Policy on Incomplete Grades

I. PURPOSE

 The purpose of this policy is to clarify the basis for assignment of an Incomplete (“INC”) grade and provide clarification on notification of same to students.

II. POLICY

It is the policy of New York Medical College (“NYMC”) to permit students, who are otherwise in good standing, to complete coursework beyond the end of an academic term and receive an INC grade on their transcript. An INC grade is appropriate for courses that are structured to be completed within one term and may be of any schedule type format (lecture, lab, clinical, etc.).

A student who has completed a substantial portion of the course requirements (two-thirds of the term or more for GRADS) and is unable to complete a course for reasons of health, change in job location, family emergency, or other exceptional non-academic circumstances may submit a written request to the course instructor requesting an INC grade.

An INC grade is temporary, serving as a placeholder on student transcripts due to exigent circumstances. Courses within GRADS have a Time Limit of one (1) term to complete all coursework. Courses within SOM have a Time Limit of two (2) terms to complete all coursework. If the student does not complete the course before the Time Limit, the INC grade will automatically convert to a Failure (“F”).

III. SCOPE

This policy applies to students enrolled in any course at NYMC.

 IV. DEFINITIONS

• 1. GRADS refers to the Graduate School of Biomedical Sciences and School of Health Sciences & Practice
  2. SOM refers to the School of Medicine
  3. Time Limit refers to the length of time allotted to complete course requirements after the end of the term in which the student registered for a course and was issued an INC grade.

V. PROCEDURE

1. To request an INC grade, a student who has completed a substantial portion of the course requirements may submit a written request to the course instructor. If approved, the course instructor will assign an INC grade as a placeholder, which will appear on the student’s transcript.
2. When the student has completed all course requirements for an INC course, the course instructor must submit a Grade Change form to the Registrar’s Office within five (5) days of the term end date.
3. Registrar will process the grade change by replacing the INC grade with the new grade in the student information system, allowing only the new grade to show on the student’s transcript.
4. The student may request from the course instructor an extension of the course Time Limit, not to exceed one (1) additional term. Course instructors approving extensions must submit an Extension of Incomplete (INC) or In Progress (IP) form to the Registrar’s Office prior to the grade changing automatically to F.
5. It is the responsibility of the student to be aware of the deadlines and use the TouroOne portal tools to review temporary and final course grades assigned to courses. It is the responsibility of the student to ensure that approval of any extensions of the course Time Limit is on file with the Registrar’s office.
6. Any extension of the course Time Limit in excess of one (1) additional term must be approved in writing by the Department Chair, Vice Dean or Senior Associate Dean and forwarded to the Registrar’s office.
7. Once the Time Limit for an INC grade has expired, absent prior approved extensions on file with the Registrar’s Office, an INC grade will automatically change to an F.
8. Once an INC grade has changed to F, it is a failed course. The grade cannot be amended. To earn credit for a failed course a student must repeat the course in its entirety and receive a passing grade.

VI.  EFFECTIVE DATE

This policy shall be effective immediately.

VII. POLICY MANAGEMENT

Executive Stakeholders: Vice Dean, School of Health Sciences and Practice
Dean, Graduate School of Biomedical Sciences
Dean, School of Medicine
Oversight Office: Registrar