Is my grade Incomplete (INC)?

If I process my completion, does that mean I automatically pass the subject?

🟢 No, processing completion does NOT automatically mean “PASSED”.
🟢 The completion is an opportunity for students to work on activities or requirements that they may have missed or have not completely or fully accomplished.
🟢 Output will be graded and will be used to compute your final grade for the subject.

If I have 2 or more subjects that are INC, can I use the same email thread for all the subjects for my completion application?

🟢 No. Create one (1) SEPARATE email application thread for EACH subject.
🟢 This speeds up processing as related information, requirements, and instructions for a given subject are in their corresponding completion application email thread.

If I have finished my “completion” but still did NOT reach a passing grade, can I submit more activities until I pass the subject?

🟢 No. The completion is your ONE chance to work on your missed or lacking activities. Make it count.

I finished my final project presentation which is part of the completion activity before sending my completion application email, what should I identify as the completion activity? 

🟢 The completion activity or activities are the titles of the GCR activities that you were not able to accomplish within the semester (i.e. you were only able to present after the semester ended), which may be a reason why you have INC for your final grade (FG).

My completion activity is the final project presentation. We presented our output before applying for completion. Where will we get scores for the grade calculator?

🟢 As the final project presentation is accomplished after the semester ended, the activities for the final presentation are already for completion. These are your completion activities. Scores from completion activities will NOT be given before processing the completion.

🟢 Scores for identified completion activities are released in the completion application email thread (i.e. during the Evaluation & Feedback phase). It is not given before processing. 

🟢 Students are also not going to get the ratings directly from panelists. Scores are submitted by the panelists directly to the advisers.

When I send my completion application email, which step will I be able to know my scores for the completion activity or activities?

🟢 Scores from your completion activities will be released and/or confirmed in the "Evaluation & Feedback" Phase in your completion application email.

How do I know which phase my completion application is currently at?

🟢 At the top of the replies in your completion application email, you'll see a corresponding image that marks your current status. 

🟢 The phase you are currently on will be in the bigger arrow and it progresses as you go through with the completion (see images below).

Is my student portal immediately updated when I’m done with the “completion”?

🟢 No, updating takes time.
🟢 When done with the “completion”, grades are forwarded to the CITE Secretary for further processing. A report on the summary of the completion of grades is then processed and sent to the registrar’s office. The staff from the registrar’s office manually encodes each one. Once encoded, you’ll be able to see your grade in your student portal.

Can I still enroll in my subjects for the next semester if I incur an INC grade?

When can I apply for subject completion?

You may check the completion period from any of the following:
🟢 Registrar’s office (i.e. asking the staff, checking the bulletin board)
🟢 CSDL FB Pages and groups regarding announcements for the completion period
🟢 Ask the CITE Secretary

Until when can I apply for subject completion?

🟢 A student has two terms (i.e. a year) to complete the requirements for a given subject. 
🟢 If the student is not able to accomplish it within the allotted time, the subject will already be marked No Credit (NC). 

Will my subject teacher notify me (i.e. via SMS, PM, GC, or other similar online platforms) when emails have been sent?

🟢 No. Check your university email inbox regularly. 
🟢 Monitoring your completion status is YOUR responsibility as the student processing the completion for the subject.

Can I send a completion application email anytime I want?

What supporting document can I attach to my completion application?

Should I send multiple copies of my completion email request?

Can I send a casual “text message” style, “jejemon”, Taglish, or Filipino type of email for the request?

Are there guides on writing formal emails?

🟢 Read: How to write a formal email?
🟢 Read: How to write an email subject line?

Where can I download the template for the grade calculator?

🟢 Read: Where can I download the grade calculator?

I can’t see the subject GCR in my dashboard. Where is it?

🟢 When the semester is done and with all grades encoded, the class GCR is archived to prepare for the next semester.
🟢 To access the archive in the GCR
➡ Click on the button with the three bars
➡ Scroll down the sidebar until you locate the Archived Classes button
➡ Classes that had been archived will be listed.
🟢 Notes:
➡ Navigation in Archived Classes is the same.
➡ Editing, submissions, and resubmissions are restricted.
➡ Archived classes are for viewing and reference only

 Download the grade calculator that matches your enrolled semester and block from the given file templates.

