Lumen Courses: Workflow

Overview of the Lumen Courses workflow.

Workflow notes specific to Lumen Courses

Typical workflow steps

  1. Subject approver
    • On course change proposals, a "for your information" email is sent to any program listing this course in the curriculum (Department Approver is notified) once the subject approves the course. This is not an approval step.
    • Any subject listed in the "What subjects (if any) might be interested in this course?" will receive an email notifying them that a course proposal is advancing in workflow that may be of interest to them once the course is submitted to workflow. This is not an approval step. If there are concerns/support, comments may be added to the proposal once it is in workflow. Any issues must be resolved prior to advancing to the next step of workflow.
  2. Cross-list Subject approver (if applicable)
  3. School/College approver
  4. Cross-listed School/College approver (if applicable)
  5. L&S Curriculum Committee (if applicable)
  6. General Education Committee (if applicable)
  7. University Curriculum Committee
  8. Registrar (Student Information System)

Details about each step

Subject approver

  • The subject approver role automatically includes the department chair (as listed in HRS; if the department chair does not have a role in HRS, they must be added there before being added to the approval workflow step in Lumen.

Cross-list Subject approver (if applicable)

  • Any subject listed in the field "Select subjects that will be crosslisted" will receive an email to review and approve the course proposal in the cross-listed step.
  • All subjects must sign off before the proposal advances.
  • Approval in this step of workflow is different than every other approval in Lumen. Navigate to the Lumen Courses landing page and search for the course. An approve button will appear on the right hand side of the page above the workflow list.
  • Subjects and school/colleges listed in these roles may enter comments but may not rollback a proposal.
    • The individual subject (or school/college) roles listed under the step will appear in gray text until approval has been entered and then the text will turn green. The approval path will not record which user in the role approved the proposal.
    • After the last subject (or school/college) has entered approval, a system process advances the proposal to the next step. If there is no specific subject and school/college/division listed (i.e. there are no cross-list partners) then these steps (while they appear in the workflow list) are automatically skipped. 

Lumen Courses landing page with M H R 743 selected with the green "Approve" and "Add Comment" Buttons on the right hand side of the page above the "In Workflow" box.

School/College approver

  • The School/College approver (S/C) is the S/C that owns the department owning the subject. A subject may only reside in a single department.
  • The departmental chair in this step of workflow is the dean/director of the school, college, institute, or division and anyone designated by the dean or director to approve proposals.
  • If the course is cross-listed and one of the cross-listed subjects is in another S/C, that S/C will also need to sign off on the course. 

Cross-listed School/College approver (if applicable)

  • The related information for the CrosslistedCols step of workflow is the same as the CrosslistedSubjs step.

L&S Curriculum Committee (if applicable)

  • If a course uses attributes or designations from the College of Letters & Science, it must be reviewed and approved by the appropriate committee. This includes:
    • L&S Breadth
    • LAS Credit
    • Level
    • Foreign Language
  • If L&S is the School/College approver, it will only show up in workflow once (it will not show up once for the school/college approver and again for the attributes/designations approver). This single role is used both for courses where the department is part of L&S and where the proposal requests LAS, Breadth or Level course attributes.
  • Workflow step: L&S College Approver

General Education Committee (if applicable)

  • If a course uses general education attributes, it must be reviewed by the appropriate General Education Committee.
  • If a course uses more than one of these attributes/designations, it must be approved by each body before advancing to the additional committee(s).
  • If a course is for graduate/professional students only, these will not be applicable.
Attributes/Designations requiring additional review
  • Communication A
    • If "Communications Part A" is the response selected in the General Education field, the person(s) in this role review the proposal to determine whether it meets the criteria of this attribute.
    • Workflow step: COM A Approver
  • Communication B
    • If "Communications Part B" or "Section Level Communications Part B" is the response selected in the General Education field, the person(s) in this role review the proposal to determine whether it meets the criteria of this attribute.
    • Workflow step: COM B Approver
  • Ethnic Studies
    • If the question "Should this course be considered for the Ethnic Studies ... " is answered affirmatively the person(s) in this role review the proposal to determine whether it meets the criteria of this attribute.
    • Workflow step: Ethnic Studies Approver
  • Quantitative Reasoning Part A
    • If "Quantitative Reasoning Part A" is the response selected in the General Education field, the person(s) in this role review the proposal to determine whether it meets the criteria of this attribute.
    • Workflow step: QR-A Approver
  • Quantitative Reasoning Part B
    • If "Quantitative Reasoning Part B" is the response selected in the General Education field, the person(s) in this role review the proposal to determine whether it meets the criteria of this attribute.
    • Workflow step: QR-B Approver

University Curriculum Committee (UCC)

  • All courses must be reviewed and approved by the University Curriculum Committee.
  • Courses are reviewed by Data, Academic Planning and Institutional Research prior to the committee review to ensure that proposals meet the minimum standards set by the committee before slating them for an agenda (UCC Approver step).
  • Once a course is at the UCC Agenda step, they are slated for an upcoming agenda.

Registrar (Student Information System)

The Office of the Registrar will build requisites, then sync the proposal with the Student Information System once approved by the UCC.
  • Registrar-Course data entry is for proposals that have been approved at UCC and are waiting to be implemented in SIS.
  • PeopleSoft is for the data entry in the course catalog, this is final "sync" step which will complete the proposal.

