Swinburne University of Technology

Conditions & exceptions

Permitted assessment use: appendix listing all GenAI prompts and outputs; acknowledge the use.

make sure you understand how to reference your sources, including acknowledging any permitted genAI use within your assessment tasks where genAI use is permitted in your assessment tasks, always include as an appendix to your final submission, a list of all your genAI prompts and outputs when photocopying or making notes from texts, record all bibliographic information acknowledge the ideas, contribution and work of others contribute fairly to group work tasks always complete tests and exams without cheating ask for help from legitimate support services. Things to avoid Here are some things you should do in order to preserve your academic integrity: don't use genAI if it isn't permitted don't submit text generated by genAI (where permitted) as your own work without appropriate acknowledgment don't leave your assignments around for others to read don’t leave a computer unattended and take USB sticks out of the computers in the library or the computer labs do not buy notes or assignments (this is known as contract cheating) do not submit work unless it is your own do not share or upload your notes where others can access or download it, as this is not your intellectual property. Using genAI (where permitted) Students may use genAI tools under the direction of unit teaching staff and with proper acknowledgement of its use. Read more on the appropriate use of genAI.

Collected: 2026-10-08 · 319–336
SHA-256: 76c2b88fb087c677096d38b6af9216f9fb736c45d9797daa67e37d7d08bacfc0

Conditions & exceptions

Applicable laws, frameworks and approved intranet tool list; Swinburne institutional login.

No Swinburne data in non-enterprise services or Copilot Chat without the Swinburne account; Public Data sharing remains conditional on other law/policy.

4.1 Data Classification All AI usage must align with Swinburne’s Data Classification and Privacy Frameworks: Public Data: Can be shared into any AI system, provided such use is in line with other applicable laws, frameworks, and policies for such uses (e.g. copyright) Internal Data: Only use with enterprise AI tools. Sensitive or Restricted Data: Must not be entered into any AI system which does not have enterprise data protection. This includes, but is not limited to: personally Identifiable Information (PII), as defined pursuant to section 3 of the Privacy & Data Protection Act 2014 (Vic) health information, as defined pursuant to section 3 of the Health Records Act (Vic) student records staff details research data with confidentiality requirements commercial or proprietary university data. A list of approved tools and allowed data classifications will be maintained on the intranet. 4.2 Use of AI tools Enterprise AI Services (e.g. Microsoft 365 Copilot, Microsoft 365 Copilot Chat) These services offer enterprise-level security and compliance, do not retain data for training external models, and meet the university’s data sovereignty requirements. They can be used with all classifications of data sensitivity because they provide enterprise data protection. Users must log in with their Swinburne account. AI functions in Swinburne applications These AI features assist users of software applications. It is recommended users exercise caution with use of all classifications of data sensitivity with these tools, particularly Restricted or Sensitive data. Non-Enterprise AI Services Free AI tools are accessible through the internet. However, these tools risk non-compliance with data sovereignty policies because they may retain and use input data for model training, lack enterprise security protections, and store data outside Australia. Users must not use Swinburne data with these tools. Users who log in to Microsoft 365 Copilot Chat without using their Swinburne account must not use Swinburne data, as this use is not covered by enterprise data protection.

Collected: 2026-10-08 · 308–326
SHA-256: 9a97d12413ecc92b1662a6500fb3bc1d506e0e1169e76d57c73a1a6dd39b6e5f

Conditions & exceptions

Swinburne account login for enterprise data protection; paid licence for Microsoft365 Copilot.

Microsoft 365 Copilot An AI-powered tool that assists with tasks in Microsoft 365 apps like Word, Excel, and Outlook. It provides enterprise data protection to users who log in with their Swinburne account. Users require a paid licence from Swinburne University to access this tool. As Microsoft naming conventions change frequently, this is referred to as ‘Copilot’. Microsoft 365 Copilot Chat A chat-based AI tool within Microsoft 365 that uses the web to provide responses. It provides enterprise data protection to users who log in with their Swinburne account. As Microsoft naming conventions frequently change, this is referred to as ‘Copilot Chat’.

