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1.1: Incomplete Grades
1.1.1 Faculty Discretion
The decision to issue an incomplete grade to a student who meets minimum requirements is at the discretion of the instructor. Meeting minimum requirements does not guarantee that an Incomplete will be assigned.
1.1.2 Minimum Requirements
A student must meet the criteria established by the school that offers the course. Incomplete grades are for situations in which documented uncontrollable and unforeseen circumstances (such as a medical or family emergency) prevent a student from completing the course requirements before the end of the term.
The schools have set specific criteria for Incompletes.
School of Liberal Arts, Sciences, & Business (LASB) and School of Education (SOE)
The student must be passing the course with a grade of 70% or higher based on the coursework completed (not counting the remaining work).
School of Nursing (SON)
The student must be passing the course with a grade of 75% or higher based on work completed (not counting the remaining work) and must have completed enough of the course that they can finish the remaining coursework (such as a final paper or exam) before the beginning of the next term. A student with an Incomplete in a required nursing course cannot move forward in the BSN program until the Incomplete is resolved; in some cases, students may be unable to enroll for the next semester until the Incomplete is resolved. Students cannot retake a course if an Incomplete for that course remains on their record.
1.1.3 Ineligible Circumstances
Failing to attend class, poor performance in a course, a failing grade, or other reasons that are not verified unforeseen and uncontrollable circumstances are not acceptable reasons for assigning an Incomplete.
1.1.4 Requesting an Incomplete
Students must request an Incomplete by following the process of the school that offers the course.
LASB and SON
Students must email their instructor no later than the last class day of the term to request an Incomplete.
SOE
Students complete the SOE Incomplete Grade Request Form and submit it to their instructor before final grades for the term are due; final grade due dates are published in the academic calendar. The instructor and the student must agree on the timeline and activities needed to finish the course.
1.1.5 Assigning an Incomplete
LASB and SON
An instructor who approves a request for an Incomplete fills out the Request to Assign an Incomplete Grade form, found in the NS portal, by the date grades are due for the term. The instructor must list the student’s remaining work for the course.
SOE
Instructors submit the SOE Incomplete Grade Request form to the administrative assistant (AA); the AA submits the campus Request to Assign an Incomplete Grade form, attaching a copy of the SOE form.
1.1.6 Deadlines for Finishing Coursework
The instructor or academic unit may set deadlines for the student to complete remaining work as long as the deadlines and expectations are sent by email to the student when the instructor assigns the Incomplete. The deadlines should also be included on the Request to Assign an Incomplete Grade form or SOE Incomplete Grade Request form. If no deadline is set by the instructor or unit, students have until the end of the next semester to complete the work. Incomplete grades are automatically changed to an F (or, in the School of Education, to the grade listed on the SOE Incomplete Grade Request form) if the student does not complete the coursework and the instructor does not submit a Grade Change Form by the last day of the next semester. Specific dates are published in the academic calendar. If the student does not meet a deadline set by the instructor or academic unit, the instructor may submit a Grade Change Form to assign the appropriate grade at that time, or may do nothing and allow the system to automatically assign an F.
In the School of Nursing, students must complete all work before the beginning of the next term so they can move to the next course sequence as scheduled.
1.1.7 Extensions
Students whose majors are housed within the School of Liberal Arts, Sciences, and Business or the School of Education may request to have an Incomplete extended for one semester. The extension must be approved by the instructor and dean. The instructor must submit the Incomplete Grade Extension Form before the Incomplete expires and converts to an F. The form is available from the Office of the Registrar.
1.1.8 Changing an Incomplete Grade
The student must contact the instructor about completing the remaining coursework. If the student needs access to Canvas, the instructor will contact the Office of Information and Technology Services and request access for the student after the end of the course. Once the student submits the remaining work, the instructor is responsible for grading it, calculating the final grade, and submitting a Grade Change Form. If the instructor is unavailable or does not respond to emails about completing the course, the department chair or dean will develop a plan for the student to complete remaining work, for having the work graded and the final grade calculated, and for submitting the Grade Change Form. Another grader may evaluate the student’s submitted work.
1.1.9 Medical Withdrawals after an Incomplete
A student may petition for a medical withdrawal while they have an Incomplete in a course. If a medical withdrawal is approved, the Incomplete will convert to a W.
1.2 NR Grades
The Office of the Registrar assigns an NR grade when an instructor does not submit a final grade. Faculty cannot assign a grade of NR; it is for Registrar use.
1.2.1 Correcting an NR Grade
The Office of the Registrar will contact instructors about NR grades after final grades are posted each term. Faculty must submit the missing grade immediately by completing a Grade Change Form. If the instructor does not respond within 5 business days, the department chair or dean (or designee) will determine the student’s final grade and submit a Grade Change Form.
1.3 Graduation
Students cannot graduate with an Incomplete or NR grade on their record.
1.4 Related Information
– Grade Change Form (in the NS portal)
– Assign an Incomplete Grade Form (in the NS portal)
– SOE Incomplete Grade Request Form (available from SOE instructor)
– Incomplete Grade Extension Form (available from the Office of the Registrar)
– Academic catalog Grades and Examinations & Final Grades sections
– Medical Withdraw Policy
1.4.1 Steps and Responsibilities
| Action | Responsible Person |
| · Meet criteria established by the school that offers the course
· Request Incomplete by school’s process described above |
· Student |
| · LASB & SON: Complete & submit Request to Assign an Incomplete Grade form
· SOE: Complete and submit SOE Incomplete Grade Request form · All: List remaining work and deadline to complete it |
· Instructor |
| · SOE: Submit Request to Assign an Incomplete Grade form and attach SOE Incomplete Grade Request form | · Administrative assistant (SOE only) |
| · Contact instructor about completing work | · Student |
| · Contact Office of Information and Technology Services to give student access to Canvas, if needed | · Instructor |
| · Create Canvas shell for student to complete work | · ITS |
| · Submit remaining work by deadline | · Student |
| · Grade work and calculate final grade
· Submit Grade Change Form |
· Instructor (or department chair/ dean, as needed) |
| · Process Grade Change Form or run automated update at end of semester | · Registrar’s Office |
| · Request Incomplete extension | · Student (optional) |
| · Approve extension
· Submit Incomplete Grade Extension Form |
· Instructor (optional) |
| · Extend Incomplete | · Registrar’s Office |
1.4.2 Revision History
– Approved by Dr. Lesley DiMare on 7/21/2008 and President Fred Maryanski on 7/29/2008.
– Revisions approved by Dr. Samantha Jewell on 3/03/2022; Dr. Vickie Shields on 3/08/2022; Dr. DeRionne Pollard on 4/24/2023.
– Revisions approved by Dr. David Cooper on 12/03/2024; Dr. Sarah Frey on 12/30/2024; Berna Rhodes-Ford on 2/25/2025; and President DeRionne Pollard on 4/02/2025.