Lumen System delivered emails (specific to courses)

Notification to Programs using a Course with an active change proposal
  • If a course proposal is submitted for a course specifically listed in the curricular requirements of a program in Lumen Programs, those listed in the Dept. Approver role for that program receive an FYI email letting them know that there is a course change proposal in progress for the course. This is only an FYI.  
  • If the department reviews the course change proposal and has any questions or concerns they must contact the proposer of the course change. If it is determined that the change to the course necessitates a change to the program requirements, they must initiate a program change proposal.
Email Notifications (FYI/Vested Interests)
  • Those listed in an approver or notify role (FYI) will receive an email notification when the proposal reaches the relevant step in the approval process. This is the ONLY email that is sent until the proposal is fully approved and entered in the SIS course catalog.
  • After approval, At that time an email notification is sent indicating the the proposal is complete and entered in SIS. This system does NOT send email notifications when a comment has been added. If a proposal needs to be edited the rollback function must be used. Rolling back a proposal includes a comment describing the needed edit and the proposal is sent back to the step indicated in the rollback action, is edited and resent (generating a new email notification requesting approval) to the next step in workflow.
  • Users can click the link in the email notification to access the approval console page for that role (if they are in an approver role and not a cross-list partner). Note: The approval console page loads rather slowly, please be patient!  You must select the relevant approver role from the Your Role: drop down box at the top middle right of the page.

Who to Contact with Questions  

Following is a list of the faculty and/or staff in the schools and colleges who are responsible for academic planning activities. 

Table of academic planning contacts
School/College Contacts
Data, Academic Planning & Institutional Research (DAPIR) Michelle Young
Associate Director, DAPIR
meyoung@wisc.edu 
Lumen Systems, academic structure
Melissa Schultz
Academic Planner
melissa.r.schultz@wisc.edu 
Lumen Courses, course proposals, University Curriculum Committee, curricular changes and Guide interaction
Karen Mittelstadt
Academic Planner
mittelstadt@wisc.edu 
Program review, Accreditation, Lumen Programs, University Academic Planning Council, NC-SARA
Agricultural and Life Sciences, College of

Megan Ackerman-Yost
Assistant Dean Academic Programs and Policies
megan.ackermanyost@wisc.edu
Program review, program development, assessment, new program development

Diana Anderson
Academic Planner
diana.frantzanderson@wisc.edu
Course proposals, program proposals
David Wright-Racette
Academic Planner
wrightracett@wisc.edu
Course proposals
Business, School of Joann Peck
Associate Dean
joann.peck@wisc.edu 

Zach Hershoff
Academic Planner
hershoff@wisc.edu 

Brigid Patterson
Academic Planner
brigid.patterson@wisc.edu 
Continuing Studies, Division of Alissa Oleck
Assistant Dean of Professional Degrees & Certificates
alissa.oleck@wisc.edu 
Education, School of  Adam Nelson
Senior Associate Dean 
adam.nelson@wisc.edu 
Cindy Waldeck
Academic Planner
waldeck2@wisc.edu 
Course proposals, program proposals, assessment, program review
Engineering, College of Sara Hagen
Academic Planner and Data Analyst
planner@engr.wisc.edu
Graduate School Jenna Alsteen
Assistant Dean for Academic Analysis, Planning, and Assessment
jenna.alsteen@wisc.edu 
Program review, Lumen Programs, , Graduate Faculty Executive Committee
Lorena Kemen
Institutional Academic Planner I
Guide, program proposals
Human Ecology, School of Annette McDaniel
Associate Dean for Undergraduate Education and Innovation
amcdaniel@wisc.edu 
Jonathan Henkel
Director of Academic Planning and Assessment
jhenkel2@wisc.edu 
Holly Anderson
Assistant Director of Academic Planning
hnanderson2@wisc.edu 
Law School TBD
Letters & Science, College of Elaine Klein
Associate Dean for Academic Planning
elaine.klein@wisc.edu 
Program review, cross-college initiatives, centers and institutes, academic program development
Kim Grocholski
Academic Planner
kim.grocholski@wisc.edu
Program proposals

Sara Stephenson
Academic Planner
sara.stephenson@wisc.edu
Course proposals

Medicine and Public Health, School of

Maddie Sychta
Academic Planner II
sychta@wisc.edu

Amy Neeno-Eckwall
Phase 3 Education Coordinator neenoeckwall@wisc.edu 
MD/Health professional programs course proposals

Nelson Institute 

Steph Tai
Associate Dean for Faculty and Educational Affairs
tai2@wisc.edu

Tara Mohan
Academic Planner
temohan@wisc.edu

Nursing, School of Katie Bleier
Assistant Dean
katie.bleier@wisc.edu 
Pharmacy, School of  Beth Janetski
Assistant Dean for Assessment and Academic Planning
janetski@wisc.edu 
Emily Tarter
Academic Advisor and Curricular Services Manager
emily.tarter@wisc.edu 
Course proposals
Veterinary Medicine, School of  Peggy Schmidt
Associate Dean for Professional Programs
peggy.schmidt@wisc.edu 
Program review
Kathleen Cummings
Administrative and Curricular Specialist
kmcummin@wisc.edu  
 

If you have an update to this table, please contact Karen Mittelstadt (Academic Planner, DAPIR) at mittelstadt@wisc.edu

Updated 04.03.24



Keywordsworkflow, course proposal, Lumen Courses   Doc ID78280
OwnerMelissa S.GroupLumen and Guide
Created2017-11-15 17:32:11Updated2024-06-11 15:42:43
SitesLumen and Guide
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