Academic Catalog

Policy Summary

To outline the parameters of Incomplete (I) and In-progress (IP) grades.

Reason for this Policy

To support students unable to complete coursework in a class due to extenuating circumstances by extending the time limit to complete the remaining requirements.

Entities Affected by This Policy

• All colleges and instructional units
• All undergraduate students
• Office of the Registrar

Who Should Know This Policy

• All colleges and instructional units
• All undergraduate students
• Office of the Registrar
• University Advising
• All Student Support Services

Definitions

Policy

This policy is effective for students who are assigned an Incomplete (I) for a class scheduled in Fall 2024 and later. All Incompletes "I" assigned in an earlier term will follow the prior policy

Incomplete Grade "I"

Students unable to complete their coursework within the designated timeframe due to extenuating circumstances may request an Incomplete (I) grade to provide additional time to complete the remaining coursework. An instructor may only approve an Incomplete (I) if the student is passing the course and the majority of the course is completed at the time of the request.

Approval of an Incomplete (I) is made by the instructor and may only be assigned after a written contract is agreed upon and signed by both the instructor and the student. For undergraduate students, after one calendar year, any grade of Incomplete will automatically be converted to a Withdraw ("W").

Once the coursework specified in the Incomplete contract has been submitted, the instructor will grade the work and submit a grade change to the Office of the Registrar reflecting the course grade earned by the student. Fulfilling the requirements of the Incomplete Contract does not guarantee that the student will receive maximum credit for the assignment(s) or the course.

Failure to fulfill the requirements of the Incomplete Contract without any "re-negotiation" or approval from the instructor will result in the student's "I" grade changing to the grade of Withdrawal (W).

If external agencies require a grade to be posted rather than a Withdrawal, then the grade may lapse to an "F" with approval from the Office of the Provost.

Reasons that are not permitted for Incomplete approval.

• Non-attendance.
• Poor performance.
• Intentions to repeat the course.

Contract requirements:

• The student and instructor must complete an agreed upon Incomplete (I) Contract Undergraduate form with the following:
  • Course requirements to be completed.
  • Due dates for the remaining course requirements.
  • Due dates may not extend further than 12 months from the end of the term in which the student enrolled in the course.
  • The contract must be signed by both the instructor and student.
• The contract must be filed with the department offering the course.

A Personalized Learning student, who for any reason, is unable to complete the course requirements during their subscription period, will automatically receive an Incomplete grade "I". After one calendar year from the grade posting date following the end of the subscription in which the "I" was earned, any grade of Incomplete "I" will automatically be converted to a grade of Fail ("F"). A failed Incomplete course can be repeated once without petition.

In-Progress Grade (“IP”)

Northern Arizona University uses the "IP" grade for courses that, by their content and requirements, normally require more time than the term or session for which a student has enrolled. 

A grade of "IP" is most often used for graduate courses. For undergraduates, work that isn’t finished at the end of a term (such as research or an internship), is more often given a grade of Incomplete ("I"). (See section, above, about Incompletes.) Occasionally, though, an undergraduate student may be assigned a grade of “IP.” 

Students must request that an “In-Progress” grade be given. Forms should be available in the departmental office. Students must be making satisfactory progress in a course in order to receive a grade of "IP." 

Undergraduates must complete the work for an "IP" grade within two calendar years from the end of the term in which the course was taken. If the work is not completed by that time, the "IP" grade becomes permanent and may not be changed. 

Responsibilities

Instructor: Determine if an Incomplete or In-Progress request meets the parameters of the policy, submit the agreed-upon contract to the department, and change the grade as appropriate.

Office of the Registrar: Apply the applicable grade based on the grade change process of the Incomplete (I) lapse process.

Procedures

Requesting an Incomplete:

1. The student should reach an agreement with the instructor to complete the coursework.
2. The Incomplete Contract form from the Office of the Registrar website should be completed.
3. Incomplete Contract

Grading an Incomplete:

1. If the student completes the coursework, an instructor will submit a grade change to the Office of the Registrar.
2. If a grade change is not received the course will lapse to a "W" at the end of the semester one year later.

Exceptions to the grade lapse to a "W":

1. If an external agency requires a grade of "F" in lieu of a "W", then the NAU student will submit the request to the Office of the Registrar.
2. If approved, the grade will be changed to an "F" unless the instructor submits a grade change for a higher grade.

Related Information

Forms or Tools

Incomplete Contract, Undergraduate
Faculty Grading resources and information

Cross-References

GPA (Grade Point Average) Policy
GPA (Grade Point Average) Requirements – Graduate Students policy
Grades of In-progress or Incomplete policy, Graduate

Sources

Policy Transition

Previous Incomplete policy effective thru summer 2024:

• Requires standard term course(s) with an Incomplete to lapse to an "F" after one year if no grade change is submitted.
• Incomplete grades assigned thru summer 2024 that lapse will have the grade changed to an "F".
• No other differences in the policies.