Procedures for Promotional Pages
Lumen/Guide – Guide Content
Responsible OfficeOffice of the Registrar
Lumen is the gateway for faculty, staff, and governance bodies to propose, update, track and/or approve academic and curricular information at UW-Madison. As a large and complex organization, it is imperative the campus community follow consistent rules when utilizing the Lumen suite of tools for publication to the Guide.
Academic Programs in the Guide
All active academic programs that award credentials during the academic year for which the Guide is published must be represented with a page in the Guide. Academic ownership and hierarchy, as reflected in academic structure, defines what is in the Guide, where it is located, and how it is presented to the public.
New academic programs and credentials are to be added to the Guide in alignment with publication deadlines only after full governance approval is complete.
Discontinued academic programs are only removed with the publication of a new Guide (in June) regardless of the term for which they are inactivated.
New, suspended, or discontinued elements of the academic structure (subject listings, plans, subplans) must include standard text about start and end dates.
Courses in the Guide
All active for-credit courses are to be published in the Guide.
General Publication Standards
All governed and non-governed content for the Guide must be submitted by the publication deadlines. Governed content is subject to campus deadlines for approvals, and may be subject to UW-System, Higher Learning Commission (HLC), and/or State Legislature for approval.
The Guide is published in June before the start of the academic year to support advising and student needs, however, midcycle updates in October or January occur to reflect new courses and course changes effective for spring semester or summer term, and/or to resolve egregious errors.
These midcycle updates, if not corrected, adversely impact students by delaying implementation of changes to the next Guide publication in June.
As the single source of truth, the Guide must be a stable and reliable resource that any advisor or current or prospective student can reference for an entire academic year. Any revision to the Guide during the academic year is expected to be minimal.
If a change to a course in an academic program becomes necessary during the academic year, e.g., change in subject listing, creation of a new course, or discontinuation of a course, the academic unit that owns the program is responsible for making updates to the program in Lumen Programs so that specific courses referenced in Requirements, Admissions/How to Get in, and Four-Year Plans match the current status of a course in the course catalog for the given term.
To maintain the integrity of the Guide, no pages are to be deleted in mid-cycle updates. If a plan/subplan is discontinued, the Office of the Registrar will add standard text to the Overview and How to Get in/Admissions sections of the Guide indicating the program is no longer accepting students.
Tabs are a structured way to separate content on a page in the Guide into smaller pieces. Each section of the Guide (undergraduate, graduate/professional, non-degree) has a defined set of tabs which contain both governed and non-governed content. Governed tabs, if applicable, are required. Non-governed tabs are not to duplicate content that exists on governed tabs. Revision to content on tabs must follow publication guidelines and deadlines.
The creation, deletion or name revision of tabs requires submission of a proposal to and approval by the Lumen Sponsors in consultation with the Lumenaries, Guide Coordinators, and appropriate governance bodies. Once approved, implementation will take effect with the publication of a new Guide edition (June publication).
Related UW–Madison Documents, Web Pages, or Other Resources
Approval AuthorityAssociate Vice Provost and University Registrar
Policy ManagerAssociate Vice Provost and University Registrar
ContactAssociate University Registrar for Academic Services -- Will Lipske, firstname.lastname@example.org, (608) 890-2089
Source: View policy UW-1089 in the UW-Madison Policy Library
Promo pages are optional and are only created when requested, typically during an implementation meeting after full governance approval. A Guide promo page consists of an Overview and a People tab, giving new programs space to advertise and provide contact information for interested applicants. The expectation is that once a full Guide page is available, the Overview tab will be edited to remove the one-time promotional content.
The limited content on these pages articulated that these were not active programs for the current academic year, maintaining an accurate archival document of programs for enrolled students. Historically, these new items would not be incorporated until the new publication (June), so this feature allowed early promotion of these programs.
The Overview tab consists of:
- a structured statement describing when the program starts enrolling students
- contact information for the new program
- an overview about the program.
The content for the promotional page will be supplied by the School/College Guide Coordinator to the Office of the Registrar and Data, Academic Planning and Institutional Research (DAPIR) by the Guide mid-cycle content deadline.