Incomplete (INC) Grade Process

The first step in the incomplete (INC) process is to request an INC grade from your course instructor. To do this you will need to:

• Submit your documentation for your missed assessment(s) in the Absence Database.
• Contact your course instructor within 48 hours of the missed assessment(s) to let them know that you have submitted documentation and are requesting an INC grade.
  • Students are not normally expected to clear INC grades during work terms. If you are scheduled to be on co-op in your next term include this information for your instructor so that they can set the INC completion deadline appropriately.

Your instructor will decide whether an INC grade is applicable. Documentation along with all other information available will be considered when determining whether an INC grade is warranted.

If your instructor grants you an INC grade:

• The course instructor will submit an INC grade form to the Registrar's Office which will outline the course component(s) that you must complete and the deadline to complete them. You will receive an email copy of this form that you should retain for your own reference. 
• Students are expected to clear INC grades in their next study term when the course is offered.
• The maximum time allowed to clear an INC grade is one year from the term in which the course was originally taken. However, your instructor can set an earlier deadline which must be adhered to. 
• If you do not clear an INC grade by the set deadline then the INC will lapse to the earned grade. In most cases it would not be possible for students to pass a course if they have not successfully cleared their INC grade. 

In the first month of term the Math Undergraduate Office will email all eligible students carrying an INC grade in a Math Faculty course. The email will include:

• The course that you have an INC grade in and the deadline by which you are required to clear it.
• If the INC completion deadline has been set for a future term then the email will ask you to reply and indicate whether you intend to clear your INC grade in the current term or in a future term.
• If you are registered to write your final exams with AccessAbility Services the email will ask you to reply with this information. 

Emails will only be sent to students carrying an INC grade in a Math Faculty course if the course is being offered that term. 

Carefully review the email because additional steps may be required. 

If you were expecting to receive an email and have not by the end of the first month of term please reach out to the Math Undergraduate Office for assistance. 

Once you have confirmed that you will be clearing your INC grade:

• The Math Undergraduate Office will grant you LEARN access to enable you to follow along with the course. This access will be set up as quickly as possible. 
• You will be added to Odyssey for the final exam if applicable.
• Your information will be provided to the current term instructor so that they are aware that you are clearing an INC grade with them.
• Current term instructors should add you to any additional platforms being used in the course.

Carefully review the course outline to ensure that you are aware of the deadlines for the course component(s) you are required to complete. If you are not sure about what you are required to complete refer back to the email you received when the INC grade was granted or reach out to your original instructor directly. 

Once you have completed all of the necessary components to clear your INC grade:

• The current term instructor will grade any assessments and send the results to your original instructor.
• Your original instructor will calculate your final grade and submit a grade revision to the Registrar's Office. 
• The Registrar's Office will update your final grade, recalculate your averages and reassess your academic standings as appropriate. 

Updating an INC grade to a numeric grade can take longer to process due to the extra steps involved. 

As a student, you may encounter situations such as significant illnesses, ongoing medical conditions, or other circumstances that prevent you from meeting academic obligations including clearing an INC grade as scheduled. When this occurs:

• Submit documentation within 48 hours of the missed component(s). 
• In your submission, be sure to note that you were supposed to clear an INC grade and specify the course in the section pictured below:

• Contact the Math Undergraduate Office to notify them.
• Your situation will be assessed and next steps will be communicated to you as soon as possible. 

For any situations not detailed above you can reach out to the Math Undergraduate Office as soon as possible and they can assist you.