Academic Records & Grades


Grade of Incomplete   |   Grade Reports   |   Pass/Fail Grade   |   Student Records Confidentiality

Grade of Incomplete

A grade of “I” denotes that the required work for the course is incomplete due to extraordinary circumstances. A student must specifically request that such a grade to be assigned. If the request for an incomplete grade is approved by the instructor, an Incomplete Grade Contract must be completed and returned to the Registrar’s Office by the student prior to the last class meeting. The length of time to complete the remaining work is negotiated with the instructor; however, the maximum period is the end of the first full semester following the semester in which the grade of incomplete is received, or no later than May 1 for an Incomplete incurred during the Fall Semester and December 1 for an Incomplete incurred during either Summer Sessions or Spring Semester. Grades are due by the “Final Grades Due” deadline of the semester in which the course is completed. Incomplete grades not resolved by the deadline will automatically revert to an “F.”

Extensions beyond the maximum allowable time period are not valid without the written permission of the instructor and the Academic Petition Committee.

Parameters for Granting Incomplete Grade Requests

Incomplete grades are given only in extraordinary circumstances (e.g., illness or very serious personal reasons) beyond the student’s control, and only under the following circumstances:

  1. when a limited amount, normally less than 25%, of the student’s work is incomplete,
  2. when the student is otherwise earning a passing grade,
  3. when attendance has been satisfactory through the term,
  4.  when required work may reasonably be completed in an agreed-upon time frame of less than one additional semester.


The Incomplete Grade Request Form should include a list of which assignments or exams are to be submitted to the instructor by a deadline that is acceptable to both parties, as well as information about possible grading penalties.

Grade Reports

End of semester official grades are recorded on the student’s permanent academic record. Semester/session grades are posted online via Self Service approximately one week after the end of the semester.  Grades may be released to parents or others only on specific written request of the student. Release forms are available through the Registrar’s Office. Grades and/or GPAs cannot be released by telephone.  (Grades may also be viewed using the Unofficial Transcript option in Self Service).

Pass/Fail Grade

A student in good academic standing (at least a 2.00 cumulative grade point average) may enroll in any eligible course on a pass/fail basis if he or she has the consent of the instructor teaching the course and files the approved Petition for Pass/Fail Grade by the Add deadline. Courses taken pass/fail may not be used to fulfill the General Education requirements or the units required for a major or minor - with the exception of the senior seminar, internships, fieldwork, and in certain other special casts approved by the Chief Academic Officer. 

After the Add deadline for the semester, a student who has registered to take a course for a letter grade or on a pass/fail basis may not change the grading option. 

A student registered for a course on a pass/fail basis is expected to do all of the work of the course. Pass/fail units are not included in the computation of the Dean's List or for Graduation Honors.

Student Records Confidentiality

Dominican University of California maintains an educational record for each student in accordance with the Family Educational Rights and Privacy Act of 1974, as amended (FERPA). The University may provide Directory Information in accordance with the provisions of FERPA without written consent of the eligible student, unless it is requested in writing each academic year that such information not be disclosed. The University’s notification of rights under FERPA and Directory Information Public Notice is posted on the Dominican Web page (, in the student handbook, and in the University Catalog; and is available to all students. Any questions concerning a student’s rights and responsibilities under FERPA or requests for a copy of these policies should be referred to the Registrar’s Office.