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Record Adjustments and Incomplete Grades

Overview

The College provides the following record adjustment and incomplete grade options:

  • Incomplete grades (for students who have achieved significant progress, as determined by their instructors, toward completion of course), which require approval of and coordination with instructor of the course.
  • Petitions for Record Adjustment

Guidance for Students Considering the Incomplete, Drop with Refund, or Late Withdrawal Options

Students are encouraged to carefully review the considerations listed below before deciding which option works best for them.

Option May Be a Good Option If鈥� May Not Be a Good Option If... Transcript and Academic Considerations
Incomplete
  • You have achieved significant progress toward completion of course requirements.
  • You will be able to complete the course requirements by the end of the next major semester (fall/spring).
  • You want the final grade of the course to be included in your GPA calculation.
  • You have special circumstances that may prevent you from completing the course by the end of the next major semester (fall/spring).
  • The incomplete (I) grade can only be assigned by the course instructor.
  • The incomplete (I) grade automatically reverts to a failing (F) grade if the work is not completed by the end of the next major semester (fall/spring).
Late Withdrawal
  • You missed the withdrawal deadline.
  • You need more time to decide whether you want to withdraw from the course.
  • This is your third or fourth attempt at the course.
  • You plan to transfer.
  • You plan to petition to adjust record (Drop with Refund).
  • A withdrawal grade (W) will appear on your transcript and count as an attempt for the course.
  • At some institutions, W鈥檚 may have an adverse impact on transfer eligibility.
  • Withdrawals can affect future financial aid eligibility. See financial aid considerations below.
Drop with Refund
  • This is your third or fourth attempt at the course.
  • If you plan to transfer.
  • You need a certain number of courses to maintain a certain enrollment status (full-time/part-time) for financial aid.
  • You need a certain number of courses to maintain VA benefit/eligibility.
  • The course will no longer appear on your transcript.
  • Payment will be refunded to the original payment source.
  • Dropping with Refund can affect future financial aid eligibility . See financial aid considerations below.

Financial Aid Considerations

Dropping or withdrawing from courses can affect your federal financial aid and Bright Futures Scholarship eligibility. Please review the following:

Courses in Your Program of Study

  • If you withdraw from a course that is part of your degree program (as shown on your degree audit), the 鈥淲鈥� grade will still count as a prior attempt if you retake the course later. This may affect whether financial aid can cover the course in the future.

Satisfactory Academic Progress (SAP)

  • Dropped courses and courses with a 鈥淲鈥� grade do not affect your GPA for SAP.
  • However, they do count as uncompleted credits when calculating your completion rate, which is part of the SAP requirements.

Withdrawing from All Courses (Title IV Aid)

If you withdraw from all Title IV-eligible classes, you may be required to repay a portion of the federal aid you received.

  • This process is called Return of Title IV (R2T4).
  • If you withdraw within the first 60% of the term (measured in calendar days), a portion of your aid must be returned to the federal government and the college.
  • Future aid eligibility may also be impacted if your SAP is affected.

Bright Futures Scholarship

You must repay Bright Futures funds for any course you drop or earn a grade of 鈥淲,鈥� 鈥淔,鈥� or 鈥淚.鈥�

  • You may appeal the repayment requirement if you experienced a documented illness, emergency, or other qualifying circumstances like course cancellation or enrollment disruptions.
Course Completion Status or Action Outcome and Impact on Satisfactory Academic Progress
Late Withdraw Satisfactory Academic Progress is affected for % completion and maximum timeframe.
Drop with Refund Satisfactory Academic Progress is affected for % completion and maximum timeframe.
Fail (F Grade) Satisfactory Academic Progress is affected for GPA, % completion and maximum timeframe.
Financial Aid Appeal Affects only students who are not going to be meeting Satisfactory Academic Progress requirements, after the semester is complete.
Incomplete While the grade remains an 鈥淚鈥� it will have no impact on Satisfactory Academic Progress. When the grade is converted to a letter grade it will impact SAP at the end of the semester that grade is changed. It will not affect aid awarded prior to that grade change.

Bright Futures Students

Course Completion Status or Action Outcome or Impact per Florida Bright Futures Scholarship Program
Late Withdraw Future eligibility for Bright Futures will be affected unless the funds are repaid. Complete the Bright Futures Appeal form, and email it, along with your statement and documentation to financial.aid@sfcollege.edu.
Drop with Refund Future eligibility for Bright Futures will be affected unless the funds are repaid. Complete the Bright Futures Appeal form, and email it, along with your statement and documentation to financial.aid@sfcollege.edu.
Fail (F Grade) Future eligibility for Bright Futures will be affected unless the funds are repaid. Complete the Bright Futures Appeal form, and email it, along with your statement and documentation to financial.aid@sfcollege.edu.
Financial Aid Appeal Completing a Bright Futures Appeal and having it approved will reinstate the Bright Futures Scholarship. Complete the Bright Futures Appeal form, and email it, along with your statement and documentation to financial.aid@sfcollege.edu.
Incomplete Future eligibility for Bright Futures will be affected unless the funds are repaid. Complete the Bright Futures Appeal form, and email it, along with your statement and documentation to financial.aid@sfcollege.edu.

Considerations for Incomplete Grades

  • Incomplete grades are only assigned by the course instructor.
  • Incomplete grades should be applied only to those students who have achieved significant progress toward completion of course requirements.
  • An "I" that is not changed through completion of the course by the end of the next major semester (fall/spring) will automatically be converted to an "F".
  • An 鈥淚鈥� grade will not impact your academic status.
  • An 鈥淚鈥� grade can impact your financial aid until it is changed to a standard letter grade.

Transfer Considerations

  • Many transfer programs limit the number of attempts which can be made for each critical tracking course. If a student withdraws from a course, they may have used up one of their allowable course attempts.
  • In general, given the varied scenarios that may be applicable for each specific student based on their current course enrollment and their intended academic goals, it is strongly recommend that students speak with an advisor about whether withdrawing from a course would be beneficial to them.

Transcript Considerations

  • Withdrawn courses will count as an attempt.
  • Dropped courses will not count as an attempt on your SF transcript, but will be counted as an attempt for financial aid purposes.
  • Students on a third or fourth attempt will not be able to withdraw from the course.
  • Dropped courses and 鈥淲鈥� grades will not impact your GPA.
  • Dropped courses and 鈥淲鈥� grades will not impact your academic status.

Considerations for students receiving VA Educational Benefits:

Incompletes

For students using VA Educational Benefits, incompletes are processed in accordance with the college鈥檚 catalog guidelines. If a student was called to active duty and required a leave of absence, they should contact the Veterans and Military Success Services office for further assistance.

Drop with Refund and Late Withdrawals

Students using VA Educational Benefits have the right to request a late withdrawal or a drop with a refund through the Office of the Registrar. If the college approves either request, it may result in a debt owed to the Department of Veterans Affairs (VA).

It is important to note that the VA's debt appeal process is separate from the college鈥檚 procedures. Students with questions about appealing a VA debt should contact the VA directly for further guidance.

Considerations for Students Sponsored by Vocational Rehabilitation

Students who are sponsored by Vocational Rehabilitation (VR), a division of Florida鈥檚 Department of Education, or Florida鈥檚 Division of Blind Services (DBS) must earn a C for continued funding. Contact your VR or DBS Counselor for additional information.