. There is a compelling interest in lab-practical exams for course staff (including faculty) to be present. Course staff may, among other things, need to preserve exam specimens, handle timing, evaluate performance and deal with any problems that arise. Moreover, lab practicals can be considered akin to oral exams, which do not fall within the Honor Code's prohibition on proctoring for obvious reasons. Before a lab-practical exam is administered, however, course staff should talk to students about the reasons for being present -- and preferably, provide a written explanation as well.

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May I ask a student to provide a doctor's note if s/he asks for an extension or academic accommodation based on illness*? Students claim that the Honor Code requires that I "trust them" and yet I'm worried that by allowing changes tot he schedule I'm creating undue "temptation" or placing "honorable and conscientious students at a disadvantage."
If a student requests an extension or asks for an exam to be rescheduled due to a short-term illness (e.g. cold/flu) neither the Honor Code nor its Interpretations and Applications prohibit you from questioning a student about the extent of their illness. However, the student may not have seen a doctor during their illness. In addition, Vaden Health Center has stated that they do not "provide students with written medical excuses for missed classes, exams or late assignments." During final exams they will however, "provide medical information to an instructor concerning a student's illness or injury during the End-Quarter examination period, at a student's request." Other considerations include:
 

1. Per Section 2.f of the Interpretations and Applications of the Honor Code, "Procedures falling under instructor discretion would include exam location, alternate times for exams, and alteration of due dates. Tests will be taken from the classroom only with the consent of the instructor."

2. Clarify and follow your own policies for extensions and alternate exam dates. Be thoughtful, fair and consistent.

If your policies allow for "late days" with or without penalties, you can simply issue a grade based upon the date the assignment is turned in. You do not need to grant the request if it is inconsistent with your policies.
 
If a student misses an exam that cannot be made up until that exam is offered again in a future quarter. you may issue an incomplete until they can complete the course requirements. If a student misses an assignment or exam and it results in a grade change for the course that is also within your discretion as the instructor.
 
Some departments have one staff member who handles all requests for alternate exam times. This ensures consistency and has been found to reduce the number of requests.
* Note: if the student is registered with the Student Disability Resource Center, s/he is responsible for giving you a letter detailing the required accommodations. Questions should be addressed to the Office of Accessible Education at 723-1066.
 
Please contact the Office of Judicial Affairs at 725-2485 to discuss specific concerns, or to review your policies prior to distribution.

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Last Updated November 2006