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

Issuing a grade of “I” (incomplete) is a contract between the instructor and student, at the instructor’s discretion. A grade of “I” is given by the instructor only when a student doing acceptable work is unable to complete a course because of illness or other conditions beyond the student’s control.

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 arrange completion of the course requirements with the instructor.

Student reaches out to instructor

The student is required to arrange with the instructor for the completion of the course requirements. The student would only need to submit medical records for a medical withdrawal or other accommodation process.

Instructor submits form

The student and instructor fill out the form together: Request for Grade of Incomplete form

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. 

Instructor submits “I” grade

With or without the form, the instructor will be able to select "I" as the student's grade when entering into the PeopleSoft system. Not selecting the "I" when grades are due can impact the student's financial aid. Following up with getting the form on file is a way to protect both the instructor and the student to ensure that there is a record of a plan to complete the coursework within the year. 

Managing your Canvas shell to accommodate students completing work

If you need to add a student to this term who is finishing an Incomplete from a previous term, or wish to add someone in a student role in Canvas who is not otherwise receiving credit for the course, our office can assist you. 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.  

Instructors should email [email protected] with the student's ASURITE and the course's SLN. Ask us to add the student via CES for access to satisfy an incomplete.

You can also have the student submit incomplete coursework in their original Canvas class. First, make sure 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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Student completes coursework

The student has one calendar year from the date the grade of “I” is recorded to complete the course. A student does not reregister or pay fees for a course for which an “I” has been received in order to complete the course. The completion date is determined by the instructor but may not exceed one calendar year from the date the mark of “I” is recorded.

If the student completes the course within the calendar year, the instructor must submit the grade change using the Faculty Center, whether the student passed or failed the course.
Failure to meet 1 year deadline
The grade will be automatically changed to a failing grade "E" if students do not complete the course within one calendar year.
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.

Instructor issues grade change

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.

After submitting the "I," the instructor will be able to change the grade using Request Grade Change button on the grade roster.

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 Grade Posting Tips
TLC Guide to Finalizing Grades
Student Services Manual (Policy SSM 203-09)
University Registrar Services under Grade Definitions
Registrar’s Incomplete Grade Request form
Grading Information and Resources for Faculty and Staff