New Processes for Incomplete Grades

Mar. 8, 2018

Reminder to Review Faculty Guidance for Incompletes
Faculty members and academic advisors are encouraged to review the guidance regarding incompletes. 

The Spring 1, 2018, reminder about Incomplete grades is an ideal time to share some exciting new processes regarding these grades:

1) Electronic Incomplete Grade Forms are being uploaded into the Student Success Portal so that faculty and staff members may access the forms.

2) Notes regarding changes to the original agreement for Incomplete grades (i.e., extended deadlines) and/or administrative changes (i.e., the grade being updated) are being tracked in the Student Success Portal. Faculty members are encouraged to make notes regarding students’ progress with their Incompletes and any changes to the original agreement.

3)  The Electronic Incomplete Grade Form has been updated to provide more clarity for faculty and the Registrar’s Office regarding dates.

(View this instruction for how to access the Electronic Incomplete Grade form.)


Spring 1, 2018, grades are due Friday, March 16. Some reminders are below:

1) Do not leave In Progress (IP) grades in the system. All courses should be assigned a grade by Friday, March 16.

2) Incomplete grades should be used sparingly and only when a student has completed a majority of the coursework and has agreed to the remaining requirements and timeline.

Incompletes (and In Progress grades) can affect students’ academic progress, course sequencing, persistence, and graduation. As faculty members prepare to submit grades, we encourage faculty members and academic advisors to review the guidance regarding Incompletes and ensure that Incompletes are only being used in appropriate situations. The full document providing guidance regarding Incompletes is available on the Academic Advising website at

If the faculty of record intends to award an Incomplete, the faculty member must document the grade using an Incomplete Grade Form, which is available through the Connections Faculty Academic Services Tab.

Best practices and guidance for using the Incomplete Grade Form: 


Best Practice

Student biographical information

Electronic form will autofill this information

Student’s remaining requirements

No more than one or two remaining assignments with their due dates, deadlines, and grading criteria and course grading scale

Deadline for submission of assignments to faculty member

Remaining coursework completion within one term or semester

Date Registrar’s Office will change grade to alternate grade

Date in advance of which faculty member will have student work graded and new grade submitted, if applicable; otherwise, the alternate grade will be applied

* If an extension is offered to the student, make a Note in the Student Success Portal so that the Registrar’s Office knows to defer the grade change until the extensions pass.

Alternate grade

Grade student will have earned without the completion of the remaining requirements


When issuing an Incomplete grade, the faculty member must explicitly state the commitment of the student and the faculty member. The faculty of record is expected to grade submitted work and post a final grade, using a Change of Grade Form, in a timely manner.

Students should not be awarded Incompletes in lieu of earning failing grades. If the student stops attending but fails to withdraw properly, the faculty of record should assign a student’s earned grade and/or a WF, not an Incomplete. Incompletes should also not be awarded when faculty members have recommended students to the Plagiarism Prevention Program (PPP).

Please also note that, if a faculty member needs the student to have continued access to WorldClassRoom in order to complete the course and resolve the Incomplete, the faculty member must forward the confirmation email received after completing the electronic Incomplete Grade Form to to request that access.

By more closely monitoring Incompletes and their resolutions, Webster can help keep students on track to meet their academic goals. The Academic Resource Center (ARC) is tracking data to determine if collaborative efforts among the ARC, Academic Advising, and colleges and schools are helping students be more successful.

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