Responding to Academic Letters to File
When OSCCS receives an academic letter to file for a student, staff from the office will send the student a notice that their instructor has submitted a letter and that they have three Institute days to respond – note that the three day window begins when the student recieves OSCCS’ notice, not when the instructor may notify the student of a letter. The deadline for response will be clearly noted in OSCCS’ notice to the student.
An academic letter to file is considered a finding of responsibility by the Institute and serves as a warning to refrain from violating Institute policies again in the future. A letter to file is the least serious sanction given by the Institute after a student is found responsible for violating a policy.
The Office of Student Conduct and Community Standards will maintain the letter and review it in the event of future allegations.
This is the default option. If students do not respond to OSCCS outreach about the letter to file within three Institute days, OSCCS staff will assume they have chosen Option One by default and will close the case and let the letter stand
The documentation that the student submits will be kept with the letter to file and would also be reviewed in the event of future allegations, but the finding of responsibility would stand.
To choose this option, students must submit documentation to osccs@mit.edu within 3 Institute days and clearly indicate that their intent is to submit documentation only and not request a COD review of their case.
If a student requests this option, the COD Chair will review all the information and decide whether or not the student is responsible for violating the academic integrity policy, and if so, what sanction is appropriate.
If you request a COD review and are found responsible, this letter to file submitted by your professor will remain in your disciplinary file as a written warning.
If you have received an academic letter to file and you would like to request a COD review of your case, please schedule an initial meeting with staff in the Office of Student Conduct and Community Standards by emailing osccs@mit.edu or calling 617-258-8423. During this initial meeting, we will discuss the attached letter, you will have an opportunity to explain your recollection of events, and the COD review process will be explained.
Students who have further questions about the academic letter to file process should email osccs@mit.edu with questions or call 617-258-8423.