Topics Map > Governance
Guide: Editing Based on Content Type
A graduate program's Guide page is a legal, binding agreement with students that displays the requirements for completing awards (degrees/graduate/professional certificates/doctoral minors). Changes to a program's Guide page are implemented through Lumen Program Proposals. This is a relatively static document with updates allowed during certain times of the year. The "normal" cycle for changes publishes on June 1 for each upcoming academic year.
This document only pertains to the Graduate information in Guide; questions about undergraduate or other content should be directed to the appropriate School/College Guide coordinator or academic planner.
This KB focuses on the content on the following pages in the Graduate Guide:
Review your Program's Lumen Program Proposal (degree/certificate/minor)
Lumen Program Proposal Deadlines
Types of Content
There are three "types" of content on a program's Guide page.
- Governed content
- Requires review and approval from department, school/college, Provost's Office (DAPIR), Graduate School (GFEC), and University Academic Planning Council (UAPC).
- Non-governed content
- Does not require shared governance approval.
- Edits made by designated S/C official.
- Directory information
- Contains information about people associated with the program. Directory information is also included within non-governed content.
- Distinct deadlines and update processes discussed in greater detail below.
| 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) |
Editing Process Based on Content Type
Refer to each section to learn more about the process and access needed to edit based on the type of content.
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 the upcoming academic year's fall term from the drop-down menu near the top. The proposal approval deadline varies by school/college, but typically occurs in March. However, if you are planning to create an entirely new program, this deadline may be earlier.
Important Links
- Lumen Program Proposals: System used to approve changes / edits to governed content.
- Request Access for Lumen Programs: Form to request approval access for changes on behalf of a department or program or revoke access.
- All Department Chairs are automatically provided departmental "Approver".
- School/College Dean's Office Academic Planner Contact List: Contact your School/College's academic planner for specific approval deadlines. If you are planning significant changes or the creation of a new program, please contact your academic planner as soon as possible.
Non-Governed Content
Non-governed content in Guide is edited in a development environment at this URL: next-guide.wisc.edu. Access to "next-Guide” must be individually granted. Authorized editors gain access to edit pages in next-guide.wisc.edu beginning early November.
When requesting editor access, access is requested for 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.
Important Links
- Lumen/Guide Roles Directory tableau viz: Table summary of editor access (check here first to see if you already have access).
- Search by last name or NetID to find all the Guide and Lumen approval and editing roles assigned to you.
- Role: GUIDE_GRAD_[YOUR DEPT NAME]_EDITOR" (if attached to name, you already have access to edit non-governed content)
- Workflow Role Request in Guide (non-governed content): Form to request access to Guide editing environment.
- School/College Guide Coordinator Contact List: Contact your coordinator for your deadline to edit non-governed content, typically early February.
Directory Information
Directory information is included within non-governed content; editing access is granted as detailed in the "Non-Governed Content" tab above.
If edits are needed outside of editing cycle, email guideeditor@office365.wisc.edu.
General Overview of Deadlines
Changes to a program's Guide page are implemented to the upcoming academic year. This means that while a Lumen Program proposal may be created, the change(s) is not effective until the June 1 publication of Guide.
| Guide Tab | Edit Window |
System |
|---|---|---|
| Overview | November 1 to February 1 | Guide (editing environment) |
| Admissions | Allowed anytime until governance deadlines | Lumen |
| Funding | November 1 to February 1 | Guide (editing environment) |
| Requirements | Allowed anytime until governance deadlines | Lumen |
| Policies | Allowed anytime until governance deadlines | Lumen |
| Professional Development | November 1 to February 1 | Guide (editing environment) |
| People | Anytime | Guide (editing environment) |
| Learning Outcomes | Allowed anytime until governance deadlines | Lumen |
| Accreditation | Allowed anytime until governance deadlines | Lumen |
| Certification/Licensure | Allowed anytime until governance deadlines | Lumen |
| Contact Information | Anytime | Guide (editing environment) |
Resources
Lumen and Guide KnowledgeBase
The Lumen and Guide KnowledgeBase has several documents covering various topics related to the systems. Relevant articles to assist you with your program's Guide page updates include:
- How to Obtain Guide and/or Lumen Authorization
- Lumen: Deadlines (2023-2024 academic year)
- How to Access Lumen Proposal Forms
- Lumen as the Single Source of Truth
- Guide Publishing
- Guide Updating Principles by Tab Procedures
- Guide: Guide Coordinator Contact Information
Canvas Training Course
The Registrar's Office created a self-paced Guide Editing Tutorial Canvas course, introducing you to Guide, Lumen, and how to edit. The Registrar's Office holds several open labs on a drop-in basis to answer specific Guide editing questions. Questions related to non-governed content are answered in this space. Information about specific lab dates and times are announced via the graduate coordinators listserv. Contact guideeditor@office365.wisc.edu for information.
Presentations
The Graduate School's presentation to graduate coordinators and managers on how to update governed content in Guide via Lumen Program Proposals.