Approved by the decision of EA Senate dated 19.12.2018
The Minutes of the Meeting No 4.
PROCEDURE FOR CHECKING PAPERS AND PLAGIARISM DETECTION
- GENERAL PROVISIONS
1.1. This document establishes the Procedure for checking written assignments, term papers, graduation papers and master theses written by students; books, publications, and also published scientific research reports written by Euroacademy structural units and employees for unlawful plagiarism.
1.2. This Procedure has been implemented in order to improve the quality and efficiency of study and research activities organisation; meant for ensuring high level of assignments and research papers written independently, boosting students’ creative activity; employees’ acquiring and applying knowledge; compliance with the right of legal body or person for intellectual property.
1.3. This Procedure shall be subject to compulsory implementation by Euroacademy academic units, teaching staff and students.
1.4. This Procedure has been drawn up according to Euroacademy Code of Ethics and Copyright Law provisions (www.riigiteataja.ee/akt/127112018003).
- TERMS AND CONCEPTS
The following terms and concepts are used herein:
Plagiarism is a deliberate appropriation of author’s inventions and/or other people’s publications; publication of others works or their parts under your own name or usage of entire others works without providing references to the source.
Plagiarism may arise in two forms:
- Literal quotation of a source text;
- Paraphrase – presentation of another person’s text with the replacement of words and phrases, but not changing the content of the borrowed text.
Borrowing – a part of another person’s text placed in your own text without doing any modifications.
Proper citation – citation of borrowed excerpts providing references to the author and the writing in the amount that vindicates the purpose of the citation.
Inappropriate citation – usage of borrowed excerpts in your own text not providing references to the author and the writing.
Non-independent work – presenting data borrowed from other sources failing to conduct any relevant independent research.
Overall assessment of textual originality – the ratio of the volume of original text to the volume of borrowed text.
Anti-Plagiarism – an infosystem/infosystems meant for checking documents for unlawful plagiarism, inappropriate borrowing from published sources.
Teaching staff – Anti-plagiarism system user teaching at higher educational institution (HEI) one of whose duties is to check students’ written assignments for plagiarism.
- GENERAL RULES FOR CHECKING
3.1 The following types and outcomes of written academic work arising from study programme and submitted for evaluation are subject to obligatory checking:
- students’ papers (library-research papers),
- term papers (projects)
- professional higher education study programme graduation papers
- master theses.
3.2 Methodological publications, study materials published by Euroacademy © are subject to obligatory checking.
3.3 The following outcomes of research funded by Euroacademy and submitted for publishing in whatever formats are subject to obligatory checking:
– research papers and articles for publication of research or methodological nature;
– research papers and articles written by students, teaching staff, and other employees meant for representing Euroacademy at inter-institution, national, and international competitions.
If the research has been carried out at Euroacademy or funded by Euroacademy, checking of the research papers meant for other scientific publications shall be carried out on the basis of the author’s personal application and the decision of the Rector, Vice Rector for Academic Affairs.
3.4 Work checks shall be performed on the basis of the author’s personal statement, in which the author confirms the absence of borrowings from third parties, including digital sources, which have not been confirmed by appropriate references, and that the author is aware of possible sanctions following the detection of plagiarism.
3.5 Plagiarism detection check shall be performed twice. If plagiarism is detected for the second time, the work shall be rejected.
3.6 Checking papers to identify unlawful borrowings shall be carried out with the help of ANTI-PLAGIARISM software (hereinafter Anti-Plagiarism). Due to the frequent update of Anti-Plagiarism software, the list shall be coordinated with the faculty deans, paper supervisors and responsible teaching staff before use.
3.7 According to the schedule of defence approved by the faculties, the following deadlines for submission of papers for checking with the help of Anti-Plagiarism software shall be set: – graduation papers and master theses – not later than 5 days before the preliminary defence and not later than 10 days before the defence; – term papers, library-research papers, student research report – not later than 7 days before the deadline for submission; – scientific articles – not later than 10 days before the deadline for submission of publications.
