Incomplete Policy
Incompletes may be approved due to extenuating circumstances. Extenuating circumstances for the purpose of granting additional time to complete coursework include:
• death in the family
• serious accident or illness resulting in an inability to attend class or do the required work
• unusual circumstances surrounding the birth of a child
• visa problems for international students
• similarly mitigating circumstances which could not have been prevented or anticipated by the student and were completely beyond their control.
A faculty member may initiate an incomplete in an emergency.
If a student is considering an incomplete, they are strongly encouraged to consult with the Student Affairs Director prior to submitting a Petition for Incomplete. After meeting with the Student Affairs Director, a Petition for Incomplete may be submitted for approval by the faculty member and Academic Programs Director. The student must communicate the extenuating circumstances that warrant an incomplete. Documentation may be required for full approval.
Requirements
• An incomplete is only granted if a student has completed 60% of the coursework and has met attendance requirements.
• If a student has an outstanding incomplete from a previous quarter, they cannot apply for an incomplete in the following quarter. For extenuating circumstances, a Petition for Policy Exception may be submitted.
• If a student is receiving financial aid, they should check with the Financial Aid Administrator to determine how/if receiving an incomplete affects funding.
• If the class a student is receiving an incomplete in is a prerequisite for another class, the student will not be able to register for that class until they have completed the class and received a grade.
• NEI courses and Independent Study courses are not eligible for an incomplete except in acute circumstances. Students may apply for an incomplete for these courses by first submitting a policy exception to the Academic Programs Director. If approved, students may then file a Petition for Incomplete.
Deadlines and Grading
• A Petition for Incomplete must be initiated by the last day of the quarter.
• The deadline for submitting incomplete coursework will be agreed upon by the faculty member in consultation with the student. This deadline cannot exceed the last day of the quarter after the Petition for Incomplete is filed. If coursework is not completed by the agreed upon deadline, the student will be given the grade earned based on the work submitted.
• In some cases, incomplete work may be graded by the Course Leader or Academic Programs Director depending on the availability of the faculty member.
Extensions
• A request to extend the Incomplete beyond the agreed upon deadline may be requested via filling out a new Petition for Incomplete and selecting “extension” on the form.
• If the class the student is receiving an incomplete in is a prerequisite for another class, the student will not be able to register for that class until they have completed the class and received a grade.
Leave of Absence
Students wishing to halt their enrollment for up to 180 days (2 quarters) must apply for a Leave of Absence.
Students considering a leave of absence should:
• Consult with a designated member of the Student Support Team regarding their situation and program planner.
• Consult with the Financial Aid Office regarding financial aid (if they are receiving Title IV funding).
• Complete the Leave of Absence form which can be found in the Student & Career Services group in Populi > Files > Student Forms.
According to the U.S. Department of Education, day 1 of the 180-day clock starts on the first day of the first quarter of the Leave of Absence. If a student does not return by the 180th day (the 3rd quarter after the LOA began), then the U.S. DOE requires colleges to report enrollment status as “Withdrawn”. At the 181-day mark, students are required to start paying back any federal financial aid (Title IV) funds if they are not enrolled at least half-time in a degree program.
If a student wants to return within the 180 - 365-day period (within the 3rd or 4th quarter of the start of their temporary cessation of study), they must do the following:
• Complete the Return from LOA (Leave of Absence) Form indicating their return to the program.
• Consult with a designated member of the Student Support Team regarding their program planner.
• Consult with the Financial Aid Office regarding financial aid (if they are receiving Title IV funding).
• Notify the Registrar's Office of the quarter they intend to return.
• The form will also go to the IT Department for notification to make sure email is still active, student has Populi access, etc.
• The form will also go to the Bursar who will check the student’s account for any outstanding balances.
If a student wants to return after 365 days of the start of their temporary cessation of study, they must go through Admissions and reapply to the program. See Part II: Admissions of the Catalog for more information. Once approved, student submits Return from LOA (Leave of Absence) Form.
For multiple LOAs or temporary cessations of study, students can take up to 2 years or 8 quarters total over the course of the 6-year time frame policy. See Part II: Admissions for more information. Anything beyond this would require approval from the Academic Program Director and Vice President of Academic & Student Affairs. Summers do not count, unless the student is already on an LOA that started before summer.
Financial Aid and Leave of Absence
Schools may not distribute aid while a student is on an approved leave of absence. A student who is approved for a leave of absence after receiving financial aid for the quarter may be required to return a portion of the aid received. See the Return of Title IV Policy.
Class & College Withdrawal
Withdrawal from a Credit Class (student Initiated)
• Withdrawal from a 10-week class must be completed before the end of the ninth week of the quarter.
• Withdrawal from a 7-week class must be completed by the end of the sixth week.
• Withdrawal after these deadlines may result in a grade of ‘F’.
Students may withdraw from a class by following these steps:
• Consult with course instructor.
• Consult with the Student Affairs Director.
• Consult with Financial Aid Administrator (if receiving financial aid).
• Complete a Drop/Withdrawal Form and secure the appropriate signatures.
Withdrawal from a Non-Credit Class (student initiated)
Students and community members who register for an NEI class and who do not attend or who begin the course but do not complete it will receive an automatic Administrative Withdrawal (AW) and not a failing grade (F).
Community members who register for an NEI class for Continuing Education Units (CEs), but who do not attend all of the hours to complete the class will not be awarded CEs for any hours they attended.
Community members who register for an NEI class towards a Certificate Program, but who do not attend all of the hours to complete the class will not be awarded course credit toward that Certificate Program.
Administrative Withdrawal from a Class (college initiated)
The administration may withdraw a student from a class who has registered for but not attended a class or classes.
College Withdrawal (Student Initiated)
Withdrawal from the College means that you do not plan to return for at least one year. Withdrawal from the College may be requested by the student due to health, medical, family, or personal issues.
Any student considering withdrawal should:
• Consult with the Associate Program Director and/or the Program Director regarding your situation.
• Consult with the Financial Aid Administrator regarding the effect of withdrawal on financial aid (if you are receiving it).
• Consult with the Bursar to review your student account.
If the student chooses to go forward with the withdrawal, they must complete and submit the College Withdrawal form. (See Student and Career Services Group in Populi for electronic version of all forms.)
College Withdrawal (College Initiated)
The administration may withdraw a student from the College who has not registered for nor attended any classes toward the completion of their graduate degree (as determined by their program planner) for two consecutive quarters (six months). If the student wishes to re-enroll in the MA program, they need to contact Enrollment Services to re-apply. See Re-Admission policy below.