Admissions Integrity Policies and Procedures

When an instance of a suspected or alleged admissions integrity breach by a student arises, it shall be resolved according to the procedures set forth herein.

According to the UB Student Rights and Responsibilities Code, Article 12, Item 45: "Falsifying University Credentials," the following is noted:

Students found to have knowingly falsified application information may be subject to suspension, dismissal, or other administrative penalties.

Falsified application information may include but is not limited to: making inaccurate statements on the application, withholding information requested on the application, giving false information, or submitting fraudulent or falsified documents in support of a graduate admissions application.

When falsification of application information is suspected, the Office of International Admissions (OIA), the Office of Graduate Enrollment Management Services (GEMS) or the academic unit1 may bring forward allegations of a breach of graduate admissions integrity standards to the Vice Provost for Graduate Education (VPGE).

Informal Procedures

  • Step 1: If the OIA, GEMS, or the academic unit believes the student committed an act in violation of admissions integrity standards, OIA, GEMS, or the chair or director of graduate study in the academic unit shall provide a written statement of notification to that effect to the VPGE within 20 academic days2 after discovery of the alleged incident. In the case where the OIA or GEMS provide a written statement of notification, a copy of such notification will be sent to the academic unit.
  • Step 2: GEMS will temporarily assign the student a "Y" checkstop, and will inform the academic unit of this action. The "Y" checkstop can only be removed by resolution of the pending case.
  • Step 3: In a case involving a suspected admissions integrity breach on the part of a domestic applicant, GEMS will notify the student of the specific allegation and will request a written explanation. In a case involving a suspected breach on the part of an international applicant, OIA will notify the student of the specific allegation and will request a written explanation. The academic unit shall receive copies of this communication.
  • Step 4: If the explanation is deemed reasonable by either OIA or GEMS and adequately addresses the concern, the case will be considered resolved and the checkstop will be removed. The academic unit will be informed of this resolution and of the removal of the student's checkstop.

Every effort shall be made by OIA or GEMS to resolve such cases through the Informal Procedures outlined above. However, if the explanation provided by the student is deemed unreasonable, inadequate or inconclusive, formal proceedings shall be invoked in accordance with the following Formal Procedures.

Formal Procedures

  • Step 1: The OIA, GEMS, or the academic unit will submit a written request to the Office of the Vice Provost for Graduate Education to initiate formal proceedings.
  • Step 2: The Office of the Vice Provost for Graduate Education will officially notify the student (via certified return-receipt mail) of the allegation of admissions dishonesty and the initiation of these formal proceedings.
  • Step 3: If not already in place, GEMS will temporarily assign the student a "Y" checkstop. The "Y" checkstop can only be removed by resolution of the pending case.
  • Step 4: The Vice Provost for Graduate Education will convene an Admissions Integrity Committee to consider the case. The Committee will consist of a minimum of five representatives. In all cases the VPGE will select at least one representative from GEMS, the academic unit, and the Office of Judicial Affairs. In cases where international admissions integrity is in question, the OIA must also have representation on the Committee. The VPGE may select more than one representative from any of the units involved in order to form the full Committee of five representatives.
    The Committee shall convene a hearing within 20 academic days from the date the Office of the Vice Provost for Graduate Education received written notification from the academic unit or the OIA requesting the initiation of these formal proceedings.
    The Admissions Integrity Committee shall give the student at least 72 hours prior notice of date, time and place of the hearing. Prior to the hearing, the student shall provide the Office of the Vice Provost for Graduate Education with a written statement including evidence to support his/her position.
  • Step 5: At the hearing, the Admissions Integrity Committee shall provide the student sufficient opportunity to present his/her position. The student shall have the right to be present and have one advisor present at the hearing. [In no case shall the advisor be an attorney, unless he or she is a member of the UB faculty not acting in a legal capacity.] These hearings are conducted in confidence. The technical and formal rules of evidence applicable in a court of law are not controlling, and the Admissions Integrity Hearing may receive and consider all relevant material and reliable evidence that will contribute to an informed result. The Chair of the Committee may exclude irrelevant or unduly repetitious evidence.
  • Step 6: Once the hearing has adjourned, the Committee will review all applicable evidence and submit a written statement of recommendations and reasons for recommendations to the VPGE. The written statement of recommendations shall be submitted to the VPGE within 10 academic days after the final meeting of the Committee.
    Recommendations may include:
    a) Dismissal of Case: Insufficient evidence shall be grounds for dismissal of a case. No file shall be kept.
    b) Not Responsible for breaching Admissions Integrity standards: No sanctions shall be imposed, and no file shall be kept.
    c) Responsible for breaching Admissions Integrity standards/Sanctions Imposed: If a majority of the Admissions Integrity Committee is convinced that the student committed a violation, the Committee has the right to recommend to the VPGE one or more of the following sanctions:
    i)Admonition: An oral statement to the student that he or she has violated a University standard of integrity.
    ii)Warning: Written notice to the student that the repetition of the wrongful conduct may be cause for more severe sanctions including suspension, expulsion, or other appropriate sanctions.
    iii)Dismissal from the graduate program to which the student was admitted: With written comment on the transcript.
    iv)Expulsion from the University: With written comment on the transcript. [Note: only the University President or his/her designee may expel a student from the university.]
    v)Other sanctions as appropriate to each individual situation.
  • Step 7: Upon thorough consideration of the Committee's findings and recommendations, if the VPGE finds the student is responsible for breaching admissions integrity standards, he/she shall create and maintain, in the Office of the VPGE, a file on the matter consisting of all written communications, all written evidence, and audiotape or other records of the hearing, and the letter communicating the VPGE's decision in the matter. If the VPGE finds the student is not responsible for breaching admissions integrity standards, he/she shall expunge the student's record regarding this matter.
  • Step 8: The final decision and sanction(s) to be imposed shall be submitted in writing from the VPGE to the student within 20 academic days of receiving the Admissions Integrity Committee's statement of recommendations in the matter. The decision of the Vice Provost for Graduate Education is final. The only ground upon which a student may challenge the decision of the VPGE is a substantiated claim of due process violation.

1Academic unit is defined as either a university department or a graduate program where there exists no departmental affiliation.

2Academic days are defined as weekdays when classes are in session.