Guide: Editing for the Fall 2023 (June 1, 2023) edition

Information about how to update the Guide for the Fall 2022 edition publication.

The Guide is our campus's catalog and primary source for program information, requirements, and policies. Because it is the catalog, it is a relatively static document that can only be updated a couple times a year. Additionally, there are a few different types of content in the Guide which have different processes for being updated. 
This document attempts to explain:
  1. History and Context about Guide and its content, 
  2. each Type of content, 
  3. how to Access editing it, and 
  4. the Deadlines for editing it.
Information about training and open labs can also be found below.

Quick Answers

I want to edit...
Overview (allowed Nov 1-Feb 1)
Admissions (allowed any time until governance deadlines in Jan-March)
Funding (allowed Nov 1-Feb 1)
Requirements (allowed any time until governance deadlines in Jan-March)
Policies (allowed any time until governance deadlines in Jan-March)
Professional Development (allowed Nov 1-Feb 1)
People (allowed all the time)
Learning Outcomes (allowed any time until governance deadlines in Jan-March)
Accreditation (allowed any time until governance deadlines in Jan-March)
Certification/Licensure (allowed any time until governance deadlines in Jan-March)
Contact Information (allowed all the time)
All edits publish on June 1 only except Admissions, which is also allowed for the mid-cycle update in October, and People/Contact Information, which can happen at any time.

History and Context

Guide is one component of a broader suite of tools that fall under the campus-branded umbrella name "Lumen." Faculty and staff can view some components of Lumen in the My UW Lumen widget. Guide is the front-facing publication that reflects changes made in Lumen to programs, courses, and other changes available through Lumen tools like Lumen Course Proposals, Lumen Program Proposals, and Lumen Structure Proposals (this last one not typically used by anyone outside of school/college dean's offices). 

Our campus is using these tools for updating our catalog because: 

  1. Lumen tools are fully integrated with each other, as well as with data in SIS and HRS.
  2. Lumen tools contain an "Approval Workflow," which requires the approval of each relevant governance body before a change can be published. 

This ensures that the programs included in our catalog (Guide) are always kept up-to-date and accurate, and also that the information about those programs has been approved according to our institutional and UW System shared governance requirements. 

Types of Content

There is a wide range of content in the Guide. This KB will focus specifically on the content on the following pages in the "Graduate" Guide:

This document is only about the "Graduate" side of the Guide; questions about undergraduate or other content should be directed to the appropriate School/College Guide Coordinator or Academic Planner.

Each page has different sections, which are referred to as "tabs" because they appear as navigational tabs:

A screenshot of a navigational menu with the following tabs: Overview, Admissions, Funding, Requirements, Policies, Professional Development, Learning Outcomes, and People.

Some program pages may also have "Accreditation" or "Certification/Licensure" tabs.

Below the navigational tabs, every page also has a Contact Information Box:

A screenshot of a box called "Contact Information" which contains contact information for the African Cultural Studies program.

There are three "types" of content within these navigational tabs and the contact information box:

Governed Content Non-Governed Content Directory Information
Admissions Overview Professional Development
Requirements Funding People
Policies Professional Development Contact Information
Learning Outcomes People
Accreditation (if applicable) Contact Information
Certification/Licensure (if applicable)

As you may notice, Directory Information is also included within Non-Governed Content. This is because it is also considered Non-Governed Content, but we separate it here because it has distinct deadlines and update processes discussed in greater detail in a section below.

What do the names of these different types of content mean?

Directory Information is likely self-explanatory: it contains information about people associated with the program. 

Governed and Non-Governed is more complicated. As mentioned, part of the appeal of Lumen tools is that they allow for the appropriate shared governance body to approve course, program, and other changes in the catalog (Guide). 

Therefore, Governed Content is content which our institution has determined requires all steps of this approval, from the Department/Program Faculty Executive Committee to the University Academic Planning Council, and sometimes beyond. 

Non-Governed Content does not require these steps of approval.

Note that pages for Doctoral Minors, Graduate/Professional Certificates, and Capstone Certificates typically contain a smaller portion of the navigational tabs than Degree/Major pages. For example, some Doctoral Minor pages may only contain Requirements, People, and Contact Information. To view every possible tab available for every award type, refer to the "Guide: Tab Structure" article in the Lumen KB. To see guidelines for what content should be on each tab, see "Guide: Content Requirements by Tab".


