Monash University

The SAP decision is Monash’s final internal decision; Student Complaints Policy or University Student Ombudsman Policy cannot dispute that discipline outcome. External review avenues include the Victorian or National Student Ombudsman. Under§7.6.2, Malaysia students may appeal in writing to the Malaysian Registrar General of Private Higher Educational Institutions within14days of RECEIPT of the SAP decision. This external deadline is distinct from the internal20workingday notice-date deadline.

Monash internal appeals must meet the grounds in§5.2 (bias subject to the prior-objection limitation, potentially material procedural unfairness, excessive penalty, materially relevant new evidence not reasonably available, or an unreasonable decision on the evidence). Under§5.3, written grounds go to the University Registrar within20workingdays from the notice date, subject to extraordinary circumstances. Admitted misconduct permits appeal of penalty only.

Under§5.5, Responsible Officer or SMP suspension/exclusion should not be enforced until the appeal is determined or its filing period expires, unless extenuating circumstances relate to wellbeing or community welfare. This is not a universal stay of all penalties.

When artificial intelligence is permitted in an assessment task and a student completes the task without using AI tools, university guidelines require the student to explicitly submit an acknowledgment of non-use.

No commercial AI detection tools have been approved by eSolutions or the University Data Protection and Privacy Office, and AI detectors absolutely cannot be used as evidence for reporting student breaches of assessment conditions. Text-based assignments remain subject to similarity-detection systems (Turnitin/MOSS) under Student Academic Integrity Procedure §2.7, where markers must apply academic judgement rather than relying on raw scores.

Under Student Academic Integrity Procedure V4.1 §4.6, unless otherwise stated in the LMS, students can have another person or entity proofread their work limited strictly to identifying errors and suggesting spelling/grammar corrections, but not rewriting text, changing words, reformatting, adding material, or checking calculations/formulas. Specific assessment prohibitions in Moodle override this default proofreading permission.

Under Student Academic Integrity Procedure, minor, trivial or frivolous breaches due to inappropriate academic practice receive the educative response in §6.1: the Chief Examiner/RO/nominee provides support and a written warning outcome, and awards a mark reflecting the practice without imposing a penalty (§6.1.1). For alleged misconduct, where evidence was not provided with the notice of allegation, students must have a reasonable opportunity of not less than five working days to respond to the allegation and evidence before RO determination (§8.3). Invited students may bring a support person who cannot represent or advocate; at Monash Malaysia a staff member or student may represent them (§8.4). Under §11.1, a finding and penalty, or penalty alone, may be appealed; students who admitted the misconduct may appeal only the penalty. The Hearing and Appeals Panels Procedure governs that process. At Malaysia, §11.2 separately permits a written appeal to the Malaysian Registrar General within 14 days of receiving the decision. Where an academic misconduct allegation occurs WITH a research misconduct allegation, §7.6 instead refers the matter to the research-misconduct RO and this coursework procedure does not investigate or determine it.

No AI detection tools have been approved by eSolutions or the University Data Protection and Privacy Office, and AI detectors absolutely cannot be used as evidence for reporting a student for suspected breach of assessment conditions. Staff marking assessments must submit text work through similarity-detection systems (Turnitin/MOSS) under Student Academic Integrity Procedure §2.7 and must apply academic judgement rather than relying on raw scores.

Under Assessment Regime Procedure V12 §1.7–1.7.2, Chief Examiners must determine where and how generative AI can be used in a unit, an assessment task, or part of a task; all specifications must be published in the LMS before the teaching period or at least 4 weeks before assessment task details are made available to students (while Table 2 specifies a 4-week deadline before the assessment due date or timetable release), and educational reasoning must be stated when AI is disallowed.

Monash assessment tasks on Moodle must display one of four standard AI statements: (1) Without Any Limits (AI permitted broadly, with mandatory declaration, verification, and ownership); (2) Guided (AI permitted strictly as specified in assessment instructions); (3) Must Not Be Used (AI prohibited across brainstorming, drafting, coding, and proofreading); or (4) Not Applicable (non-assessed learning activities exempt from formal declarations).

Students sitting scheduled electronic examinations (eExams) must not use generative AI to generate content or materials unless specifically permitted by the Chief Examiner and displayed on the eExam landing page. In closed book and open book (not open access) assessments, online spell check, grammar, and translation tools are strictly prohibited.

Under Artificial Intelligence Operations Procedure §1.3–1.3.1, using AI to assist in making a decision that could affect an individual's rights or interests (including student recruitment, admissions, assessment marking, and feedback) is permitted only where the decision is reviewed and finalised by an accountable Monash staff member, and can only be supported by Monash-procured AI systems.

Higher Degree by Research (HDR) students should discuss with, and seek guidance from, their supervisors on any intended use of Generative AI and how to best acknowledge and cite its use in their work. Students are asked about Generative AI use in their research at each progress management review milestone and must confirm that use is consistent with Monash policies and guidance with due acknowledgement. Generative AI disclosure questions are included on the online thesis submission form, and thesis preliminary pages prompt candidates and supervisors to acknowledge Generative AI use.

Monash provides institutional access to Microsoft Copilot (with enterprise data protections upon logging in with Monash credentials) and opt-in access to Google Gemini and NotebookLM for students aged 18 and over via eSolutions. The university tool directory also references Zoom AI Companion among approved enterprise tools. However, institutional tool provision does not establish student assessment permission, which remains subject to Chief Examiner instructions in Moodle; specific student eligibility or restriction for other enterprise services is not established in the reviewed student policies.

Google Gemini is listed for Monash University in an official university AI tools source. Derived availability: conditionally allowed. Derived endorsement type: officially endorsed.

Microsoft Copilot is listed for Monash University in an official university AI tools source. Derived availability: allowed. Derived endorsement type: officially endorsed.

NotebookLM is listed for Monash University in an official university AI tools source. Derived availability: conditionally allowed. Derived endorsement type: officially endorsed.

Google Gemini is listed for Monash University in an official university AI tools source. Derived availability: conditionally allowed. Derived endorsement type: institutionally licensed or procured.

Microsoft Copilot is listed for Monash University in an official university AI tools source. Derived availability: allowed. Derived endorsement type: institutionally licensed or procured.

NotebookLM is listed for Monash University in an official university AI tools source. Derived availability: conditionally allowed. Derived endorsement type: institutionally licensed or procured.

ATLAS is listed for Monash University in an official university AI tools source. Derived availability: conditionally allowed. Derived endorsement type: self hosted system.

Zoom AI Companion is listed for Monash University in an official university AI tools source. Derived availability: conditionally allowed. Derived endorsement type: institutionally licensed or procured.