top of page

Maladministration, Malpractice, Plagiarism and Whistleblowing Policy

1. POLICY STATEMENT

DTMK Limited is committed to maintaining the highest standards of integrity, fairness, and transparency in all operations.

This policy sets out the processes for preventing, identifying, reporting, and investigating cases of maladministration, malpractice, plagiarism, and whistleblowing disclosures.

We will:

  • Take all reasonable steps to prevent malpractice, maladministration, and plagiarism

  • Manage concerns promptly, thoroughly, and impartially

  • Report to the Awarding Organisation or relevant authority where required

  • Protect staff, contractors, learners, and partners who raise genuine concerns in good faith from any detriment

2. SCOPE

This policy applies to:

  • All directors, employees, contractors, and associates of DTMK Limited

  • All learners registered with DTMK Limited

  • All activities relating to training delivery, assessment, quality assurance, record keeping, administration, and Awarding Organisation communication

It covers:

  • Suspected or confirmed malpractice

  • Suspected or confirmed maladministration

  • Suspected or confirmed plagiarism

  • Whistleblowing disclosures in the public interest

3. DEFINITIONS

  • Malpractice: Any deliberate act, neglect, default, or misconduct compromising the integrity of training, assessment, quality assurance, or administration. Examples: falsification of records, collusion, cheating, misuse of position, unauthorised disclosure of assessment materials, failure to follow regulations, plagiarism.

  • Maladministration: Non-compliance with required procedures through error, neglect, or mismanagement. Examples: incorrect learner registration, inaccurate certification claims, poor record keeping, failure to follow procedures, mishandling assessment documentation.

  • Plagiarism: Presenting another person’s work, ideas, or words as one’s own without proper acknowledgement. Includes copying from published sources, learners, or digital content. Both deliberate and unintentional plagiarism are treated as malpractice.

  • Whistleblowing: Disclosure of suspected wrongdoing or risk to public interest (e.g. safeguarding concerns, criminal offences, health and safety breaches, financial irregularities, regulatory breaches).

4. RESPONSIBILITIES

  • Directors: Ensure preventative systems, report to Awarding Organisation, lead or commission investigations.

  • Trainers & Assessors: Follow procedures, act with integrity, keep accurate records, educate learners on plagiarism, report concerns.

  • Internal Quality Assurers (IQAs): Monitor and audit practices, escalate issues, ensure corrective action.

  • Learners: Submit original work, reference sources, comply with rules, report concerns.

  • All staff & contractors: Act honestly and report suspected wrongdoing immediately.

5. PREVENTATIVE MEASURES

  • Training: Induction and refresher training for staff and contractors

  • Learner Guidance: Written and verbal guidance on plagiarism, collusion, and assessment rules with examples

  • Assessment Design: Methods reviewed to allow learners to demonstrate knowledge in their own words

  • Monitoring: Trainer and assessor checks for originality, with questioning/verification where necessary

  • Audits: Quarterly internal audits of registrations, assessments, QA reports, and certification claims

  • Risk Assessments: Regular reviews of delivery and assessment practices

6. REPORTING MALPRACTICE, MALADMINISTRATION OR PLAGIARISM

  • All concerns reported immediately using the DTMK Reporting Form

  • Reports directed to the Director (or senior manager if the Director is implicated)

  • Acknowledgement issued within five working days

  • Initial review within ten working days

  • Awarding Organisation notified within two working days if substantiated or urgent

  • All reports logged on the Malpractice Register

7. INVESTIGATION PROCESS

Investigations will be:

  • Conducted impartially and independently

  • Led by the Director or a nominated investigator

  • Evidence-based, using interviews, witness statements, and documentation

Process:

  1. Acknowledge report

  2. Gather evidence and facts

  3. Interview relevant parties

  4. Analyse evidence and findings

  5. Produce written report with recommendations

  6. Notify outcomes to involved parties

Possible outcomes:

  • No action

  • Process improvement

  • Staff retraining

  • Disciplinary measures

  • Learner disqualification or resubmission

  • Referral to Awarding Organisation or external authority

Each investigation will result in an action plan and follow-up checks in the next IQA cycle.

8. WHISTLEBLOWING PROCEDURE

  • Concerns may be raised confidentially with the Director or Whistleblowing Officer

  • Anonymous disclosures accepted and investigated where possible

  • Whistleblowers protected from retaliation if concerns are raised in good faith

  • If unresolved internally, individuals may escalate to the Awarding Organisation or another authority

9. CONFIDENTIALITY & DATA PROTECTION

  • All reports and investigations handled confidentially

  • Personal data processed only where necessary, in line with UK GDPR and Data Protection Act 2018

  • Information shared only on a need-to-know basis

10. RECORD KEEPING

  • All records stored securely for at least five years, or longer where required by other DTMK policies (e.g. safeguarding)

  • Records include reports, evidence, findings, outcomes, referrals, and action plans

  • Available for inspection by Awarding Organisation or regulators on request

11. RELATIONSHIP WITH OTHER POLICIES

  • General complaints and appeals: Appeals, Enquiries and Complaints Policy

  • Malpractice, maladministration, and plagiarism: this policy, which may require faster reporting

12. REVIEW OF POLICY

  • Reviewed annually, or sooner if legislation, regulatory requirements, or operations change

  • Last reviewed: September 2025

  • Next review due: 30th June 2026

  • Responsible Person: Christopher Cook, Director

  • Email: christopher@dtmk.co.uk

Would you like me to also draft a “Learner Guide to Malpractice and Plagiarism” – a simple one-page handout with key rules and examples? That could be useful to issue at the start of every course.

bottom of page