Incomplete Grade Policy (effective Fall Semester 2009)
The University of Minnesota’s Uniform Grading and Transcript Policy establishes conditions for assigning the temporary grade of I for incomplete work in a course:
The I shall be assigned at the discretion of the instructor when, due to extraordinary circumstances, the student was prevented from completing the work of the course on time. The assignment of an I requires a written agreement between the instructor and student specifying the time and manner in which the student will complete the course requirements. In no event may any such written agreement allow a period of longer than one year to complete the course requirements.
The policy also accommodates students called to active military duty by providing them with “up to one calendar year following their discharge from active duty to complete their incomplete(s).”
Purpose
The purposes of this policy are to:
- encourage students and instructors to do all they can
during the semester to
avoid the need for an I grade; - stipulate the process to be followed if an I grade cannot be avoided;
- document the process to remove an I grade and replace it with the final grade; and
- clarify the consequences of not meeting the expectations
outlined in the
incomplete grade agreement.
Avoiding the need for an incomplete grade
Students who encounter unexpected or extraordinary circumstances that interfere with completion of course requirements during the semester are encouraged to discuss their situation with their instructor as soon as possible. Alternatives include withdrawing from the course, possibly with a full or partial refund of tuition, or negotiating assignment due dates with the instructor so that all work can be completed by the end of the semester. With early communication of unexpected circumstances, instructors may agree to accept assignments turned in late during the semester without penalty.
Process for requesting and assigning an I grade:
When extraordinary circumstances prevent completion of course requirements by the end of the semester, students may request an incomplete grade from the instructor. Students who do not have an incomplete grade agreement on file by the last day of instruction and who fail to submit all work by the last day of the semester will receive a final grade based on the work submitted. This may result in a grade of F being assigned (if the course was taken A-F) or N (if the course was taken S-N).
A grade of I is awarded at the discretion of the instructor consistent with conditions stated in the course syllabus for accepting late work and assigning a grade of I for incomplete.
If the instructor agrees to assign an I grade, a written agreement (download Incomplete Grade Agreement form), specifying the following information must be completed and signed by the last day of the semester:
- Student name and ID
- Instructor name, course number/section, title, and semester
- All remaining work to be completed
- The date by which all work will be completed and submitted to the instructor (not more than 1 year from the date of the agreement)
- Consequence if remaining work is not completed (e.g., whether a final grade of A-F will be entered or the incomplete will remain on the record permanently).
- The last date of participation in the course
- Signatures of the student and instructor
Either the student or instructor may initiate filling out the Incomplete Grade Agreement form. The instructor will provide: a) the student’s grade-to-date based on all coursework submitted at the time of the agreement, and b) the student’s last date of participation in class (which is needed if a final grade of F or N is eventually awarded).
Both the student and instructor sign the completed agreement form (an electronic signature or email is acceptable). An electronic or paper copy of the agreement should be retained by the instructor, by the student, and the department (sent to Roxanne Weymouth, 145B Peik Hall) in case an instructor is no longer teaching at the time the work is submitted.
Process for removing an I and submitting the final grade.
When a student with a valid incomplete grade agreement completes course requirements and submits work to the instructor by the deadline agreed to, the instructor grades the work, calculates the final grade earned, and enters a supplemental grade electronically.
According to the Uniform Grading and Transcript Policy:
A student does not need to be registered at the University in order to complete the work necessary to convert an I to a grade with credit in the time and manner previously agreed upon between the student and the instructor. The instructor is expected to turn in the new grade within four weeks of the date the work was submitted by the student.
Consequence for not meeting the expectations outlined in the incomplete grade agreement form
Should a graduate or professional student fail to submit course requirements outlined in the incomplete grade agreement by the date specified, the instructor will enter a final grade based on all work completed. If a final grade of F or N is to be entered, the instructor must first enter the date of the student’s last day of participation in the class as stated on the incomplete grade agreement form before the supplemental grade can be entered.
Graduate and professional students who are unable to complete course requirements outlined in the incomplete grade agreement may contact the instructor before the final date of the agreement to: a) petition for up to a 12-month extension if progress has been made and it is likely that all course requirements will be completed within the time extended, or b) request that the I grade remain on the transcript permanently and that the incomplete grade agreement be terminated.
Further information
The Uniform Grading and Transcript Policy should be referred to for further details, including accommodations for petitioning the policy and time limits on grade changes.
Petition for Students in Undergraduate and Professional Programs (pdf)
Policy adopted by C&I faculty on February 23, 2009
