• How to take action
  • Entering approvals in Lumen Programs
  • Workflow action details
    • Edit
    • Rollback
    • Approve
  • Cross-listed courses
• Where to take action
• Who can take action
  • How to identify approvers
• General workflow notes
  • Shredding/Removing proposals

How to take action

1. Navigate to the Approve Pages.
2. Select your role from the drop-down.
   
3. Click on a proposal in your queue.
   
4. Take action on the proposal.The proposal will load in the "Page Review" section.

Documenting approvals in Lumen Programs

Program proposals require documented actions taken for shared governance including:

1. Department review/approval
2. School/College review/approval
3. Graduate Faculty Executive Committee (GFEC) review/approval, if applicable.
4. University Academic Planning Council (UAPC) review/approval

How to enter approvals

1. Navigate to the appropriate role requiring action.
2. Edit the proposal by clicking on the blue Edit button.
   
3. Scroll to the "Approvals" section at the bottom of the proposal. Enter information about the review/approval process that took place.
   
   
4. Save the proposal.
5. Hit the green Approve (plus sign) button to advance to the next step of workflow.
   

Notes

• The approval box for each governance body are available for the step of workflow where they must be entered; they cannot be entered prior to being submitted into workflow.
• Workflow will not allow a proposal to advance without the approvals being filled in.
• DAPIR always enters approval for UAPC on behalf of the Provost.
• See the Roles and Responsibilities for program proposals KB for more information.

Examples

Workflow toolbar and action details

Where to take action

The Approve Pages console houses all items that need approval (requires UW login): https://next-guide.wisc.edu/courseleaf/approve/

• When the Approve Pages loads, "your role" defaults to your net-id. You must navigate to the role where you need to take action.
• If you are assigned to more than one role in the Lumen suite of tools, you must navigate to each role where proposals are pending action.

Creating direct links to specific workflow steps

Who can take action

Only designated individuals can approve proposals. See the Lumen/Guide Access KB for more information.

How to identify approvers

General workflow notes

• Proposals will not advance in workflow until approved by one of the approvers at each step.
• A proposer has six (6) months to complete the proposal form and submit it to workflow. A proposal must be fully approved within one year (12 months) of being submitted to workflow. See the Policy for Lumen/Guide: Lumen Content for more information.
• Proposals that are not approved at any step may be rolled back to a previous step or to the proposer for revision.
• When rolling back proposals, the user must submit a rationale for rollback. This will convert to a comment and displays at the bottom of the form.
• Proposals may be rolled back to any previous step in workflow, or back to the initiator.
• Rolling proposals to the initiator effectively rolls the proposal out of workflow. Anyone can edit a proposal if rolled back to the initiator.
• Individuals in workflow steps that have not yet been reached may edit proposals in workflow until they approve the proposal out of their queue (they can edit a proposal in an earlier step of workflow).

Shredding/removing proposals

It is the responsibility of the proposer to ensure any proposal advances in a timely fashion.

Proposals that exceed the allotted time-frame per policy are "shredded" (removed/cancelled). Proposers are not notified of the shredding action. To ensure that your proposals do not get shredded, track them using the Lumen Tools viz¹ (requires VPN and authentication) and ensure they progress through governance. Any proposal that reaches a university governance, DAPIR or Office of the Registrar workflow step will not be shredded. 

If you have determined you no longer need a proposal (changes aren't needed, proposal was not approved), email lumen@provost.wisc.edu and specifying which proposal needs to be removed.

Notes

• Shredded proposals cannot be recovered, so retain a pdf version if you think you'll need it in the future.
• Shredded new courses will have no record of ever existing once shredded.
• Shredded change or deactivation (courses only) proposals will revert back to the most recently approved version of the proposal.
• Shredding can only happen to the entire proposal (i.e. specific parts of a proposal cannot be shredding while keeping other parts).

Footnote

1. The Lumen Tools viz does not include data from Lumen Structures, Exams, or Badges.