Collected: 2026-10-08 · 351–354
SHA-256: 9a97d12413ecc92b1662a6500fb3bc1d506e0e1169e76d57c73a1a6dd39b6e5f

Enterprise AI Services (e.g. Microsoft 365 Copilot, Microsoft 365 Copilot Chat) These services offer enterprise-level security and compliance, do not retain data for training external models, and meet the university’s data sovereignty requirements. They can be used with all classifications of data sensitivity because they provide enterprise data protection. Users must log in with their Swinburne account. AI functions in Swinburne applications These AI features assist users of software applications. It is recommended users exercise caution with use of all classifications of data sensitivity with these tools, particularly Restricted or Sensitive data. Non-Enterprise AI Services Free AI tools are accessible through the internet. However, these tools risk non-compliance with data sovereignty policies because they may retain and use input data for model training, lack enterprise security protections, and store data outside Australia. Users must not use Swinburne data with these tools. Users who log in to Microsoft 365 Copilot Chat without using their Swinburne account must not use Swinburne data, as this use is not covered by enterprise data protection.

Collected: 2026-10-08 · 321–326
SHA-256: 9a97d12413ecc92b1662a6500fb3bc1d506e0e1169e76d57c73a1a6dd39b6e5f

Conditions & exceptions

Human oversight and relevant risk assessments; ARC/NHMRC/funder/publisher requirements.

Integrity and purposeful use Users must ensure AI-generated content complies with Swinburne’s intellectual property and academic integrity policies and regulations. Users must respect intellectual property laws, including Indigenous cultural and intellectual property considerations, and creators’ moral rights of attribution and integrity. Users must ensure AI use is appropriately referenced in accordance with university referencing conventions. Transparency and accountability Users may use AI to assist decision-making but not as the sole authority in critical decisions, such as student grading, admissions, and hiring. Fairness and accuracy Users must assess AI-generated outputs for bias, particularly in hiring, admissions, research, and policymaking. Users must apply human oversight when using AI tools for decision-making, ensuring AI recommendations are reviewed before implementation. Privacy and data protection Users must use AI in accordance with Swinburne’s Data Classification and Privacy Frameworks. Users must ensure compliance with Swinburne’s data security, ethics, integrity and sovereignty requirements when using AI as part of an external collaboration. AI partnerships should be reviewed for risks related to intellectual property, data sharing, and regulatory compliance and as a result a Privacy Impact Assessment (PIA), Third Party Risk Assessment (TPRA) and Security Risk Assessment (SRA) need to be conducted. Users must ensure compliance with Australian Research Council and National Health and Medical Research Council, funder and publisher policies on the use of AI in grant applications, peer review and authorship.

Collected: 2026-10-08 · 285–297
SHA-256: 9a97d12413ecc92b1662a6500fb3bc1d506e0e1169e76d57c73a1a6dd39b6e5f

Conditions & exceptions

Evidence-based reasonable satisfaction; stronger reg10(3) powers require proposed-decision notice and reasonable opportunity to make a submission.

1. The Vice—Chancellor must appoint authorised officers for the purposes of these Regulations. 2. If an authorised officer becomes aware of, or has brought to his or her attention, an act of academic misconduct and if the authorised officer is reasonably satisfied based on the evidence (including any evidence that the authorised officer may have gathered through investigation) that a student has engaged in academic misconduct, the authorised officer may do any one or more of the following— a. reprimand and caution the student; b. agree with the student a course of corrective action; c. agree with the student on a course of counselling; d. suspend a student for up to two weeks; e. prohibit or deny access to or use of University premises, University facilities and services or University activities for up to two weeks; f. require the student to refrain from contact with specified persons; g. impose conditions on the student’s attendance at University premises, participation in University activities or use of University facilities and services; h. require the student to re-submit the whole or part of the assessment, examination or research; i. disallow or amend a mark or grade for the whole or part of the assessment, examination or research; j. fail the student; k. in the case of research misconduct concerning externally funded research under a contract requiring the misconduct to be dealt with in accordance with the Australian Code for the Responsible Conduct of Research, take a course of action in accordance with that Code. 3. In addition to those actions listed in subregulation (2), an authorised officer may— a. suspend the student for longer than two weeks; b. prohibit or deny access to or use of University premises, University facilities and services or University activities for longer than two weeks; c. exclude the student; or d. prevent the student from re-enrolling, receiving results, graduating or receiving an award. 4. The power conferred by subregulation (3) may only be exercised if the student has first been advised of the proposed decision and given reasonable opportunity to make a submission to the authorised officer. 5. A student who fails to comply with a sanction given under this regulation is guilty of general misconduct for the purposes of the Student General Misconduct Regulations 2012. 11. Notice to student The student must be informed in writing of the decision by the authorised officer within five working days of the decision being made.