Just as there are different types of content in Guide, there are different ways to gain access to edit each type.

Governed Content

To facilitate the approval process through the many steps of shared governance, Governed Content is edited using Lumen Program Proposals. Every faculty and staff member whose appointment is within a department or administrative unit that contains academic programs automatically has access to view and edit in this system. In these cases, no further action is needed on your part to gain access to edit Governed Content.

However, you may also wish to acquire the ability to approve changes on behalf of your department or program. You can request that access (as well as access to Lumen Course Proposals) using this Qualtrics survey form, which is reviewed and approved by Institutional Academic Planner Michelle Young in Academic Planning and Institutional Research. You can also use this form to request access be revoked. Please note that all Department Chairs will automatically be given Approver access for their department, and they are the person who must approve that access for others.

Non-Governed Content

Non-Governed Content in Guide is edited in a development environment of the Guide at this URL:

Before requesting editor access, please review the Lumen/Guide Roles Directory tableau viz. You are able to search by last name or NetID to find all the approval and editing roles assigned to you in both Guide and Lumen here. If you see a role that looks like "GUIDE_GRAD_[YOUR DEPT NAME]_EDITOR" assigned to you, then you already have access to edit non-governed content. 

Unlike Governed Content, access to "next-Guide” must be individually granted. To request editing access, please fill out this Qualtrics survey form.

When requesting editor access, note that you will be requesting access to all pages associated with your department or administrative unit, rather than individual program pages. There is no way to restrict access below the department/unit level.

To revoke editing access to Non-Governed Content, please email and specify the person and pages where access should be revoked. 

Directory Information

As Directory Information is included within Non-Governed Content, editing access is granted the same way. However, because it is Directory Information, it can also be edited at any time of year. Note that outside of the typical editing cycle window (discussed below), only the Registrar's Office has access to make those edits. Please email the email account to request changes to Directory Information.


This section refers only to the deadlines for content that is effective for Fall 2023, which will publish in Guide on June 1, 2023.

Governed Content

Authorized users (faculty and staff in academic departments/units) may edit program information at any time of year using Lumen Program Proposals. When editing the proposal, select "Fall 2023" from the drop-down menu near the top. 

Remember that proposals must be approved through several steps of shared governance. Every School and College has its own deadlines for receiving proposals to approve at the School/College level. While these deadlines typically fall between January 1, 2023, and April 3, 2023, please contact your School/College Dean's Office academic planner to learn more about their specific deadlines. If you are planning significant changes or want to create a new program, please contact your School/College Dean's Office academic planner as soon as possible.

April 3, 2023, is the deadline by which all proposals must be approved by the different Schools and Colleges. However, if you are planning to create an entirely new program, this deadline may be earlier to meet certain shared governance meeting materials deadlines.

Non-Governed Content

Authorized editors will gain access to edit pages in beginning early November 2022. Please contact your School/College Guide Coordinator for your deadline to edit non-governed content, which will typically be no later than February 1, 2023.

It may seem odd that this deadline is so much earlier than the deadline for Governed Content. This is because sufficient time is needed for the text on every tab of every page to be reviewed by each School/College Guide Coordinator, and then finally by a professional copy editor, prior to the publication being released to the public on June 1, 2023.

Directory Information

Directory Information can be updated at any time with no deadlines. However, what is very important to understand is that when the Non-Governed Content editing window begins in early November 2022, there are two environments of Guide in existence: 

  1. the live version ( which is reachable by anyone on the Internet at the present moment, and 
  2. the development version ( where editing takes place for the next version of Guide that will be publicly published on June 1, 2023. 

Find detailed instructions on editing Directory Information in this KB article.

Training and Open Labs

For training on your own, the Registrar's Office has created a Canvas course that introduces you to the Guide, Lumen, and teaches you how to edit. In addition, there is a separate KnowledgeBase for Lumen.

Open Labs

Finally, Jen Brown in the Registrar's Office is holding several Open Labs on a drop-in, first-come, first-serve basis to answer your specific Guide editing questions. You may bring questions and work related to Non-Governed Content only.

Here is the schedule:

Keywords:guide, lumen, governance   Doc ID:106697
Owner:Jenna A.Group:Graduate School
Created:2020-10-19 09:22 CSTUpdated:2022-11-09 10:57 CST
Sites:Graduate School
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