Incomplete Grade Policy (ACAD 100-001)

1.0 Purpose

The purpose of this policy is to establish clear guidelines for assigning an Incomplete (I) grade to students who are unable to complete their coursework by the end of the course due to extenuating circumstances. This policy ensures consistency in granting Incomplete grades and provides a structured process for students to complete their remaining coursework in a timely and fair manner.

2.0 Definitions

Incomplete (I) Grade - A temporary grade assigned to a student who has not completed all course requirements by the end of the semester due to extenuating circumstances. 

3.0 Scope

This policy applies to all Baker College courses for which a student is registered. It covers the process for requesting and granting an Incomplete (I) grade, as well as the conditions under which such a grade may be assigned.

4.0 Policy Statement

Incomplete Grade Policy (excluding work, clinical, or field experience courses)

A student may request an Incomplete (I) grade for a course (excluding work experience, clinical, or field experience courses) if the following conditions are met:

• Request for Incomplete: The student must request an Incomplete grade before the end of the course.
• Completion of Coursework: The student has completed at least 80% of the total coursework and has a reasonable chance of earning a passing grade.
• Extenuating Circumstances: The student is unable to complete the course requirements within the regular time frame due to significant, extenuating circumstances (e.g., medical issues, family emergencies, etc.). Documentation may be required to support the request.
• Documented Agreement: The student and instructor must agree to a documented plan that specifies:
  • The remaining requirements to be completed.
  • The due date for the completion of each requirement. The due date cannot exceed the last day of the following semester.

If the coursework is not completed by the agreed-upon due date, the final course grade will be based on the work completed by the end of the semester in which the course was originally taken.

Incomplete Grade Policy for Work, Clinical, or Field Experience Courses

An instructor may agree to issue an Incomplete (I) grade for a work, clinical, or field experience course if any of the following conditions are met:

• Site Availability Issues: The coordinator of the work or field experience informs the instructor that an Incomplete (I) grade should be assigned due to the unavailability of the work or field experience site.
• Unable to Complete Hours: The experience coordinator informs the instructor that an Incomplete (I) grade should be assigned because the student is unable to complete the required hours within the course's registered time frame.
• Completion of Coursework: The student has completed at least 80% of the total coursework and has a reasonable chance of earning a passing grade.
• Documented Agreement: The student and instructor must sign a contract that:
  • Specifies the requirements to be completed.
  • Sets clear due dates for completion. The due date cannot exceed the last day of the following semester.

If the coursework is not completed by the agreed-upon due date, the final grade will be based on the work completed by the end of the semester in which the course was originally taken.

Note: The coordinator may include any of the following roles:

• Instructor teaching the course
• Academic fieldwork coordinator
• Clinical coordinator
• Practicum coordinator
• Career Services staff

5.0 Procedures

Incomplete Grade Contract

This contract is to be completed by the instructor when assigning an Incomplete (I) grade. It outlines the conditions and responsibilities for both the student and instructor to ensure the student completes the remaining coursework. The Incomplete Grade Contract can be found on MyBaker. (MyBaker >Faculty>Academic>Incomplete Grade Contract)

Grade Change Form

If the student fulfills the terms of the contract by the specified date (must not be after the end of the next semester), the instructor submits a grade change form to have the student's grade updated to the new grade received based on the completed work.

If the student does not complete the terms of the contract by the specified date, the instructor submits a grade change form to have the student's grade updated to the grade on record when the incomplete contract was initiated. 

The Grade Change form is located on MyBaker. (MyBaker>Faculty>Academic>Grade Change Form)

6.0 Responsibilities

Student
Requests Incomplete, completes remaining coursework.

Instructor 
Approves the Incomplete request, creates a plan, assigns the final grade.

Academic Advisor 
Advises on implications, supports the process.

Department Chair/Coordinator 
Oversees the process, approves requests if necessary.

Work/Field Experience Coordinators 
For relevant courses, ensures proper management of Incomplete requests related to practical or site-based work.

Office of the Registrar 
Records the grade, tracks completion and finalization.

Academic Affairs Operations Manager

Ensures Incomplete Grade has been updated to a final grade by the end of the following semester.

7.0 Citations & Related Information

None