Common Academic Integrity Issues & Answers

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The following frequently asked questions are based on postings to the Portal, completed with indicative answers. Please note that the answers provided here have been generalised, although they are based on specific real-world cases. Individual situations are usually more complex. Therefore, feel free to contact us privately to receive personalised advice from our mentors.

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How to write a complaint in a way that maximizes the probability of solving the problem?

In this situation the complainant sometimes contacts the people concerned, an institution, journal or publisher responsible, or everyone they can think of, with massive amounts of information about their problem. Generally speaking, such an approach will be counter-productive. Typically, the complainant will be dismissed out of hand, believed to be a nuisance and trouble-maker and receive threats in return rather than constructive support. It is difficult to de-escalate and move forward from this type of situation, so it is better not to create it in the first place. Another non-starter is publicising your problems by posting the details on social media, especially if you name all the people involved. This approach is likely to generate more enemies than supporters.

A better approach is to contact a neutral go-between who is familiar with dealing with such problems, such as an ombud or legally qualified representative, to help to set out the evidence. The initial information shared with anyone should be facts, as brief and clear as possible, short and to the point, sparing any complex details, these can be provided later if needed. Avoid being emotional, overly accusatory or using charged language, this will serve to detract from the arguments and justification. People are much more likely to read and grasp the significance of evidence that is concise, calm and well-presented. The advice from the adviser, especially if they agree to serve as a go-between to raise the appeal or complaint, using the correct procedures, should help to smooth the way towards a fair outcome.

The above explanations make the assumption that the events are taking place in a fair and equitable environment, where common justice will prevail once the truth is known. However, where there are other forces at play, such as conflicts of interest, discrimination, fraud or corruption, the chances of a fair resolution to any dispute are considerably lower. For example, an institution may wish to protect the reputation of those involved in creating the injustice, if exposing their conduct could affect the reputation of the institution. Individual complainants spending hard-earned cash on legal fees may not prove cost-effective in such cases. This is where groups such as Vroniplag and Dissernet and organisations such as Retraction Watch and PubPeer, or individual whistleblowers may be able to help by raising awareness of unacceptable practices and calling for the need to take action by those responsible.

Bear in mind that not every case of injustice can be fairly resolved and ultimately the complainant may have to take the decision to give up. Nevertheless, lessons will still be learnt from the experience.

Topic: Scientific misconduct

What can I do about scientific misconduct if my institution is not responding to my official notifications? Or if reporting the case might put me at risk?

If exposing the misconduct puts you at risk, consider submitting an anonymous notification through official channels. A more cautious approach would be to contact a known whistleblower or ask a friend to serve as a whistleblower and report the misconduct on your behalf. Ideally, the whistleblower should be independent of the people and institutions involved in the case and may even be based in another country. There are locally or internationally recognised whistleblowers, who raise awareness about research misconduct

If official procedures have failed and your institution remains unresponsive, you may also explore external alternatives. Independent research integrity bodies or ombuds in some countries handle misconduct cases separately from institutions. You are advised to check whether such an option exists in your country.
Additionally, some countries have legal protections for whistleblowers, which may offer safeguards if you choose to report misconduct. Understanding your rights and the risks involved can help you decide on the best course of action.

Topic: Plagiarism in published papers

What can I do if someone has plagiarized a piece of my work and published it (as a paper)? The journal has not taken any action despite my notifications.

Any form of serious academic misconduct, such as plagiarism in a published paper, is a valid reason for retraction. A reputable journal should be concerned about retracting flawed papers that could damage its reputation.

The journal might have a plagiarism and/or retraction policy, therefore we recommend further investigation to understand the correct procedure for raising concerns relating to that journal or publisher. According to the UK Research Integrity Office’ guidelines on retractions on retractions, you should first raise your concern with the journal editor. If you receive no response or an inadequate reaction, the next step is to contact the journal’s publisher or owner. If possible, consider discussing the matter with your institution, as they may provide useful support, help you escalate the issue, or even contact the journal on your behalf.

If none of these steps leads to action, you may report the issue to Retraction Watch or PubPeer and ask them to follow up. Both organisations take plagiarism seriously and have played a role in getting plagiarised papers retracted.
Regardless of to whom you address your concern, we recommend that you write a brief and polite message presenting the main reasons for retraction. Additionally, provide an analysis of the similarities. A good way to highlight the similarities is to include side-by-side images of the plagiarised sections and your original text, marking the overlapping content.

Topic: Plagiarism in a thesis

I found a thesis that plagiarised (part of) my work. What can I do about it?

If you are still studying or working at an educational institution, a good first step is to ask for help from your own institution, along with your supervisor. There may be a legal department or an integrity office which will act on your behalf. If plagiarism is confirmed, the possible outcomes may vary depending on the policies of the institution where the thesis was written and/or laws in that country. If you are addressing this on your own, before taking any steps, we recommend checking the relevant policies and laws – this situation may be addressed in higher education laws and intellectual property laws. Local laws may also determine the possible consequences and available actions. Additionally, review the institution’s policies, as they may outline specific procedures for handling plagiarism cases.
Many institutions have ethics committees, integrity officers or ombudspersons responsible for handling such cases, and their contact details should be available on the institution’s website. If no dedicated body exists, the institution’s administration or disciplinary board may be the right point of contact.

Find below some tips for writing a complaint letter:

  • Keep your letter brief and polite, clearly explaining the situation.
  • Present your original work and, if possible, evidence showing it was created or published before the thesis.
  • Highlight the similarities by including side-by-side images of the plagiarised sections and your original text, marking the overlapping content.
  • If the institution’s policies or local laws do not specify corrective actions, state what you would like to happen and suggest a reasonable timeframe for receiving a response.

If the institution does not respond or refuses to act, you may consider reporting your issue to a national higher education authority, accreditation agency, or an ombudsperson if such a body exists.

Topic: Allegation of contract cheating / plagiarism / use of GenAI

I have been accused of not writing a text that I wrote myself, despite properly acknowledging all the sources I used. What can I do about it?

Note: This answer applies to allegations of plagiarism, contract cheating, or unauthorized use of generative AI

You should ask for details of the evidence that led to the false allegation. It is possible it is not reliable evidence, in which case you have a right and a duty to challenge it and clear your name. If you believe the case was handled unfairly, you can request an independent review.
If you worked with a supervisor, professor, or advisor, ask if they can confirm your independent work process. Also, it can be helpful to collect and present digital evidence of your writing process. These records should include timestamps showing they were not altered after the date of submission (or the accusation). Useful evidence may include:

  • Drafts of your work
  • Backup copies of your work
  • If you used software like Microsoft Word or Google Docs, check the version history for timestamps showing your work’s progression
  • Supporting documents and materials used in the writing process (e.g., data files, spreadsheets with calculations, notes)
  • Relevant digital communication related to your work (e.g., email discussions with supervisors and colleagues)

Topic: Allegation of data falsification or fabrication

I have been falsely accused of falsifying (or even fabricating) the data used in my research. What can I do about it?

You should ask for details of the evidence that led to the false allegation. It is possible it is not reliable evidence, in which case you have a right and a duty to challenge it and clear your name. If you believe the case was handled unfairly, you can request an independent review.

If you worked with a supervisor, professor, or advisor, ask if they can confirm that your data collection and processing were conducted properly. Additionally, to prove that the data you used are genuine, you can present the raw data as you originally obtained them during the data collection process and provide evidence of your data collection methods, timescale and any related permissions or approvals. If you decide to do so, make sure that you do not disclose any personal information about the participants of your research as this will be considered misconduct as well.

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