Grading: Process for Incompletes

There are several grading options for students who do not complete a course for different reasons. This resource focuses on issuing an incomplete “I” grade.

Overview

A grade of “I” (Incomplete) is a contract between the instructor and student, issued at the instructor’s discretion. It is only appropriate when a student doing acceptable work is unable to complete the course due to illness or other serious circumstances beyond their control.

An incomplete is not an automatic or guaranteed option. The student must have completed a significant portion of the course (preferably over 50%) and be in regular communication with the instructor.

Process

The grade of “I” is granted only when the student can complete the unfinished work with the same instructor. However, an “I” may be completed with an instructor designated by the department chair if the original instructor becomes incapacitated or is not on campus. The student must make arrangements with the instructor to complete the course requirements.

Student reaches out to instructor

The student must contact the instructor and request an incomplete. This process should include a conversation about a realistic plan for finishing the course. If the student is not communicative or is struggling across multiple classes, a compassionate withdrawal may be a more appropriate option.

Complete the Request for Grade of Incomplete form 

The instructor and student complete the Request for Grade of Incomplete form together. This form serves as a completion contract, with clear deadlines and expectations. The form can be submitted at any time; however, we strongly recommend submitting it by the final grade deadline.

This form includes a Proposed Completion Date. The instructor should establish a reasonable deadline of up to one calendar year. Avoid plans that push all work to the final weeks.

For an undergraduate course, the instructor should email the form to SOLS Undergraduate Programs at [email protected] for processing.

The instructor should retain a copy of the form and provide a copy to the student. This form is essential documentation for both parties and helps ensure there's a shared record of expectations.

Instructor submits “I” grade

The instructor will submit "I" as the student's grade when in the PeopleSoft system, regardless of whether the Request for Grade of Incomplete form has been completed or not.

Not selecting the "I" when grades are due can impact the student's financial aid. The form can be completed after grade submission if necessary.

Managing Canvas to accommodate students completing work

You have two options for accommodating students completing work: you can reopen the original Canvas course, or you can add the student to a Canvas course that is currently running (or about to run).

Option 1: Reopen the original Canvas course:

First, ensure that you do not restrict the student from viewing the course after the term-end date. Please use the following options in your Canvas class Settings.

(Note: In general, it’s a good idea to set Participation to “Term”. This opens the course 3 days before class starts, and there is no end date. Students should have access to the course until at least 2 years after the course ends, at which point the Canvas shell is archived.)

Then you will need to edit the settings for the specific assignment that the student is completing. Find the assignment and select “Edit” to change the assignment settings. Under “Assign Access,” click “+ Assign To” to create a new set of dates for the student. Set the due date and availability to whatever you have decided is appropriate. You will be able to return to this Canvas class and grade the assignment when it is completed

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Option 2: Add the student to the current Canvas course:

Email [email protected] with the student's ASURITE and the course's SLN. Ask us to add the student to a specific section via CES so that they have access to satisfy an incomplete.

Student roles must be added in PeopleSoft and/or through CES.  Students added via Canvas whose information does not sync with the official roster are removed from the Canvas shell each night.

Completion and Grade Change

If the student completes the course within the agreed-upon deadline, the instructor must submit the grade change using the Faculty Center, whether the student passed or failed the course.

Grade changes are submitted online and receive approval by the department chair (or designee) and the dean of the college (or designee) in which the course is offered. Once approvals are received, the new grade will be reflected on the student’s transcript immediately.

If the incomplete grade is not updated within one year, it will be automatically changed to a failing grade, "E".

An "I" in a graduate course (500-level or above) will become a permanent part of the student’s transcript if the course is not completed within one year. The student will have to reregister and pay fees to repeat the course for credit.

Repeating a course

An undergraduate course taken by undergraduate students at ASU may be repeated for credit if the grade or mark of "E" is received. To be eligible for the deletion of "E" grades from calculations of the GPA, the course must be repeated at ASU. Undergraduate courses in which an "E” grade is received may be repeated only once.

Students who have graduated are not eligible to delete the grade for a course taken before the award of the ASU bachelor's degree. 

Resources and Next Steps

TLC Guide: Preparing and Finalizing Grades in Canvas
TLC Guide: Posting Final Grades
Student Services Manual: Posting Final Grades (Policy SSM 203-09)
University Registrar Services: Grades and Grading Policies
University Registrar Services: Incomplete Grade Request form
University Registrar Services: Grading Information and Resources for Faculty and Staff