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Incomplete Mark Workflow

 

GENERAL OVERVIEW

Per KSU grading policy, instructors may issue the administrative mark of incomplete (IN) for any student who, due to extenuating circumstances, is unable to complete the required work between the course withdrawal deadline and the end of classes. Instructors are required to complete and submit an Incomplete Mark contract to their department chair/campus dean at the time grades are assigned. Previously this process was paper-based. The Incomplete Mark workflow is a new tool developed for instructors to easily create and electronically submit Incomplete Mark contracts on behalf of their students, all without the need of paper!

For more information on Grading Policies and Procedures, please visit the (Grading Policies and Procedures). 

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WHAT IS THE INCOMPLETE MARK WORKFLOW?

The Incomplete Mark Workflow has the following major components:

  • Allows instructor to electronically create and submit an Incomplete Mark contract for a student
  • Allows the student to either accept or reject the contract submitted by the instructor
  • Allows the chair/campus dean to approve or deny the contract accepted by the student
  • Provides reminders to the student and chair/campus dean that an action is required
  • Provides instant update to the student's grade once approved by the chair/campus dean
  • Retains the contract in the student's electronic record

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WHERE IS THE INCOMPLETE MARK CONTRACT LOCATED?

The instructor may access the Incomplete Mark workflow from the Faculty Dashboard under Grading Resources or Faculty Workflows.

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WHEN CAN INSTRUCTORS CREATE AN INCOMPLETE MARK CONTRACT?

Instructors may create and submit a contract for a student after the deadline to withdraw (10th week of a regularly scheduled section in fall and spring, or prorated for flexibility scheduled sections) through the end of final grading. Only the primary instructor can create and submit an Incomplete Mark contract.

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WHEN CAN THE CHAIR/CAMPUS DEAN CREATE AN INCOMPLETE MARK CONTRACT?

The department chair/campus dean may create and submit a contract on behalf of the instructor after the deadline for withdrawal (10th week of a regularly scheduled section in fall and spring, or prorated for flexibly schedules sections) and up to two weeks into the following semester.

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CAN INSTRUCTORS ENTER INCOMPLETE MARK ON THE FINAL GRADE ROSTER, CANVAS, OR THE GRADE CHANGE WORKFLOW?

No. Incomplete marks (IB, IC+, IC, etc.) can no longer be selected from the final grade roster or the grade change workflow. The instructor must create and submit an Incomplete Mark contract via the new workflow. While the incomplete mark can be entered in Canvas, it will not transfer to Banner using the Grade Push. The instructor must create and submit an Incomplete Mark contract via the new workflow.

Once an Incomplete Mark has been submitted, no grade should be submitted on the Final Grade Roster.

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WHAT DO I PUT ON THE FINAL GRADE ROSTER IF I HAVE SUBMITTED AN INCOMPLETE MARK CONTRACT FOR A STUDENT?

A final grade should not be entered into the Final Grade Roster for a student with an approved Incomplete Mark Contract. The instructor is still responsible for submitting the final grade using the Grade Change Workflow once the student has completed the requirement. 

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WHICH STUDENTS ARE ELIGIBLE FOR AN INCOMPLETE MARK?

Students must meet the following criteria to be eligible for an incomplete mark -

  • Student must be enrolled. Students who drop, withdraw, or audit the course are not eligible for an incomplete mark.
  • Student must have extenuating and documented circumstance(s) that prevented them from completing the course.
  • Student must be currently passing the course. Students who are currently failing the course at the time of the request are not eligible for an incomplete mark.

If the student is requesting an incomplete mark but does not meet the eligibility criteria, please ask the student to contact their advising office for assistance.

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WHAT IS AN EXTENUATING CIRCUMSTANCE? 

An extenuating circumstance is a documentable occurrence that prevents the student from completing the required work between the course withdrawal deadline and the end of classes. Typically, extenuating circumstances are medical in nature.

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HOW IS A CONTRACT CREATED?

The process to create and submit a contract is simple. The workflow mirrors the previous paper process. As the primary instructor (or department chair/campus dean), the following must be completed:

