Student Conduct & Community
Standards

Academic Letter to File

Understanding an academic letter to file sent to you by a faculty member

An academic letter to file is a warning from an instructor regarding a specific incident of academic misconduct in that instructor's course. This is one option of resolution in academic misconduct cases.

The outcome of an academic integrity violation can vary widely based on the severity and nature of the allegations. Instructors decide how to handle violations of academic integrity on a case-by-case basis. Below are the three options instructors may use. These options can be used in conjunction with one another.


1. Academic action within the class

  • Instructors may determine an academic consequence that is appropriate.  Examples include redoing the assignment for a reduced grade, failing the project or assignment, a failing grade in the course, and termination of participation in the research project. 
  • When an instructor chooses this option, they should submit documentation to the OSCCS in the form of either a letter to file or a formal complaint (outlined below as option 2 or 3). 

2. Faculty letter to file

  • Faculty letters to file can be done in conjunction with academic actions within the subject. 
  • Faculty letters to file are maintained as internal records only.  If a student has subsequent alleged violations, letters to file would be reviewed as part of the determination about how the newer case would be resolved.
  • Students who receive a faculty letter to file may submit a reply for the file or request that the Committee on Discipline (COD) review their case.

3. Committee on Discipline (COD) complaint

  • A complaint can be submitted in conjunction with academic action within the course. 
  • A complaint will be reviewed by the COD Chair and resolved according to COD rules.

Please note an instructor may choose more than one option (for example, an instructor may take academic action within the class and submit a faculty letter to file). 
 

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.

Students have three options for responding to an academic letter to file:

  • Option One: The student can choose to let the instructor's letter stand as the entire file.
    • 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.
  • Option Two: The student can submit documentation to be included in the file alongside the instructor's letter.
    • 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.
  • Option Three: The student may request a review of this case by MIT’s Committee on Discipline (COD).
    • 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.