Change of Grade Procedure Outlined
Posted on 12/12/2007
12/10/07 Office of the Associate Dean for Academic Affairs
University Policy and COEHP Procedures Regarding Incomplete Grades
University Policy on Assigning a Grade of "I"
A mark of "I" may be assigned when a legitimate good cause has prevented the student from completing all course requirements, and the work completed is of passing quality. It is the discretion of the instructor that determines what qualifies as a legitimate good cause. It is recommended that the instructor, prior to the assignment of an "I" mark, document the legitimate good cause and conditions for completing course requirements. An "I" so assigned may be changed to a grade provided all course requirements have been completed within 12 weeks from the beginning of the next semester (excluding summer semesters) of the student's enrollment after receiving the "I." If the instructor does not report the grade within the 12-week period, the "I" shall be changed to an "F." When a mark of "I" is changed to a final grade, the grade points and academic standing are appropriately adjusted on the student's official academic records (2007-08 UA Catalog of Studies, p. 37).
COEHP Procedures for Implementing University Policy
Based upon the recommendations of the College Council and the University policy regarding the assignment of incomplete grades, effective immediately the following procedures shall apply to the changing of incomplete grades on the University's Change of Grade Form in the College of Education and Health Professions:
When a course instructor agrees to allow a student time to complete a course requirements beyond the end of the semester the course is taken, a written agreement should be executed between the course instructor and the student detailing (1) the reason for the incomplete grade assignment, (2) what course requirement(s) need to be completed, (3) by what date the course requirements are to be turned in to the instructor and (4) what the final grade is expected to be provided the student meets the criteria set forth by the course instructor. The student should receive a copy of this contract, the instructor should keep a copy and a copy should be placed in the student's file, either in the Boyer Center or with the student's department advisor.
When the student has completed the agreed upon course requirements, the Grade Change Form only needs to report "work completed" on the Reason line for the change of grade. The Office of the Associate Dean for Academic Affairs will refer all student inquiries/complaints regarding change of grade issues to the departments for their immediate attention.
It is important to keep the written agreement in case any type of petition or grievance is filed sometime in the future between the student and the instructor or department. Moreover, if the instructor of record is no longer available when the student turns in the agreed upon work, a record of the original contract remains for those who become responsible for changing the student's grade. If the Incomplete grade turns to an "F" (twelfth week of the following full semester), it is to the responsibility of the instructor of record or another departmental representative if the instructor of record is no longer available, to determine whether the student has fulfilled the agreed upon contract when determining the grade the student should receive. Key considerations should include the following: Was the work completed within the agreed upon time and was the work of sufficient quality to assign the grade the instructor and student agreed upon?
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