  1. Access the Workflow - Access the Incomplete Mark workflow from the Faculty Dashboard/Grading Resources.
  2. Student Information - Search for the student by name, KSU ID number, or KSU user name. The system will search for students enrolled in any sections taught by primary instructor.
  3. Course to Award Administrative Mark for Incomplete For - Select the appropriate course using the Course Search dropdown. If the student is only enrolled in one of the sections taught by the primary instructor, this area will prepopulate.
  4. Contract Information - 
    1. Justification for Assigning Incomplete - This is a free-form textbox. Use this area to provide a description of the extenuating circumstance(s) for which the student requires additional time to complete course requirements.
    2. Requirements the Student Needs to Complete - This is a free-form textbox. Please provide the requirements that the student must complete to finish the course.
    3. Deadline for Completion of Requirements - This date will prepopulate with latest date that is allowable per policy for the native level of the course. Undergraduate courses allow for an additional semester (excluding summer). Graduate courses allow for an additional year. A date may be selected that is earlier than the deadline, but not beyond the maximum window per policy.
    4. Grade to be Assigned if Requirements are not Completed -  This is the default grade. Select the grade that represents what would be assigned if the student does not complete the requirements provided above.
    5. Certification of Student's Current Grade in Course - A student is eligible for an incomplete mark only if they are currently passing the course. The minimum passing grade for an undergraduate course is a "D"; the minimum for a graduate course is a "C". Certify that the student meets this requirement. If the student is not currently passing the course, the workflow should not be submitted. The student should be referred to their advising office.
  5. Documentation to Support the Extenuating Circumstance(s) - If the student has provided documentation of their extenuating circumstance, attach an electronic copy. The student and chair/campus dean may also attach this information.
  6. Submit the Contract - Click the SUBMIT WORKFLOW button.
  7. Notify the Student - The workflow will send an automatic notification to the student once the request has been submitted. However, it is strongly suggested that the instructor remind the student to check their @kent.edu email for system notifications. It is also strongly recommended that the instructor remind the student that they have only a small window of time to respond to the notification.

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HOW DOES A STUDENT ACCEPT/REJECT THE CONTRACT?

Students will receive an email notification when a contract has been submitted. Students will have five (5) days to ACCEPT or REJECT the contract. If that period elapses and no action has been taken, the contract will automatically expire.

The student should go into FlashLine > Student > Resources > Grades and Transcripts > Incomplete Mark. The student must complete the following actions:

  1. Course Information - The student should ensure that the instructor is creating the contract for the correct section. This is important if the student is enrolled in multiple sections with the same instructor.
  2. Contract Information - The student should review the contract information. The contract will contain the justification, the requirements to be completed, the timeline, and the grade to be assigned if the student does not complete the requirements.
  3. Documentation - The student can review any documentation that has been attached by the instructor. In addition, the student may attach additional documentation supporting the extenuating circumstance(s).
  4. Accept or Reject - If the instructor has selected the wrong course, the student does not want to continue with the contract, or the student does not agree with the requirements then the student should REJECT the contract. Otherwise, the student should ACCEPT the contract.

The contract will be routed to the department chair/campus dean for final approval once the contract has been accepted by the student.

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how DOES THE DEPARTMENT CHAIR/CAMPUS DEAN APPROVE/DENY THE CONTRACT?

The department chair/campus dean will receive an email notification when a contract has been accepted by the student. The department chair/campus dean will have five (5) days to APPROVE or DENY the contract. If that period elapses and no action has been taken then the contract will automatically expire.

The department chair/campus dean must go to FlashLine and access the Faculty Dashboard/Grading Resources section. The following actions must be completed:

  1. Course Information - The department chair/campus dean should ensure that the instructor is creating the contract for the correct section and student. This is important if the student is enrolled in multiple sections with the same instructor.
  2. Contract Information - The department chair/campus dean should review the contract information. The contract will contain the justification, the requirements to be completed, the timeline, and the grade to be assigned if the student does not complete the requirements. The department chair/campus dean should ensure that the justification meets the requirements to be considered extenuating circumstance(s). The department chair/campus dean should also ensure that the requirements are reasonable, and do not extend beyond the requirements that other students have been required to complete per the section syllabus.
  3. Documentation - The department chair/campus dean can review any documentation that has been attached by the instructor or student. This information should be reviewed to ensure that the documentation supports the extenuating circumstance(s). The department chair/campus dean may attach additional documentation supporting the extenuating circumstance(s).
  4. Approve or Deny - If the department chair/campus dean finds that the student is not eligible for the incomplete mark, the student has not experienced extenuating circumstance(s) or has not provided documentation, the instructor has selected the wrong course or wrong student, the requirements are unreasonable or extend beyond the requirements that other students must complete then the department chair/campus dean should DENY the contract. Otherwise, the department chair/campus dean should APPROVE the contract.

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WHAT TO DO IF THE REQUEST EXPIRED

The department chair/campus dean should contact the Office of the University Registrar at 330-672-3131. Students should contact the Financial, Billing and Enrollment Center at 330-672-6000. See our contact us page.

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WHAT HAPPENS AFTER STUDENT COMPLETES THE REQUIREMENT? 

The instructor is still responsible for submitting the final grade using the Grade Change Workflow.

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What HAPPENS TO OUTSTANDING INCOMPLETE MARKS?

Outstanding incomplete marks will continue to default during the Registrar's Office end-of-term process.Undergraduate courses will continue to default at the end of the next semester (excluding summer). Graduate courses will default after one year.

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Where can advisors see completed workflows?

Advisors can see completed workflows in Xtender in B-S-ID (Banner Student Common) under the Grade Change document type. 

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QUESTIONS?

The instructor and department chair/campus dean should contact the Office of the University Registrar at 330-672-3131. Students should contact the Financial, Billing and Enrollment Center at 330-672-6000. See our contact us page.

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