Rename it to Course Code_Blk No_Last Name_First Name - Grade Calculator.xlsx

(e.g. ITE 123_Blk 1_Dela Cruz_Juan - Grade Calculator. xlsx)

Second Semester 2023 - 2024

SSP 008 Student Success Program 4

ITE 310 Capstone Project 2

✍ ITE 310 Blk 3_Last Name_First Name - Grade Calculator.xlsx

ITE 380 Human-Computer Interaction 2

✍ ITE 380_Blk 1_Last Name_First Name - Grade Calculator.xlsx

✍ ITE 380_Blk 2_Last Name_First Name - Grade Calculator.xlsx

✍ ITE 380_Blk 3_Last Name_First Name - Grade Calculator.xlsx

✍ ITE 380_Blk 4_Last Name_First Name - Grade Calculator.xlsx

✍ ITE 380_Blk 7_Last Name_First Name - Grade Calculator.xlsx

ITE 314 Advanced Database Systems

ITE 239 Keydrawing

 Step 1: Download and fill out your subject’s grade calculator. Fill in all the yellow cells completely.

Step 2: Take a picture of your proof of payment of your completion fee (properly flattened on a flat surface, aligned, and rotated. Crop unnecessary background and/or other items)

Step 3: Identify your completion requirement(s) from the P3 grading period.

1. If you have no activity or activities left to complete, state in your email, “I have no activities left to complete. I would like my grade to be processed with with my existing set of activities for the completion.”

2. If you have an activity or activities left to complete (based on your grade calculator), state the activities you aim to complete within the allotted 1-hour completion schedule.

3. Activities for completion are P3 activities which have the following time equivalents:

   1. Check Activities (except periodic exam) = 30 mins each
   2. P3 Exam = 1 hour (45 mins exam proper + 15 mins buffer)
   3. Individual Standing Activities = 30 mins each
   4. Team Standing Activities = 30 mins each
   5. Team Milestone Activities (except Defense) = 30 mins each
   6. Defense/Redefense = 1 hour

   Note that the completion time is set for only an hour and is not intended for the accomplishment of the bulk of the semester’s coursework for the class.

Step 4: Send a completion request via email to mqcarpizo.up@phinmaed.com using your official UPang email with the following details:

1. Subject Line: Completion Application - <Subject Code> <Block>

   eg. Completion Application - ITE 123 Blk 1

2. Message Content (using formal email message)

   1. What is your request?
   2. What is/are your identied completion requirement(s) for the 1-hour completion schedule?
   3. State your reason for completion and/or delayed accomplishment of requirements.
   4. Write down actions/measures you’ll put into place to accomplish future activities on time.
   5. Attachments:
      1. Documentary proof to support reason for delayed accomplishment of requirements
      2. Accomplished Grade calculator
      3. Proof of payment for completion fee payment

Step 5: Wait for the reply.

Notes:

• Maintain a single email thread for your completion application.
• Send formal emails in English.
• Remember to attach documentary proof and grade calculator.
• Completion application is accomplished individually (not as a team)

 Steps for application for completion/delayed rating from the university registrar’s office:

1. Fill out the registrar’s link for the online application for application

   (Link will be posted here when it is available)

   The registrar’s office has not yet provided the link. Proceed to Step 2.

2. After filling up the form, the student should get in touch with their faculty handler to complete any missed requirements/exams.

3. The program head/dean shall entertain completion for faculty members not anymore connected to the university.

4. A student who gets an incomplete grade has two consecutive terms to complete it.

5. The program head/dean will approve the granting of the completion grade.

6. Failure to get a passing grade for an incomplete grade after the elapsed two terms means that the student will get a No Credit (NC) mark in the subject concerned.

7. For Second Semester 2021-2022 incomplete grades, a corresponding completion fee shall be applied.

 The announcement may be posted to the official bulletin board of the registrar’s office, on the official FB pages of the university, or on the official pages of your respective classes.

A copy of the latest announcement is provided below for your reference.\

 The schedule for completion is released by the university registrar. Students may inquire directly from the registrar or check the university’s official FB pages for posts on the completion schedule.

 Step 1: Read the registrar’s announcement.

Step 2: Read the steps on accomplishing a request for completion here.

Step 3: Write the email request for the completion (include required attachments)

Step 4: Wait for confirmation of submitted requirements.

If the requirements are complete, you may be scheduled for completion.

If requirements are incomplete, details will be provided and you’ll need to reply to the thread with the needed requirements.

Step 5: Take completion.

Step 6: The completion requirement is scored and returned to you.

Step 7: Submit an updated grade calculator.

Step 8: Wait for confirmation of finished completion with details of grades.

Step 9: Done. For follow-ups, you may contact the CITE Secretary.

 Open your student portal. You will be able to view your grades there once they are encoded by your subject teacher.