Incomplete Requests Guide - Faculty
Table of Contents
Overview of the Process. 2
Detailed information about the form.. 2
Screen captures of the instructor page. 4
Key Takeaways. 5
Incomplete scenario guidance. 5
Overview of the Process
1. Student completes the online form behind their login.
· An email with a link to the request is sent to the instructor via email.
2. Instructor approves or denies.
· If approved, the instructor will note on the form the following information:
i. the student work due date (up to 15 weeks)
ii. a default grade if no additional work is completed, and the outstanding assignments
An email will automatically inform the student and mentor/advisor of the decision and the details. The incomplete will also automatically be entered into Banner Admin. Instructors will no longer be able to enter incompletes through Submit Grades (SSB).
· If denied, the instructor does not need to complete any of the fields. They will need to click “deny” and an email will automatically inform the student and mentor of the decision. The instructor will need to submit the grade through Submit Grades (SSB).
Important Note
Instructors will have access to view their approvals and denials by going to their MySUNYEmpire, SSB icon, click on the Faculty Services block, then click on the Incomplete Grade Requests block.
Once a student submits their request through the online form, the instructor will receive an email notification with a link to their personal incomplete grade review page (login required):
The contents of the page include:
1. An introduction stating, “To align with SUNY Empire's grading policy (rev: fall 2022), this is the online form in which instructors approve or deny incomplete requests from students in their courses. Per policy, students need to complete at least 50% of the work to receive the extension.
When approving a request, you must complete all required fields. This includes the grade that will be given if the remaining work is not completed (default grade), a date in which the work is due from the student, and details of what coursework is outstanding. If the incomplete request is denied, no fields require completion. Students are notified of the decision.
Click on the student's request to get started. If you have questions, please visit our KB article or reach out to the registrarsoffice@sunyempire.edu”
2. Filter by student drop-down field. This is where an instructor can select a student and course from the Current Requests queue.
3. Current Requests list. Once you click on a student in that list, the details of the student’s request will appear, and a form to complete will display. If the instructor plans to deny the request, none of the fields need to be populated, they will need to click the deny button. If the instructor approves, they must complete the following fields in the form:
a. Default Grade: The default grade is the outcome the student will earn if the student does not complete the outstanding assignments by the work due date provided by the instructor. The outcomes available for selection are determined by the student's grade mode in the course.
b. Work Due Date: The work due date is the student's deadline to submit work to the instructor for grading. This date is established by the instructor and must be within the 15-week incomplete period following the end date of the course. Note: The work due date and incomplete expire date default to the full 15-week period for student work and 7-days for instructor grading. If the work due date is adjusted, the incomplete expire date will automatically update to 7 days after the work due date.
c. Work to Completed: This is where the details of the outstanding work requirements will need to be listed.
*Note* The Expire Date field does not need to be populated. The incomplete expire date is the date on which the grade will automatically convert to the default grade selected by instructor. If an instructor submits a grade change through Submit Grade Changes (SSB) prior to this date, this auto-step will be skipped.
4. The instructor will then need to click approve button, which will trigger an email confirmation to the student, mentor/advisor, and Registrar’s Office
The page also includes a list of all completed requests that the instructor has approved or denied. This availability allows an instructor to have access to the details of each student’s request without needing to dig through email. Once approved or denied, instructors are unable to adjust any of the fields within the request. If an adjustment needs to be made, please review the incomplete scenario guide for instructions on how to proceed with a change or update to a request.
Instructor Page
Once you selected a student in the current requests list, the form to populate will appear:
Key Takeaways
1. Per policy, it is a requirement that the student must initiate the request through this online form.
2. The incomplete outcome will no longer be an option through submit grades (SSB).
3. If the incomplete is approved, the outcome of incomplete will automatically be placed on the student’s Banner Admin record. If the incomplete is denied, the instructor will need to enter through submit grades (SSB).
4. Instructors will not be able to enter a grade if they have a request pending in their queue. They must resolve by approving or denying.
5. Email communication is triggered when a student submits a request, when a student’s request is approved or denied, or if there is an adjustment to a request.
6. If an adjustment needs to be made to one of the requests, please review our incomplete scenario guide for the next steps.
7.Instructors have access to view their approvals and denials by going to their MySUNYEmpire, SSB icon, click on the Faculty Services block, then click on the Incomplete Grade Requests block.
Instructors will be able to see details of what they relayed to their students (work due date, default grade, outstanding assignments).
Scenario 1 - Normal
1. Student requests an incomplete prior to the end of term or before the grading due date, and an email is automatically sent to the instructor.
2. Instructor completes the form and approves. In this scenario they give the student, 3 additional weeks to submit their work.
