Dean's Desktop
Changes to Grading Policies
Sara Rosen
November, 2009
As the fall semester comes to a close, our thoughts wander not only to turkey and pumpkin pie, but also to how to assess student learning and student progress over the course of the semester. I would like to take this opportunity to remind you of recent changes to grading policies, and in particular to the effect on graduate students of the new incomplete policy at KU.
On April 23, 2009 the University Senate voted on, and approved, a new policy on incompletes that has a significant effect on graduate programs. The changes to the use of incompletes were subsequently endorsed by the Provost and the Chancellor and go into effect for courses taken in fall 2009. You can read the policies on grading in the University Senate Rules and Regulations at https://documents.ku.edu/policies/governance/USRR.htm#art2sect2. Article II, Section 2.2.3 on the use of incompletes is repeated in its entirety at the bottom of this document.
In the past, the grade of I given to a graduate student could remain on the transcript if the course was not a required course for the student’s program of study. As of courses taken this semester, the I grade will automatically lapse to F, U, or the grade indicated by the instructor after one calendar year. Further, doctoral students will not be allowed to take oral comprehensive exams or move to doctoral candidacy with a grade of I on the transcript, and I grades will lapse to F, U or the grade indicated by the instructor at the point of graduation. (Recall that students cannot graduate with a GPA below 3.0, so a lapse to a letter grade could affect graduation.) It is important to note that the new incomplete policies will take effect ONLY for courses taken fall 2009 and all terms thereafter; incomplete grades assigned earlier than fall 2009 will not lapse to a letter grade and will not affect comprehensive exams or graduation.
This change to the incomplete policy reflects the expectation that students will complete courses and that the incomplete grade will not be assigned to students who enroll in courses that require projects spanning more than one semester. The prime examples of courses that involve projects that span more than one semester are thesis and dissertation courses. It is important that we avoid using the incomplete grade for projects that we know will not be completed within the confines of a semester. Thesis and dissertation courses should either be graded with the letter grades A, B, C, D, F or they should be graded with the P (Progress) grade.
If you have any questions about this policy or about alternative grading options to the incomplete for multi-semester projects, please don’t hesitate to get in touch with your school’s Graduate Affairs office, or with Amy Price (amyprice@ku.edu) in the Office of Graduate Studies.
Now back to thinking about turkey and pumpkin pie…
University Senate Rules and Regulations Article II, Section 2.2.3
2.2.3 The letters W and I may be given. The letter I shall indicate incomplete work, such as may be completed without re-enrollment in the course. The letter W shall indicate withdrawal for which no credit or grade point is assigned.
2.2.3.1 The letter I should not be used when a definite grade can be assigned for the work done. It shall not be given for the work of a student in any course except to indicate that some part of the work has, for reasons beyond the student’s control, not been done, while the rest has been satisfactorily completed. At the time an I is reported on the electronic roster, the character and amount of work needed, as well as the date required for completion and lapse grade if further work is not completed by this date, should be indicated.
2.2.3.2 A student who has an I posted for a course must make up the work by the date
determined by the instructor, in consultation with the student, which may not exceed one
calendar year, or the last day of the term of graduation, whichever comes first. An I not
removed according to this rule shall automatically convert to a grade of F or U, or the lapse grade assigned by the course instructor, and shall be indicated on the student’s record.
2.2.3.3. Extensions to the time limit may be granted by the dean’s representative upon submission of a petition from the student containing the endorsement of the course instructor who assigned the I grade, or the department chairperson if the instructor is unavailable. After the I grade is converted to a grade of F or U, the grade may only be changed in accordance with USRR Article II, Section 3.
2.2.3.4 No graduate student will be allowed to take oral comprehensive exams if an I grade is currently listed on the student’s transcript.
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