Policy Rationale
Vermont State University (VTSU) recognizes that extenuating circumstances may arise near the end of a course that would derail a student’s prior strong academic performance in a course. Under specific circumstances, students have the opportunity for an extension of time to successfully complete the course.
Policy
An Incomplete grade should only be considered when a student has completed a substantial portion of the work for the course. An instructor may assign a grade of Incomplete (I) if a student is unable to complete the work of the course for reasons beyond their control, provided the student’s work in the course to that point has been of satisfactory quality. The grade of “I” will not be used in any grade point average (GPA) calculation.
The final grade for the course is determined by the quality of the make-up work and the previously completed work, submitted by the instructor, and entered on the student’s transcript. If a student fails to complete the assigned work, the instructor determines a default course grade that is entered on the student’s transcript. If the instructor does not specify a default course grade, the grade may default to an “F” when the Incomplete grade expires.
Students who are not in good academic standing or who are requesting more than two incomplete grades for the semester require additional approval from the Dean of School or designee. This additional approval is waived when students in the military receive orders that call them to active-duty service, Basic or other Training, or a Permanent Change of Station (PCS) that prohibits them from finishing the semester and they notify the university.
Students who are granted an Incomplete grade are not eligible for Dean’s, President’s, or Part-Time Honor’s Lists.
If a grade change is received after the start of the next semester, academic standing may be adjusted only if it improves standing (not to include being named to Dean’s, President’s, or Part-Time Honor’s Lists).
Procedures
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Students should initiate a request for an Incomplete grade by contacting the instructor of record for the course(s). Instructors may also suggest an Incomplete grade to a student, providing a copy of the policy to ensure transparency of process.
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Instructors make an eligibility determination for an Incomplete grade by assessing whether the student’s work in the course has been of satisfactory quality to that point and whether the student has completed a substantial portion of work for the class.
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Students not in good academic standing or requesting an appeal for more than two courses in a single semester must additionally submit an appeal using the Academic Appeals and Complaint Form to the Dean of Schools describing the circumstance of the request for Incomplete grades and a plan for successfully completing the work. The appeal should include which course(s) for which an Incomplete grade is being requested as well as a summary of conversation with the instructor(s) of record for such course(s).
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When Step 3 is required of the student, the Dean of Schools will respond to any appeals in ten (10) business days, notifying the student and any relevant instructor(s) of their decision.
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To issue an Incomplete, instructors should:
a. In consultation with the student, specify the length of time for course completion, not exceeding the end of the seventh week of the following semester (excluding summer). This plan and timeline should be communicated in writing to the student.
b. Submit a grade of “I” for the final course grade to the Registrar’s Office through the appropriate enterprise information system.
c. Keep a record of the default grade that the student has earned should the incomplete work not be submitted.
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Students should submit any outstanding work to the instructor on the timeline determined in Step 5a.
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Instructors should submit a Change of Grade Form after the end of the Incomplete timeline, with either the default grade or the new grade determined after evaluating any submitted student work.
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The Registrar’s Office will replace the grade of “I” with the final letter grade submitted by the instructor, which will be reflected on the student’s transcript, replacing the “I.”
Responsibilities
Students:
- Initiate any request for an Incomplete grade in a timely manner, following the procedures outlined above.
- If an Incomplete grade is issued, complete outstanding work in a timely fashion and submit it to the instructor.
Instructors:
- Determine whether a student’s request for an Incomplete grade is valid per this policy.
- In consultation with the student, set a plan and timeline for completing outstanding work.
- Submit grades (initially an “I”; secondarily any appropriate Change of Grade after incomplete work is submitted and evaluated).
Dean of Schools:
Registrar:
- Process Change of Grade Forms in a timely fashion when submitted by instructors.
- Ensure grades of “I” convert to a failing grade after the appropriate allotted time if no Change of Grade Form is submitted.
Related Documents and Forms
Academic Appeal and Complaint Form
Change of Grade Form
Related Policies
Academic Standing, Academic Notice & Academic Dismissal
Military: Active Duty & Deployment
Date of Last Approved Revision: March 2025
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