Incomplete Grade Policy

Purpose & Scope

This policy applies to all students; it establishes a university-level framework for the assignment, documentation, resolution, and recording of Incomplete ("IN") grades in all transcripted courses including but not limited to credit-bearing didactic, laboratory, tracks and electives, and clinical courses at Rocky Vista University (RVU). Programs may adopt stricter or more specific procedures to meet accreditation or curricular requirements. In cases where a program’s policy is stricter, the program’s policy prevails; however, all programs must adhere to the minimum standards established by this University level policy.

Policy Statement

RVU recognizes that students may encounter extenuating circumstances beyond their control which prevent timely completion of course requirements. In such cases, an “Incomplete” (IN) grade may be temporarily assigned to allow additional time for completion without academic penalty. The assignment of an Incomplete is not automatic. It requires documented or verifiable extenuating circumstances, substantial completion (as defined in this policy) of graded coursework, and approval from the instructor and/or Course or Program Director, in accordance with program-specific requirements. Supporting documentation may be required depending on the academic program or circumstances.

The default deadline to resolve an IN grade is the end of the next academic term; an IN grade may not remain on record beyond one calendar year from the original course end date. IN grades convert to a grade of “F” if not resolved one year from the original course end date.

Under federal regulations (34 CFR 668.34), a student becomes ineligible for federal financial aid if the student cannot mathematically complete their academic program within 150% of its published length (e.g., 6 years for a 4-year program). Because an Incomplete counts as attempted credits toward this maximum timeframe, faculty should consult with Student Financial Services before authorizing an Incomplete for any student who has attempted credits equal to or greater than 125% of the program's published length. Student Financial Services will determine whether granting the Incomplete would place the student at risk of exceeding the maximum timeframe.

Roles & Responsibilities

Student:	Initiate the request for an incomplete via the online Incomplete Request form within one week of the course end date. Provide documentation of extenuating circumstances, if requested. Complete all outstanding coursework by the agreed-upon deadline. Consult with Student Financial Services to understand the impact of the Incomplete on financial aid eligibility, SAP standing, and enrollment status before the Incomplete is finalized.
Instructor / Course or Program Director	Evaluate the student’s eligibility for an Incomplete (see Appendix 1). Define the remaining requirements and establish a resolution deadline. Submit the approved Incomplete Grade Request form to the Registrar’s Office via the automated workflow. Assign the final grade once the student completes the required work.
Registrar	Record the Incomplete grade and retain documentation. Documentation supporting an IN is maintained per the University’s records retention schedule and handled in accordance with FERPA. Monitor resolution deadlines and notify instructors of pending deadlines. Convert unresolved Incompletes to failing grades after the deadline. Notify Student Financial Services of all Incomplete grades recorded to facilitate SAP monitoring and R2T4 compliance.
Designated Program Leadership (see Appendix 3)	If allowed by the student’s program’s policy, approve extensions beyond one academic term from the original deadline. Ensure compliance with program specific requirements (e.g., clinical progression). Support instructors and students in resolving complex cases.

Related Policies:

Program Handbooks

Program-specific policies related to incomplete grades

Program-specific Satisfactory Academic Progress Policies

Return of Title IV Funds (R2T4) Policy

Academic Appeals Policy

Policy Revision History

Not applicable

Definitions

Academic Term: A formally defined instructional period within the University’s academic calendar, such as Fall, Spring, or Summer, during which courses begin and end. For the purposes of this policy, “next academic term” refers to the immediately subsequent term following the one in which the course was originally scheduled. Program calendars may vary; however, the University level maximum time allowed for resolving an Incomplete is one calendar year from the end of the original term. This limit applies universally.

Automated Workflow: The University approved electronic process (e.g., iNet) used to route, record, and track Incomplete requests, approvals, deadlines, and final grade submissions.

Deadline for Completion: The date by which all outstanding coursework must be submitted to resolve the incomplete grade. Incomplete coursework is due by the end of the next academic term; no Incomplete may remain on record beyond one calendar year from the original course end date.

Extension: An extension may only be granted when the student demonstrates ongoing extenuating circumstances or documented barriers that prevent completion by the originally assigned deadline. Extensions must be approved by the instructor and the senior program leader (program director or dean), in accordance with program specific requirements, and may not exceed the university maximum of one calendar year from the end of the original course.

Extenuating Circumstances: Unforeseen situations (including but not limited to: illness, injury, family emergency, or other documented hardship) that prevent timely completion of course requirements.

Incomplete (IN) Grade: A temporary transcript notation indicating that a student—who is otherwise making satisfactory academic progress—was unable to complete specific, limited course requirements by the published course end date due to documented extenuating circumstances (e.g., illness, injury, family emergency). The “IN” is not a remedy for poor performance, non-participation, or to retake large portions of the course; it must be resolvable without re-registering and within the timelines in this policy.

Substantial Completion: Completion of a majority (>60%)of course requirements with a passing grade at the time the Incomplete is requested.