Request for an Incomplete

If an extenuating circumstance in the final weeks of the semester is hindering your progress, please review the eligibility criteria for an extension. Eligible students who need more time can submit a petition to the Registrar. The requests must be submitted before the semester ends. There is quite a bit of documentation that you must assemble so we recommend starting the process as early as module 13 if possible.

Policies for Fall 2024 can be downloaded at Student and Academic Policies Fall 2024

Submit an Incomplete Extension Request HERE!

You must use your Academy-issued @art.edu email, e.g. “JDoe@art.edu”, when submitting your request or emailing supporting documentation. Failure to do so will result in a delay of your Incomplete Extension Request. Please fill in all required fields in the form and click the blue “Click to Sign” button at the bottom. (Note: you can leave the 4-digit class code blank if you do not know it)

All supporting documentation related to your Incomplete Extension request must be emailed directly to Extensions@academyart.edu. Be sure to include your Student ID and Name in your email.

Eligibility Criteria

Students must be receiving passing progress grades.
Students must have submitted work throughout the semester.

Attention Students!

Please note that part-time faculty do not have access to their academy email after the semester ends. Please email the department for communication between semesters at architecture@academyart.edu. ONLINE students must email the department after uploading work to Brightspace. Otherwise, we have no way of knowing whether work was posted.

The purpose of an incomplete is to allow students with extenuating circumstances additional time to complete their final exam/project only. If a student is missing multiple weeks or modules of work, they do not qualify for an incomplete. For students with special cases, they should follow the Grievance Procedure.

Students can work with their advisors to submit a Request for Incomplete before the semester ends. Requests, supported by instructor and department director, are subject to final approval by the Registrar.

Here is the Registrar’s policy on Requesting a Grade of Incomplete:

A student who is unable to finish the final assignment for a course due to extenuating circumstances may petition for a grade of “I” (Incomplete). A grade of Incomplete is an option only if the student has made satisfactory progress in the course and all other work is up-to-date with only the final project to be completed. Students will be required to demonstrate that they are unable to complete the final assignment due to circumstances beyond the student’s control.

Deadline: Before the last day of the semester. Requests made after the semester has ended will not be considered, nor will grades of incomplete be granted retroactively.

NOTE: Authorization for a grade of Incomplete is not guaranteed and approval will depend on the circumstances leading to the request. (final approval is by the Registrar)

NOTE: A student who has a grade of Incomplete in a course that is a prerequisite for a subsequent course may not enroll in the subsequent course until the grade of Incomplete is removed, or the Department Director grants permission for enrollment.

NOTE: Incompletes only offer an extension to complete final work. Incompletes do not guarantee access to Academy of Art University facilities or equipment to complete final projects. Students will not receive additional instruction.

FINANCIAL AID NOTE: Courses with a grade of Incomplete are considered “in-progress” and will be factored into the GPA and completion rate when the permanent grade is assigned.

Online Sections

Students submit the petition form and documentation of circumstances beyond the student’s control that is hindering completion of work in the final weeks.
Instructors provide a list of missing work for the petition form. Instructors confirm that all other work is up-to-date with only the final project to be completed.
Department Director reviews the petition form.
Office of the Registrar reviews and either approves or denies the petition.
If approved, ONLINE students submit work in Brightspace before Wednesday before the following semester. For Fall 2024 petitions, the due date is 1/22/2025 Wed. Please email architecture@academyart.edu after uploading work.
Instructors review submitted work and determine whether a grade change is warranted.
Department Director reviews the Request for Final Grade Change form.
Request for Final Grade Change form is submitted by the Online Education Department to the Office of the Registrar for processing.

Onsite Sections

Students submit the petition form and documentation of circumstances beyond the student’s control that is hindering completion of work in the final weeks.
Instructors provide a list of missing work for the petition form. Instructors confirm that all other work is up-to-date with only the final project to be completed.
Department Director reviews the petition form.
Office of the Registrar reviews and either approves or denies the petition.
If approved, students submit work before Wednesday before the following semester. For Fall 2024 petitions, the due date is 1/22/2025 Wed. ONSITE students must make arrangements directly with the instructor for submission of work. Please note part time faculty do not have access to their academy email accounts between semesters.
Instructors review submitted work and determine whether a grade change is warranted.
Department Director reviews the Request for Final Grade Change form.
Submit Request for Final Grade Change form to the Office of the Registrar for processing.

Grading Instructions for Faculty

Faculty, please enter a final course grade based only on work received before the grading due date – even if this results in a failing grade. The final course grade will be masked with an “I” (Incomplete) during the extension period. The “I” grade will be replaced with a letter grade when additional work is reviewed and grade change form is submitted. If students do not submit additional work during the extension period, the “I” grade will revert to the letter grade entered for the final course grade.