3. The system records an IN on the student’s record.
4. An email is automatically sent to student, mentor, and Registrar’s Office with approval, default grade, due date, and a list of outstanding work.
5. Student completes work within the 3 weeks; the instructor updates grade on time through Submit Grade Changes (SSB) before the incomplete flips to the default grade as provided by the instructor.
*Note* Per policy, instructors have 7 days from the student’s work due date to submit the grade through Submit Grade Changes (SSB). If the grade is not submitted, the incomplete flips to the default grade provided by the instructor when the incomplete was approved.
Scenario 2 – The student’s incomplete request was approved, but they need additional time. For example, the student needs additional time beyond the 3 weeks the instructor granted, but less than the 15-week max.
1. Student connects with instructor to request additional time.
2. If approved, instructor emails registrarsoffice@sunyempire.edu and provides revised due date.
3. Registrar’s Office enters the revised date.
4. Two emails are automatically sent:
· Email to the instructor with the revised student work deadline and updated instructor grade deadline.
· Email to the student and mentor/advisor with the revised student work deadline
Scenario 3 – The student didn’t submit the form on time, and the instructor entered a grade. The student inquires with instructor about getting an incomplete, and the instructor wishes to grant it.
1. Student connects with instructor to request additional time.
2. If approved, instructor submits a grade change request through Submit Grade Changes (SSB).
3. After the dean approves the grade change through the grade change workflow, the Registrar’s Office will approve and process the request.
4. Registrar’s Office removes the grade from system.
5. An automatic notification email will be sent to inform the student that they must complete the form within 7 days. The instructor and mentor/advisor are copied.
6. Student completes the request form, and an automatic notification email is sent to the instructor.
7. Instructor completes the form and approves.
8. The system records an IN on the student’s record.
9. An automatic notification email is sent to student, mentor, and Registrar’s Office with approval, default grade, due date, and list of outstanding work.
Scenario 4 – The student's incomplete request is denied, but the instructor reconsiders and grants an incomplete. In this scenario, there is no grade/outcome in place.
1. Student connects with instructor to reconsider decision.
2. Instructor allows and emails registrarsoffice@sunyempire.edu stating they will allow the incomplete.
3. Registrar’s Office revises the request status from Denied to Review.
4. Two emails are automatically sent:
· Email to the instructor stating action is required. They must complete the form details.
· Email to the student notifying them that their request has been re-opened. (No action required).
5. Instructor completes the form and approves.
6. The system records an IN on the student’s record.
7. An email is sent to student, mentor, and Registrar’s Office with approval, default grade, due date, and list of outstanding work.
Scenario 5 –The student's incomplete request is denied, but the instructor reconsiders and grants an incomplete. In this scenario, there is a grade/outcome in place.
1. Student connects with the instructor to reconsider decision.
2. If approved, the instructor submits a grade change request through Submit Grade Changes (SSB).
3. After the dean approves grade change through the workflow, the Registrar’s Office will approve and process the request.
4. Registrar’s Office removes the IN from system.
5. Based on grade-change, the Registrar’s Office revises the request status from Denied to Review.
6. Two emails are automatically sent:
· Email to the instructor stating action is required. They must complete the form details.
· Email to the student notifying them that their request has been re-opened. (No action required).
7. Instructor completes form and approves.
8. The system records an IN on the student’s record.
9. An email is automatically sent to the student, mentor, and Registrar’s Office with approval and a list of outstanding work.
Scenario 6 – The student’s incomplete request was approved, but they need additional time beyond the 15-week maximum (policy), grade has flipped to the default grade.
1. Student connects with the instructor to request additional time.
2. If approved, instructor discusses with their dean, and submits a grade change request through Submit Grade Changes (SSB).
3. Instructor emails registrarsoffice@sunyempire.edu and provides the revised work due date beyond the 15-week allowance.
4. After the dean approves the grade change request through the workflow, the Registrar’s Office will approve and process the grade change.
5. Registrar’s Office updates the student work due date according to the email provided by the instructor.
6. Two emails are automatically sent:
· Email is sent to the instructor with new student deadline and instructor grade deadline.
· Email is sent to the student with new student deadline.
Scenario 7 – The student’s incomplete request was approved but they need additional time beyond the 15-week maximum, grade has not flipped to the default grade.
1. Student connects with the instructor to request additional time.
2. If approved, instructor discusses with their dean.
3. Instructor sends dean approval email to registrarsoffice@sunyempire.edu and provides revised work due date beyond the 15-week allowance.
4. Registrar’s Office enters the revised date.
5. Two emails are sent:
· Email is sent to the instructor with new student deadline and instructor grade deadline.
· Email is sent to the student and mentor/advisor with new student deadline.