Matching Software Procedures – March 15, 2012
Page 1 of 5
MATCHING
SOFTWARE PROCEDURES
Procedure
Type:
Academic
Initially
Approved:
March 15, 2012
Procedure
Sponsor:
Provost and VP,
Academic
Last
Revised:
March 15, 2012
Administrative
Responsibility:
AVP, Teaching and
Learning
Review
Scheduled:
April 1, 2025
Approver:
General Faculties Council
A.
PROCEDURES
1.
PURPOSE
Based on the principles stated in the Matching Software Policy, the purpose of this
document is to outline the procedures to be followed when using Matching Software at
Mount Royal University.
2.
SCOPE
These procedures apply to all members of the University community using Matching
Software to assist with evaluation of student work.
3.
PROCEDURES
3.1
Mount Royal University (MRU) authorizes the use of Matching Software for
educational purposes, including but not limited to deterring or providing evidence
of academic misconduct.
a.
MRU faculty and instructional staff members who choose to use Matching
Software for the purposes stated in the Matching Software Policy should
follow institutionally-sanctioned procedures, where they exist, for obtaining
access to the software.
3.2
Instructors using Matching Software must advise students in advance and in
writing about the manner in which they intend to use it.
a.
Instructors who plan to use Matching Software must provide advance
notice to students in writing, as follows:
i.
in the course syllabus, within the first week of classes, and/or,
ii.
provide 30 days written notice in assignment descriptions if the
software is to be utilized.
b.
A standard notification statement (see Appendix A) will be provided to
instructors for their use in course syllabi, on Blackboard sites, or in other
documents that outline course procedures and expectations. The standard
institutional statement includes the following points:
Matching Software Procedures – March 15, 2012
Page 2 of 5
i.
MRU authorizes the use of Matching Software.
ii.
Matching Software is used for educational purposes and limited
personal information should be entered into the software. If
software options allow, it is recommended that personal
information entered be limited to MRU identification number,
institutional email address and course work.
iii.
Submitted data may reside with the software company outside the
University and is used to provide comparisons that promote
academic integrity.
iv.
Text Matching Software will be used in this course.
v.
Students have the right to opt out.
vi.
What notice is required for opting out.
vii.
Inquiries can be directed to the instructor [title, business address
and phone number].
c.
Student consent for the use of Matching Software is obtained in the
following ways:
i.
Students submit their own work (this is considered as a best
practice), which implies consent.
ii.
Instructors submit student work. In this case, consent is implied
unless students have indicated to the instructor they wish to opt
out.
3.3
Students have the right to opt out of submitting assignments to Matching Software
(described in section A., 3., 3.2, b.,) and choose an alternative method for
analyzing the originality of their work.
a.
The opt-out option must be described in the course syllabus.
b.
The timing for opting out must be identified by the instructor in the course
outline or in assignment descriptions (as noted above).
c.
The process for opting out should include the following:
i.
The student meets with the instructor.
ii.
The student and instructor discuss an alternative(s) form of
analyzing the originality of the work.
iii.
The instructor approves an alternative method, in writing, of
analyzing the originality of the work.
d.
Examples of alternative methods of determining originality:
i.
Providing evidence of multiple drafts.
ii.
Providing access to sources used.
Matching Software Procedures – March 15, 2012
Page 3 of 5
iii.
Discussing information from the sources with the instructor.
iv.
Provided an annotated bibliography
v.
Responding to questions generated by the instructor to help
determine originality.
3.4
Instructors wishing to implement the use of Matching Software in their credit/non-
credit classes must secure training for themselves in order to ensure they are
conversant with the use of software and issues of academic integrity.
a.
Instructors must access training through appropriate institutional
resources. Training should consist of the following:
i.
How to use the software.
ii.
How the software actually works.
iii.
A discussion of the software's limitation regarding the detection of
plagiarism.
iv.
How to interpret the results.
v.
A discussion of the intellectual property concerns that may be at
issue, including the fact that students retain copyright over works
submitted to text-Matching Software.
b.
Instructors should familiarize themselves with issues of academic integrity.
The Student Code of Conduct can be accessed at:
http://www.mtroyal.ca/CampusServices/CampusResources
3.5
Instructors are responsible for ensuring that students understand how to use the software
and understand relevant issues of academic integrity.
a.
Students will be made familiar with the importance of academic integrity and with
related MRU policies and procedures. Students should also be made aware that
suspected plagiarism will be investigated and, if found, disciplinary action will be
taken.
b.
Instructors will ensure that students have information about what comprises
adequate referencing, citation, etc., for the course.
c.
Instructors will provide instructions in writing to students for submission of their
work to the Matching Software.
d.
Students may only submit copies of works to text-Matching Software and its
Database if they have the authorization to do so (e.g., their own work).
e.
Instructors will ensure students have access to information about both the benefits
and common concerns (e.g., intellectual property rights) associated with the use
of the software.
f.
Instructions concerning the interpretation of Matching Software results will be
made available to students.
Matching Software Procedures – March 15, 2012
Page 4 of 5
g.
Instructors must ensure students can use the Matching Software for the purposes
it is required for in the course, by providing or arranging for student training through
ITS or the START Program.
3.6
Whenever possible, students should have the opportunity to access Matching Software.
B.
DEFINITIONS
(1)
Database:
structured set of data held in a computer
(2)
Matching Software: Uses text, image or computer code recognition software to scan
submitted works for similarity to other material that may be
located on public websites, in library Databases, or in custom
Databases. Matching Software may be located on a local
computer or accessed via the network. Submitted work may be
archived, depending on the specific features of the software and
the options enabled.
(3)
Policy:
means the Matching Software Policy
(4)
University:
means Mount Royal University
C.
RELATED POLICIES
•
Code of Student Conduct Policy
•
Matching Software Policy
D.
RELATED LEGISLATION
E.
RELATED DOCUMENTS
o Code of Student Conduct Procedures
F.
REVISION HISTORY
Date
(mm/dd/yyyy)
Description of
Change
Sections
Person who
Entered Revision
(Position Title)
Person who
Authorized
Revision
(Position Title)
03/15/2012
NEW
Matching Software Procedures – March 15, 2012
Page 5 of 5
MOUNT ROYAL UNIVERSITY
MATCHING SOFTWARE POLICY
STANDARD SAMPLE STATEMENT
APPENDIX A
In this course, you will be asked to submit material in electronic form to a text matching service to
which MRU subscribes called [xxxx]. This is a service that checks textual material for originality.
MRU authorizes the use of text matching software for educational purposes. Limited personal
information should be entered into the software. If software options allow it, it is recommended
that personal information entered be limited to MRU identification number, institutional e-mail
address and course work. Submitted data resides with the software company outside the
University and is used to provide comparisons that promote academic integrity. Students have
the right to opt out of using the software and may choose another form of originality checking,
subject to the agreement of the instructor. Students must notify their instructor of their intention to
opt out by _________________________.
Inquiries can be directed to the instructor [title, business address and phone number]. More
information about [software name], including training materials and the University's reasons for
using it, can be found at _________________________.
These procedures align with MRU copyright guidelines.