Incomplete “INC” Grading

MEMORANDUM:

We note a continuing misunderstanding of our policy on INC grade resulting in the erroneous grading by certain faculty members of their students. This misapplication and misinterpretation have caused some faculty members and their students to file complaints against each other about the matter.

More importantly, we have decided that all INC grades obtained by students, when not completed within the prescribed period, will be automatically converted to 1.0 or FAIL in their transcript of records.

Thus, it is compelling that all faculty members and students alike are guided on the correct interpretation and implementation of the policy on INC grades to avoid questions and complaints.
Our current policy on INC grade is provided in our Student Guidebook, Part XI, Grading System, Retention Policies, and Awards, particularly Letter E, pages104-105. Under this policy, the following points are important to note:

POLICY
“A grade of INC is a temporary grade given to the student who (a) fails to take the final examinations on the scheduled date, or (b) fails to submit a major term paper on the scheduled submission date. A major term paper is defined as one that constitutes at least 25% of the final grade for the course and is required in place of the examination.”

“It is not given to a student for his failure to comply with other routine course requirements such as reports, midterm examinations, quizzes, and so forth.”

“The student who receives an INC grade is given 3 weeks from the end of the trimester/term to take the final examination or to submit the major term paper in lieu of examination. Failure to take the final examination or to submit the paper within this deadline means that the student must fail in the subject.”


APPLICATIONS

1. Based on these provisions, the faculty member is mandated to give a commensurate grade including a failing mark to a student who does not comply with routine requirements such as reports, midterm examinations, quizzes, and so forth and not an INC grade.
2. If the student fails to take the final examination or to submit a major paper in lieu of the finals within 3 weeks at the end of the trimester/term, the faculty member is mandated to give the student a 1.0 or failing mark. It is incumbent upon the faculty member to strongly advise their students regarding this policy. Thus technically, all grades submitted by the faculty member beyond this timeline are final grades, no more INC grades.
3. With respect to the grading of Strategic Management, when the student fails to submit his paper within the last set deadline for submission, then the grade to be given must be 1.0 or failing mark.

PROCEDURES FOR SPECIAL EXAMINATIONS
The policy also covers the procedure for the completion of INC grades when the student failed to take the final examination on the scheduled date or to submit the major paper. The student must write to the Registrar to take the special examination within 3 weeks at the end of the trimester/term and must pay a special examination fee. By extension, this also applies to the submission of the paper in lieu of examination.

In case of prolonged absence due to illness, hospitalization, prolonged out-of-town trips, and other extreme cases, a student may be allowed to take the special examination or to submit the paper beyond 3 weeks provided that he must notify the Registrar in writing why it was to be so.

INAPPLICABILITY OF ABSENCE RULE TO INC GRADING POLICY
The are also certain faculty members who give INC grades to certain students who exceed the 3-absence rule for the Middle Manager and Standard Programs and the 1-absence rule for the Regis Program. The rule on INC policy does not absolutely apply to this case or similar ones.

The correct application is that the faculty member either asks the student to perform remedial work if the situation calls for it or instead asks the student to withdraw from the course.

Where remedial work is required, the student must be graded correspondingly. If the student is asked to withdraw but does not, he must be given a 1.0 or failing mark, not INC mark. Where the student is asked to withdraw, it is best for the faculty member to first obtain a clearance from the Registrar.

I hope that with this clarification, you will be able to give the correct grades to your students and give them what is due them according to our policy.

If you have any questions, feel free to see me.

CESAR A. MANSIBANG, Ph.D., CPA

NOTED:

ALBERT L. BUENVIAJE, MBA
Dean