SOIH Grade of Incomplete Policy

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Note: This policy does not apply to clinical courses. See Policy 6041 Request, Approval, and Contract for Grade of Incomplete in Clinic Courses for more details about clinical courses.

The grade of Incomplete (I) 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 the required assignments for the course 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 coursework to be completed. The faculty will also set a deadline for coursework completion. This date can be up to, but no later than, 30 days after the last day of the trimester in which the course occurs. Once the student receives an “I” grade, they must arrange to fulfill all the terms of the Request for Incomplete Grade Form with their faculty.

Note: This policy does not apply to clinical courses. See Policy 6041 Request, Approval, and Contract for Grade of Incomplete in Clinic Courses for more details.

Procedures

A student who wishes to request a grade of Incomplete (I) must submit the Request for Incomplete Grade Form and follow these steps:

  1. 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.
  2. The faculty member will review the request and the documentation.
    1. If the request is denied, the faculty member will notify the student within one week.
    2. 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 faculty will also enter an “I” grade into the Colleague Self-Service Portal with the date the work needs to be completed and graded.
    3. 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.
  3. Upon completion of the required coursework, or the expiration of the time frame in the Incomplete Grade Requests Form,
    1. 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.
    2. 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.
    3. 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.