Archived Academic Structure Documents Drawer Set-up
Overview on imaged documents pertaining to academic governance at the University level.
- Overview
- Drawers
Overview
Data, Academic Planning & Institutional Research (DAPIR) is in the process of digitizing historical proposals in the academic structure (plans, subplans, departments, subjects, etc.), program review, University Academic Planning Council and University Curriculum Committee materials.
End users may access the documents via the Perceptive Content online portal (https://imaging.wisc.edu/perceptiveexperience/), which requires VPN, net-id login, and authentication.
Access
Access is currently limited to academic planners in each school/college/division, and other identified individuals in offices that need access to these files (Madison Budget Office, 131 program planning/DCS, Office of the Registrar). If you need access to the files, please contact your school/college coordinator for permission and they will contact DAPIR for access, if appropriate.
There are four drawers of imaged documents:
Drawers
Academic Structure
This drawer houses action documents from shared governance related to the following academic structure pieces:
- school/college
- department/department-like/divisions
- plan
- subplan
- subject
The bulk of this content (documents from fall 2018 and older) is housed in Bascom and must be processed prior to scanning into the drawer. Everything in Lumen Programs or Lumen Structures (fall 2018 - present) will also be scanned into this drawer. If you need documentation that is not currently scanned and/or available in Lumen, please email lumen@provost.wisc.edu.
Drawer Set-up
| Drawer: A_APIR_ACADSTRC | Field Type | Format | Helpful Notes | |
|---|---|---|---|---|
| Field 1 | School/College | Drop-down | Three character SIS Org value | |
| Field 2 | Department/Division | Open Text (string) | SIS department code | This is NOT the UDDS for the department. |
| Field 3 | Code | Open Text (string) | SIS plan code | This value may vary depending on the document type. The most frequent code listed here will be a plan code. The department code or school/college code may also be used. |
| Custom Property: Named Option Code | A_APIR_ACADSTRC_NamedOptionCode | Open Text (string) | The SIS subplan code | This field is only populated when the item is a subplan (named option, track, etc.). In L&S the code will always be the BA version, similar to how Lumen utilizes codes. |
| Custom Property: Title | A_APIR_ACADSTRC_Title | Open Text (string) | [plan]: [subplan] transcript title | This should follow the same guidelines as Guide pages: [full plan transcript title] [colon] [sub-plan transcript title] |
| Custom Property: Type | A_APIR_ACADSTRC_Type | Drop-down | Specifies what kind of item in the academic structure the code is | |
| Field 4 | Academic Year | Open Text (string) | YYYY-YYYY | This is the academic year in which the document was created, not the effective date. |
| Field 5 | Unique ID | Open Text (string) | auto-populated unique identifier | |
| Document Type | Drop-down | |||
| Custom Property: UAPC Agenda Item | A_APIR_ACADSTRC_UAPCAgenda | Open Text (string) | If this was reviewed at UAPC, the UAPC code will be entered here. This is useful to cross-reference with the UAPC drawer as sometimes a program my have clarifying changes to it post-UAPC, but before implementation. | |
| Custom Property: See Also – Codes | A_APIR_ACADSTRC_SeeAlsoCodes | Open Text (string) | If the SIS code changed, this is a reference to the old code. Utilize the SIS value. May also be utilized when refering to a named option on the parent (plan code) proposal. | |
| Custom Property: See Also – Other | A_APIR_ACADSTRC_SeeAlsoOther | Open Text (string) | If the transcript title changed, this is a reference to the OLD name. Enter the old name. | |
Drop-down Values
| School/College Drop-down | Document Type Drop-down Values | A_APIR_ACADSTRC_Type Drop-down Values | |||||
|---|---|---|---|---|---|---|---|
| Full Name | Shortened version for Perceptive Content | Full Name | Shortened version for Perceptive Content | Full Name | Shortened version for Perceptive Content | ||
