Note: This statement reaffirms and localizes the university Incomplete policy stated in the Academic Handbook, June 1990 version, pages 65--66.
The grade of Incomplete may be given only when the completed portion of a student's work in the course is of passing quality. Instructors may award the grade of Incomplete only upon the demonstration of such hardship to a student as would render it unjust to hold the student to the time limits previously fixed for completion of his or her work. A student's desire to avoid a low grade is not a legitimate reason to award an incomplete. Work of passing quality and hardship must precede consideration of an incomplete. In most cases, then, the instructor would be able to perceive the justification for an Incomplete without a formal request when he or she is made aware of these conditions.
In cases of hardship before the majority of the course is completed, the proper grade is usually a W. Withdrawal from a course or the university is voluntary but advisable when the burden of removing an Incomplete would be severe. An undergraduate may withdraw from a course with an automatic grade of W until approximately midterm. A student may petition the student's dean for a W later in the semester, citing the hardship and the passing quality of his or her work; the instructor may submit a letter of opinion on such a petition. Consult the official calendar in the current Schedule of Classes for the deadlines for withdrawals.
An Incomplete must be removed within one year; otherwise (barring action by the school dean) it becomes an F. This time may be shortened by the instructor and often should be. It is reasonable to expect that incomplete work will be made up within the same amount of time (following alleviation of the hardship) as remained in the semester when the hardship occurred. For example, if a final exam (one week's work) is all that is missing, it is reasonable that the student be required to sit for the exam no later than registration week of the following semester. A student may not re-enroll in a course in which a grade of Incomplete has been recorded.
The burden of removing the Incomplete is on the student. The instructor will maintain reasonable availability, but is under no obligation to be accessible at specific times (e.g. at semester's end one year later). Students should plan their make-up work well in advance to lift Incompletes well before deadlines.
At the time that an Incomplete is assigned, the instructor shall file a record of that grade with the department's undergraduate secretary. These records shall be retained until the Incomplete has been removed by the instructor. This record shall contain the student's name and identification number, the course and section number, semester and credit hours enrolled, an explanation of the student's hardship and prior passing standing, a specification of the work outstanding, when and how it is to be made up, and a suggested final grade in the event the incomplete work is not completed. The instructor shall sign the form. If the Incomplete is assigned in consultation with the student, the instructor shall obtain the student's signature on the form, providing the student with a copy of all information listed above except the grade.
At the time an Incomplete is lifted, the instructor shall file a Removal of Incomplete form with the department's undergraduate secretary.
The grade of R (deferred grade) may only be used for C890. This grade is not subject to removal without action by the instructor. The same record-filing procedure stated above for Incompletes shall apply for deferred grades.
In a case of suspected cheating where the instructor has not reached a final determination by the time a final grade is due, a grade of Incomplete may be appropriate. The above reporting criteria will apply except that only enrollment information need be recorded; specifics will be recorded privately.
rev. December 1999