Note: This policy does not apply to non-clinical courses. See Policy 6040 Request, Approval, and Contract for Grade of Incomplete for more details about non-clinical courses.
The grade of Incomplete (I) in clinical courses is reserved for exceptional circumstances. When illness, an accident, a family emergency, or another extraordinary life challenge makes it impossible for a student to complete the course requirements, the student may request a grade of “I” from the faculty member for a course in which the student is enrolled by completing the Request for Incomplete Grade Form The student will complete the form with any attachments and send by email to the faculty member. The form must be submitted before the last day of the course.
To be eligible for an “I” grade, the student must have completed at least 60% of a course’s clinic/patient
visit requirements and there is a reasonable expectation that the student can pass the course based on the remaining available point values. Each faculty member will thoughtfully review the request, keeping in mind the circumstances for which an “I” grade is appropriate. The faculty member will approve or deny the student’s request by completing the Faculty “I” Grade Approval Form (located in the Faculty Information Hub) and
attaching the student’s Request for Incomplete Grade Form. The faculty member is not required to offer the “I” grade. By submitting the Faculty “I” Grade Approval Form, notifications will automatically be sent to the offices of Instructional Design Services and the Registrar.
In the Faculty “I” Grade Approval Form, the faculty member will detail specific clinic requirements to be completed. The faculty will also set a deadline for completion of all clinic requirements. This date can be up to, but no later than, 90 days after the last day of the course. Once the student receives an I grade, they must arrange to fulfill all the terms of the Incomplete Grade Request with their faculty.
AOM790 and ACP790 Series
In order to be eligible for an Incomplete Grade, students enrolled in the AOM790 or ACP790 series must fulfill the following requirements:
- Students must have satisfactorily completed at least 50 percent of the clinic/patient visit requirements of the course.
- Incompletes issued in trimester 9 of the program are required to be resolved within trimester 10
or 11 of the program. - Students who have not resolved the Incomplete Grade by the end of trimester 11 will be issued the grade of Fail (F). To complete their program and clinical requirements, students will be required to reenroll in AOM790 or ACP790 and pay all tuition and fees.
- Incompletes issued in trimester 11 of the program must be resolved in trimesters 12‐15 of the program.
Procedures
A student who wishes to request a grade of Incomplete (I) must submit the Request for Incomplete Grade Form and follow these steps:
- Complete sections I and II of the Request for Incomplete Grade Form, providing a detailed reason for the request. In most cases, supporting documentation (ex: medical, military orders, etc.) that verifies the reason for the request must accompany the form. Submit the form as well as any documentation to the faculty member for the course in which the Incomplete Grade is being requested by email. The faculty member will review the request and the documentation and complete the Faculty “I” Grade Approval Form with the student’s Request for Incomplete Grade Form attached.
- The faculty member will review the request and the documentation.
- If the request is denied, the faculty member will notify the student within one week.
- If the request is approved, the faculty member will complete Section III of the Incomplete Grade Request Form and return a copy to the student. The form will not be accepted from the student. The faculty will also enter an “I” grade into the Colleague Self-Service Portal with the date the work needs to be completed and graded.
- If the faculty determines an extension of the canvas classroom is needed, they are to complete the Faculty I Grade Course Extension Request Form to notify the LMS team to set this up. Once it is set up the faculty will notify the student via their NDMU email.
- Upon completion of the required coursework, or the expiration of the agreed upon time frame in the Incomplete Grade Request Form,
- If the terms of the Contract are met, the faculty member will convert the “I” grade to a “P” grade. To change the “I” grade to a “P” grade, the faculty will complete the Grade Change Form and send it to registrar@ndm.edu.
- If the terms are not met, the faculty member will convert the “I” grade to an “F” grade. To change the “I” grade to a “F” grade, the faculty will complete the Grade Change Form and send it to registrar@ndm.edu.
- If no action is taken the grade will automatically convert to an “F” after the date entered into the Colleague Self-Service gradebook.
The details of this full process will be made available to the student’s Academic Advisor in order to provide additional support and monitor the progress of the Contract.