Collected: 2026-10-08 · 337–358
SHA-256: 7bba0e4e530ce0f8072d09c1036c76b54a8dc90ac54e121daaaf02206c5cca85

Conditions & exceptions

Registrar has discretionary late acceptance under reg15; no guarantee.

14. Application for review of a decision 1. A person may apply for review of a decision if a. the decision was a reviewable decision affecting the person in his or her capacity as a student; and b. unless accepted under regulation 15, the application is made within 21 working days after i. the student has been notified of the decision; or ii. the deemed refusal. 2. An application for review of a decision must a. be made in writing in the form set out in Schedule 1; b. specify the grounds on which the applicant relies; and c. be lodged with the Registrar. 15. Acceptance of application by Registrar 1. The Registrar may accept a late application for review of a decision, taking into consideration a. how late the application is; b. the reasons why it is late; and c. whether the delay has caused prejudice or will have an adverse effect on University administration.

Collected: 2026-10-08 · 356–370
SHA-256: c5be33cfe90ce12cc5bbb23bb825de4b29f157b27731b690a89f67020d316bd9

Can I apply for a review? You can apply for a review of a University decision if: you apply within 21 working days of receiving notice of the decision the decision is 'reviewable'. 'Reviewable' decisions A decision will be 'reviewable' if it falls under one of the following categories: Type of 'reviewable' decision Description Example General misconduct decision A decision made about the general misconduct of a student under University regulations. A student engages in threatening behaviour. The student is suspended for the remainder of the semester. Academic misconduct decision A decision made about the academic misconduct of a student under University regulations. A student cheats in an assessment task. The responsible staff member decides that the student will receive no grade for that item of assessment.

Collected: 2026-10-08 · 269–283
SHA-256: 6318d191ee3ceee0dd47bd3886b8188f0d607bf63a5c6677e3c311546ac83199

Conditions & exceptions

Regulation18(2)(e) includes failure to decide within16(1);18(4) literally cross-refers to(2)(d). Preserve that reference without inferring a deemed date.

Secretary discretionary late acceptance; prescribed appeal grounds, no automatic acceptance.

18. Grounds for appeal 1. A person may apply to the University Secretary to appeal the decision of a review officer. 2. An application to appeal must be on one or more of the following grounds— a. that there is relevant evidence that— i. was not taken into consideration by the review officer; and ii. which could not have been known by the person prior to the review; b. that the decision was manifestly wrong c. a procedural irregularity occurred which may have affected the review officer's decision d. that a penalty imposed on the person was manifestly excessive; e. that the review officer failed to make a decision within the time required by regulation 16(1). 3. An application to appeal must be— a. in writing in the form set out in Schedule 2; b. subject to subregulations (4) and (5), lodged within 21 working days after the person was notified of the decision. 4. For the purposes of an appeal under subregulation (2)(d), the review officer is deemed to have affirmed the reviewable decision. 5. The University Secretary may accept a late application for appeal, taking into consideration— a. how late the application is; b. the reasons why it is late; c. whether the delay has caused prejudice or will have an adverse effect on University administration.

Collected: 2026-10-08 · 415–432
SHA-256: c5be33cfe90ce12cc5bbb23bb825de4b29f157b27731b690a89f67020d316bd9

Who can help me apply for an appeal? If you need help applying for an appeal, you can make a confidential appointment with a Swinburne Student Life Advocacy Officer.

Collected: 2026-10-08 · 314–315
SHA-256: 6318d191ee3ceee0dd47bd3886b8188f0d607bf63a5c6677e3c311546ac83199

Student support and services Support SSA Advocacy Service (SAS) If you require further assistance, contact SSA Advocacy Service to get independent, confidential advice from an advocacy officer who can help you apply for a review or an appeal.

Collected: 2026-10-08 · 338–341
SHA-256: 6318d191ee3ceee0dd47bd3886b8188f0d607bf63a5c6677e3c311546ac83199