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11/23/2009 Fall Term

Letter Grades (A through F)

• Changing letter grades of "A" through "F" to a "Passing" grade is not permissible at any time.
• All other grade change requests (e.g., "B" to "A") are acceptable within one year only. Change requests beyond one year can only be changed as a result of clerical error, and must be accompanied by a written explanation/justification from the course instructor.

Incomplete Grades (I)

The grade of "Incomplete" (denoted by an "I" on the transcript) is reserved for instances in which it is expected that a course's work will be completed in one semester, but for reasons beyond the student's control, the work cannot be completed within that timeframe. Under these circumstances, the student may be assigned a grade of "Incomplete" until a final grade is submitted (or until the "Incomplete" grade becomes permanent).

• Dropping an "Incomplete" grade from the transcript is not permissible at any time.
• Changing an "Incomplete" grade to a final grade ("A" through "F", "Pass") may be done by the instructor within one year without Dean's Office approval.
• After one year, the student must submit an Incomplete Grade Extension Request Form to the cognizant dean (the KSAS Dean for Research and Graduate Education or the WSE Associate Dean for Education) for that grade to be eligible to be changed at a later date. The form may be submitted no later than the last day of the second semester following the one during which the student initially enrolled in the course.
• If the "Incomplete" grade remains after one year and the student does not submit an Incomplete Grade Extension Request Form, the "Incomplete" grade becomes permanent and cannot be changed.
• If the student successfully submits an Incomplete Grade Extension Request Form but then fails to finish the course before the stated extension deadline, the "Incomplete" grade becomes permanent and cannot be changed.
• Under special circumstances, students may submit multiple Incomplete Grade Extension Request Forms for the same course.

In-Progress Grades (IP)

The "In-Progress" grade (denoted by an "IP" on the transcript) is reserved for classes in which it is expected that the assigned work will require more that one semester to be completed, but the class itself will meet for only one semester. (These are usually graduate seminar courses for which the final product is amajor paper.)Students work independently to complete course requirements, at which point, a final grade is assigned.

• Dropping an "In-Progress" grade is permissible only with the approval of the instructor and the Dean's Office.
• Changing an "In-Progress" grade to a final grade ("A" through "F", "Pass") is acceptable at any time before the student's departure with the instructor's approval.

Missing Grades (MR, X)

All instructors have a certain amount of time following the end of the finals period to assign a final grade for all students. A "Missing" grade (denoted by an "MR" or an "X" on the transcript) appears if the instructor has not submitted a grade within that timeframe.

• An instructormay submit a Grade Change Form directly to the Office of the Registrar to change a "Missing" grade to a final grade.
• Dropping a "Missing" grade from the transcript is not permissible.
• Changing a "Missing" grade to an "Audit" is not permissible at any time.

Audit (AU)

When a grad student enrolls in a course with "audit" status, s/he must reach an understanding with the instructor as to what is required to earn the "audit". If the student does not meet those expectations (e.g., fails to attend class), the instructor must notify the Registrar's Office in order for the student to be retroactively dropped from the course. The course will not appear on the student's transcript.

• Changing a course registration from "Audit" [student receives no letter grade] to "Credit" [student receives letter grade], or from "Credit" to "Audit" is permissible during the Office of the Registrar's official add/drop dates. Registration changes beyond this deadline are not permissible.
• Changing a final grade ("A" through "F", "Pass"), "Incomplete" grade, "In-Progress" grade or "Missing" grade to "Audit" is not permissible at any time.

NOTE: No changes can be made to a student's transcript after he/she graduates or withdraws from an academic program. What appears on the transcript at that time will become the student's permanent record.