Saturday, March 2, 2019

Re: Posting degrees and Incomplete Grades

MSUB concurs with Carroll and appreciates the added NSC rationale. 

Cheri

On Mar 1, 2019, at 4:11 PM, Hall, Cassie <chall@CARROLL.EDU> wrote:

Hi Charity,

We're similar here at Carroll. We don't have an official "award or deny" date, but if the student gets the incomplete done before the start of the following semester (or within a couple weeks of it), then I would backdate the degree date to the same semester of the incomplete (e.g. course grade and degree date both posted Fall 2018). If they don't finish the incomplete until closer to midterm or later, then I would update the grade of incomplete for the appropriate semester but then wait to post the degree until the end of the following semester (e.g. course grade posted Fall 2018 but degree posted Spring 2019). 

We honestly don't have a great way of notating this in our system, and since the original incomplete grade doesn't stay on our transcripts, looking back in ten years we might be scratching our heads as to why the degree was posted a semester later than the coursework ended. So I probably need to work on that piece of the process! But in terms of "best practices" and also NSC reporting, this seems like the way to go based on the reading and outreach I've done previously on this issue.

In terms of NSC reporting, in the latter case the student will have already been reported with a "W" status at the end of the term they stopped attending (e.g. Fall 2018), and then we will update that to a "G" status at the end of the following term when we're sending in our degree and graduates files (e.g. Spring 2019). For a while we had been posting the degree based off the term in which the incomplete was issued and no matter when the work was finished, but we kept running into internal audit issues with our NSC reporting in the sense of "Why hadn't we reported this student as graduated within 60 days of their degree?" when really we hadn't posted the degree until well after that 60-day period. So that's when we started saying that after a 45-60 day window (e.g. mid-December until the end of January) we would no longer backdate the degree to the original semester but would instead hold off posting it until the following semester.

I hope that all makes sense. :)

Happy snowy Friday,
Cassie

--
Cassie E. Hall
Registrar
Carroll College

1601 N. Benton Ave.
Helena, MT 59625
406-447-4572 (direct) / 406-447-5435 (office)

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On Fri, Mar 1, 2019 at 3:08 PM Campeau, Tony <tcampeau@montana.edu> wrote:
We would make them register "in-absentia" for spring semester if they completed after we had awarded all other degrees.  If they get it in before the "award or deny" date we would post it to fall.  

Our award or deny is generally 7 weeks after end of previous term.

Sent from my iPhone

On Mar 1, 2019, at 2:45 PM, Charity Walters <Charity.Walters@umwestern.edu> wrote:

Do you post their graduation for the term they completed the incomplete or the term in which they completed the work for the incomplete?

 

Charity Walters| Registrar and Director of Institutional Research | The University of Montana Western | 710 South Atlantic Street | Dillon, Montana 59725 |
Phone 406.683.7471

"Start by doing what is necessary; then do what's possible; and suddenly you are doing the impossible." St. Francis of Assisi

 

From: MACRAO Listserv <MACRAO@LISTSERV.GFCMSU.EDU> On Behalf Of Campeau, Tony
Sent: Friday, March 01, 2019 2:41 PM
To: MACRAO@LISTSERV.GFCMSU.EDU
Subject: Re: Posting degrees and Incomplete Grades

 

We update the "I" to the letter grade for the term in which they were enrolled (even if they completed it later), kind of like any other grade change.


T

 

Tony Campeau

Registrar

Montana State University

406.994.2604

 

RESPECT … INTEGRITY … STUDENT SUCCESS … EXCELLENCE

 

From: MACRAO Listserv <MACRAO@LISTSERV.GFCMSU.EDU> On Behalf Of Charity Walters
Sent: Friday, March 01, 2019 1:42 PM
To: MACRAO@LISTSERV.GFCMSU.EDU
Subject: Posting degrees and Incomplete Grades

 

Question for the group regarding how you post degrees and a student's incomplete grade is update.  Here's an example scenario: . In the Fall 2018 semester a student completed all their requirements except an internship which received a grade of incomplete, they have now completed the incomplete as of the middle point of the Spring 2019 but are not registered for any courses in the Spring 2019 semester.

 

  1. Do you post for the Spring 2019 semester since that is when the work was completed or the Fall 2018 semester since that was when the student was registered for their last courses?
  2. If you post in the Spring 2019 semester, do you have a note or registration that is set up in the Spring 2019 semester that notes that they were finishing graduation requirements in the Spring 2019?

 

I hope that makes sense.  We are getting ready to hire/train a new graduation coordinator and I want to make sure that we are doing this process similar to most of the other Montana colleges and universities.

 

Have a great Friday!

 

Charity Walters| Registrar and Director of Institutional Research | The University of Montana Western | 710 South Atlantic Street | Dillon, Montana 59725 |
Phone 406.683.7471

"Start by doing what is necessary; then do what's possible; and suddenly you are doing the impossible." St. Francis of Assisi

 

 

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