3.8 Papers which are subject to checking with the help of Anti-Plagiarism software shall be submitted digitally in doc, docx, rtf formats, and in printed form against signature indicating the date of submission.
3.9 Checking with the help of Anti-Plagiarism software shall be carried out meeting the following deadlines:- graduation theses and master theses – no more than 5 days from submission of the paper for checking; – research (scientific articles) – no more than 3 working days from submission of the paper for checking; – term papers (projects), library-research papers, student research report – no more than 3 working days from submission of the paper to the faculty; – methodological publications – no more than 5 working days from submission to the correspondent faculty of Euroacademy.
3.10 Paper shall be deemed to have passed the check if it meets the following criteria: – term paper, library-research papers, student research report – not less than 60% of the original text; – graduation theses – not less than 75% of the original text; – master theses – not less than 80% of original text; – research papers meant for presentation at higher educational institution and inter-institution competitions – not less than 80% of the original text; – research papers meant for international student research competitions – not less than 80% of the original text; – research papers meant for publishing in scientific publications – not less than 85% of the original text; – research papers meant for conference materials – in compliance with the terms of the conference organisation, but not less than 80% of the original text; – methodological publications – not less than 70% of the original text.
3.11 In particular cases, when regarding graduation theses and master theses, taking into account the use of legal documentation, accounting reports, methodological problems in the scientific fields, the faculty may take a positive decision to allow the paper to defence with a lower percentage (difference no more than 5%) of the original text. The decision to allow such paper to defence shall be justified by the supervisor; his or her assessment of student’s paper shall be recorded in the minutes of the faculty council meeting.
3.12 The existence of plagiarism in research papers in amount that exceeds the percentage specified herein results in being not allowed to defence or refusal to publication. 3.13 The authors of the papers that have not passed Anti-Plagiarism check have the right to finalize and re-submit their paper meeting the deadlines. When finalizing the paper, the author is not allowed to make changes that are aimed at circumventing Anti-Plagiarism system’s algorithms. Papers that have been deliberately altered to circumvent the Anti-Plagiarism system’s algorithms shall not be allowed to be re-checked.
3.14 In case if the result of the second Anti-Plagiarism software check is negative, the paper shall not be allowed to defence (participation in the contest, publication).
3.15 If the author does not agree with the negative result of the check which is presented in a written application, the faculty dean shall appoint an expert committee to carry out the expert examination. The final decision to allow paper to defence (publication) shall be taken at the faculty council session on the basis of expert judgment.
3.16 The report of checking with the help of Anti-Plagiarism system, the expert review in case of expert evaluation, along with the supervisor’s opinion (review) shall be added to the pre-defence documents.
3.17 Appropriate borrowing used in graduation theses and research papers texts implies correct use of the names of companies, state authorities and local governments; references to legislation; statutory wording; a list of literature; repetitions, including frequently repeated expressions and legal terms; quotes, excerpts from documents for analysis, as well as quoting your own works, etc.
3.18 Authors who refer to the borrowings used in their graduation theses, research papers comments have to justify that the borrowings are legitimate in accordance with the provisions of the Copyright Act.
3.19 All significant papers shall be forwarded to the Study Department and Euroacademy Library to form papers’ catalogue and a scientific base.
- PROCEDURE FOR CHECKING PAPERS
4.1 Checking of students’ gaduation theses
4.1.1 Writing a thesis is a compulsory part of the learning process for the graduate of Euroacademy, as well as a tool for developing learner’s skills required for independent learning-scientific work. 4
.1.2 Plagiarism in graduation theses shall be detected by: – Faculties of Euroacademy; – Study Department
4.1.3 Graduation theses shall be accepted and checked for plagiarism by a person appointed by the faculty (further faculty teaching staff) in accordance with the deadlines for submission of the assignments specified in this Procedure and Euroacademy internal acts. Teaching staff who carry out checking for plagiarism shall be appointed by the dean of the faculty and approved by the Rector’s order.
