Learn about SWOSU's Incomplete Policy

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Grade Change Policy
Approved by the Faculty Senate February 22, 2013


1. Students requesting a grade change must submit the request in writing to the instructor of record. The student must state the specific reason(s) for the grade change request. For each course, the number of grade change requests shall be limited to one (1). A grade change request shall not be granted after the student graduates from the university. If the instructor of record approves the grade change, the instructor shall submit the grade change to the Office of the Registrar. If a student requests a change of a grade to a Withdrawal (W), the student must complete the Application for Academic Appeal: Request to Change a Grade to a Withdrawal (W) Grade form and submit the form to the instructor of record. If the instructor of record approves the request to change the grade to a Withdrawal (W), the instructor shall sign the form and forward the request to the Office of the Provost for review by the Academic Appeals Committee to determine compliance with regulations applicable to the particular student (e.g., financial aid, veteran status, or international student status). The Academic Appeals Committee review does not apply, with the exception of changing a grade to a Withdrawal (W) or in the event of a student filing an academic appeal for reasons authorized by the Academic Appeals Procedure, if the instructor of record initiates a grade change. If the original instructor of record is no longer available, then the student shall submit the grade change request to the chair of the department. Timelines regarding Academic Appeals Committee notification of instructor and student are as described in the Academic Appeals Procedure.


2. The Registrar shall serve as an ex officio member of the Academic Appeals Committee in order to provide guidance in respect to the impact of grade changes on regulatory compliance by the university.


3. In order to change an Incomplete (I) to a grade, the student must complete any remaining course requirements by the end of the next regular semester (in which the course is offered) after the semester in which the Incomplete was assigned, unless extenuating circumstances prevent the student from completing the course requirements within this time period. In the case of an Incomplete (I) assigned to a student in a research or independent study course, in which consecutive semesters of enrollment in such a course with the same instructor may be required to complete a project, the student must complete any remaining course requirements by the end of the next regular semester after the semester in which the instructor of record deems that the project