The “incomplete” grade policy as stated here is effective for incompletes assigned Fall 2007 forward. To reference the incomplete policy for prior years consult archived copies of the general catalog. Refer to Academic Regulation 17 for more information.
A student may request an instructor give an incomplete grade for a course that has not been completed if:
It is highly recommended that when an agreement is made to issue an incomplete grade that the instructor and student complete a Contract for Completion of I Grade to define the terms under which the course work will be completed. A copy of this form should be returned to the Office of the Registrar.
The incomplete grade that is filed by the instructor at the end of the term must include an alternate/default grade to which the incomplete grade defaults, if the student does not make an effort to resolve the incomplete course work within one year of recording the incomplete. Examples of the new incomplete grades are (I/A, I/A-, I/B+, I/B, I/B-, I/C+, I/C, I/C-, I/D+, I/D, I/D-, I/F, I/P, and I/N). Satisfactory/Unsatisfactory (S/U) grade options are converted after the “I/Alternate Grade” is determined by the instructor. For example, if the student has requested an incomplete and has opted for an S/U grade, the instructor will submit an “I/Normal Grade” (e.g., I/B+) at the end of the term. The Office of the Registrar will subsequently convert the “I/Normal Grade” to an “I/S” or “I/U” in accordance with the grading option chosen by the student.
The calculation of the Alternate/Default Grade is determined by the course work to be completed over the entire term. For example, while a student may be passing at the time the incomplete request is granted, the Alternate/Default Grade is NOT what the student has earned up to the point of the incomplete request. The Alternate/Default Grade is what grade the student would have earned if the instructor includes what was completed and if the student did no more work from the point of the incomplete request to the end of the term.
A student has earned a “B” through the eighth week of the term, but requests an incomplete for the rest of the term. The remaining work would comprise 50% of the final grade. Without completing the remaining work the earned grade would have been an “F”. The student, consequently, would have an “I/F” filed by the faculty/instructor at the end of the term when grades are reported to the Office of the Registrar.
A. If the student does not complete the assigned work within one year’s time or within the time allotted by the faculty/instructor, the instructor can change the grade to an “F” or the grade would default to an “F” after a year.
B. If the student completes the work, the instructor will submit the appropriate grade the student earned.
Another aspect of the revised Incomplete Policy in Academic Regulation 17 affects the degree audit completed for students who have applied to graduate from Oregon State University. Beginning Fall 2007, all pending applications for graduation will include a review of any incomplete grades with an alternate/default grade. If an “I/Alternate Grade” is currently outstanding at the time a pending graduate’s file is being reviewed for graduation (which happens after grades are processed for the term in which the student is graduating), that review will take into account the automatic default of the incomplete to the Alternate/Default Grade. This automatic default may impact a student’s ability to graduate, if by its inclusion, the student’s GPA (major GPA or institutional GPA) or other major/institutional requirements are altered. This encourages the student to ensure that all “I/Alternate Grades” are resolved with their instructor prior to the last day of Dead Week for the term in which they are graduating. Note: Academic Regulation 17 specifically states: “Under no circumstances shall a student who earns an A-F grade or an N or U grade have their grade changed retroactively to an I grade.”
A student may petition via the Office of the Registrar for an extension of the one calendar year deadline with the concurrence of the faculty. An approved petition will grant an extension of a single additional term, with a maximum of three total extensions being possible. An approved petition for an extension of time to remove an incomplete will be voided at the time of degree conferral. The petition must be submitted before the one year deadline is reached.
To request an extension, two items must be completed and submitted to the Office of the Registrar:
1) the Petition Extension of Time to Remove Incomplete Grade form – instructor and departmental approval is required.
2) a completed Contract for Completion of I Grade.
An extension of a single term will be granted if:
To request an additional term extension, the process must be repeated.
Q: When is the last point at which an incomplete grade can be resolved by the student?
A: Typically, it is within a time period established by the instructor. If the instructor has not established a deadline, then the student has until the last day of Dead Week, before finals begin, to submit the required work to the faculty one year after the term in which the student received the incomplete grade. For example, if a student received an “I/Alternate Grade” in Fall 2013 without any specified deadline by the instructor, they have until the last day of Dead Week of Fall 2014 to turn in the completed work to the instructor and remove the “Incomplete”. The instructor has until the Registrar's Office deadline for final grades submission to submit the grade the student earned.
Q: What happens if the instructor is no longer at the institution a year after the “I/Alternate Grade” was recorded?
A: The student should meet with the chair of the department that offered the course to reinstate the expectations of what needs to be completed and by what date for the incomplete to reflect the earned grade for that course.
Q: What if the student requests an “I/Alternate Grade” but also intends on graduating that very same term?