4.1.4 The final theses shall be accepted for checking at the same time in paper and digital formats. A paper version is a document that is drawn up according to the current requirements for writing graduation papers and is printed. The digital version of the graduation thesis is a digital document drawn up according to the requirements for the final theses and stored on computer readable media (disk, flash drive, etc.). Digital versions of theses meant for checking shall be presented as file texts in doc, docx, rtf format. Files larger than 20 Mb shall be archived. Only a paper version or only a digital version shall not be accepted.
4.1.5 Graduation theses shall be accepted upon presentation of an identity document and an application (statement), where the graduate confirms that the work has been prepared independently.
4.1.6 Submission of the thesis for the examination shall be registered by the faculty teaching staff, who is responsible for conducting the checking and makes a corresponding entry into the list of theses for preliminary defence and defence, and confirmed with the personal signatures of the faculty teaching staff and the graduate.
4.1.7 Responsibility for timely submission of the thesis for Anti-Plagiarism checking, in compliance with the deadlines specified in this Procedure, lies with the student.
4.1.8 The faculty teaching staff shall draw up a checking report on the outcome of the plagiarism check for each final thesis, in printed and digital form and forward it to the author of the graduation paper, supervisor, and the dean of the faculty.
4.1.9 Accorrding to the results of Anti-Plagiarism system analysis, the supervisor shall decide on admission to pre-defence. Failure to comply with the requirements to the graduation thesis from the viewpoint of the originality of the text means that the student shall remove defects detected in the thesis without changing the subject, and submit it for the second checking within the specified deadline.
4.1.10 Failure to remove plagiarism after the checking of the paper due to the student’s inability to eliminate the plagiarism or for any other reasons within the deadlines specified in this Procedure means that the paper shall not be allowed to defence. In this case, the paper is subject to further elaboration; the defence of the paper shall be deferred to a later date assigned by the administration of Euroacademy. Whereas the topic of the thesis cannot be changed.
4.1.11 In case of plagiarism detection after the second submission of the paper to the supervisor, the student shall be considered not to have completed the curriculum and shall be expelled from Euroacademy.
4.1.12 Admission to defence of a thesis that does not meet this Procedure requirements to originality of the text shall be considered to be a violation of the job responsibilities and the academic code of ethics by the decision-maker.
4.1.13 All graduation theses that are allowed to defence shall be forwarded by the faculty member to the Study Department staff that deals with study activity quality monitoring for selective checking for plagiarism and for entering the thesis into the Euroacademy graduation theses archives not later than the day before the graduation thesis defence.
4.2 Checking of term papers
4.2.1 The term paper shall be submitted to the supervisor by the student in paper and digital formats. The teaching staff responsible for Anti-Plagiarism System may delegate the task of checking the term paper to other teaching staff of the faculty who deal with supervision of term papers.
4.2.2 The teaching staff shall carry out checking with the help of Anti-Plagiarism System and draw up a checking report. The report shall be forwarded to the student and the term papers defence commission.
4.2.3 In case if the paper has not been corrected or if after the corrections, it still does not meet the requirements of this Procedure, the paper shall not be allowed to be defended.
4.2.4 Admission to defence of a term paper that does not comply with the requirements to originality of the text specified in this Procedure shall be considered to be a violation of the job responsibilities and the academic code of ethics by the decision-maker.
4.2.5 Failure to submit the term paper that complies with the requirements of this Procedure by the end of the examination session shall be considered to be an academic debt.
4.2.6 Term papers shall be forwarded to the Study Department staff that deals with study activity quality monitoring for selective checking for plagiarism and for entering term papers into term papers digiarchives of the faculty not later than the day before the last day of examination session.
5. FINAL PROVISIONS 5.1 This Procedure shall take effect upon its approval by the Senate of the HEI for a term of three years. The structural units of the HEI have the right to initiate additions and amendments; these shall be approved by the Senate of the HEI.