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An Incomplete (I) grade may be issued for a course
in which a substantial portion of the course work has been satisfactorily
but not entirely completed as of the end of the semester. The Incomplete
grade can be recorded only when the completed portion of the student’s
work is of passing quality. Instructors can award an Incomplete
grade when a situation exists that makes it unjust to hold the student
to the time limits previously established for the completion of
his or her work.
Should the faculty member agree to assign a grade of Incomplete,
he or she also has the right to set a specific date (up to one year
later) by which all unfinished work must be completed. Upon submission
of the completed work, the faculty member files the necessary paperwork
and submits the final grade to the Office of the Registrar. The
student will then receive a letter from the registrar that shows
the final grade and the updated cumulative grade point average (GPA).
Please note that the instructor is not required to give a student
a full year to complete the course work. The instructor has the
right to set a shorter deadline as deemed appropriate. If the student
has not satisfactorily completed the work by the deadline established
by the instructor, the instructor will file the necessary paperwork
and submit the appropriate final letter grade to the Office of the
Registrar.
If the work has not been completed and a letter grade has not been
assigned within one year from the end of the semester in which the
Incomplete was awarded, the Office of the Registrar will automatically
change the grade to an F. Both the student and the faculty member
will receive notification of this pending change and should take
immediate steps to resolve the Incomplete.
In some cases, instructors may recommend or require students to
attend another term of the course (or a portion thereof) in order
to remove the Incomplete grade. In such cases, students should not
reenroll in the course. Instead, the student should make arrangements
with the original instructor and the new instructor (if applicable)
to attend the course as required by the instructor. At the end of
the term, the original instructor will file the necessary paperwork
and submit the appropriate final letter grade to the Office of the
Registrar.
A student who is required to attend the course in a subsequent
term should understand that attending the course or otherwise making
up the Incomplete grade does not count as part of the student’s
full- or part-time load for financial aid purposes or for loan
deferments.
In some cases, after receiving an Incomplete, the student may wish
to withdraw from the course. This requires the signatures of the
instructor and the student’s dean.
Any Incomplete grade still on the student’s record at the
time of degree will be frozen. This assumes that the course in which
the student received the Incomplete was not needed to complete the
degree. Frozen Incompletes are not subject to the automatic conversion
to F and will remain as Incompletes on the student’s record.
Faculty Procedures for Removing an Incomplete Grade
- Pick up a Removal of Incomplete Form from the recorder in your
department or school.
- Complete the form and return it to the Office of the Registrar
(please do not give the form to the student to deliver).
- Be sure to submit the form by the deadline when Incomplete
grades automatically change to failing grades (approximately
13 months after the end of the term in which the Incomplete
was awarded). It is still possible to change the grade after
that conversion has occurred, but it will require a formal
appeal to the Academic Affairs Committee.
- If the student is completing the work for another instructor
by attending your class, provide the appropriate grade information
to the original instructor. He or she is responsible for filing
the Removal of Incomplete Form with the registrar’s
office.
- If the original instructor is no longer with the university
or is unavailable (i.e., on sabbatical), provide the necessary
information to the department chair. He or she will file the
form on behalf of the original instructor.
- The dean of the student’s school may authorize the change
of an Incomplete to a withdrawal by completing a Removal of Incomplete
Form.
- The Office of the Registrar will notify the student of the
new course grade and update his or her student record.
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