| Col of Agricultural & Life Sci | ALS | Program Review | PrgRev | Major | Major | ||
| School of Business | BUS | Change | Change | Certificate | Cert | ||
| School of Education | EDU | New | New | Subplan | Subplan | ||
| College of Engineering | EGR | Notice of Intent | NOI | Degree | Degree | ||
| School of Human Ecology | HEC | Suspend | Suspend | Subject | Subject | ||
| Institute for Environmental St | IES | Discontinue | Disc | Minor | Minor | ||
| College of Letters and Science | L&S | Accreditation | Accred | DepartmentDivision | DeptDiv | ||
| Law School | LAW | Tuition | Tuition | SchoolCollege | SchlCol | ||
| School of Med & Public Health | MED | Mode of Delivery | DelvrMd | ||||
| School of Nursing | NUR | Low Producing | LowProd | ||||
| School of Pharmacy | PHM | General Other | Other | ||||
| Research & Graduate Education | RGE | ||||||
| School of Veterinary Medicine | VET | ||||||
| Division of Continuing Studies | DCS | ||||||
| Extension | EXT | ||||||
| Univ of Wisconsin - Madison | MSN | ||||||
| Officer Education | AMN | ||||||
| School of Allied Health Prof | AH | ||||||
| Division of the Arts | ART | ||||||
| Athletics | ATH | ||||||
| Continuing and Vocational Educ | CAVE | ||||||
| Center for Biology Education | CBE | ||||||
| Committee on Inst Cooperation | CIC | ||||||
| Dept. of University Outreach | DUO | ||||||
| International Division | INL | ||||||
| WISCIENCE | WSC | ||||||
University Academic Planning Council (UAPC)
The University Academic Planning Council records includes documents from the early 1970's through the previous academic year. Each year will be added after the completion of the June UAPC over the summer.
Drawer Set-up
| Drawer: A_APIR_UAPC | Field Type | Format | Helpful Notes | |
|---|---|---|---|---|
| Field 1 | UAPC Code | Open Text (string) | YYYY.MM.DD.[Agenda number] | - Agendas and minutes are always "YYYY.MM.DD.00" - There may be agenda item ranges (ex: 2008.03.27.04-06) - UAPC agenda items numbers are not consistent over time (some are letters, some are their own agenda item number, etc.) |
| Field 2 | Academic Year | Open Text (string) | YYYY-YYYY | |
| Field 3 | Academic Structure Level | Drop-down | This field will always be populated either with the academic structure relationship, or when the item falls into a larger bucket (general education, policy, discussion, etc.). | |
| Field 4 | Property Type | Drop-down | This field is usually blank unless there is a specific action related to academic structure or centers/institutes | |
| Field 5 | Unique ID | Open Text (string) | Auto-assigned | |
| Document Type | Drop-down | "Discussion items" on the agendas may be flagged as something different in the document type field based on what happened with the item. | ||
| Custom Property | A_APIR_UAPC_Code | Open Text (string) | SIS codes (plan, subplan, subject, department code, etc.) | Follows standard SIS naming conventions (ex: MS[space][space]204[school/college]. For named options, the code is "[plan]: [subplan]". |
| Custom Property | A_APIR_ItemDesc | Open Text (string) | SIS transcript description + credential (or Guide page title) | - If used in conjunction with the previous row's code, this field reflects the name of a program at the time of approval. - This is also utilized for descriptions of agenda items. A general mixed bag approach. |
Drop-down Values
| Academic Structure Drop-down Values | Property Type Drop-down Values | Document Type Drop-down Values | |||
|---|---|---|---|---|---|
| Plan/Subplan | New | Full item name | Shortened Version | ||
| Subject | Change | Agenda Item | AgendaItm | ||
| Department/Division | Discontinue | Agenda | Agenda | ||
| Center/Institute | Null | Minutes | Minutes | ||
| Guidelines/Policy | Miscellaneous | Misc | |||
| Discussion items | Annual Report | AnuReport | |||
| Program Review | |||||
| Assessment | |||||
| General Education | |||||
| Other Reports | |||||
| Miscellaneous | |||||
| NOI | |||||
| Null | |||||
| Degree | |||||
| School/College | |||||
University Curriculum Committee (UCC)
The UCC drawer includes all agendas, minutes, policies, reports, projects, and other miscellaneous/discussion items related to content reviewed and governed by the UCC.
