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307-6.1 - Incomplete Grade Procedure

Title:  Incomplete Grade Procedure 
Owner: University Registrar
Last Update/Revised: 8/28/2025

Purpose: The purpose of this policy is to provide support for students who encounter unforeseen circumstances that hinder their ability to complete coursework on time.


Policy: An Incomplete (I) grade is assigned when a student is unable to complete the requirements of a course due to extenuating circumstances beyond the student’s control, such as illness, hospitalization, death or care of family members. A student may request an Incomplete grade if at a minimum 60% of a course is completed and in good standing.


The student must initiate the request for an Incomplete to the faculty no later than the last day of the course. Faculty may require students to provide documentation of the extenuating circumstance. If the faculty approves the request for the Incomplete, a student may be given a maximum of four (4) weeks from the end of the course to meet the criteria outlined by the faculty for an Incomplete. It is the discretion of the faculty to give a shorter deadline. The faculty will send the approval to the Office of the Registrar for processing. It is the responsibility of the student to follow up with the faculty to remove an Incomplete. Failure to resolve the Incomplete by the deadline given will result in the grade defaulting to an “F” or “NC” based on the grading criteria of the course. A grade of Incomplete is not considered a grade and may not satisfy the prerequisite requirement of any subsequent courses.


NOTE: If the student’s attendance/academic participation extends beyond the scheduled end date of the course as a result of an approved Incomplete (I) grade, the end date of the course will be used as the last date of participation.


Time Frame

  1. Student requests must be made between the first day of week seven (7) and the last day of week eight (8).

  2. Faculty must notify the Registrar's Office no later than the last day of the session (Monday) allowing time for the Incomplete Form to be sent to faculty to be completed.

  3. The form must be completed and signed by both faculty and students within 24 hours of the form being received. Incomplete deadline cannot exceed four (4) weeks from the end of a session.

Procedure  Incomplete Request

  1. Students who are unable to complete a course due to experiencing extenuating circumstances will request an incomplete grade directly to their instructor via email. The request must explain the extenuating circumstances.

  2. Faculty will determine if the criteria for an incomplete grade is met. If not met, the student does not qualify for incomplete.

    1. If approved, faculty notify the Registrar's Office by completing an Incomplete Grade Request Form. Faculty should not release a final grade in LMS (D2L).

    2. If not approved, faculty will notify the student and inform their program director

    3. If the faculty denies the request, the program director will review the request and approve or deny the incomplete. 

  3. After email notification from faculty is received, the  Registrar's Office will send via DocuSign an Incomplete Grade Request form to both student and faculty.

    1. Faculty will complete and sign the form:

      1. Type student name and student identification number.

      2. Include course information, current earned grade with missing assignments, and deadline.

      3. Outline required missing assignment(s) students must submit by a given deadline.

    2. Student signs to acknowledge the outlined assignments and deadline.

  4. The Registrar's Office receives completed and signed forms for processing and maintains in the student's educational record. 

Procedure - Update Grade

  1. As the  student submits assignments, faculty will grade and enter into LMS within the deadline. If the student fails to submit any assignment, zeros will be entered .

  2. Faculty will release final grades in LMS within 24 hours of the deadline given or after the last assignment has been provided by the student, whichever is first. 

  3. Faculty will complete the Grade Change Form and include:

    1. Student’s First and Last Name

    2. Student ID

    3. Course Number

    4. Course Title

    5. Course Start Date

    6. Prior Grade - I (Incomplete)

    7. New Grade - The new grade should be a letter grade A-F or NC/CR

  1. Refer to Grading system

                   h.  Reason for Change - Notate assignments completed

i. Enter Faculty Name and sign

   j.  Attach Screenshot of updated grade from D2L

  1. Screenshot should only include the student’s record and no other student information.

  2. Final Calculated Grade and Final Adjusted Grade should both reflect the updated grade. 

k. Students' educational records will be updated to reflect the new grade. 

a. Students and advisors will be notified once the grade is updated via CNS.

Documents and Forms:

Grade Change Form

Incomplete Grade Request Form