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Academic Misconduct 101: Integration for Multiple Offices

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Kieran Leopold

on 11 July 2014

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Transcript of Academic Misconduct 101: Integration for Multiple Offices

A bit about me
Conduct officer - 5 years
Using online misconduct database for 4 years
Maxient user for over a year

Some Institutional context (UI):
Iowa's Flagship University
Public D1, B1G, ~31K enrollment
Non-Academic Misconduct: My office (DOS, n=~1k cases/year)
Academic Misconduct: Individual Colleges (10) sorted by where incident occurs, and by home college of student (sometimes both systems apply, n=?)
Prior to summer 2013 each college used their own system (often paper-based,) and defined misconduct terms independently

A Bit About How This All Got Started
Early Spring 2013: DOS mentioned Maxient during meeting with AAOs/Provost's Office
Late Spring 2013: I gave a demo of Maxient to AAOs/Provost's office
Early Summer: 5/10 colleges come on-board (business college hesitant)
Summer 2013: Identifying/gathering stakeholders, meetings to form consensus and collect data for setup
Fall 2013: Academic Misconduct roll-out!
More General Tips
Differing schedules
; Academic misconduct follows a slightly different timeline than our typical cases
Workflow timeline – different by office
Calendar year timeline – different peaks and troughs from non-academic misconduct

Keep thorough notes
on changes and modifications
Adding Hearing Officers? Remember to tell Maxient support for new Dashboards
Support can help with adding/modifying sanctions as well
Announcements in system may need specificity since it may not apply to all offices

Get a confederate
; find someone in academic affairs to help with upkeep

New inroads
; we hope our partnership with Academic Affairs will enable us to get more data form our student information system (beyond directory info.) More buy-in from academics is creating more centrifugal force behind our system!

The Good Stuff
Some important observations:
Need consensus on definitions of terms like: charge, finding, sanction, outcome ("Maxient Dictionary" document)
Acquire understanding of each office’s process
User access: determine who really needs access, and to which portions of the system (AAOs? Yes. Faculty? Not so much, no.)
Keep realistic deadlines, know your limitations

A Few Words About Access Control (Groups):
(Do you already use them?)
Benefits/Drawbacks to sharing access between A.M./N.A.M. (better able to see trends, addtl. training for AAOs)
Ultimately an administrative decision by DOS/Provost/Deans
One-way mirror: AAOs see all non-academic cases and each other’s cases, but non-academic users in the system can't see Academic Misconduct cases

General Tips
Upkeep/long-term management;
have a plan for ongoing management and upkeep of the new elements/users – perhaps assign a level 4 (or 5?) user in the academic arena who uses the system regularly and can share the load for support

Encourage collaboration;
help academic affairs understand the gamut of non-academic misconduct (prior history could be minor res hall violations through suspension cases)

Expect growing pains;
particularly with users coming from paper-based/antiquated systems

Create consensus
; was/continues to be extremely important
Kieran Leopold, M.A., Student Conduct Officer
The University of Iowa
Example Access Groups:
Example IR Layouts:
Kieran Leopold, MA
Student Conduct Officer
The University of Iowa

*I can help with tips and suggestions for setup (IRs, routing rules, managing group rights, etc.)
Integration for Multiple Offices
Typical Academic Misconduct Workflow
Faculty Submits Report through Maxient Web IR
AAO creates new case in Maxient based of student/faculty staff report
AAO Begins Case Management:
Inserts charge(s)
Drafts notice letter(s)
Completes CRF
Sends formal written outcome to student
Maintains case record of incident
Faculty member manages initial concern:
Gathers evidence of misconduct
Makes finding
Adjusts assignment/exam grade
Adjusts course grade
Removes student from class
Student Appeal:
Faculty decisions - AAO
AAO decisions - Dean/Provost
Home college decisions - Provost
Optional AAO Actions:
Arranges meeting(s)
Additional sanctions imposed (probation, removal from college, etc.)
Notifies Home College of student
Consider Multiple IRs:
Saves confusion (multiple offices use different terms, reference different policy websites, areas of concern, etc.)
Allows you to mimic old reporting constructs
Simplified routing rules allow you to direct data to proper staff with less user error
Takes very little time to set-up and maintain
Only issue: one Academic college wished we could change their IR to make it look more like their own website/branding/colors

Balance: don’t overwhelm new users with all the bells-and-whistles up front, plan on multiple training sessions
Plan on individualized training (by college) to address differences in how offices use the system
Help AAOs understand how to interpret “prior history” records in the system (particularly non-academic misconduct issues, i.e. noise violations in the residence halls)
More Good Stuff
Even More Good Stuff
Group letter templates logically, suggest offices share template language for ease
Add "Case Type" for each college
Create an independent AM Sanction Section to alleviate confusion
During user access assignment, consider:
access level (1-5) - Deans will want as high as possible, will likely need only 2
analytics access needs (might want to streamline options, did you contact Maxient to set up dashboards for H.O.s?)
letter signing rights
I keep a spreadsheet outside of Maxient of all users, track Access requests for auditing

Similar to implementation - gather details from each office:
Office contact details
Digital signatures
Official Office Name
Physical Address (think campus mail address)
Mailing Address (think street address)
Phone Number
Default Email address
Subject line for emails sent from the system
Default text body for emails
Setup (continued)
Great, Now What?
Current Trends/Issues:
Missing access control groups
Confusion over workflow/CRF
Letter template refinement
More collaboration over student history YAY!

Next Steps for A.M:
Summer table-top training
Isolated trainings for specific users/offices as needed
Adding additional colleges this summer!
Full transcript