Drawer Set-up
| Drawer: A_APIR_UCC | Field Type | Format | Helpful Notes | |
|---|---|---|---|---|
| Field 1 | UCC Code | Open Text (string) | YYYY.MM.DD | a string of entered text, which are all formatted the same. Example: 2020.05.08 |
| Field 2 | Academic Year | Open Text (string) | YYYY-YYYY | |
| Field 3 | Project | Drop-down | Any bulk project will have a drop down. This field should be used in conjunction with the Subject Number field | |
| Field 4 | Subject number | Open Text (string) | ### | This field is used in conjunction with the project field, specifying the specific subject where a bulk change was made. Example: 448 (HISTORY) |
| Field 5 | Unique ID | Open Text (string) | auto-populated | |
| Document Type | Drop-down | |||
Drop-down Values
| Project Drop-down Values | Document Type Drop-down Values | |||
|---|---|---|---|---|
| Full Name | Shortened version for Perceptive Content | Full Name | Shortened version for Perceptive Content | |
| Requisite Amnesty | ReqAmn | Agenda | Agenda | |
| Sustainability Attribute | SustiAttr | Minutes | Minutes | |
| Grad Attribute | GradAttr | Information/Discussion | Info/Disc | |
| Obsolete Course | Obsolete Course | Guidelines/Policy | GL/Policy | |
| Null | Null | Miscellaneous | Misc | |
| Annual Report | AnuReport | |||
| Project | Project | |||
| Placement or Departmental Exams | Exams | |||
Course Proposals
The course proposal drawer includes paper course proposals [1964-2010], and digital proposals [Online Course Proposal (OCP) 2011-2018, Lumen Courses 2017-current]. All paper files were in the possession of the Secretary of the Faculty and were transferred to Data, Academic Planning and Institutional Research (DAPIR) when DAPIR took responsibility for coordinating the course proposal process in 2013. DAPIR scanned these proposals and sent them to University Archives at the completion of the scanning project.
Drawer Set-up
The majority of the fields are "scraped" when scanning, meaning there is minimal entry by a human. Most data populates when scanning the course directly from the Student Information System.
| Drawer: A_APIR_CourseProposals | Field Type | Format | Helpful Notes | |
|---|---|---|---|---|
| Field 1 | Course ID | Dictionary | ### | Includes leading zeros |
| Field 2 | Subject Code | Dictionary | ### | Defaults to the lowest numbered subject on the course (if cross-listed) |
| Field 3 | Catalog Number | Dictionary | ### | |
| Field 4 | Issue or QA | Predefined List | This field can be blank/ set up can be removed for workflow based on field type | |
| Field 5 | Unique ID | Unique Id | Auto-assigned | |
| Document Type | Proposal Type | Drop-down | Dropdown values: New, Change, Discontinue, Technical Correction, 1x-Exception | |
| Z_Creation date | Current Date and Time | Auto-assigned | ||
| Custom property | A_APIR_College-School | Dictionary | Academic Group | Matches the group associated with the lowest numbered subject code. Uses the 3 letter alpha associated with a school/college/division |
| Custom property | A_APIR_Course-Title | Dictionary | Course Title | |
| Custom property | A_APIR_Cross-list | Literal | True or False | If cross-listed, will say "true" |
| Custom property | A_APIR_Cross-list_Sub | Dictionary | Crosslist Subjects | Pulls subject short descr associated with the course |
| Custom property | A_APIR_ISIS_Eff_Date | Dictionary | Effective Date | The term in which the course/change takes effect |
| Custom property | A_APIR_Previous_Subj_Code | User Entry | ### | Uses the numerical subject code - 3 numbers |
| Custom property | A_APIR_Subj_Long_Descr | Dictionary | Subject - Long | Subject long description (30 characters mas) |
| Custom property | A_APIR_Subj_Short_Descr | Dictionary | Subject - Short | Subject short description (8 characters max) |