A: The student should know whether the Alternate/Default Grade will impact their ability to graduate that same term. If it does, the student should cancel the request to graduate at the Office of the Registrar before the last day of final exams for that term. After the incomplete has been resolved in some future term and an earned grade recorded, the student may reapply for graduation.
Q: What if the student has applied to graduate, final grades have been processed for the term the student wished to graduate, and the “I/Alternate Grade” defaults to a grade that does affect their graduation status. Can the student request the Alternate Grade revert back to an incomplete?
A: No. Academic Regulation 17 specifically states: “Under no circumstances shall a student who earns an A-F grade or an N or U grade have their grade changed retroactively to an I grade.” Students need to pay careful attention to “I/Alternate Grades” that are clearly displayed on all unofficial (and official) transcripts and in the “Grade Term Report” in MyOSU. If the student suspects or is informed by an academic advisor or the Office of the Registrar that the “I/Alternate Grade” will negatively impact their ability to graduate, they should go to the Office of the Registrar to cancel their graduation application. Cancellaton must be made before all grades are processed for the term in which the student wishes to graduate.
Q: What if an instructor does not turn in their grades on time, will the instructor still be able to submit an “I/Alternate Grade for the student?
A: Yes. While 99.7% of all grades are turned in by the required deadline for each term, if the instructor misses the cutoff for turning in grades the Office of the Registrar will be able to process these late grades (including the “I/Alternate Grade”) and ensure they are correctly attributed to the students affected.
Q: Does Academic Regulation 17 apply only to undergraduate students, or are other student populations similarly affected?
A: All students are held to the same grading systems. Academic Regulation 17 applies equally to undergraduates, postbaccalaureates, graduate, non-degree seeking students, etc.
Q: What is recorded on unofficial and official transcripts?
A: Students will see the incomplete and the alternate grade (i.e., I/A, I/A-…I/F, I/P, I/N, etc.) in the grade field. However, until the incomplete is resolved, it will retain all of the same characteristics of an incomplete grade. In other words, the incomplete will not count in credits earned or in a student’s institutional GPA until the incomplete is resolved or defaults to the Alternate Grade.
Q: If a student selected a grading option of Satisfactory/Unsatisfactory (S/U), will the instructor assign an “I/S” or “I/U” during the submittal of the grades for that term the incomplete was requested?
A: No. Satisfactory/Unsatisfactory (S/U) grade options are converted after the “I/Alternate Grade” is determined and submitted by the instructor. For example, if the student has requested an incomplete and has opted for an S/U grade, the instructor will submit an “I/Normal Grade” (i.e., I/B+) at the end of the term. The Office of the Registrar will subsequently convert the “I/Normal Grade” to an “I/S” or “I/U” in accordance with the grading option chosen by the student.
Q: What happens if a course had received an “I/Alternate Grade” the first time the course was taken, but the student retakes the course for a grade?
A: According to Academic Regulation 20 (Repeated Courses), both courses would appear on the student’s academic record (transcript), but only the second grade would be counted in the cumulative GPA and toward graduation requirements. Even if the “I/Alternate Grade” were to subsequently default to the Alternate Grade, the second taking of the course would be the one that counts.
Q: What happens if a student’s academic progress in a given term is interrupted by an emergency situation (serious illness, accident, or death of a family member)? Can the student request incompletes for all his/her courses?
A: Yes. After revising Academic Regulation 17, the Faculty Senate also approved a revision to Academic Regulation 13c that allows the student to withdraw within the last four weeks of the term with incompletes in all subjects. The student (or family member), however, must submit evidence of the emergency situation to the Registrar for consideration. The Office of the Registrar is then charged with contacting each instructor for each course the student is still enrolled for that term. If the instructor decides that the incomplete is appropriate, the I/alternate grade will be recorded for the course; if the incomplete is not appropriate, a W will be recorded for the course.
Q: Can a student petition for an extension to resolve the incomplete in excess of the one year?
A: Possibly. The instructor must be willing to provide an extension. However, if the instructor does not agree to extend the timeline, it is unlikely anyone else would supersede that decision. If the instructor is willing to extend the timeline, the student can complete the Petition Extension of Time to Remove Incomplete Grade. The petition requires the signatures of the course instructor and department chair, and potentially, the approval of the Academic Requirements Committee to gain approval of the extension.
Q: Who can the student talk with if there are specific questions regarding Academic Regulation 17?
A: The students are encouraged to ask questions of their departmental or college advisors and/or to contact the Office of the Registrar. Students are encouraged to call 541-737-4331, e-mail (firstname.lastname@example.org), or visit B102 Kerr Administration Building.