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Graduate Guide Update/Editing Cycle Timeline 2018 – 2019

Timeline for updating/editing the 2018-2019 Graduate Guide.

The Graduate Guide is a static university record that is updated and published electronically every year. Until 2017, the Graduate Guide was called the Graduate School Catalog and updated on a two-year cycle. The new Guide has more functionality than the old catalog website, and is visually dynamic and mobile-friendly. It will also interface cohesively with other parts of the Lumen project as they are rolled out.

In Fall 2017, the Graduate School, in cooperation with University Communications, the Office of the Registrar, and the 150 graduate programs on campus, will initiate the updating and editing process for the 2018-2019 iteration of the Guide.  What follows is the expected timeline of the Guide update process.  Please contact the Graduate School Guide director Emily Reynolds, at if you have any questions.

June – July 2017
The Graduate School asked graduate programs to confirm each graduate program's Guide editor.

Emily Reynolds sent an email to all graduate coordinators and directors of graduate study (as listed in the Graduate Program Directory) on June 12, 2017, requesting that programs identify and provide back the name, NetID, and email address of the person(s) in the program who will have responsibility/ability to update their program's Guide pages.  Programs were asked to identify their Graduate Guide editor in an email to Emily Reynolds ( by Friday, July 7, 2017.

August 28, 2017

Any change in a program’s editor must be submitted by this date.

September 2017

Programs should begin internal planning and mapping of content for the Graduate Guide. Information that will need to be updated includes:

Doctoral minors must have pages with content. If a program would like to discontinue its doctoral minor, please email Emily Reynolds ( for instructions.

All graduate/professional certificates must have at least one governance-approved learning outcome submitted to Regina Lowery for inclusion in the guide by November 1. An example is here on the bottom of the first page.

Every degree page has six tabs that need content: Overview, Funding, Requirements, Admissions, Learning Outcomes, and People.

Every degree, certificate, and minor will need one representative photo.

October 2017

Beginning October 2, 2017, editors will have access to edit and will attend training sessions to learn the new Guide editing environment. It is completely different from the previous Graduate School Catalog editing environment. Training sessions will conclude by mid-October.

Open labs will also be held later for editors who may want one-on-one in-person assistance.


November 22, 2017

Deadline for Guide edits and updates.


October 2017 – February 2018

Program-provided Guide content will be reviewed and vetted for policy compliance, accuracy, and grammar/mechanics by the Graduate School and University Communications.


April 30, 2018

Deadline by which governance approval actions, including all course proposal actions, effective for Fall 2018 must be communicated in order to be incorporated into the 2018 – 2019 Guide.


June 1, 2018

The 2018 – 2019 Graduate Guide will be published live to


Keywords:catalog, graduate catalog, guide, graduate guide editing updating timeline 2018 2019   Doc ID:75433
Owner:Emily R.Group:VCRGE and Graduate School
Created:2017-08-11 13:57 CDTUpdated:2018-02-06 14:04 CDT
Sites:VCRGE and Graduate School
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